SummerWorks 2022 Procedures


Program Contacts:

General SummerWorks Program Inquiries | Stephen Blackford | sblackford@worksystems.org

Career Catalyst Questions| Shaneille Battle | sbattle@worksystems.org

                                                 Jennifer Fox | jfox@worksystems.org


SummerWorks Process Overview

  • Year-round Slots must have a Work Based Training I-Trac Start Date between October – May.
  • SummerWorks Slots must have a Work Based Training I-Trac Start Date between June – September.
PDX-Youth@Work-Overall-Process-Summary-2022


SummerWorks Application

Role: Youth, Referral Partners, and Coaching Contractors
Resources: summerworkspdx.org

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 PDXYouth@Work record in I-Trac with an Application Date. At this point, applicants are NOT enrolled in the program.

NOTE: A participant’s application may get rejected if:  

1. They have a previous record in I-Trac; and 

2. Their info input on the new application does not match the information in the old record.  

When this occurs, please follow the steps outlined in the I-Trac Data Guide and email your contract manager at Worksystems to help resolve the issue. A paper application can also be used as an alternative until the I-Trac issue has been resolved.  


SummerWorks Orientation

Role: Coaching Contractors
Resources: Document Folder>2022 SummerWorks Youth Orientation

Objectives of Orientation

  1. Participants understand basic flow of program.
  2. Participants complete the required next steps to move forward in the program:
    • Participants complete the WEX Application (Successful completion of WEX application will create an orientation service in the PDXYouth@Work Record)
    • Orientation staff collects referral information about the youth to best match them with the appropriate coaching contractor.

Available Documents:

2022_SummerWorks_Orientation.pptx


Participant Enrollment

Role: Coaching Contractors
Resources: RPS & Document Folder> 2022 Enrollment [Fund Registration] Documents

See page 3 of the PDX Youth@Work Regional Program Standards for steps and documents required to enroll a participant in the PDX Youth@Work program.

NOTE: Page 14 of the Regional Program Standards references two documents that need to be signed before registration. These two documents have been consolidated into one document titled, “Program Participation and Information Sharing Agreement”. There is no longer a stand-alone COVID-19 Acknoweldgement of Risk Form.

Documents required include:

  • Program Participation and Information Sharing Agreement
  • SSN & EEO Disclosures

Key Change for 2022
All MOU Referral Partners are assigned to Career Coaching Agencies (See MOU Tracker).


Career Labs & Financial Literacy

Role: Coaching Contractors
Resources: Google Drive: Work Readiness Training & Financial Literacy Page

Career Labs & Financial Literacy services are defined on page 4 of the PDX Youth@Work Regional Program Standards.

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/

For Financial Literacy curriculum and guidance, see the Financial Literacy Page.

Stipend Payments: $50 for Career Labs (at least 4/5) and $50 for Financial Literacy

All participants should complete paid Career Labs before the conclusion of their Work Experience or Learning Opportunity.


Opportunity (Work-Based Training) Matching

Once the participant is fully registered in PDX Youth@Work, (registration & participation date in I-Trac) they can be matched with either a work experience (internship) or a learning opportunity. The matching process is as follows:

Work Experience Matching

Role: Worksite Liaisons & Career Coaches
Resources: WEX Bank on SummerWorks Website, Matching Meetings

  • Coaches add all participants to the matching meeting spreadsheet- including pre-selected MOU participants.
  • After participants accept their match, Coach completes column K of the matching meeting spreadsheet. All participants with “Accept” in this column will have an onboarding form submitted by POIC.
  • Worksite Liaisons complete Work-Based Training service data entry ASAP after confirming a match. Timeliness in this step is critical to maintaining an up-to-date list of opportunities on the SummerWorks Website.

Work-Based Training service start dates should be the projected start date of the Work Experience, NOT the date of matching.


Learning Opportunity Matching

Role: Career Coaches (primarily), rare instances of Liaison matching to specific LOs
Resources: WEX Bank in I-Trac

  • Learning Opportunities are managed by Coaching Contractors and defined in the Regional Program Standards. Additional guidance can be found on the Learning Opportunities Procedure Page.
  • All Learning Opportunities must be entered in I-Trac as Work-Based Training services. Work-Based Training service start dates should be the projected start date of the Learning Opportunity.

Work-Based Training Onboarding

Work Experience Onboarding

Role: Worksite Liaisons (Onboarding Ticket) & Career Coaches (Workday Onboarding Tasks)
Resources: Career Catalyst Community Site (Onboarding Form & Tickets), Workday (W4, I-9, etc), Document Folder> 2022 Work Experience Documents, PDX Youth@Work Staff Training Page

Career Coaches have three days from the identified start date to verify Legal to Work Documents & Submit the I-9 Form. (Participants will be terminated after day 3)

Workday Log In Information will be sent out between 8:30-10am on the “Onboarding Start Date” listed on the onboarding form.

  • Coach marks column K of the matching spreadsheet with “Accept” after a participant’s match is confirmed.
  • Worksite Liaison Submits an Onboarding Ticket to Career Catalyst with Onboarding Form, any pre-employment requirements, & Worksite Agreement
  • Coach supports participant with Onboarding Tasks:
    • Participant completes pre-employment screenings (if applicable). All pre-employment screening instructions will be sent to the Participant and all staff listed on the onboarding form by a company called “Sterling”. See the pre-employment requirements slidedeck for more information.
    • Participants may complete Workday Onboarding Tasks 1-4 independently. See the Career Catalyst Site for step-by-step instructions for each Onboarding Task.
    • Coach must complete Workday Onboarding Tasks 5-12 with the participant. Coach verifies Legal to Work Documents & Submits I-9 Form through Workday. See the Career Catalyst Site for step-by-step instructions for each Onboarding Task.
    • Coach prepares participants for their upcoming Work Experience.
      • Topics to Cover
        • Payroll Taxes & Withholdings
        • Pay Elections (paycard vs direct deposit)
        • Payroll Calendar, Workday Navigation, and Expectations for Entering & Projecting Hours
        • Support service needs during WEX
        • Participant questions, concerns, and a review of how and when to contact coach for support.
  • Worksite Liaison communicates Authorization to Work to Worksite Supervisor & Coach. Internship Begins.

Onboarding Status Summary Report

  • Check the “In Progress” Column
  • This column must be entirely blank with the exception of: ​
    • To Do: Anti-Harassment Training (not required)
    • Payment Election Enrollment Event​
    • Final U.S. Employment Verification Status​ (CarCat has 5 days to complete this)

Documents required include:

  • Career Catalyst Onboarding Form (Career Catalyst Community Site)
  • Worksite Agreement (Shared Document Folder, signed copies retained by Worksite Development Contractors)
  • EOR Onboarding Forms including, but not limited to, W4 & I-9 (digital in Workday)

Locked out of your Workday Account? Submit a General Support Ticket through the Career Catalyst Community Site.


Starting a Work Experience

Role: Worksite Liaisons
Resources: Document Folder> 2022 Work Experience Documents

  • Worksite Liaison schedules a Meet & Greet meeting with youth and worksite supervisor to complete the Work Experience Training Agreement and collect Emergency Contact Information.

Documents Required Include

  • Work Experience Training Agreement (WETA)
    • Emergency Contact Form

Learning Opportunity Onboarding

Role: Career Coaches (primarily), rare instances of Liaison matching to specific LOs
Resources:
Career Catalyst Community Site

For step-by-step Career Catalyst process details, search “OR Stipend” on the Career Catalyst Community Site.


Starting a Learning Opportunity

Role: Career Coaches
Resources: Document Folder> 2022 Learning Opportunity Documents

Documents required include:

  • Learning Opportunity Training Agreement

Pay, Timecards & Reporting of Hours

Helpful Tools:
-Paycard Tracker (Google Doc)
-Search for Step By Step Instructions on the Career Catalyst Community Site for Direct Deposit, Timesheet Management, Paycard Instructions, and more

Work Experiences

Role: Participants, Worksite Supervisors, Worksite Liaisons
Resources: See Career Catalyst Community Site for payroll training documents

  • Participants create and log hours worked into a Workday payroll account.
  • When possible, participants should enter hours on the day they work​
    • Exceptions for the end of the pay period when they need to project hours
    • Participants must enter hours by noon on Thursdays of timesheet due weeks​
  • Worksite Supervisors confirm hours with Liaison bi-weekly​
    • Liaisons email Worksite Supervisors the hours interns have entered for the current pay period on Thursday afternoons​.
    • Worksite Supervisors review and confirm hours with the Liaison by Friday at 4:30pm
  • Liaisons approve hours in Workday by 5pm on Friday.
    • Timesheets do not lock after Liaisons approve hours. Carcat is aware of this issue and is working on a resolution.

Learning Opportunities

Role: Coach
Resources: See Career Catalyst Community Site for payroll training documents

  • Participants complete milestones according to their Learning Opportunity Training Agreement.
  • Coaches submit stipend forms to initiate stipend payments.
    • Stipend forms are due the day before timesheet are due.

Documents required include:

  • Learning Opportunity Training Agreement
  • Career Catalyst Stipend Form

Ending a Work Experience

Role: Worksite Liaison and Worksite Supervisor
Resources: Career Catalyst Community Site (Offboarding Form & Tickets), Document Folder> 2022 Work Experience Documents

  • Liaisons keep track of remaining hours using the “Active Employees within Date Range” report in Workday. Liaisons notify Worksite Supervisors once 30 hours or less are remaining in a WEX.
  • Worksite Supervisors notify Liaisons of Participant’s Last Day.
  • Liaisons submit Offboarding form to Career Catalyst.  

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.

Unlike CSS, Workday does not automatically stop internships at 160 hours. Worksite Liaisons should monitor the remaining WEX Hours.

Documents required include:

  • Offboarding Form (Career Catalyst Community Site)

Ending a Learning Opportunity

Role: Coach

  • Coaches keep track of remaining milestones on the Learning Opportunity Training Agreement. Once milestones are complete and the final stipend payment is submitted, no offboarding steps are required for Career Catalyst.

Program Evaluation and Exit

Internships and Learning Opportunities that cross into a new program year (June 1) may continue without re-applying to PDX Youth@Work. However, their enrollment must be exited after the conclusion of the internship. Subsequent internships will need a new application. 

Enrolled participants should be exited from PDXYouth@Work after the conclusion of services during each program year (June 1 – May 31st). The Exit date is the last date service in I-Trac.

See the PDX Youth@Work I-Trac Data Guide & the PDX Youth@Work Fund Exit Training for step-by-step Exit instructions

Work Experience Evaluation and Exit

Worksite Liaison Procedures

Role: Worksite Liaison
Resources: Document Folder> 2022 Work Experience Documents

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. This tool also includes Supervisor Satisfaction response for the Outcomes Tab.

Liaisons then enter “worksite satisfaction” on the Outcomes tab in each youth’s I-Trac record and share the evaluation with PDX Youth@Work & NextGen Coaches. Liaisons enter the Worksite Supervisor Intern Evaluation in I-Trac.

Liaisons enter “worksite satisfaction” on the Outcomes tab in each youth’s I-Trac record and send a copy of the Worksite Supervisor Intern Evaluation to the participant’s coach.

Liaison close the Work-Based Training service in I-Trac.

Coaching Procedures

Role: Coach
Resources: Completed Worksite Supervisor Intern Evaluation & Youth 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 Survey to share their experiences in the program.

Learning Opportunity Evaluation and Exit

Coaching Procedures

Role: Coaches
Resources: Document Folder> 2022 Work Experience Documents

Coaches complete the Worksite Supervisor Intern Evaluation for each Learning Opportunity participant.

Coaches enter the Worksite Supervisor Intern Evaluation in I-Trac.

All participants must participate in a Youth Exit interview (also known as a final coach meeting) if possible.

  • In the interview, discuss the youth’s experience applicable feedback from the Worksite Supervisor Intern Evaluation, and post-program next steps.
  • Direct participants to the Youth Survey to share their experiences in the program.

Coaches enter “worksite satisfaction” on the Outcomes tab in each youth’s ITrac record and send a copy of the Worksite Supervisor Intern Evaluation to the participant’s coach.

Coach enters “post program status” on the Outcomes tab.


PDX Youth@Work Program (fund) Exit

The PDX Youth@Work Fund does not utilize the “auto exit” I-Trac function. All participants must be manually exited from services.

Enrolled NextGen participants may use the same PDX Youth@Work fund enrollment for the
duration of their NextGen participation.

See the SummerWorks I-Trac Data Guide for step-by-step Exit instructions.

Worksite Development Contractor Exit Checklist

Role: Worksite Development Contractor
Resources: Regional Program Standards & I-Trac Guide

  1. Confirm Coach received the Worksite Supervisor Intern Evaluation
  2. Submit Offboarding Form & complete Employer of Record Offboarding Tasks
  3. Review the Services Tab for all required service entry
    • Partner Agency (if applicable)
    • Work-Based Training
  4. Review the Outcomes Tab for all required service entries.
    • Worksite Satisfaction

Coaching Contractor Exit Checklist

Role: Coaching Contractor
Resources: Regional Program Standards & I-Trac Guide

  1. Review the Services Tab for all required service entry.
    • Partner Agency (if applicable)
    • Orientation
    • Career Labs (as applicable)
    • Financial Literacy (as applicable)
    • Work-Based Training
  2. Review the Assessments Tab for Career Lab Completer Tag
  3. Review the Outcomes Tab for all required service entry.
    • Post Program Status
    • Worksite Satisfaction
  4. Once all data entry is verified, enter a PostProgram status of “Full Program Exit”.

Additional Resources & FAQs

Updated on August 12, 2022

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