Date of Release: January 30, 2025

Portal

Design and User Experience Improvements

• Updated Home view with cards displaying To-Do and Completed actions to improve moving through the application process.
• Updated the mobile design of the Home, Application and Signature sections to improve navigation.
• Updated the design of the upper navigation bar, menu, header and footer, and message boxes.
• Updated the design of the status boxes that display in the Documents section.
• Applicants can now create an account and view their dashboard before completing the EIT.
• Added a new Help button to display above the footer or at the bottom of the screen.
• Fixed the display of the Espanol button on mobile so that it does not overlap text.
• Updated the display of the message boxes so the text displays next to the icons.
• Removed the ability to enter emojis in document comments.
• Updated the screen that displays after inactivity so that a user can exit.
• Applicants can now select a suffix field from a dropdown of options in the Account Information editor and EIT.
• Added checkmarks to the dropdown menu for Signatures on mobile.
• Removed the footer from the Application and EIT pages to improve navigation.
• Added a standardized Preferred Language field dropdown with a list of options to choose from.
• Removed the option for I don't know/I don't have it right now from the Application question for Social Security Number (SSN) or Tax Identification Number.

Documents Updates

• Applicants are now prompted to upload Proof of Citizenship/Residency, Age, Income, and SSN from the Home view to increase the likelihood of uploading documents before submitting their application.
• Applicants will now see an option to select specific document categories (e.g., Proof of Citizenship, Age, Income) so they know exactly what documents are needed for that category.
• Applicants can now click-to-sign their Agreements rather than typing their name multiple times, reducing the risk for manual errors, and ensuring forms are signed correctly with the Applicant’s legal name.
• Applicants can now access the Document tab from a link on the dashboard after submitting their application.
• Added the button "I don't have it right now" to the document upload screen.
• Updated the document upload window to remove the broken thumbnail from displaying when a PDF is uploaded.

Notifications and Content Updates

• Updated the Applicant email notifications for consistency and to align with the content approved by the National Office of Job Corps.
• Updated the cadence of the Applicant email notifications based on guidance from the National Office of Job Corps.
• Updated the Applicant email notifications to include the assigned Admissions Representative on the Cc line.
• Updated the Applicant email notifications to send for: Document Rejected.
• Updated the content in the Document Rejected email notification for clarity.
• Fixed the Applicant email notification to correctly send after initial case assignment.
• Applicants will now see a confirmation message at the top of the dashboard after submitting their application.
• Applicants will now see a pop-up message anytime they attempt to leave the application without saving their information.
• Updated the content in the error message that displays to Applicants for clarity.
• Updated the error message that displays when no document is uploaded and if a document exceeds 30MB.
• Removed message that displayed to Applicants when they first logged in as directions were no longer needed.
• Increased the character limit for Additional Contact Email field.
• Updated the character limit of the Comments field for document uploads to 500 characters.
• Adjusted the display of text in the pop-up when a user tries to login before submitting an EIT.
• Fixed the Preferred Language label so that it displays in Edit Account Information.
• Removed the duplicate title fields from the Basic Information and Personal Circumstances tabs.
• Updated the Education page so the information submitted in the Application displays in Gateway.
• Updated the hyperlink on the Authorization for Release of Criminal History Agreement to open in a new tab.
• Removed the Delete button from the Documents Summary page for all documents accepted in Gateway.
• Removed the main page of Account Information for clarity.
• Updated the homepage content for clarity.
• Updated the Proof of Citizenship document category to Proof of Residency.

Gateway

Documents Updates

• All required Agreements will be displayed in a table in the Document Center, even when they have not been uploaded or sent from the Portal, to help track what Agreements require Applicant or parent/guardian signature.
• Visual indicators are present for the status of each document, showing where documents are accepted, rejected, submitted to E-Folder, require a parent/guardian signature or a verification is required.
• Documents can now be uploaded by Category and filtered by Category or Status to help staff find specific documents more easily.
• Within each Document Category, Admissions staff can now access each document's Type, Status, Uploaded by Data, Date/Time Uploaded, and Comments.
• Admissions staff can now view documents related to an Eligibility Criteria on the related Eligibility Criteria pages.
• Updated the list of Document Types so that Admissions staff can better identify what documents they need to upload, and how they will be displayed/received in E-Folder for the Center staff's review.
• Admissions staff will now get a confirmation message when documents are sent to E-Folder.
• When a case is in QA review, Outreach and Admissions staff will have read-only access to documents.
• Fixed Documents so that if a document is deleted in Portal, the document will also be deleted from Gateway.
• Admissions staff now have access to verify documents from the document summary page.
• Gateway has been updated to ensure that documents received in E-Folder cannot be deleted or edited in Gateway.
• Admissions staff, with cases assigned to them, can edit previous uploads that they or the Applicant have made. Staff can verify documents that are uploaded by the Applicant from the Portal in the same place they can edit details.
• Renamed Documents Repository to Forms to reduce confusion with the Document Center.
• Added the Privacy Act to the Document Type dropdown list.
• Updated the Proof of Citizenship Document Category to Proof of Residency.
• Updated the Comments field in the Document Center so that only the first 250 characters display until selected.
• Fixed an issue preventing Regional Directors from entering comments for a document when reviewing Readmit Waivers.
• Removed the blank Document Type from Document Upload in the Communications Log.
• Updated the Document Type display for the Confirmation of Completion of Community Service Hours.
• Admissions staff can upload a document to an open case if they have access to the case.
• Clicking on the Preview Document button will open a new tab, where it will display a preview of the document.
• Updated the Edit Document label to clarify that a user is editing an existing uploaded document.

Design and User Experience Improvements

• Admissions staff will now see more case data displayed on the Readmissions Check, including ATN, case status, and milestone details to help identify potential duplicate applications.
• Updated Readmissions Check to flag if a Background Check has been requested previously for an active applicant, preventing ARs to request a second background check within the 120-day window.
• OA Managers can now filter cases by zip code on the Home view to make prospect assignments easier.
• Admissions staff will now get a confirmation message when they submit a case to E-Folder.
• Updated the All Cases view to display Applicant Identification Numbers (AIN). AIN is the unique identifier that JACS uses for tracking background check requests. This addition ensures that staff can easily reference background check requests when communicating with the JACS team.
• Admissions staff can indicate if an applicant has an SSN, Tax Identification Number (TIN), or neither in Gateway.
• Admissions staff can now request a Background Check with a TIN.
• Updated the All Cases view for OA Managers who are aligned to multiple providers, so they see all users aligned to their providers in the Assigned To dropdown.
• Admissions staff can now view and filter by the Urgency status on the All Cases view.
• Fixed the selection of a Training Program when the Applicant has a Zip Code that starts with a zero.
• Updated the Center Status column to display correctly on the All Cases view.
• Updated Case History to display the user’s first and last name in the User column.
• Updated Case History to prevent a new entry for each Communications Log added to a case.
• Updated Case History so that new entries do not overwrite existing entries.
• Updated the Summary page to display the correct status on the Application Information tile.
• A new Communications Log entry will be generated for each Readmit Waiver Request submitted.
• Updated the Communications Log for Author to display the user’s name correctly.
• Added a Forms section and a link to Statement of Support Form 1-03 to Eligibility Criterion 3.
• Added a Forms section and a link to Appendix 102 - Guide for Evaluating Group Participation and Maintenance of Sound Discipline to Eligibility Criterion 8.
• Fixed the Preferred Language field so that it updates with the data submitted in the Portal application.
• Updated the Save button on the Readmissions tab so that it is disabled unless a change is made.
• Updated the Education section of the Application so that selection for "Requires ELL support" is available.
• Updated the Account section of the Application so that changes made for Career Interests, Suggestion, and Preferred Language will display.
• Updated the Eligibility Criteria pages to that the Admissions Representative is kept on the page after accessing a document.
• Updated the Confirm Criterion Result dropdown so Conditionally Eligible can be selected on Eligibility Criterion 10 for an Expedited Case.
• Updated the Activity log, within the Confirm Prospect’s Interest window, to display a partial view of the notes with a link to view more.
• Fixed the Workflow Milestone to update correctly after a Background Check is requested.
• Fixed an error that displayed when editing an application’s Career Interests.
• Updated the Continue button on the Eligibility Criterion pages so that it saves the eligibility selection.
• Fixed a validation error so that the user is prompted to enter required employment details.
• Updated the AWS Training Program so that Centers display when selected.
• Updated the display of the Revision Request category in the Communications Log.
• Fixed the Revision Request category in the Communications Log so that it can be edited by OA.
• Fixed the error message so that it displays when an 8-digit SSN is entered.
• Fixed the Income Calculation for Eligibility Criterion 3.
• Fixed the display of Basic Information when United States is selected as Birth Country.
• Updated the Hourly Wage field to accept up to three digits before the decimal point and always display two decimal places, even if the value is a whole number (e.g., 100.00)
• Updated the QA Review tab to prevent Assign to Center from being selected until the Conduct QA Review step is complete.
• Removed the OA Manager’s access to a case’s Eligibility tab prior to it being assigned to an Admissions Representative.
• Updated the text boxes on the downloadable Form 652 and 653 so they don’t cut off.
• Updated the Validate Application History screen to populate correct data for all fields.
• Users can now preview and generate the most recent version of an Agreement.
• The Social Security Number field on the Application matches what the applicant sees/fills out in Portal.
• The Center Assigned case milestone will now update once the Assign to Center button is clicked.
• The Center Assigned case milestone will update after the Confirm Determination button is clicked.
• Added Urgency Status and the Eligibility Determination to the 652 Form.
• Updated the Application Information tile on the Summary page to populate the correct status.

Notifications and Content Updates

• Updated the character limit for Communications Log entries to 1,500 characters.
• Updated the character limit for the Request for Revisions text box to 4,000.
• Increased the character limit for Additional Contact Email field.
• Fixed the spelling of Eligibility displayed when hovering over the criteria labels on the Eligibility tab.
• Updated Check History, for cases with no previous enrollments, to remove the pop-up stating the SSN matches an existing SSN.
• Updated the email notifications so that all Regional Directors, aligned to a user, will get an email after the Readmit Waiver is approved by the OA.
• Updated the label of the Agreements tab in the Application view.

Reports Updates

• Admissions Staff can now access an Arrival Report to track students who have arrived on center, offering real-time updates for Admissions staff.
• Updated the Pending Arrivals Report to include Center related data to improve the overall use of the report.
• Updated the title of the Prospect Report and Prospect Contact Summary Report for clarity.
• Added an Assigned To field to the Admissions Representative’s view of the Background Check Request Report.
• Updated the Background Check Request Report to show the correct Totals.

EIT

• Updated the mobile view of the Next Steps page to correctly display content at the top of the page.
• Updated the Inactive window on mobile so the Logout and Continue buttons are visible on iPhone 14 Pro Max.
• Updated the Calendar fields for mobile and desktop to improve entry.
• Updated the alignment of Address types on the Address page in mobile.
• Fixed the signature confirmation checkbox that displays when an Applicant, aged 18-24, submits their EIT.
• Updated the content on the final page to inform Applicants that they will be contacted by an Admissions Representative in 1-2 business days.
• Updated the content of the Birth Date field for clarity.

Updated January 31, 2025 17:29