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 6.4 STUDENT ENROLLMENTS, TRANSFERS, AND SEPARATIONS

 
 

 Purpose

 

P1. To establish a uniform system that enables centers to enroll new students and account for the transfer of students from one Job Corps center to another.

P2. To establish criteria for the transfer of students between centers.

P3. To establish a standard system that clearly defines the types of separation codes to be used for recordkeeping and data processing at the end of a student’s enrollment in the program.

 

 Requirements

 

R1. Enrollments

Centers must:

a. Accept for enrollment all assigned new or transfer students who arrive at the designated arrival point or who report to the center. Students who depart for the assigned center in government-furnished transportation and do not reach the center are not considered arrivals.

b. Upon arrival, enroll the student by creating a student record in Center Information System (CIS) in accordance with procedures in the CIS documentation. The enrollment date is the scheduled date of departure, provided that the student followed his or her travel itinerary. If the student intentionally changed the itinerary, the date of enrollment must be the date of arrival on center.

R2. Transfers

Centers must:

a. By mutual agreement with another center, and with written approval of the Regional Office, arrange for the transfer of a student, including travel arrangements, if the student meets one or more of the following conditions:

1. Interested in and is qualified for a training program along a viable career pathway, as documented on the student’s My Pathway to Achieving Career Excellence (MyPACE) Career Plan, that is​ not available at the current center.

2. A permanent change in environment or associations for the student will enhance the chances for graduation.

3. Appeal of a disciplinary discharge is upheld and the Regional Director requests a transfer.

4. Has medical needs that cannot be met at the current center and facilities and services are available at another center.

b. The transferring center remains accountable for the student until the day he or she arrives at the receiving center.

c. If the student is receiving or has received medical services, including mental health, oral health, and TEAP, the transferring center will provide a legible or typed summary note on student’s current status, medication, and treatment compliance at least two weeks prior to student arrival. The student health record must arrive at the time of student arrival.

d. Original centers must provide student files to the receiving center in the case of readmitted students.

e. The receiving center is accountable for the student from the day he or she arrives at the receiving center. Transfers are permanent. Only the National Director, as warranted, may approve a student’s return to the originating center.

R3. Enrollment Extensions

A student cannot be enrolled in Job Corps for more than two years, except in the following circumstances:

a. An enrollment extension may be granted for a period not to exceed one additional calendar year in order for a student to complete an advanced career training program.

b. An enrollment extension may be granted for a period not to exceed one year in the case of a student with a disability who would reasonably be expected to meet the standards for a Job Corps graduate if allowed to participate in the Job Corps for not more than one additional year.

c. An enrollment extension may be granted to a student who participates in national service by providing assistance in addressing national, State, and local disasters, as authorized by a USDA Forest Service Civilian Conservation Center (CCC) program per PRH Chapter 6, for the amount of time equal to the period of national service.

d. A center may request Regional Office approval to extend a student’s two-year enrollment limit for up to six months in order for the student to qualify for graduation. If approved, centers must maintain documentation of the approval in the student’s personnel folder.

R4. Separations

a. Centers must establish an orderly system to process students separating from the Job Corps program that includes at a minimum:

1. Updating all student accomplishments in CIS, including attainment of High School Diploma (HSD), High School Equivalency (HSE), and/or career technical training completion.

2. Documentation of the reasons for the student’s separation as approved by the Center Director or designee, with the documentation filed in the student’s personnel folder.

3. Arrangements for transportation for the student to the appropriate destination.

4. Notification of the parents/guardians of minor students regarding the student’s separation status, date, and scheduled time of arrival home. Such notification must be documented.

5. A system to provide separating students with originals of any earned credentials, documentation of accomplishments, and contact information for their Career Transition Services Specialists, and support staff at the student’s destination.

6. Assignment of the student to the appropriate career transition services provider in the locale to which the student will return.

7. Written notification to the student of name, location, and phone number of career transition services providers.

8. Notification and transmission of student separation data to the Job Corps Data Center within two working days of the student’s separation, in accordance with procedures in the CIS documentation.

9. Verification and update of student address and alternate contacts.

b. Each student’s separation status and eligibility for career transition services will be determined automatically by CIS based upon data entered regarding the student’s accomplishments while enrolled, and in accordance with criteria shown in PRH Chapter 4, Section 4.2, Eligibility for Services​.

c. Centers must enter separation codes for students in accordance with the following definitions and separation codes listed in the CIS documentation:

1. Orderly Separation – Student has separated as scheduled and none of the following codes apply.

2. Maximum Benefits Separation – Formal determination has been reached through the student performance evaluation process and approved by the Regional Director that the student has achieved as much benefit from the Job Corps program as his or her abilities will allow (see Appendix 608, Maximum Benefits Separation).

3. Resignation Separation – Student freely decides to quit Job Corps. Resignations must be accepted at any time a student requests unless he or she is pursuing it as a means of avoiding a disciplinary discharge. Students in Unauthorized Absence status may resign in person by returning to center, or by telephone. Within two (2) days of a student's resignation by telephone, center staff must confirm the resignation in writing, by mail or email.

4. Disciplinary Separation – Student has committed a behavioral infraction or has an accumulation of behavioral infractions of such gravity that it disqualifies him or her from further enrollment in Job Corps.

5. Medical Separation – Student is no longer able to participate in Job Corps due to medical (including pregnancy-related conditions), dental, substance use, or mental health reasons; documentation of the student’s medical condition must be provided. If at the time of medical separation, the student is determined to be eligible for reinstatement once the medical condition is resolved, the student is then separated as a Medical Separation With Reinstatement rights (MSWR), and may be reinstated within 180 days (see PRH Chapter 6, Section 6.12, R11(c) and (g)​​).

6. Withdrawal of Parental Consent Separation – The legally responsible parent/guardian withdraws permission/consent for enrollment of a minor student. The center must verify and document that the requesting parent has legal responsibility for the student.

7. Death Separation – Student dies while enrolled in Job Corps.

8. Fraudulent Enrollment Separation – A determination has been reached, with the approval of the Regional Director or designee, that the student was ineligible for enrollment or that he or she became enrolled as the result of a significant screening error.

9. Unauthorized Absence (UA) Separation – A student will be separated from the program if the student accrues 3 consecutive unauthorized absence training days or 5 non-consecutive unauthorized absence training days in a 12-month period. The effective date of separation is 2 hours after the student's scheduled training day start-time on the 3rd or 5th day of absence, as applicable. It is further noted that if a student who is in Unauthorized Absence status for 3 consecutive training days or 5 non-consecutive training days in a 12-month period reports on the 3rd or 5th day (as applicable) within 2 hours of their scheduled training day start-time, the student will not be separated as an Unauthorized Absence Separation.

10. Administrative Separation With Reinstatement (ASWR) – For temporary or anticipated long-term center closure when designated by the Regional or National Office of Job Corps, and for students who are called to active military duty and must temporarily suspend their participation in Job Corps.

11. Withdraw HIPAA Consent – If the student or parent/legal guardian of a minor student revokes the HIPAA consent.

12. Missing Minor Student Separation - A missing minor student can only be separated with the Regional Director's concurrence and only after it is evident that the student, through no fault of their own, will not be returning.

R5. Re-enrollments

Centers must effect reinstatements or re-establishments of students according to the following:

a. Reinstatement shall be used to expedite the return to active participation of a student who was separated for medical reasons with reinstatement rights (MSWR) or administrative separation with reinstatement rights (ASWR). Reinstatement is a resumption of the previous enrollment, not a new enrollment. Reinstatement is effective the date the student physically reports back to the center. To qualify for reinstatement under MSWR, the student must:

1. Return within 180 days from separation date.

2. Provide documentation showing resolution of the medical condition (including medical, mental health, oral health, alcohol, or drug abuse conditions) and ability to participate in the program.

To qualify for reinstatement under ASWR, the student must:

1. Return within 12 months from separation date.

2. Provide appropriate military documentation, if the separation reason was a call to active military duty.

b. Re-establishment shall be used, with approval from the Regional Office, to return to active participation a student who:

1. Received disciplinary discharges that were overturned by the Regional Office.

2. Was separated due to arrest for a felony or misdemeanor charge and was later exonerated.

3. Was separated because of clerical error.

​Re-establishment is a resumption of the previous enrollment, not a new enrollment. Re-establishment is effective the date the student physically reports back to the center and must be documented in the student’s personnel file. For re-established students who were separated because of clerical errors, the student will be retroactively placed on paid leave under the Not Present for Duty – Separation in Error leave type as indicated in Exhibit 6-1. For re-established students who were separated because of disciplinary charges or due to an arrest, the student will be retroactively placed in a Not Present for Duty – Disciplinary Overturn leave type, in either paid or unpaid status, as determined by the Regional Office.
 

 Exhibits

 
  
Exhibit 6-1 Duty-Pay-Leave Status Chart
 

 Appendices

 
  
Appendix 608 Maximum Benefit Separation