The ATS system access request form is the document that connects authorized users to the Department of Labor’s employment and apprenticeship databases, most importantly the Registered Apprenticeship Partners Information Data System (RAPIDS). How you submit it depends on your role. Apprenticeship sponsors self-create accounts directly through the RAPIDS portal, while staff-level users such as Apprenticeship Training Representatives and State Directors send a formal email request to an Office of Apprenticeship Administrator, who builds the account for them. Either way, you’ll need your organizational identification numbers, a government-issued photo ID, and a clear sense of which permission level matches your job.
Pick the Right Role Before You Apply
RAPIDS supports several user types, and the account creation process depends on which one applies to you. Sponsor accounts are the most common entry point for employers running registered apprenticeship programs. Sponsors can create their own accounts directly, but they cannot access program data until both an Apprenticeship Training Representative (ATR) and a State Director have approved and built the program record through the Standards Builder Tool.1U.S. Department of Labor. Privacy Impact Assessment – ETA – RAPIDS Sponsors can also create Employer accounts and Related Technical Instruction (RTI) Provider accounts without a separate email request.
Staff-level roles work differently. OA Admin, Regional Director, State Director, ATR, Third Party User, Read-Only User, and Youth Apprenticeship Initiative contract accounts all require an OA Admin to build the account after receiving an email request.1U.S. Department of Labor. Privacy Impact Assessment – ETA – RAPIDS System Administrator accounts sit at the top of the hierarchy and require both a formal email request and a signed rules of behavior document sent to the lead solutions architect.
Choosing the wrong role creates real headaches. A Read-Only account locks you out of data entry, and asking for Administrator privileges you don’t need will slow approval while someone verifies why you need them.
What to Have Ready Before You Apply
Gather these items before you start:
- Employer Identification Number (EIN) or Agency Identification Number, exactly as it appears on federal registrations. A minor discrepancy can trigger a rejection.
- Social Security number, for federal identity verification.
- Government-issued photo ID. If the system routes you through Login.gov, accepted documents include a U.S. driver’s license from any state or territory, a state-issued non-driver ID card, or a U.S. passport book. Military IDs, passport cards, expired documents, and non-U.S. IDs are not accepted.2Login.gov. Accepted ID Types
- A professional email address and a direct phone number. Credentials and verification codes go to this email, so use an address you check regularly.
- Organization name, entered exactly as it appears on your federal registration. Mismatches are one of the most common reasons requests get kicked back.
Login.gov Identity Verification
Many federal systems route new users through Login.gov to confirm identity before granting database access. You photograph your ID online and, in some cases, take a selfie so the system can match your face to the document.3Login.gov. Verify My Identity You’ll also enter your Social Security number, which Login.gov checks against public and proprietary records. A one-time code then goes to your phone. If phone verification fails, Login.gov can verify your address by mail instead.
If you can’t complete the online photo process, Login.gov offers in-person verification at a United States Post Office.3Login.gov. Verify My Identity Bring the same ID you would have photographed. If you don’t have any of the required documentation, contact the Department of Labor directly about alternative verification options.
How to Submit the Request
The submission path depends on your user type. Sponsors registering a new apprenticeship program begin by self-creating an account through the RAPIDS portal on apprenticeship.gov and then working through the Standards Builder Tool to initiate formal program registration.
For staff-level accounts (ATR, State Director, Read-Only, Third Party, and similar roles), you submit a formal email request to your OA Admin. System Administrator accounts require the email request plus a signed rules of behavior document sent to the lead solutions architect.1U.S. Department of Labor. Privacy Impact Assessment – ETA – RAPIDS In either case, include your full name, organizational affiliation, EIN or agency ID, the specific role you’re requesting, and which database subsystems you need to reach. A vague request that doesn’t specify the permission level will sit in an inbox while someone emails you back for clarification.
Save a copy of your email along with any confirmation or ticket number you receive. If your organization works with a regional DOL office, confirm with them that requests should go through the standard email channel rather than a regional-specific process.
Activation and First Login
Once your request is approved, the system sends an automated email containing a temporary password and username. Log in promptly. Temporary credentials expire after a short window, and letting them lapse means contacting support for a reset. On first login the system prompts you to create a permanent password and set up security questions for account recovery.
If the activation email doesn’t arrive, check your spam and junk folders first. Email filters frequently catch automated messages from government domains. If it genuinely hasn’t come through, reach out to the help desk or the OA Admin who processed your request. Have your original submission date, confirmation details, and organizational ID ready so support can find your pending request in the queue.
Keeping the Account Active and Closing It Out
Federal systems generally deactivate accounts after extended periods of nonuse, so log in regularly if you need continuing access. When your role changes or you move to a different organization, your supervisor or OA Admin should update your permissions to reflect the new responsibilities rather than letting an old account persist with outdated access.
When an employee with system access leaves an organization, whether through resignation, transfer, or termination, the employer should notify the relevant administrator promptly so the account can be disabled. Federal guidance recommends removing access as quickly as possible, and for involuntary departures, access should be cut at the moment the employee is notified or immediately beforehand. Leaving a departed employee’s credentials active creates both a security vulnerability and a potential compliance problem.
Legal Duties That Come With Access
Access to RAPIDS and related DOL databases carries real legal responsibility. These systems contain individually identifiable information protected by the Privacy Act of 1974. A federal employee or contractor who knowingly discloses protected records to someone not authorized to receive them commits a misdemeanor punishable by a fine of up to $5,000.4Office of the Law Revision Counsel. 5 USC 552a – Records Maintained on Individuals The same penalty applies to anyone who obtains records about an individual from a federal agency under false pretenses.
The Computer Fraud and Abuse Act reaches unauthorized access to federal computer systems more broadly. A first offense for accessing a government computer without authorization carries up to one year in prison, rising to five years if the access was for commercial gain, furthered another crime, or involved information worth more than $5,000.5Office of the Law Revision Counsel. 18 US Code 1030 – Fraud and Related Activity in Connection With Computers A second conviction under the same statute can bring up to ten years.
In practical terms: never share your login credentials, never access records unrelated to your job, and never download data for purposes outside your authorized role. Organizations that maintain records in the system must keep the data reliable for its intended use and take precautions against misuse. Individuals whose information appears in these databases have the right to see their own records, request corrections, and prevent their data from being repurposed without consent.4Office of the Law Revision Counsel. 5 USC 552a – Records Maintained on Individuals