This user guide is for all MyJobCorps Gateway user roles.
Overview
MyJobCorps Gateway is a case management system that Job Corps Admissions, Center, and Regional staff use to digitally receive Job Corps applications and process applicant cases through eligibility, assignment, and center enrollment.
This guide provides information on how to request account activation and deactivation, and an overview of all MyJobCorps Gateway account types.
MyJobCorps accounts are currently limited to users performing admissions and enrollment processing. The system is specifically designed for the following roles: Admissions Representatives (ARs), OA Managers, Regional Directors (RDs), Division Chiefs, CORs, Regional Health Specialists (RHSs), Regional Disability Coordinators (RDCs), Records Managers (CRMs), and Health and Wellness Reviewers (HWRs).
Account Activation and Deactivation
This section has information and instructions for:
- How to Request a New Account
- How to Change Your System User Role or Center/OA Provider
- How to Request a Backup User
- How to Deactivate an Account
How to Request a New Account
Access to MyJobCorps Gateway is typically requested during onboarding for new staff. Please work with your Center IT Point of Contact and Outreach & Admissions (OA) Manager.
Step 1: Center IT Point of Contact Completes the ID Auto Prerequisite
- Your Center IT Point of Contact will submit an ID Auto (Identity Automation) request for a new account in Citrix. Note: the ID Auto Technical Guide is attached above with step-by-step instructions.
- This step is required before requesting a MyJobCorps account. If you need help with this step, reach out to the Job Corps Data Center (JCDC) Technical Assistance Center (TAC) at helpdesk@jobcorps.org.
Step 2: OA Manager Requests Access to MyJobCorps
- You will receive an email from JCDC after the ID Auto request is approved.
- Once approved, please have your OA Manager submit a request for MyJobCorps Gateway access by contacting the MyJobCorps Help Desk. You will need to provide the following information:
- New User's Role
- User's Job Corps Title
- User's Email Address
Step 3: Admissions Staff Verifies Account Access
- Check for the Account Creation Email: Once your MyJobCorps account is created, you will receive an email from MyJobCorps confirming that your account is ready. The email will include a link with instructions for logging into your account.
How to Change Your System User Role or Center/OA Provider
Submit a ticket to the MyJobCorps Help Desk.
How to Request a Backup User
Submit a ticket to the MyJobCorps Help Desk requesting temporary access for a back-up user who either doesn’t have existing access to MyJobCorps Gateway or has a different user role. In the ticket, include the following information:
- Who will be filling in for your role while you are out
- Their Job Corps email address
- The dates you will need a back-up user
ARs do not need to request their OA Manager to be a backup user.
How to Deactivate an Account
During the Job Corps offboarding process, please submit a ticket to the MyJobCorps Help Desk to notify the MyJobCorps team of the departure.
Gateway User Roles & Responsibilities
| Gateway User Role | Job Corps Functional Role | Key Responsibilities |
|---|---|---|
| Admission staff | ||
| OA Manager (OAM) | OA Manager; QA Reviewer | Responsible for overseeing day-to-day admissions processes and managing admissions staff at their Job Corps admissions provider. Key responsibilities include, assigning cases to Admissions Representatives, managing staff workload, reviewing waiver requests, completing QA review, and running reports and analyzing data. |
| Admissions Representative (AR) | Admissions Representative | Responsible for engaging directly with prospects and applicants to confirm their interest in Job Corps, inform them about Job Corps training and education programs and center life, and process their application, eligibility, and trade and center assignments. |
| Center staff | ||
| Health and Wellness Reviewer (HWR) | Health and Wellness staff |
Reviews applicant health information, provides a recommendation, and determines if there is a need for further health review. Key Responsibilities are to review health documents, initiate additional health review, upload health documents, and contact the applicant. Outside of MyJobCorps, the HWR coordinates with center health providers and staff to assess the applicant’s health files, located in the Health E-Folder. |
| Records Manager (CRM) | Center Records Manager | Manages enrollment after health review by completing enrollment and planning for arrival. Key responsibilities include review file and documents, contact the applicant to confirm arrival, set anticipated arrival date, log communications and upload documents and record student arrival. |
| Regional staff | ||
| Regional Health Specialist (RHS) | Regional Health Specialist (RHS) | Reviews health documentation and provides a recommendation to the Regional Director, for cases that have been escalated by the center for Regional Review. |
| Regional Disability Coordinator (RDC) | Regional Disability Coordinator | Reviews cases and disability documentation and assign the case to an RHS for further review. |
| Regional Director (RD) | Regional Director; Division Chief | Reviews and makes decisions on readmit waiver requests and center recommendations for denial. |
| Contracting Officer's Representative (COR) | Contracting Officer's Representative, Federal Staff | Access to review cases but cannot make decisions. Reviews all reports to discuss with Centers. |
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