R1. Regional Office Process for Review of Applicant Files
Each Regional Office must establish procedures:
- To perform quality reviews of applicant files found to be ineligible by the Admissions Counselor (AC)
- To review the files of applicants who have been recommended for denial by a center
- For the review of appeals filed by applicants who have been determined to not meet the eligibility requirements by the OA agency or Job Corps center, and where appeals have not been timely decided by the OA agency or Job Corps center
The Regional Office designates a Regional Office File Review Coordinator who will record and track the movement of applicant files recommended for denial throughout the regional review process (see Appendix 108). All applicant folders are logged in as they are received at the Regional Office and the Regional Office File Review Coordinator initiates a Regional Applicant File Review Process Form (see Appendix 108, Attachment A) that is attached to the file to subsequently be completed by each respective reviewer, as indicated on the form.
All applications must be reviewed in a timely manner.
a. Recommendation of Denial Due to New Information
Applicant files recommended for denial under this category are reviewed and processed internally at the Regional Office except in the instance where the denial is based upon disability status related to age or income. Files requiring a review of disability status are forwarded to the Regional Administrative File Review Coordinator to review and provide a recommendation to the Regional Director, or designee.
b. Recommendation of Denial Based Upon Health Care Needs, Direct Threat Assessment, or Disability Status
The applicant’s file is forwarded to the designated Regional Administrative File Review Coordinator to complete an administrative review to determine if all required file review procedures have been completed and if all required process documentation is included within the file. Once the administrative review is complete, the Regional Administrative File Review Coordinator forwards the file to the appropriate Regional Health Specialist (RHS) for a clinical review, i.e., mental health, medical, dental, or Trainee Employee Assistance Program (TEAP). The Regional Health Specialist documents his/her findings and returns the file to the Regional Director, or designee for a final determination.
Applications in which a center has determined that the health care needs could be met if the applicant were to attend a center closer to the needed resources may require a second review by the Regional Health Specialist and the Regional Director, or designee, if the second center also recommends denial of the application. In that instance, the file will be reviewed by the Regional Health Specialist again and a recommendation made to the Regional Director, or designee, for a final determination.
R2. Notifications of Application Disposition
If the Regional Director, or his or her designee, upholds the center’s recommendation of denial, the Regional Office notifies both the AC and the center of the final determination and issues a clear, documented, written decision to the applicant. The AC provides the appropriate referral information to the applicant.
a. Denials based upon New Information (including disability status related to age and/or income)
If the Regional Director, or his or her designee, does not uphold the center’s recommendation to deny, the file is returned to the center and the center is given the opportunity to determine whether or not they wish to complete a health care needs or direct threat assessment, as appropriate, or to enroll the applicant.
b. Denials based upon Health Care Needs or Direct Threat
If the Regional Director, or his or her designee, does not uphold the center’s recommendation to deny, the file is returned to the center with direction to enroll the applicant.
R3. Regional Office Procedures for Assignment of Applicants Determined Qualified Pursuant to its Quality Control Reviews
Regional Offices must establish procedures for assignment of qualified applicants to centers, including waivers for applicants assigned to centers other than closest to home (see PRH Chapter 1, Section 1.2, R14, Assignment and Scheduling Procedures).
Regional Offices must identify personnel responsible for the automatic review process and the appeals process. Each of the appeals processes must be managed by separate personnel.
With the Regional Office’s respect to deciding an appeal, the Regional Office must issue a clear, documented, written decision regarding review of a determination of ineligibility within 60 days of the date on which the appeal is filed.
R5. Complaint Process
If the applicant believes that he or she has been denied admission for enrollment as a result of discrimination on a protected basis (race, color, religion, sex/gender, national origin, age, disability, political affiliation or belief, citizenship, or participation in a program or activity financially assisted under Workforce Innovation and Opportunity Act Title I), he or she may file a written complaint within 180 days of the decision, with either the recipient of the funds, as defined in 29 CFR 38.4, such as the OA agency or the Job Corps contractor, or center operator (if not federally operated), or the U.S. Department of Labor Civil Rights Center (DOL-CRC). The contact information of the Director of DOL-CRC is as follows:
Director, Civil Rights Center
U.S. Department of Labor
200 Constitution Avenue, NW
Washington, DC 20210
(202) 693-6502 (voice)
TTY: (202) 693-6516
For electronic versions of DOL-CRC’s complaint form in English or Spanish (PDF or HTML format), please go to DOL-CRC’s website at: http://www.dol.gov/oasam/programs/crc/.