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SummerWorks 2021 Program Steps and Resources

Step 1: Applying for SummerWorks

Youth apply for the program via the online program application on the SummerWorks website. They also may complete a paper application.

Completion of this step will create a participant record in I-Trac with an Application Date. Coaches must manually complete fields for “Service Provider” and “Customer Of.” For full instructions, refer to the SummerWorks Customer Data Entry Manual.

Step 2: Registering for Virtual Orientation

After completing the online application, Youth receive an email confirmation with a link to the SummerWorks Guide, SummerWorks Calendar, and a link to schedule a Virtual Orientation (thru Eventbrite).

Participants that register for Orientation through Eventbrite will be scheduled for an IRCO Orientation. Agencies should follow up with their participants to schedule them for their own orientations.

Participation Agreement

The participant should be sent the following information prior to attending the Virtual Orientation. In addition, the procedure for obtaining the SummerWorks Program Participation Agreement should be followed by participating organizations.

After a signed Participation Agreement and COVID-19 Acknowledgement of Risk Form have been received, the participant record in I-Trac should be updated by navigating to the Registration tab and marking the participant eligible. Eligible also means that orientation is complete. For full instructions, refer to the SummerWorks Customer Data Entry Manual.

The participant can attend a Virtual Orientation without a completed Participation Agreement, however they will not be able to begin Career Labs or be matched until it is completed.

Step 3: Conducting Virtual Orientations

The SummerWorks 2021 Virtual Orientation is designed to be held virtually using Zoom. Each organization conducting the orientation should budget for a Zoom account for the period they’ll be facilitating the orientation.

Work Experience (WEX) Application

During the Virtual Orientation, participants should complete the WEX Application.

Completion of this step will update the participant record in I-Trac with information from the WEX Application. An Orientation Date and Participation Date also will be added to the record automatically.

Stipend Account Set up

During the Virtual Orientation, new participants should complete the Stipend Workshop to create an account in CSS for stipend payments. This workshop is embedded into the Orientation Slidedeck below.


Starting Career Labs

Slide decks and resources for Contractor-Led Career Labs can be found on our resource page at https://help.worksystems.org/knowledge-base/career-labs/


Starting Learning Opportunities


The Matching Process

Once the participant has completed the above steps they can be matched with either a work experience (internship) or a learning opportunity. The matching process is as follows:

  1. Each agency prepares for the matching meeting by ranking its youth who have completed orientation and shares that information with IRCO prior to the matching meeting.
  2. Coaches and worksite liaisons attend a matching meeting (scheduled and run by lead liaison at IRCO).
  3. After the matching meeting, coaches make offers to their candidates and monitor acceptances / declines. Candidates have 3 business days to accept the offer, or the liaisons have the option to relist the internship as available.
  4. Coaches communicate with liaisons regarding work experience acceptances / declines.
  5. For youth who accept an internship, liaisons enter in I-Trac “PDX Youth@Work WEX/Internship” service with planned status. See Data Entry Reference for more details.
  6. For youth who accept a learning opportunity, coaches enter in I-Trac “2021 SummerWorks Learning Opportunity” under Work Based Training section with planned status. See Data Entry Reference for more details.

Hiring Workshop & I-9 Verification Session Scheduling

After participants accept an internship offer, they must complete a Hiring Workshop before they start work.

Staff Process Summary

  1. Match the Participant
  2. Submit a New Hire Form for Every Matched Participant
  3. Wait at least one business day for WSI Staff to complete processes
  4. Connect the Participant to the on-demand Hiring Workshop.
  5. Enter Hiring Workshop Service in I-Trac

See the Hiring Workshop Staff Guide & Hiring Workshop Training Powerpoint for full workshop details.

Participants under 18 MUST have their parent or guardian sign hiring forms through Docusign BEFORE arriving to their I-9 Verification Session. Participants under 18 without guardian signatures will not be able to complete their I-9 Verification Session.

Participant Process Summary

Participants under 18 MUST have their parent or guardian sign hiring forms through Docusign BEFORE arriving to their I-9 Verification Session. Participants under 18 without guardian signatures will not be able to complete their I-9 Verification Session.

Hiring Workshop Supplemental Resources

I-9 Verification Session Bypass Procedure

Summerworks 2021 participants who meet specific criteria are eligible to bypass, or skip, the I-9 Verification Session. These participants are listed on the I-9 Verification Session Bypass Eligibility List.

The criteria for the bypass is as follows: The participant must have completed an I-9 Verification Session during Program Year 2020 AND the documents validated during that session cannot be currently expired.

I-9 Verification Session Bypass Process Summary

*Bypass can be requested anytime after Program Application but before Hiring Workshop

Bypass Process Details

  1. Contract Staff Checks I-9 Verification Session Bypass Eligibility List for Eligible Participants.
  2. When a participant from the “Bypass List” re-engages in SummerWorks2021 and is matched with an internship, contract staff submit the New Hire Form & check the box titled, “I-9 Bypass Requested”.
  3. Payroll staff confirms that CSS Wage Account and I-9 Form are complete & verifies original I-9 Documents are not currently expired.
  4. Payroll staff responds to the request by entering “Approved, date” in Column I (Bypass Status) of the SW 2021 Hiring Process Tracking Spreadsheet.
  5. Payroll staff enters an I-9 Verification Session Service in I-Trac with a case note.
  6. The contractor conducts an amended Hiring Workshop and enters Hiring Workshop Service Into I-Trac.  

Bypass Procedure Frequently Asked Questions

Q: What if I don’t see a participant on the I-9 Verification Session Bypass Eligibility List?

A: E-mail WEXadmin@worksystems.org with participant I-Trac ID, last name, and short description of why you suspect the participant should be included on the list. Example Description: This participant completed a Work Experience on Worksystems Payroll in February of 2020.

Q: What if a participant began an internship in PY 2020 that continued into the 2021 CSS Cycle? Do they need their I-9s Verified for their current internship?

A: Carryover participants who are actively working do NOT need their I-9s re-verified for their current internship. Contractors should follow the bypass procedure if these participants re-engage in a subsequent, PY 2021 internship.

Q: What if a bypass participant doesn’t need to complete Career Labs? Can they just create a wage account and skip the stipend account?

A: Yes. Remember to submit a New Hire Form anyway.


Starting a Work Experience

  • Coach checks ITrac for I-9 service; youth may not work until I-9 service is entered.
  • Worksite liaison confirms youth has I-9 service entered in ITrac record.
  • Liaison schedules meeting with youth and worksite supervisor to complete the “Work Experience Training Agreement.” All three must sign this form and receive copies.
  • Youth starts working.
  • Liaisons locate youth record in I-Trac and change status of “SummerWorks 2021 WEX/Internship” from planned to started.
  • Liaisons locate youth record in CSS and match youth to worksite.

Getting Paid

For Learning Opportunities

+ Youth earn stipends for milestones completed.
+ The amount youth earn per milestone varies depending upon the learning opportunity. Total earnings are comparable to wage youth.
+ Youth tell provider supervisor or coach when they finish a milestone.
+ If youth tell provider supervisor, provider supervisor must inform coach. We have an online Milestone Report form that coaches can ask supervisors to use.
+ Coaches convert milestones into “hours” by finding opportunities on Milestone – Conversion spreadsheet.
+ Coaches enter equivalent “hours” into CSS pay system every Sunday.
+ Coach supervisors approve youth hours every Tuesday by 5 pm. The person who enters the hours should NOT be the person who approves them.
+ Coaches distribute pay cards to youth before, or on, first pay day.
+ Youth are paid every other Monday.

For Internships

+ Youth earn wages for hours worked.
+ Youth earn $14.00 per hour.
+ Youth enter their hours into CSS pay system every Sunday.
+ Liaisons approve youth hours every Tuesday by 5 pm.
+ Coaches distribute pay cards to youth before, or on, first pay day.
+ Youth are paid every other Monday.
+ Youth receive W2 in Jan/Feb 2022.


Finishing SummerWorks

Coaches schedule an exit interview with youth to discuss next steps. Youth complete an evaluation form (via Survey Monkey) about their experiences in the program.

Coaches open youth record in I-Trac and enter appropriate completed status for either “PDXYouth@Work” service or “PDXYouth@Work Learning Opportunity” service. Coaches also enter “post program status” on the Outcomes tab.

Worksite supervisors complete a “Youth Work Readiness Evaluation” form that wage youth will initial. Worksite supervisors return completed evaluations to their worksite liaisons. Liaisons then enter “worksite satisfaction” on the Outcomes tab in each youth’s ITrac record.

Forms


Additional Resources & FAQs

Updated on October 5, 2021

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