DC Department of Employment ServicesOffice of Youth Programs

Gerren Price, Associate Director May 2012

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Mayor Vincent C. Gray’s 2012 One City Summer Youth Employment Program (SYEP)

AGENDA

I. SYEP 2012 OverviewII. Roles and ResponsibilitiesIII. Time, Attendance, and PayrollIV. Program Policies and ProceduresV. SYEP Time Management System (TMS) Demo

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SYEP MissionThe Summer Youth Employment Program (SYEP) is a locally funded initiative that provides District youth ages 14 to 21 with enriching and constructive summer work experiences through subsidized placements in the private and government sectors.

Through the SYEP, we strive to provide eligible youth with the opportunity to:• Earn money and gain meaningful work experience;• Learn and develop the skills, attitudes, and commitment necessary to

succeed in today’s world of work through skills training workshops and positive relationships with working adults;

• Gain exposure to a diverse range of careers in industries such as Government and Civil Service; Arts, Design and Media; Community and Social Services; Construction; Health Care Support; Building and Grounds Maintenance; Hospitality and Tourism; Office and Administration Support; and more.

Though the SYEP is a short-term employment and training program, our goal is to positively impact youth in a way that will last for their entire lifetime.

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Program Enhancements in 2012

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Youth Experience Improvements Earlier application process* (meets BSA requirement) 14,000+ eligible youth already identified, including wait-listed Youth must meet all steps of the application process Mandatory youth work readiness orientation and includes a DOES youth produced video S.Y.E.P. (Suiting Youth Empowering Professionalism) Clothing Drive collected 1,000 items

for youth in need of work attire SYEP 2012 includes truancy focus in partnership with Deputy Mayor for Education Beyond SYEP – Connecting Youth to Unsubsidized Work through One City · One Hire

Improved Employer Support Employer curriculum established and centralized workshops and learning opportunities

for youth Employers have 20% more opportunities to interview and screen youth

Improved Transparency All program materials, dates, and deadlines shared almost a full month in advance

SYEP 2012 Data At-a-Glance• 20,671 Youth Applied • More than 50% of applicants from Wards 7 and 8

• This is 2% increase in participation from Ward 8 over 2011

• 14,352 Youth Fully Certified as Eligible• Youth were invited to 35 events in locations throughout the city and at

DOES HQ to present their documentation

• 478 Participating Employers (as of 5/7/12)• 138 Private Sector, 179 Community-based Organizations, 65 Federal

Agencies, 76 District Government, 31 Schools• 14,843 job positions available to youth• 1,200 additional slots to be finalized by 5/25/12

• $13.5M Total Budget for FY12• Funds reprogrammed internally to keep service level constant• Under 7% admin costs in FY11 (estimated to be the same or lower in FY12)

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Participant Enrollment

• 14,352 District youth will be assigned to job positions• 4,215 Youth ages 14-15• 4,557 Youth ages 16-17• 5,580 Youth ages 18-21

• 6,319 Youth Disqualified• 3738 Failed to Certify by 3/17• 2393 Failed to Certify by 3/28• 86 Duplicate Entries• 85 Already in Year-Round Program• 17 Other Reasons (i.e. too old,

Found another job, etc)6

Ward Total Percent

Ward 1 857 6.0%

Ward 2 113 0.8%

Ward 3 71 0.5%

Ward 4 1688 11.8%

Ward 5 2325 16.2%

Ward 6 1322 9.2%

Ward 7 3898 27.2%

Ward 8 3884 27.0%CFSA/DYRS* 194 1.3%

TOTAL 14,352 100.0%

Eligible SYEP Participants

*May live outside DC but are considered DC residents (i.e., wards of the state or live in group homes outside of DC)

Participating Employers

• To date, 489 employers have volunteered to serve youth at a total of 1,176 worksites throughout the DC Metropolitan area.

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Sector Total Employers Total Job Positions

Private 138 1,257

CBO 179 5,377*

Federal 65 850

DC Gov 76 4,816

Schools 31 2,543

TOTAL 489 14,843

* An additional 1,200 job slots for youth ages 14-15 to be secured through a competitive grant process (submissions due 4/30/2012; final awards announced 5/25/2012).

Program Dates

• The 2012 SYEP will begin on Monday, June 25 and will end on Friday, August 3.

• This will make it a six week summer job experience that consists of a total of 29 program days.*• Wednesday, July 4 is observed as a holiday. • Youth are not permitted to work or make up this day.

* Six week duration is requirement of Budget Support Act

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Youth Application Process• Youth applied online at www.summerjobs.dc.gov from Friday, January

27 – Friday, February 17 (applications were processed on a first-come, first-served basis).

• We received 10,770 applications on the first day (15,225 within the first four days).

• More than 1,000 youth attended the SYEP Midnight Madness Kick-off Event held at DOES HQ from 3:00-12:00AM on Friday, January 27.

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27-Jan 28-Jan 29-Jan 30-Jan0

2000

4000

6000

8000

10000

12000

Applications Received 1/27 - 1/30

Applications

Youth Application Process (cont.)

• To secure their space in the program, youth are required to: • Provide documents to prove their eligibility at one of 35 SYEP Certification

Events held throughout the city. • Documents must show: • Proof of Age;• Proof of Social Security Number;• Proof of Permission to Work in the United States;• Proof of DC Residency;• Proof of Parent Permission (if under the age of 18)

• Like last year, youth are required to complete several additional steps in order to maintain their space in the SYEP:• Submit a resume or self-profile for potential employers to review. • Attend an in-person Orientation Session.

• Over 3,600 youth have attended orientation so far• Attend the SYEP Career Exploration Fair;• Apply for up to five (5) job positions that interest them.

• Applicants who fail to complete mandatory requirements by the assigned deadlines will lose their space in the program!

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Job Matching and Assignments

• Employers have the ability to screen, interview, and select youth from our applicant pool:

• Electronic Youth Database – Employers may view profiles of youth who have applied to the program and to their specific job postings, download their resumes, and contact them for telephone interviews through Saturday, May 5.

• SYEP Job Expo – Employers were able to interact with youth and interview them for their job positions (held on Thursday, April 5 at the DC Armory and Friday, April 6 at the National Building Museum).

• Private Interview Events – Employers may work with DOES to host private, in-person opportunities to interview youth.

• Youth will receive final job assignments by Friday, June 1, 2012.11

Roles and Responsibilities

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The SYEP Team• DOES has a team in place to assist you throughout the

program. This team consists of:• Program Liaison(s) (assigned by sector)• Provide support and guidance to Employer Coordinators• Communicate pertinent information about the program to

Employer Coordinators to be shared with Worksite Supervisors

• Facilitate the process for transfers, terminations, resolving pay disputes, and other program issues.

• Program Monitors• Assigned to worksites to monitor the environment to ensure

youth are receiving a quality work experience• Assist youth and support supervisors with any issues they are

experiencing13

Responsibilities of Employers/Host Staff

• Each worksite has a team identified to ensure a positive experience for both youth and employers. This team consists of:• Employer/Host Coordinators – The Coordinator of all worksites for the entire

agency/organization• Payroll Coordinators – Persons identified to do payroll for each worksite• Worksite Supervisors – Persons identified to work directly with youth at the

worksite

• Employer/Host Coordinator are responsible for:• Serving as the primary point of contact between the worksite and DOES• Communicating problems or questions regarding the program to the Program

Liaison• Ensuring Worksite Supervisors are collecting all required documentation

• Payroll Coordinators are responsible for:• Entering time on behalf of youth every Friday by 5:00PM• Maintaining copies of all timesheets and providing these copies to the SYEP

Program Monitor at the end of the program

• Worksite Supervisors are responsible for:• Ensuring that youth are properly supervised at all times• Ensuring youth time and attendance procedures are followed and that time is

reported to the Payroll Coordinators• Keeping the Employer/Host Coordinator informed of all issues and following up on

their resolution• Administering Performance Evaluation for each youth under their direct supervision

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First Day of SYEP 2012• The first day that youth report to work will set the tone for the

entire summer. The following should be done on day one:• Check youth in using the roster provided to you by DOES• Ask to see identification or a copy of the job assignment letter sent to

the youth participant• Have the youth sign in and out on the time/roster sheet• Conduct a worksite orientation

• The Worksite Orientation should include the following:• Youth required hours of work• Regulations of the worksite as they apply to the youth worker• Time and length of lunch breaks (see the lunch break policy) and

addresses of meal sites near the job site• At least 2 emergency contact people to notify when the youth may

be late or absent• Safety procedures and steps to take in case of accidents• Appropriate attire for the work place• A clear explanation of the youth worker’s duties and responsibilities

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First Day of SYEP 2012 (cont.)

• Some youth may report to your worksite even though they were not assigned there this summer. • This may include youth who never registered, were deemed

ineligible, mistakenly reported to the incorrect worksite or a previous year assignment, or who were just confused about their job assignment.

• If youth arrive on your worksite and are not on your roster, please have them contact our SYEP Support Center at 202-698-3492 or email summerjobs@dc.gov.

• Youth may also check their SYEP Youth Portal at www.summerjobs.dc.gov to see their job assignment and first day instructions. 16

SYEP 2012 Close-out

• Supervisors will be asked to complete an online Performance evaluation for each youth assigned to them.

• Performance evaluation will be available online during Week 5 of the summer program.

• Youth will be evaluated in the following six areas:• Preparation• Presentation• Communication• Setting Yourself Apart• Interviewing• Goal Setting 17

Time, Attendance, and Payroll

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Time and Attendance• All youth time must be recorded daily on a paper timesheet provided

by SYEP.

• Each site will be required to enter time into the online SYEP Time Management System (TMS) at the end of each work week by 5:00PM.• New time entry and payroll system was created by DOES IT

department saving the District nearly $700,000 in FY2011 and an estimated $1.2M in FY12.

• Integrated Pay Problem Resolution system allowed for all disputes to be resolved within 48 hours.

• All information is available to Payroll Coordinators online at www.summerjobs.dc.gov.

• Timesheets will be retained by Supervisors through 8/3 to address any pay disputes. DOES will retrieve timesheets during the last week of the program.

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Payroll and Hours

• Participants will be compensated only for time worked up to the maximum allowable hours permitted by the program:

• Youth ages 14-15 can work up to 20 hours/week. • Youth ages 16-21 can work up to 25 hours/week.*

• DOES will pay youth the following:• Youth ages 16-21 the federal minimum wage of $7.25/hour; • Youth ages 14-15 will be paid a stipend of $5.25/hour.*•Employers may opt to pay their youth additional funds

* Changes implemented in compliance with the Budget Support Act (BSA).

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Pay Dates and Procedures

• The tentative pay dates for SYEP 2012 are:• Pay Period 1 (June 25 –June 30) --- Wednesday, July 11, 2012• Pay Period 2 (July 1 –July 14) --- Wednesday, July 25, 2012• Pay Period 3 (July 15 –July 28) --- Wednesday, August 8, 2012• Pay Period 4 (July 29 –August 4) --- Wednesday, August 15, 2012

• Prior to each pay day, youth will receive notices with safety reminders, expected earnings, and tax calculations. Pay stubs are sent via mail and youth may view hours entered online at www.summerjobs.dc.gov.

• All youth time will be paid via a VISA Debit Card issued through our payroll vendor, Citibank. • Cards will be mailed directly to youth at their home address no later

than Friday, June 29.• Earnings will be loaded directly to the VISA Debit Card each pay day

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Payroll Problem Resolution

• If a youth is paid incorrectly, he or she should first report the issue to his/her worksite supervisor. Supervisors and youth may also report the issue online at www.summerjobs.dc.gov or by calling 202-698-3492.

• Once confirmed by the supervisor, we will resolve pay issues within 24-48 hours.• During SYEP 2011, 97.8% of all pay disputes were resolved within

24-48 hours of receipt. We intend to exceed this goal for SYEP 2012.

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Program Policies and Procedures

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Lunch and Weather Policy• Lunch Policy• Youth workers are permitted to take one 30-minute lunch break. The lunch break will

be considered unpaid.• It is the responsibility of the Worksite Supervisor to implement a break/lunch break

policy for their respective sites. This policy should be communicated to all youth workers during their orientation session on the first day of work.

• Weather Policy (for youth engaged in outdoor work)• The worksite supervisor will be required to monitor the weather reports from qualified

sources (e.g. newspaper, radio station, and television news or weather service). When outdoor temperatures are reported to be 95 degrees Fahrenheit or higher, the supervisor is required to make special allowances for SYEP participants working outdoors. Any time the temperature reaches 95 degrees Fahrenheit or higher, youth will be allotted ten (10) minutes per work hour for a rest period. The rest site must be shaded with adequate water supply. The participant will be compensated for this time. It should not be represented/reflected in the time keeping system.

• In the event that the District is experiencing a Code Red day as determined by the appropriate authorities, outdoor work and activities must be cancelled. If there are not suitable indoor work activities, youth must be dismissed from the worksite and will be compensated for the day. Youth are required to report to work to check-in so that they can be compensated for the day. If the youth does not report to work on a Code Red day and activities are subsequently cancelled due to weather, that youth will not be compensated.

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Absenteeism• The youth worker is required to give advance notice of his/her intent to be

absent or late from work, regardless of the reason. If this cannot be done in person, the participant should telephone the worksite supervisor as soon as she/he knows that she/he will be unable to report to work that day.

• If the absence continues beyond one day, the participant is to notify the worksite supervisor each day that she/he will be absent. The worksite supervisor should ensure that the participant has the phone number and name of two persons to whom the absence can be reported.

• The supervisor must notify their Employer/Host Coordinator who will then notify the Program Liaison about the youth worker’s absenteeism when: • The participant is absent more than three (3) consecutive days, without

communicating with the supervisor that they will be out. • The worksite supervisor determines that the youth worker has been absent too

frequently or is establishing a pattern of absenteeism. Youth may be terminated for missing three (3) consecutive workdays without notification of supervisor.

• Participants will not be paid for any absences. If you would like to schedule youth for makeup hours, you must get approval from your Employer/Host Coordinator before scheduling them.

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Transfer Policy• All requests to transfer a youth worker from his/her worksite must first be

communicated to your Employer/Host Coordinator. The Employer/Host Coordinator will then communicate this request to the Program Liaison. You will be required to fill out a Transfer Request Form stating the reason for transfer from the worksite. Your Program Liaison is available to answer any questions/concerns relating to the transfer of your youth worker. Do not dismiss youth or send them to another program or site until the transfer process is complete.

• The SYEP staff will not transfer participants unless one of the following circumstances apply: • Safety issue (youth must provide a police report when applicable) • Health concerns (youth must provide a written doctor’s statement

supporting their transfer request) • Site closure • Other approved extenuating circumstances

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Termination Policy• Youth workers may face termination from the worksite for any of the following reasons:

• Drugs—the possession, sale, or use of illegal drugs or alcohol while on the job. • Excessive Absenteeism—Failure to report to work on three consecutive work days without prior

approval. • Disruptive Behavior—Fighting, physical or verbal assaults, or any act that endangers the well-being

of co-workers. • Theft—stealing property from the worksite, employees, or other youth workers. • Falsifying Documents—Falsifying his/her time records or those of other youth employees; signing

another youth worker’s time record; attempting to pick-up or use another youth worker’s debit card or personal identification number (PIN).

• Insubordination—Refusal to adhere to the program’s or the worksite’s rules and regulations. • Harassment—Verbal, sexual, or physical— these could lead to legal action.

• Termination Procedure • Worksite Supervisors may request that a youth worker be terminated from his/her worksite;

however they must ensure that all incidents leading to termination are documented and have been submitted to the SYEP staff and provide this to the Employer/Host Coordinator.

• If the Employer/Host Coordinator feels termination is appropriate, they must make an official request to the Program Liaison by filling out a Termination Request Form. The SYEP staff will send out an Official Termination Letter to the youth worker.

• In the event of a termination for violent or illegal behavior, the youth should be dismissed from the site pending an official dismissal from the Office of Youth Program.

• If a SYEP participant believes they have been wrongfully terminated from a worksite, the youth worker may contact the SYEP office at 202-698-3492 to schedule an appointment with a representative.

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Reporting Accidents• If an accident should occur on or near the worksite, you must

follow the procedures listed below: • Call 911 for medical emergencies • Notify the youth worker’s parent or guardian • Call the DOES SYEP office by calling 202-698-3492 (report the call

as an emergency so that your call can be expedited) • Fill out an incident report and forward a copy to the Program

Liaison

DO NOT SEND AN INJURED YOUTH WORKER HOME WITHOUT MEDICAL ATTENTION

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Questions?

We look forward to working with you!

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