Use the Table Of Contents (right hand side) for easier navigation.
Quick Reference Links
Participant Process Summary (link)
Program Engagement & Enrollment
Role: Youth, Referral Partners, and Coaching Contractors
Resources: summerworkspdx.org , Regional Program Standards, Enrollment [Fund Registration] Documents & Career Coaching & Work Readiness Training Resources
Required Documents:
-Program Participation and Information Sharing Agreement
-SSN & EEO Disclosures
Program Interest Form
Youth express interest for the program via the Program Interest Form on the SummerWorks website.
Program Orientation
Coaches host orientations to outline the basic flow of the program. During orientation, participants complete the Work Based Training Application which automatically creates an “Orientation” service in I-Trac.
Participant Registration & Enrollment
The PDX Youth@Work Regional Program Standards & I-Trac Guide outline all steps and documents required to register a participant in the PDX Youth@Work program.
- The Career Coach must review and validate the Registration Tab in the applicant’s I-Trac record and confirm all required steps and documents are complete. Once all steps and documents are complete, complete the “Registered By” Control.
- Click on the Services Tab. Update the “Other Tag” control. If a Coaching service has also been provided, add one now. Typically, Career Coaching is the first service provided. It will populate a participation date in I-Trac, completing Enrollment.
Career Labs & Financial Literacy
Role: Coaching Contractors
Resources: Career Coaching & Work Readiness Training Resources Folder, Career Labs & Financial Literacy Pages
After a participant is fully registered in PDX Youth@Work, they may engage in paid career labs.
Stipend Payments: $50 for Career Labs (at least 4/5) and $50 for Financial Literacy
All participants must complete paid Career Labs before the conclusion of their Work Experience or Learning Opportunity.
Opportunity Matching
Once the participant is fully registered in PDX Youth@Work, they can be matched with either a work experience or a learning opportunity.
Resource Available: Workplace Preferences Assessment
Work Experiences
Role: Worksite Liaisons & Coaches
Continue to Work Experience Hiring Steps & Work Experience Matching sections.
Learning Opportunities
Role: Career Coaches
Stop here & move to the Learning Opportunities Procedures Page.
Work Experience Hiring Steps
Role: Career Coaches & Participants
Resources: DPI Training, DPI Site, WEX Guide, Step-By-Step Instructions, Form I-9 Acceptable Docs.
Required Documents:
-Participant Acknowledgements to Begin Work
New Participant Enrollment Notification
Coaches submit a New Participant Enrollment Notification when a participant expresses interest in being matched to a Work Experience (not Learning Opportunity). Step-by-step guides can be found here.
For full details, see the DPI WEX Guide.
DPI Application
Coaches support Participants in completing a DPI Application. Step-by-step guides can be found here.
For full details, see the DPI WEX Guide.
DPI Phone Screen
After a DPI Application is submitted, participants must complete a DPI Phone Screen to confirm the details of their application. Coaches are encouraged to support participants through the screen & pre-schedule with DPI as needed.
For full details, see the DPI WEX Guide.
1-9 Verification & DPI Employee Activation
Coach can schedule DPI to come onsite or participants can go to DPI offices to complete onboarding paperwork & I-9 Verification.
For full details, see the DPI WEX Guide.
Participants often bring photocopies or picture of legal to work documents. Coaches should educate & support participants in the rules around legal to work documents. For more information, see https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Coach prepares participants for their upcoming Work Experience
- Topics to Cover
- Payroll Taxes & Withholdings
- Pay Elections (paycard vs direct deposit)
- Payroll Calendar, Timesheet Navigation, and Expectations for Entering Hours
- Support service needs during WEX
- Participant questions, concerns, and a review of how and when to contact coach for support.
Our participants tend to need intensive support submitting correct timesheets. Coaches should add payroll deadlines to their calendars & establish internal procedures for providing support to participants. All timesheet reporting must be completed by participants, not liaisons.
Work Experience Match & Start
Role: Worksite Liaisons & Coaches
Resources: DPI Site, WEX Guide, Document Folder> Work Experience Documents
Required Documents:
-Work Experience Training Agreement
Work Experience Matching
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Liaisons submit a Participant WEX Assignment form to connect the participant to the correct worksite
and position. Upload any required certifications or other documentation required by the
worksite or position.
For full details, see the DPI WEX Guide.
Starting a Work Experience
Worksite Liaison communicates Authorization to Work to Worksite Supervisor & Coach. Start Date is established.
Worksite Liaison schedules a Meet & Greet meeting with youth and worksite supervisor to complete the Work Experience Training Agreement.
Pay, Timecards & Reporting of Hours
Role: Participants, Coaches, Worksite Supervisors, Worksite Liaisons
Resources: DPI Employee Site, DPI WEX Guide, DPI Coaches Training, Get Paid Handout, & Avionte Timesheet Instructions.
Required Documents:
-Pay Card Receipt Signature (if applicable)
Coaches Support Participants with Timesheet Submission
When possible, participants should enter hours into the MyAvionte system on the day they work. Coaches are responsible for ensuring participants understand how to enter their own time and should work closely with participants to ensure time is reported properly.
- Participants must enter hours by close of business every Sunday.
- Participants must enter their start time, end time and unpaid break times.
- If timesheets are rejected for any reason, participants are responsible for logging into MyAvionte to correct the errors and resubmit their timesheet for approval.
For full details, see the Get Paid Handout & the Avionte Timesheet Instructions Handout.
Our participants tend to need intensive support submitting correct timesheets. Coaches should add payroll deadlines to their calendars & establish internal procedures for providing support to participants. All timesheet reporting must be completed by participants, not liaisons.
Verifying Hours/Timesheets
Liaisons confirm hours with Worksite Supervisors every Monday.
Liaisons email Worksite Supervisors the hours interns have entered for the current pay period on Monday mornings.
Worksite Supervisors review and confirm hours with the Liaison each Monday by 5:00pm
If there are errors on the timesheet (i.e. break time not entered correctly, hours missing, etc.), the Liaisons will select “Reject Timesheet” & return the timesheet to the participant.
Participants must correct the errors & resubmit to the Liaison for approval.
For full details, see the DPI WEX Guide.
Our participants tend to need intensive support submitting correct timesheets. Coaches should add payroll deadlines to their calendars & establish internal procedures for providing support to participants. All timesheet reporting must be completed by participants, not liaisons.
Ending a Work Experience
Role: Worksite Liaison and Worksite Supervisor
Resources: Document Folder> Work Experience Documents, DPI WEX Guide, DPI Site
Required Documents:
-Worksite Supervisor Intern Evaluation
- Liaisons keep track of remaining hours. Liaisons notify Coach and Worksite Supervisors once 30 hours or less are remaining in a WEX.
- Worksite Supervisors notify Liaisons of Participant’s Last Day.
- Liaisons submit a Participant Change Form to DPI.
For full details, see the DPI WEX Guide.
There are very specific timelines and protocols for ending Work Experiences, whether they are planned or abruptly terminated. See “Oregon Late Paycheck Penalty” sheet for details.
DPI does not automatically stop internships at 160 hours. Worksite Liaisons should monitor the remaining WEX Hours and proactively communicate to ensure work experiences end on time.
Program Evaluation and Exit
Worksite Liaison Procedures
Role: Worksite Liaison
Resources: Document Folder> Work Experience Documents
Required Documents:
-Worksite Supervisor Intern Evaluation
Worksite Exit Interview
At the conclusion of each Work Experience, Liaisons meet with the Worksite Supervisor and participant to conduct an Exit Interview and collect the Worksite Supervisor Intern Evaluation.
The Worksite Supervisor Intern Evaluation is the tool for a worksite to provide an assessment to the participant regarding their demonstration of necessary workplace skills, including soft skills, needed for success in any work environment.
Liaisons must complete the Evaluation field in the Work Based Training control.
Liaisons must send a copy of the Worksite Supervisor Intern Evaluation to the participant’s coach.
Liaison close the Work-Based Training service in I-Trac.
For full details, see the DPI WEX Guide.
For data entry support, see the I-Trac Guide & I-Trac Training Modules
Coaching Procedures
Role: Coach
Resources: Youth Work Experience Reflection Survey, Data Validation & Exit Management Training
Required Documents:
-Worksite Supervisor Intern Evaluation, Youth Work Experience Reflection Survey
All participants must participate in a Youth Exit interview (also known as a final coach meeting) if possible. It is recommended to schedule the interview on or before the last day of work for the participant.
- In the interview, discuss the youth’s experience applicable feedback from the Worksite Supervisor Intern Evaluation, and post-program next steps.
- Coach enters “post-program status” on the Outcomes tab.
- Direct participants to the Youth Work Experience Reflection Survey to share their experiences in the program.
For data entry support, see the I-Trac Guide & I-Trac Training Modules
PDX Youth@Work Fund (I-Trac) Exit
Worksite Development Contractor Exit Checklist
Role: Worksite Development Contractor
Resources: Regional Program Standards & I-Trac Guide, I-Trac Training
- Confirm Coach received the Worksite Supervisor Intern Evaluation
- Submit Offboarding Form & complete Employer of Record Offboarding Tasks
- Review the Services Tab for all required service entry
- Work-Based Training
For data entry support, see the I-Trac Guide & I-Trac Training Modules
Coaching Contractor Exit Checklist
Role: Coaching Contractor
Resources: Regional Program Standards, I-Trac Guide, I-Trac Training, Data Validation & Exit Management Training
- Review the Services Tab for all required service entry.
- Partner Agency “Other Tag”
- Orientation
- Career Labs (as applicable)
- Financial Literacy (as applicable)
- Work-Based Training
- Review the Assessments Tab for Career Lab Completer Tag
- Review the Outcomes Tab for all required service entry.
- Post Program Status
- Once all data entry is verified, enter a PostProgram status of “Full Program Exit”.
If a participant applied but never completed a service, choose Exit-Pre Program
For data entry support, see the I-Trac Guide & I-Trac Training Modules