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Participant Process Summary
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 Experience 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.
Reminder: Applicants must sign a Participation & Information Sharing Agreement.
Career Labs & Financial Literacy
Role: Coaching Contractors
Resources: Career Coaching & Work Readiness Training Resources Folder, Career Labs & Financial Literacy Pages
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.
Work Experience Hiring Steps
Role: Career Coaches & Participants
Resources: DPI Training, DPI Site, WEX Guide, Step-By-Step Instructions, Form I-9 Acceptable Docs.
New Participant Enrollment Notification
Coaches submit a New Participant Enrollment Notification when a participant expresses interest in being matched to a Work Experience. 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.
Work Experience Match & Start
Role: Coach, Participant, Worksite Supervisor
Resources: DPI Site, WEX Guide, Document Folder> Work Experience Documents
Required Documents:
-Work Experience Training Agreement
Work Experience Matching
Coaches attends a Matching Meeting to match participant to a Work Experience in real time.
Coach coordinates the start date with Participant & Worksite Supervisor based on schedule availability. Coach creates a Work Experience Record in I-Trac and enters their project start date with a “Planned Status”.
Coach connects with Worksite Supervisor to coordinate Participant first day and shift time.
Coach submit a Participant WEX Assignment form to connect Participant to the position and worksite. Upload any required certifications or other documentation required by the
worksite or position.
For full details, see DPI WEX Guide.
Starting a Work Experience
Coach prepares Participant for their upcoming Work Experience, including covering payroll taxes & withholdings, how to access their wages (paycard vs direct deposit), payroll calendar, timesheet navigation/expectations, and points of contact during the Work Experience.
Coach attends in-person first day with Participant and Worksite Supervisor to complete the Work Experience Training Agreement (WETA).
Coach uploads WETA into I-Trac file exchange and confirms work-based training record accuracy (start date, etc.)
Coach supports Participant with first day timesheet entry.
Pay, Timecards & Reporting of Hours
Role: Participant, Coach, Worksite Supervisor
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 each day of work. Coach is responsible for ensuring participants understand how to enter their own time and should work closely with participants to ensure time is reported properly.
- Participant must enter hours into the Avionte system every day they work.
- Timesheets must be submitted no later than close of business every Sunday.
- Participant must enter their start time, end time and unpaid break times.
- If timesheets are rejected for any reason, Participant is responsible for logging into MyAvionte to correct the errors and resubmit their timesheet for approval.
- Participant must submit a timesheet even if they did not work any hours during the week.
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.
Verifying Hours/Timesheets
Worksite Supervisor is responsible for reviewing and approving timesheets after they are submitted by Participant and no later than the timesheet deadline established by DPI. This is typically by 1 p.m. on Tuesday, but changes during weeks with bank holidays.
DPI’s payroll system (Aviante) will automatically follow up with worksite supervisors regarding timesheets in Submitted Status needing approval.
For full details, see the DPI WEX Guide.
Ending a Work Experience
Role: Coach, Participant, Worksite Supervisor
Resources: Document Folder> Work Experience Documents, DPI WEX Guide, DPI Site, Total Hours Worked Report (Dropbox)
Required Documents:
-Worksite Supervisor Intern Evaluation
- Coach keesp track of remaining hours. Coach notifies Worksite Supervisors once 30 hours or less are remaining in a WEX, projects end date, and shares the Supervisor Evaluation Template with the Worksite Supervisor.
- Coach confirms last day with Worksite Supervisor and submits 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. Coach should monitor the remaining WEX Hours and proactively communicate to ensure work experiences end on time.
Program Evaluation and Exit
Role: Coach, Participant, Worksite Supervisor
Resources: Document Folder> Work Experience Documents
Required Documents:
-Worksite Supervisor Intern Evaluation
Worksite Exit Interview
At the conclusion of each Work Experience, Coach collects the Worksite Supervisor Intern Evaluation from the Worksite Supervisor.
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.
Coach must complete the Evaluation field in the I-Trac Work Based Training control and end the Work Experience 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 Status
- Review the Outcomes Tab for all required service entry.
- Post Program Status
- Once all data entry is verified, enter a Program 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