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Privacy Act Statement & Security | MyCAA
Privacy Act Statement and Security
Authority
10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1144, Employment Assistance,
Job Training Assistance, and Other Transitional Services: Department Of Labor; 10 U.S.C. 1784, Employment
opportunities for military spouses; 10 U.S.C. 1784a, Education and training opportunities for military spouses to expand
employment and portable career opportunities; and DoD Instruction 1342.22, Military Family Readiness.
Principal Purpose(s)
To assist military spouses pursue licenses, certificates, certifications or associate’s degrees (excluding associate’s
degrees in general studies, liberal arts, and interdisciplinary studies that do not have a concentration) necessary for
gainful employment; to provide a record of educational endeavors and progress of military spouses participating in
education services; and to manage the tuition assistance scholarship, track enrollments and funding and to facilitate
communication with participants via email.
Routine Use(s)
To civilian educational institutions, where the participant is enrolled, for the purpose of ensuring correct enrollment and
billing information. To the Department of Education, Consumer Financial Protection Bureau and the Department of
Justice, as appropriate, for the purpose of complying with E.O. 13607. The applicable system of records notice, DPR
46 DoD, Spouse Education and Career Opportunities (SECO) Program, and the complete list of routine uses, are
located at: https://dpcld.defense.gov/Portals/49/Documents/Privacy/SORNs/OSDJS/DPR-46-DoD.pdf.
Disclosure
Voluntary; however, failure to provide information will impact your ability to utilize the program.
AGENCY DISCLOSURE NOTICE
The public reporting burden for this collection of information, 0704-XXXX, is estimated to average 15 minutes per
response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the
data needed, and completing and reviewing the collection of information. Send comments regarding the burden
estimate or burden reduction suggestions to the Department of Defense, Washington Headquarters Services, at
whs.mc-alex.esd.mbx.dd-dod-information-collections@mail.mil. Respondents should be aware that notwithstanding any
other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it
does not display a currently valid OMB control number.
Site Restriction
https://mycaa.militaryonesource.mil/mycaa/resources/privacy-policy
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Privacy Act Statement & Security | MyCAA
This site is intended for the use of United States Government Agencies only. Do not reproduce or distribute the content
of this site to a wider audience without coordination with the information owner and your unit public affairs office.
Unauthorized attempts to upload information or change information on this service are strictly prohibited and may be
punishable under the Computer Fraud and Abuse Act of 1986 and the National Information Infrastructure Protection
Act.
Monitoring Notice
This is a Department of Defense computer system. DoD computer systems may be monitored for all lawful purposes,
including to ensure that their use is authorized, for management of the system, to facilitate protection against
unauthorized access, and to verify security procedures, survivability, and operational security. Monitoring includes
active attacks by authorized DoD entities to test or verify the security of this system. During monitoring, information may
be examined, recorded, copied, and used for authorized purposes. All information, including personal information,
placed or sent over this system may be monitored. Use of this DoD computer system, authorized or unauthorized,
constitutes consent to monitoring of this system. Unauthorized use may subject you to criminal prosecution. Evidence
of unauthorized use collected during monitoring may be used for administrative, criminal, or other adverse action. Use
of this system constitutes consent to monitoring for these purposes.
Cookie Disclaimer
The MyCAA website does not use persistent cookies (persistent tokens that pass information back and forth from the
client machine to the server). MyCAA uses session cookies (tokens that remain active only until you officially logout of
the site). If you disable the ability to accept cookies, you will not be able to use MyCAA.
External Links
The appearance of external hyperlinks does not constitute endorsement by the United States Department of Defense of
the linked web sites, or the information, products or services contained therein. For other than authorized activities, the
United States Department of Defense does not exercise any editorial control over the information you may find at these
locations. Such links provided are consistent with the stated purpose of this DoD Web site.
Google Analytics
This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics
uses "cookies", which are text files placed on your computer, to help the website analyze how users use the site. The
information generated by the cookie about your use of the website (including your IP address) will be transmitted to and
stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your
use of the website, compiling reports on website activity for website operators and providing other services relating to
website activity and internet usage. Google may also transfer this information to third parties where required to do so by
law, or where such third parties process the information on Google's behalf. Google will not associate your IP address
with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your
browser. By using this website, you consent to the processing of data about you by Google in the manner and for the
purposes set out above.
Call Military OneSource to speak to a Career Coach at 800-342-9647
https://mycaa.militaryonesource.mil/mycaa/resources/privacy-policy
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FOR OFFICIAL USE ONLY
ATTENTION: The information accessed and displayed through this system must be protected in accordance with the Privacy Act,
DoDD 5400.11 and DoD 5400.11-R.
Version: 3.17.2
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My Career Advancement Account
Scholarship
Spouse Portal
Views
March 2016
BAM Technologies
2511 Jefferson Davis Hwy
Arlington, VA 22202
Getting Started .................................................................................................................. 3
Spouse Registration .......................................................................................................... 4
Career Goal ......................................................................................................................... 7
Creating a Goal ............................................................................................................................................................ 7
Education & Training Plans ............................................................................................ 10
Creating an Education and Training Plan (New Spouse) ...........................................................................10
Creating an Education and Training Plan (Returning Spouse) ................................................................18
Escalations and Education & Training Plans……………………………………………………………………………20
Financial Assistance ......................................................................................................... 23
Applying for FA..........................................................................................................................................................23
FA Warning Feature .................................................................................................................................................34
Applying for FA with an Escalation on the Spouse account…………………………………………………….35
Editing FA ....................................................................................................................................................................36
Editing FA (for Legacy Plans) ................................................................................................................................37
Cancel FA .....................................................................................................................................................................42
Editing FA with an Escalation on the Spouse account……………………………………………………………..43
Viewing Enrollments ................................................................................................................................................43
Conversational Messaging System ................................................................................ 46
Messages .....................................................................................................................................................................46
Creating New Messages ........................................................................................................................................49
Replying to Messages .............................................................................................................................................49
Spouse Profile .................................................................................................................. 52
My Profile.....................................................................................................................................................................52
My Education .............................................................................................................................................................54
My Employment ........................................................................................................................................................55
My Digital Files ..........................................................................................................................................................56
Resources .......................................................................................................................... 58
Careers .............................................................................................................................. 59
Career Search .............................................................................................................................................................59
Schools & Programs ........................................................................................................ 63
School Search………………………………………………………………………………………………………………………….63
Program Search .........................................................................................................................................................66
My Career Advancement Account Scholarship
Spouse Portal Views/ 1
School Rating System ...................................................................................................... 67
Rate School .................................................................................................................................................................67
Help Page.......................................................................................................................... 69
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Getting Started
Welcome! The MyCAA Scholarship system is comprised of two online portals – one for spouses and the
other for program administration (MAP). This manual is specific to the spouse portal and covers the
processes completed during the lifecycle of a MyCAA Scholarship spouse. For information related to the
MAP portal please consult the MAP User Manual.
The spouse portal is accessible online at https://aiportal.acc.af.mil/mycaa
This manual separates several spouse processes into two categories:
Returning Spouses – created account prior to 10/25/2010.
New Spouses – created account on or after 10/25/2010.
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Spouse Registration
New Spouse Registration
1.
Spouse Selects Register from the homepage.
2.
Spouse will come to the DS Logon Registration Help Page
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3.
Spouse will click the Log in or Register button. The next page will be the Notice of Consent Page.
After reading the notice spouse should click OK.
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4.
Spouse comes to the DS Logon Page where they will either login with their DS Logon account or
Register for a DS Logon account.
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Note: The MYCAA Scholarship program has implemented DS logon to be used when accessing the
spouse portal. If a spouse does not already have a DS Logon Account, they will follow the prompts
to register for a DS Logon Account. Once spouse registers for a DS Logon account they will follow
prompts to create their MYCAA Account.
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Career Goal
Creating a Goal
1.
Spouse is notified that no education goal is on file (Mandatory Updates) and is prompted to
create a goal (Your Next Step).
Spouse must use the
Create Goal link from
their “Your Next
Step” box.
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2.
Spouse selects the Career Field and Occupation they wish to pursue.
3.
A confirmation message provides Goal information and explains that goals cannot be changed
once associated to an approved plan.
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4.
Goals with no approved E&TP can be updated or deleted.
5.
Message received when a spouse elects to delete a goal that is not associated with an approved
E&TP.
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Education & Training Plans
Creating an Education and Training Plan (New Spouse)
1.
Spouse is alerted to their E&TP status (Mandatory Updates) and prompted to create an Education
and Training Plan (Your Next Step).
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2.
Spouse views instructional page that lists out the required information for creating a plan
3.
Spouse enters E&TP information. Uploaded file types are restricted to .doc, .docx, .xls, .xlsx, .mht
and .pdf.
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Uploaded file
size cannot
exceed 4 MB
4.
A fiscal year (FY) waiver checkbox appears if “certification” or “licensure” is selected as the
Program Type. Spouses requesting a fiscal year waiver must mark the box indicating their plan
cost exceeds $2000.
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5.
Spouse is prompted to enter the “Plan Courses” for which financial assistance will be
requested
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Note: Spouses may be required to select from the list of courses that are loaded by the school into
the course catalog.
6.
Courses will be shown for spouse verification after courses are loaded
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7.
Spouses are required to review all plan information before creating plan
8.
While the E&TP is in a Pending status the spouse is permitted to update/delete their goal
and plan. Spouses can have only one plan pending in the queue at a time.
9.
When the E&TP is in a deferred status the spouse is required to take a specified action and
resubmit their plan.
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10. The home screen’s Your Next Step box reflects the plan status.
11. Spouse can view their plan status.
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12. Clicking on the Plan Program Name (from the Goals and Plan page) provides additional
information to the spouse. Clicking on the File Name opens the program plan document.
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13. After an E&T Plan is approved, the spouse is eligible for Financial Assistance. The approved
E&TP status is reflected on the spouse’s home page (Your Next Step) and an Apply for FA link
is made available.
Creating an Education and Training Plan (Returning Spouse)
All returning spouses will fall into one of the following E&TP categories:
- Spouse has previously approved plan on file that is eligible under the new guidelines.
-
Spouse did not previously have any approved plans on file.
-
Spouse previously had a plan designated as “other” or had an approved plan on file that no
longer fits the eligibility criteria (bachelors, masters, etc).
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**Previously approved plan that meets eligibility guidelines – Spouse is provided the option to
resubmit a previously approved plan for approval or create a new plan.
**No previously approved plan on file – The E&TP creation process is the same as for a new spouse.
Please refer to the Creating an Education and Training Plan (New Spouse) section of this manual.
**Previously approved plan was “other” or degree type that no longer meets the program
guidelines.
Spouse will be notified that our records indicate they had one or more previously approved plan(s) on
file, but the plan is no longer eligible. Plans designated as “other” are no longer eligible for the
MyCAA Scholarship program.
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Escalations and Education & Training Plans
If a spouse has a pending escalation the spouse will be prevented from editing an Education & Training
Plan, as well as prevented from creating a new Education and Training Plan if the spouse has an
associated escalation that is not in a “Closed” status.
Mandatory Update
Spouses will see a Mandatory Update that shows on their homepage (when logged in) when a spouse has
a pending escalation associated to their account. This alerts the spouse to contact a certified Career
Counselor in reference to their escalation and advises them until the issue is resolved they will not be able
to apply for Financial Assistance or submit an Education & Training Plan for approval.
Create a New Education & Training Plan with an Escalation
When the spouse goes to the Goals & Plans section of their My Career Advancement Account they will
see and be unable to create a new plan until the escalation(s) are closed. The “New Plan” button is greyed
out/disabled for the spouse to create a New Plan and when the spouse hovers over the “New Plan” button
they see an alert stating their account has been flagged.
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Editing an Education & Training Plan with an Escalation
When the spouse goes to the Goals & Plans section of their My Career Advancement Account and they
click on their “Active Plan”, the spouse will see the alert that their account has been flagged for attention.
It will advise them that they will not be able to edit the plan until it is resolved. The “Update” button is
also greyed out/disabled as well.
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Financial Assistance
Applying for FA
1. The FA Application begins with Terms & Conditions information.
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2.
Spouse enters their school/campus information and course dates.
If the School Student ID
is incorrect the spouse
is instructed to change
it via their E&TP.
OR if a spouse applies for FA from a school that requires them to select from pre-loaded term dates they
will see this instead.
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System alerts
spouse their
school
requires preloaded term
dates and if
they are not
accurate they
should contact
MyCAA or
their school
Note: For the spouse to have pre-loaded term dates their school must have that option selected or
turned on in the AI Portal. If the school does not have that option selected the spouse will not have
pre-loaded term dates.
3.
If spouse elects to change their school they must complete a school search.
Warning for spouse
that changing
school won’t allow
them to apply preapproved Plan
Courses to request
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4.
When changing their school on the FA application the spouse is provided an opportunity to enter
a School Student ID that is different from the E&TP’s School Student ID. Spouses electing to
change schools during the FA process must certify the course will transfer to the school listed on
their active Education and Training Plan.
5.
Spouse adds courses to the FA document by clicking the
icon; spouse is then prompted to
enter the course cost.
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If spouse changes the school on FA, the spouse can enter course information manually (if the
school has not enforced use of their course catalog)
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OR
Spouse can select from a course list (if loaded into AI Portal by school).
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Spouse is notified if
courses must be
selected from the
course catalog.
6.
Courses added to the FA are displayed. A maximum of six courses are allowed per FA
document.
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7.
Spouse reviews and verifies personal, school and term date information.
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8.
Spouse is asked if course(s) listed on the FA application are the final courses prior to plan
completion.
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9.
Spouse agrees to program conditions, digitally signs and submits the FA Application.
Please note: To sign the FA spouse just needs to click the “Sign” button & their name will populate.
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10. Spouse views enrollments in Pending status (identified by placing cursor over the icon to the left
of the record) and has the option to edit or cancel the FA document.
11. If FA documents are issued or edited by a MAP user the spouse is required to digitally sign the
updated FA document.
Un-Signed
FA icon is
displayed to
the spouse.
FA Warning Feature
When a spouse is adding a course to their FA request, the portal will run a check of the previous 10 FAs
requested by other spouses for that same course at that same school; this allows the portal to establish a
“trend.” If the spouse’s course cost or duration varies higher or lower than 10% of the established trend
then the spouse will get a warning message:
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Spouse will be given the option of continuing to add their
Applying for
FA with
anFA
Escalation
on the
Spouse
account
course
to the
or cancelling
the
addition
of the course.
When the spouse attempts to apply for FA, they will see a Mandatory Update and they will also notice
that the “Next” button has been disabled so they cannot continue to apply for FA. If the spouse hovers
over the “Next” button, they will see the tool tip which states they cannot request financial assistance at
this time.
1.
Spouse will select from the Financial Assistance drop down menu & select “Apply for FA”
2.
The spouse will be unable to apply for FA until the escalation has been resolved.
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Editing FA
Prior to the course start date, spouses are permitted to delete individual courses, delete an entire FA
document, or edit the last course(s) for plan completion question when the FA is in a Pending status.*
After the course start date has passed a spouse is no longer permitted to edit the FA, delete individual
courses or cancel the FA document, regardless of the approval status.
1.
After clicking through the Terms & Conditions and School & Dates pages; the spouse will be
presented with the option to remove courses by clicking the
2.
After the spouse reviews the changes to the FA, the option to edit the last course for plan
completion question is presented
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NOTE: Spouses must agree to the Conditions and Certifications, as well as input their credentials
before the edits are completed.
Editing FA (for Legacy Plans)
If a spouse is editing an FA from a plan that was submitted prior to 7/27/14, then the editing of that FA will
follow the below steps.
Prior to the course start date, spouses are permitted to delete individual courses, delete an entire FA
document, or edit the course cost, start/end dates, and last course(s) question when the FA is in a Pending
status.*
If the course start date has not passed and the FA is in an Approved status spouses are limited to deleting
individual courses or canceling the entire FA.
After the course start date has passed a spouse is no longer permitted to edit the FA, delete individual
courses or cancel the FA document, regardless of the approval status.
*Spouses cannot edit the course code or course title if their school enforces use of the course
catalog.
1.
The Edit FA process begins with the Edit Terms & Conditions.
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2.
The Term dates can be edited.
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3.
Course code, Course Title, Level, and Cost can be edited (unless the school enforces use of their
course catalog). If school requires use of the course catalog spouses can only edit cost.
NOTE: Edits to costs will recalculate Spouse, Government, and Total costs on the edited FA only.
Spouse, Government and Total cost balances on other FA documents will not be recalculated.
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4.
Spouse is provided the option to add additional courses to the FA document.
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5.
Spouse verifies their personal information and the updated course information.
6.
Spouse is required to answer if course(s) listed on the FA application are the final course(s) for
plan completion.
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7.
Spouse agrees to program conditions, digitally signs and submits the edited FA document.
Cancel FA
Spouses can cancel FA documents prior to the course start date regardless of its status (Pending, Deferred
or Approved). Canceling an FA permanently deletes the FA document.
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Viewing Enrollments
Spouses have the ability to view all their enrollments, only enrollments with missing grades or enrollments
with missing signatures.
The
icon indicates the FA document has not been approved and the
approved FA document.
icon identifies an
Editing FA with an Escalation on the Spouse account
When a spouse tries to edit their FA document they will be alerted that they cannot complete this action
due to the escalation on their account.
1. Spouse goes to Financial Assistance drop down menu and selects “My Enrollments” and then “All
Enrollments”
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2.
Spouse selects “Edit” to edit their FA.
3.
Spouse will see the “Mandatory Update” with the following text “Your account has been flagged
as requiring attention. Please check your messages or contact a certified Career Counselor
(800-342-9647) for an update on your account. You will not be able to apply for Financial
Assistance or submit an education and training plan for approval until this is resolved.” The
“Next” button will also be disabled and if the spouse hovers over the “Next” button they will see a
tool tip that explains the spouse is not able to apply for FA at this time.
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Conversational Messaging System
Messages
Spouses are provided a messages box to conduct correspondence with MAP users. The spouse’s
messages box displays a split screen view with messages listed on the left side and a reading pane on the
right. Spouses have the option to display messages in full-screen view.
The spouse’s messages box contains two tabs: My Conversations and Sent.
My Conversations: Includes a list of all conversations, including unresolved and resolved.
Clicking on a conversation allows the spouse to view the entire conversation thread in the rightside reading pane.
The Conversations pane, appearing on the left, provides the spouse with information regarding
the most recent message. Spouses can determine the most recent message’s author and recipient
in addition to the date and time that it was sent. Furthermore, spouses can quickly determine
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whether they have read the most recent message in the conversation by viewing the Read by
status.
Conversations
containing an
unread message
appear in bold
Message
flagged as
important
Spouses are able to limit their display to only Unread, Read or All conversations
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Sent: The Sent tab includes each individual message sent by the spouse. Entire conversation
threads cannot be viewed from the sent tab.
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Creating New Messages
Spouses are able to create and send messages to the MAP General Messages Box. Pasting is not
permitted.
Replying to Messages
1.
Spouses have the option to reply to unresolved messages sent by MAP Users.
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2.
Spouses are not permitted to reply to resolved messages. Attempting to reply to a resolved
message will result in the spouse being instructed to create a new message.
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Any unread messages sent to the spouse’s box will be considered a FA Stopper and the spouse will see
this message in their Mandatory Updates:
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Spouse Profile
My Profile
1. Spouses are permitted to view and update limited sections of their personal information.
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2. The contact and Mailing information can be updated.
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My Education
Spouses have the ability to view the highest level of education they reported during account registration.
Additionally, spouses are able to view program completions submitted by their school(s) and MAP users.
Spouses are not permitted to edit the Education section.
When the education level has been successfully added by a MAP User the following message will appear
in the Spouse’s inbox:
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Less than High School or GED
When a spouse indicates that they have less than a High School Diploma or GED they will see the
following message in their “Your Next Step” message box:
My Employment
Spouses have the ability to update their employment history information.
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If spouse checked I have never been employed during account creation they have the opportunity to
add employment information at a later date.
My Digital Files
1.
Spouses have the ability to upload electronic files. File types are limited to .doc, .docx, .xls, .xlsx,
.mht and .pdf.
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Uploaded file
size cannot
exceed 4 MB
2.
The uploaded file appears in the spouse’s Digital File Folder.
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Resources
The Resources page provides spouses with valuable information and links.
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Careers
Career Search
1.
Spouses can select a MyCAA approved career fields and occupations.
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2.
When a spouse selects the approved Career Field and Occupation a list will be provided of the
programs that are associated to that occupation and the participating institutions that offer those
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programs.
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3.
When the spouse selects an Occupation it will provide them a drop down menu which will show
them the name of schools, school ratings, and estimated costs of the certificates and licenses
offered at the institutions for those occupations.
4.
The spouse can select the name of the institution and it will take the spouse to the School Profile
page. This page will list the address, website, school rating, student body, and campuses. They will
also be able to select and view clickable tabs for Programs, Course Catalogs, and Contacts for the
institution.
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Schools & Programs
School Search
1.
Spouses can search for information on schools participating in the MyCAA Scholarship program.
Spouses have the option to search by school name, campus name, state, tax status, accreditation,
and teaching method.
2.
Spouse has the option to select from a search result list.
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3.
On the School profile page, school and campus information is presented including links to the
school website. Other additional information that is provide includes the school rating, student
body information, programs, course catalog, and contacts for the participating institution.
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NOTE: Ratings, Program, and Contact information can be shown through the tabs at the bottom of
the page (program and contacts data only available if information is reported in the AI Portal by
the institution).
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Program Search
1.
Spouses have the option to search for programs by school, keyword, and type.
2.
Spouse selects program from the search result.
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School Rating System
Spouses are given the option to rate their school based off of a 5-star system.
Rate School
1.
Spouses can rate their school by searching for the school through the “School Search”
function
2.
After finding their school and clicking the link to the School’s Profile, the spouse will be able
to input their rating at the bottom of the page by clicking “Rate Campus.”
3.
Spouses will then be able to add their rating and provide comments.
Spouses can
indicate whether
campuses can
contact them or not
in regards to rating
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4.
After submitting their rating, spouses will be able to view their submission from the school
profile page.
Spouses have the
option of editing
their rating
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My Career Advancement Account Scholarship
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Help Page
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My Career Advancement Account Scholarship
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| File Type | application/pdf |
| Author | Tracey Tucker |
| File Modified | 2019-06-25 |
| File Created | 2016-03-15 |