Work Experience Handbook

Transcription

1 Work Experience Handbook Guide for WIOA Work Experience Work Sites and Workers Rev

2 Workforce Development Board of South Central Wisconsin, Inc. Work Experience Table of Contents Introduction...Page 3 Selective Service...Page 3 Work Permits...Page 3 Work Experience Goals...Page 3 Work Site Responsibilities...Page 4 Worker Responsibilities...Page 5 Conditions of Employment...Page 5 Wages...Page 5 Work Schedules and Hours...Page 5 Evaluations...Page 5 Breaks...Page 6 Attendance...Page 6 Tardiness...Page 6 Worker s Compensation...Page 6 Time Sheets...Page 6 Check Distribution...Page 7 Nepotism...Page 7 Workplace Safety and Violence Prevention...Page 7 Attachments:... Payroll Schedule...Page 9 Receipt of Handbook Form...Page 10 Grievance and Complaint Form...(Kept in Participant file) Injury Report Form... (Printed separately From Google Drive)

3 Introduction Work-based learning and other employment approaches give underprepared adults and youth the chance to earn income, while also receiving training and developing essential work readiness skills. Work-based learning is a strategy to transition participants (referred to as worker on the paperwork, unless in the context of the Workforce Innovation and Opportunity Act,) with barriers to employment into the labor market by establishing work history and credibility. Additionally, the appropriateness of a work experience for a participant should align with the participant s Individual Employment Plan or Individual Services Strategy. Case notes and notation should show a clear linkage between the work experience and the participant s employability in a high-demand occupation or industry. It is the responsibility of all to adhere to this manual and the deadlines set by the Workforce Development Board of South Central Wisconsin (WDBSCW), the Department of Workforce Development (DWD), and the Department of Labor (DOL) to help ensure a smooth operation of the work experience strategy. The WDBSCW is the employer of record and will cover work experience wages, payroll taxes, and worker compensation. Work experience participants are not entitled to unemployment compensation, are not eligible for paid time off, holiday pay, or sick leave pay; and are not eligible for Unemployment Insurance or overtime pay. All applicable labor laws must be followed. Any work site that has participants working without the WDBSCW s written approval assumes responsibility for the wages. Selective Service Men born on or after January 1, 1960, every male citizen, and every male residing in the United States must register with the Selective Service System (SSS) between their 18 th and 26 th birthdays. The Requirement to register with the SSS lies within 30 days of their 18 th birthday, (i.e. 30 days before or after). Please visit the Selective Service website for more information about the Selective Service registration requirement at Work Permits All youth under 18 years of age must have a work permit prior to working. Work permits are issued at various locations throughout the state. You may apply for a work permit at your school office or call (608) for information on where work permit officers are in your area. Below are the materials required to apply for a work permit: Your birth certificate or other proof of age Your social security card A letter from the employer expressing intent to hire, job duties, and hours of work A written parent s/legal guardian s consent A $10.00 permit fee Work Experience Goals The goals of the WDBSCW s work experience strategy are to provide: 1. Structured, well-organized, and substantive work-based training experiences in demand-driven industry sectors 2. Career planning for awareness, assessment and exploration of vocational interests as well as learning about occupational alternatives that use related skills 3. Opportunities that may lead to permanent, unsubsidized employment for participants who are making the transition from school to work, limited work history, extended layoffs, or unemployment 4. For in-school and out-of-school youth:

4 a. Role models, who encourage young people to continue with or return to school b. Academic and job-skill enrichment to maintain or increase academic levels

5 I. Work Site Responsibilities Work sites must agree to comply with all provisions of the WDBSCW s work experience strategy, including requirements to: 1. Provide an orientation to all workers on their first day reviewing duties, responsibilities, and rights. 2. Provide trained supervision to the worker. 3. Provide adequate workplace and equipment. 4. Enforce work schedule and attendance policies. 5. Maintain accurate time records reflecting only time worked. 6. Adhere to federal, state, and local regulations governing all labor laws. 7. Ensure that the Work Site Supervisor and Secondary Work Site Supervisor review the Work Site Agreement and the Work Experience Manual prior to the work experience start date and adhere to the guidelines listed herein. 8. Provide feedback regarding worker progress by communicating with the worker and their Program Staff regularly. Evaluations will be completed three (3) times during the work experience. These should be scheduled: a. One week after the start date; b. The mid-point of the work experience; and, c. The last week of the work experience. 9. The Work Site Supervisor and the Program Staff should coordinate to ensure the Program Staff is present for at least one evaluation. 10. Notify the designated Program Staff immediately if the worker is injured on the work site. The Wisconsin Department of Workforce Development Report of Injury or Disease form is available online. 11. Ensure work experience assignment does not have the effect of filling a vacancy created by an employer, terminating a regular employee, or otherwise reducing its workforce for the purpose of hiring a worker. 12. Ensure the work experience does not have the effect of filling position when any other person is on layoff or strike for the same or a substantially equivalent job within the same organizational unit.

6 II. Worker Responsibilities 1. Arrive dressed appropriately for the job. This includes wearing a uniform and proper safety gear when required. 2. Know your assigned work schedule and report to work on time. 3. Follow scheduled breaks and lunch hours. 4. Know the work site rules and the work site policy on tardiness and absences. 5. Know the name and telephone number of your Work Site Supervisor. 6. Record daily hours worked on your timesheet and keep a record for yourself. 7. Always review and sign your timesheet yourself. Never sign a blank timesheet. 8. Know and follow safety rules and regulations. 9. Know your rights and the enclosed grievance procedure. 10. Do not engage in any inappropriate behavior with your peers, children at the work site, your Work Site Supervisor or anyone working for, or being serviced by, your work site. 11. Report any behavior that you deem as inappropriate as it relates to your working environment to your Program Staff. 12. Attend all work activities, including meetings and information sessions. 13. You are not entitled to unemployment compensation. 14. You are not allowed work any vacation pay, sick leave pay, or overtime hours. III. Conditions of Employment A. Wages a. Workers may be paid minimum wage or up to $10.00 per hour. b. Wages are determined based on the closest comparable position for an existing employee and cannot be more than the most comparable position of an existing company employee. c. Workers are not eligible for overtime pay and should not be allowed or required to work overtime hours. B. Work Schedules and Hours a. The weekly schedule should adhere to the Work Site Agreement exactly. b. Any changes, including additional hours, to this schedule must be updated to reflect the changes and must be submitted to the Program Staff prior to the change. The Work Site Agreement must be approved by the WDBSCW designated staff. C. Evaluations a. Purpose i. The evaluations ensure that the Work Site Supervisor and worker are receiving the intended services for the WDBSCW s Work Experience Program. The evaluations provide the worker with an understanding of their strengths and areas upon which to improve. It is also an opportunity for the Work Site Supervisor to adjust the skill development training plans and provide additional coaching. b. The Work Site Supervisor will conduct three (3) worker evaluations. c. The Program Staff will attend at least one (1) of the required evaluations.

7 d. If training plans are adjusted, the Work Site Supervisor should contact the Program Staff to discuss the changes. The Work Site Supervisor will submit a revised Work Site Agreement to the Program Staff for submission and WDBSCW approval. e. If the Work Site Supervisor is not available for an evaluation date, the Secondary Work Site Supervisor should conduct the evaluation with the worker. D. Breaks a. Workers who are under the age of 18 and work longer than 6 hours in one day, are entitled to a 30-minute duty-free meal period. b. Wisconsin law does not require employers to provide a 30-minute duty free meal period if you work over 6 hours in one day for workers over the age of 18. c. Work Site Supervisors and workers should talk about work site specific lunch and break rules. E. Attendance a. Unexcused absences i. First unexcused absence will result in a verbal warning. ii. The second unexcused absence will result in a letter of reprimand. iii. The third unexcused absence will result in termination. b. If a worker is going to be absent from work, they are required to contact their Work Site Supervisor before their scheduled shift. c. If a worker misses work due to an illness beyond two workdays, they will need to submit a doctor s excuse to the Work Site Supervisor upon their return. d. When a worker is absent from work, the Work Site Supervisor should clearly mark on the timesheet signifying the day(s) absent. F. Tardiness a. A worker will be considered tardy if she or he arrives after the scheduled starting time or if the worker is not ready to begin work at the starting time. b. The first two times, the worker will receive a verbal warning. c. The third tardy will result in a letter of reprimand, which will warn the worker that any further tardy arrivals will result in suspension or termination. G. Worker s Compensation a. The worker is covered by the WDBSCW s Worker s Compensation policy. b. The worker must report any and all injuries to the Work Site Supervisor immediately. c. The Work Site Supervisor must complete the attached injury report titled Employer s First Report of Injury or Disease. This report must be completed and turned into the WDBSCW within 24 hours of the injury. d. Please send the report to Lameece Tyne at ltyne@wdbscw.org or fax at (608) H. Time Sheets a. Time sheets follow the payroll schedule provided at the end of this manual. b. The worker should record the hours worked on the timesheet daily. c. The Work Site Supervisor and the worker should sign the time sheets to ensure alignment with the Work Site Agreement. d. It is the responsibility of the Work Site Supervisor to calculate the total work hours of each worker and check for accuracy.

8 e. Completed time sheets must be forwarded to the Program Staff, who will sign the timesheet and provide the final record to the WDBSCW Program Manager, every other Wednesday as outlined on the payroll schedule. f. Incorrect, incomplete, or late time sheets will result in a delayed arrival of the paycheck to the worker. I. Check Distribution a. Checks will be mailed to the address listed on the W-4 submitted with the work experience paperwork. Mail that is already in process cannot be changed. b. Checks will be mailed to the worker based on the established payroll schedule. c. If a worker has a change of mailing address, they must complete the Paycheck Address Change Form and the Program Staff will forward the completed form to the WDBSCW fiscal department. i. Worker should be aware that address changes may take up to two weeks before the change is effective. d. WDBSCW Staff or WorkSmart Staff will not distribute checks at the WDBSCW office or at WorkSmart office locations. J. Nepotism a. No company acting as a host work site may hire a worker if a member of the worker s immediate family is a staff or board member of the host work site that hires, promotes, establishes salary, or directly supervises the worker. The term immediate family is defined as: wife, husband, son, daughter, mother, father, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-in-law, mother-in-law, father-in-law, aunt, uncle, niece, nephew, stepparent, or foster child. K. Workplace Safety and Violence Prevention The WDBSCW is committed to providing a work environment in which employees are treated with courtesy and respect. We endeavor to prevent harassment or any other discrimination based on the Equal Employment Opportunity (EEO) laws as well as prevent abusive or humiliating behavior toward any individual. a. Harassment is unwelcome verbal or physical conduct, graphic materials, sexual or romantic advances, or other acts which interfere with a person s work or can reasonably be seen to create hostile, intimidating, or offensive environments. It can include: 1. Physical harassment or other threat of harm against individuals or their property. 2. Verbal abuse, whether it attacks an individual s personality and/or is based on age, race, sex, sexual orientation, ethnic background, religious beliefs, disability or other EEO categories. 3. Graffiti or graphics of the above nature. 4. Unwelcomed romantic or sexual advances. 5. Implications that employment decisions will be based on accepting unwelcomed sexual or romantic advances. 6. Retaliation against any employee who has used this policy to raise concerns.

9 7. If the worker believes that they are being harassed by another employee, customer, or any other person in the scope of your employment, the worker and the WDBSCW designated staff will promptly: a. Speak with the Work Site Supervisor at the work site, or the Program Staff depending on whom the worker is most comfortable talking with. b. Address any report from the work experience workers and will take appropriate action to correct harassment in the workplace. Corrective action will depend upon the situation, but may include discipline or discharge if appropriate.

10 Work Experience Official Payroll Schedule Payroll Pay Period Timesheets due to Case Managers Timesheets due to WDB Pay Date July 3, 2016 July 16, 2016 July 19, 2016 July 20, 2016 July 29, 2016 July 17, 2016 July 30, 2016 August 2, 2016 August 3, 2016 August 12, 2016 July 31, 2016 August 13, 2016 August 16, 2016 August 17, 2016 August 26, 2016 August 14, 2016 August 27, 2016 August 30, 2016 August 31, 2016 September 9, 2016 August 28, 2016 September 10, 2016 September 13, 2016 September 14, 2016 September 23, 2016 September 11, September 24, 2016 September 27, 2016 September 28, 2016 October 7, September 25, October 8, 2016 October 11, 2016 October 12, 2016 October 21, October 9, 2016 October 22, 2016 October 25, 2016 October 26, 2016 November 4, 2016 October 23, 2016 November 5, 2016 November 8, 2016 November 9, 2016 November 18, 2016 November 6, 2016 November 19, 2016 November 22, 2016 November 23, 2016 December 2, 2016 November 20, December 3, 2016 December 6, 2016 December 7, 2016 December 16, December 4, 2016 December 17, 2016 December 20, 2016 December 21, 2016 December 30, 2016 December 18, December 31, 2016 January 3, 2017 January 4, 2017 January 13, January 1, 2017 January 14, 2017 January 17, 2017 January 18, 2017 January 27, 2017 January 15, 2017 January 28, 2017 January 31, 2017 February 1, 2017 February 10, 2017 January 29, 2017 February 11, 2017 February 14, 2017 February 15, 2017 February 24, 2017 February 12, 2017 February 25, 2017 February 28, 2017 March 1, 2017 March 10, 2017 February 26, 2017 March 11, 2017 March 14, 2017 March 15, 2017 March 24, 2017 March 12, 2017 March 25, 2017 March 28, 2017 March 29, 2017 April 7, 2017 March 26, 2017 April 8, 2017 April 11, 2017 April 12, 2017 April 21, 2017 April 9, 2017 April 22, 2017 April 25, 2017 April 26, 2017 May 5, 2017 April 23, 2017 May 6, 2017 May 9, 2017 May 10, 2017 May 19, 2017 May 7, 2017 May 20, 2017 May 23, 2017 May 24, 2017 June 2, 2017 May 21, 2017 June 3, 2017 June 6, 2017 June 7, 2017 June 16, 2017 June 4, 2017 June 17, 2017 June 20, 2017 June 21, 2017 June 30, 2017 June 18, 2017 July 1, 2017 July 4, 2017 July 5, 2017 July 14, 2017

11 HANDBOOK RECEIPT FORM AND STATEMENT I (please print full name) have received and agree to read my copy of the Work Experience Handbook for the Work Experience. I also acknowledge that I have received a general orientation covering the policies and grievance procedure described in this handbook. I acknowledge and understand that violations of the rules and regulations set forth in this handbook and described to me at the general orientation can and will be grounds for termination of my employment with the work site. I also understand that nothing in this handbook shall constitute or create a guarantee of permanent employment. I understand that this is a work experience. I understand I may be terminated with or without notice regardless of the provisions in this handbook. Worker Name Date Worker Signature Signature of Parent/Guardian (If under 18 years of age) Date Signature of WorkSmart Network or Youth Staff Date