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 1.6 Assignment and Departure

 
 

 Requirements

 

R1. Assignment and Scheduling Procedures

A note about accessibility considerations: Because all Job Corps centers are required to comply with applicable accessibility requirements, it is unlawful to assign an applicant to a particular center, or to steer such an applicant away from a center, based solely on accessibility concerns. Even if the law does not require a specific center to comply with federal architectural accessibility guidelines, the center may be required to provide reasonable accommodations for the needs of a particular individual’s disabilities if the accommodations are not an undue hardship.

If an applicant offered enrollment has disclosed a mobility-related disability, or has such a disability that is obvious (for example, if he or she uses a wheelchair), and the Admissions Counselor (AC) has concerns about the accessibility of the most suitable center, the AC may raise those concerns with the applicant and/or his or her parent, guardian, or other representative. In these cases, three points must be kept in mind:

​a. The AC should inform the applicant and/or his or her parent, guardian, or other representative that the applicant is entitled to ask for a reasonable accommodation, which may include a request for modifications to the center at issue.

b. Job Corps’ Reasonable Accommodation Committee (RAC) is required to consult with the applicant to identify possible accommodations and must give consideration to the applicant’s choice of accommodation, but Job Corps is not required to implement an accommodation that would impose an undue hardship.

c. The ultimate decision about whether the applicant will or will not accept a reasonable accommodation must be left up to the applicant and/or his or her parent, guardian, or other representative.

Outreach and Admissions (OA) contractors must:

a. Assign enrollees to a center offering the type of career technical training selected by the individual, and, among the centers that offer such training, is closest to the enrollee’s home, unless:

1. The enrollee would be unduly delayed in participating in the Job Corps program because the closest center is operating at full capacity.

2. The parent or guardian of an enrollee requests assignment to another Job Corps center due to circumstances in the home community of the enrollee that would impair prospects for his or her successful participation in the Job Corps program. Such a request must be documented in the applicant file.

3. If a parent or guardian of the enrollee objects to the assignment of an enrollee under the age of 18 to a center other than the center closest to home that offers the desired career technical training, such an assignment must not be made. The objection of the parent or guardian must be documented in the applicant’s file.

b. Give priority in assignments of open slots to applicants offered enrollment who are veterans of the armed forces of the United States or spouses of veterans, as specified in Exhibit 1-2, Factors for Priority Enrollment.

R2. Pre-Departure Activity

Admissions Counselors (ACs) must:

a. Provide each assigned applicant with specific, current information about the center of assignment, including location, rules, career technical training waiting lists, and program expectations.

b. Provide the assigned applicant with a travel packet to include itinerary, e-ticket information, meal money (if applicable), emergency phone numbers, and written guidance on acceptable behavior and expectations while on travel to the center.

c. Send all required documents to the center and ensure that the applicant takes the documents with him or her when he or she departs for the center (see Chapter 6, Section 6.4 R3, Collection and Handling of Health-Related Information and Documents). 

d. Notify each applicant of his or her assignment date, or departure date if using government-furnished transportation, and the process for departure.

e. Verify with the applicant that there has been no change to the applicant’s admission status that would alter any of his or her answers to the eligibility requirements since the completion of the original application.

R3. Departure Scheduling and Procedures

ACs must:

a. Contact the assigned applicant to provide travel information and answer any last-minute questions.

b. Whenever possible, accompany the applicant to the scheduled departure site or arrange for another responsible escort, and see that the applicant departs safely as scheduled.

c. As required in Chapter 6, Section 6.5 R4, request that the applicant sign a release of “Right to Use Photographic Likeness or Moving Images” (Form 5-08 for adult students and Form 5-09​ for minors) and forward it to the center of assignment (see Appendix 601, Student Rights to Privacy and Disclosure of Information).

R4. Delays

a. Travel Delay

In the event that an assigned applicant asks for a delay in the assigned day for travel to the center of assignment, the AC must take the following steps:

1. Determine whether the request for the delay is valid and reasonable, e.g., due to illness or death of an immediate family member.

If the request is related to a disability, the AC should contact the center and ask that the appropriate center staff persons determine whether the delay is a reasonable accommodation for the disability, as explained in Form 2-03, Definitions and Documentation Requirements Related to Reasonable Accommodations for Applicants and Students with Disabilities.

2. If the reason is unrelated to a disability, and the AC determines that the reason is valid and reasonable, notify the center, and obtain instructions and a future date of travel. This notification must take place either before or on the assigned travel date.

b. Delayed Assignment

Under the following circumstances, the AC may ask the center for a delayed assignment for assigned applicants who fail to depart as originally scheduled and who did not request a travel delay:

1. The AC determines that the reason for the failure to depart is valid and reasonable.  If the failure to depart is related to a disability, the AC should contact the center and ask that the appropriate staff persons determine whether the delay is a reasonable accommodation for the disability, as explained in Form 2-03, Definitions and Documentation Requirements Related to Reasonable Accommodations for Applicants and Students with Disabilities​.

2. The assigned applicant requests a delayed assignment date within 90 days of the original interview date. If the request is made after the 90-day period expires, all of the eligibility documentation for the applicant must be re-verified.

3. The AC must verify with the assigned applicant that he or she continues to meet all the Job Corps eligibility criteria as of the rescheduled date of enrollment.

c. Under no circumstances may an AC send an assigned applicant to the center on a day other than the departure date entered on the applicant’s travel itinerary without obtaining center and/or Regional Office approval.

R5. No-Shows

In the event that the applicant fails to depart for the center and does not communicate with the AC 24 hours prior to the scheduled arrival time, or 24 hours prior to the scheduled departure time if using government-furnished transportation, he or she will be determined to be a no show, and the AC must:

a. Contact the assigned applicant promptly to determine the reason he or she did not arrive at the assigned center.

b. If appropriate, request a delayed assignment and reschedule the applicant in accordance with Chapter 1, Section 1.6, R4.b.

c. Notify the center of assignment of any delay.

R6. Pre-Departure Center Contact

Centers will contact assigned students prior to scheduled arrival to welcome them, and provide information about the center, reiterating behavioral standards.

R7. Arrival Scheduling

Centers must:

a. Accurately project arrival needs and issue arrival requests to the ACs in accordance with Regional Office procedure.

b. Ensure that the application folder is complete and contains all required documentation upon arrival at center. The center will contact the AC to obtain missing or incomplete documentation.

c. Schedule timely assignment, for first available opening on center, of applicants referred by ACs, to ensure maintaining center at capacity.

d. Where reasonable accommodations will be provided, ensure that the accommodations are in place before arrival. However, failure to provide timely accommodations will not excuse undue delay in an applicant’s arrival, and may be the basis for a discrimination complaint.

e. Provide timely travel authorization and arrival information to ACs and other appropriate parties, as required.

f. Meet and greet arrivals at the designated time on the center or at the determined travel termination point.




 

 Forms

 
  
Form 2-03 Definitions and Documentation Requirements Related to Reasonable Accommodations
Form 5-08 Right to Use Photographic Likeness or Moving Images-Release Form for Adult Students
Form 5-09 Right to Use Photographic Likeness or Moving Images Release-Form for Minors
 

 Exhibits

 
  
Exhibit 1-2 Factors for Priority Enrollment
 

 Appendices

 
  
Appendix 601 Student Rights to Privacy and Disclosure of Information