access REAL-WORLD training acquire skills gain experience summer youth employment supervisor handbook

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1 access REAL-WORLD training acquire skills gain experience 2019 summer youth employment supervisor handbook

2 TABLE OF CONTENTS What is the Virginia Beach Summer Youth Employment Program?... 3 Program Eligibility Requirements... 3 Summer Youth Employment Program Goals... 3 How are the Youth Placed?... 4 Placement Restrictions... 4 What are the dates for SYEP?... 4 Responsibilities of SYEP Staff... 4 Program Coordinator... 5 Job Coach... 5 Administrative Assistant... 5 Responsibilities of SYEP Worksite Supervisor....5 How will youth get paid? Pay Schedule... 6 Submitting Timesheets (City Workers ONLY)... 6 Personal Leave (City Workers ONLY)... 7 InSite (City Workers ONLY)... 7 SYEP Policies and Procedures... 7 Absenteeism... 8 Tardiness... 8 Lunch Break Policy... 8 Inclement Weather... 8 Misconduct and Performance Concerns... 9 Incident and Accident Reports Harassment and Hostile Work Environments Fair Labor Standards Act Child Labor Inclusion and Diversity Jobsite Visits Program-End Evaluations Schedule Recognition Ceremony Summer Youth Employment Program Goals Who do I contact for more information?

3 WHAT IS THE VIRGINIA BEACH SUMMER YOUTH EMPLOYMENT PROGRAM [SYEP]? The Virginia Beach Summer Youth Employment Program (SYEP) is an 8-week program that provides jobs, financial empowerment skills and workplace readiness training to benefit young people, between the ages of 16 to 21. Participation in SYEP will provide young people the opportunity to develop the skills required to be successful and obtain jobs in the real world. With your help youth workers will: Discover and explore their talents Acquire new skills Set career goals and earn money Gain solid work experience Learn how to properly save and budget for the future Gain a sense of confidence and individualism that will transfer to many other areas of their lives Program Eligibility Requirements At least 16 years of age and no older than 21 years of age by June 11, Reside in the City of Virginia Beach (must show proof report card or transcript) Be willing to adhere to all program policies and procedures Commit to the entire program and orientation schedule (June 17 th August 9 th ) Complete the interview/screening process SUMMER YOUTH EMPLOYMENT PROGRAM GOALS The City of Virginia Beach Summer Youth Employment Program provides young people an opportunity to learn and practice skills required to succeed in a work environment. A handful of recent studies have found that summer job programs have reduced youth violence, incarceration, mortality, and improved academic outcomes. In addition to providing young people with wages and work experience, SYEP is an effective platform for youth to learn and be exposed to adult responsibilities and decisions. SYEP assists Youth Participants in seeing new possibilities and helps them to develop supportive relationships with adults. Program Goals: Provide meaningful real-world work experiences Help youth learn professional workplace behaviors Foster an environment to improve youth communication skills, customer service skills and other soft skills Empower youth to enhance decision-making, self-advocacy, and confidence Expand career opportunities and support career planning Promote healthy financial literacy including healthy saving habits and the development of financial goals Develop supportive relationships with city agencies and private organizations to increase the professional workplace behaviors in the city s youth SYEP goals are designed to assist all parties as they begin work and as they supervise SYEP Youth Participants. One purpose of the program goals is to ensure all worksites serving our youth can help in the professional growth of our youth. The program goals also serve as a guideline to increase our youth s professional development. 3

4 HOW ARE YOUTH PARTICIPANTS PLACED? In order to provide meaningful work experiences for our Youth Participants, we partner with several city agencies and local private and non-profit businesses to help place our young people in jobs. As there is limited availability for the number of Youth Participants we are able to accept each year, our Youth Participants must go through an application and interview process before being selected. After selection, the Youth Participants are strategically placed in positions based on the following criteria: Application Interview Career and Personality Assessment Transportation Availability Recommendation Letters Company/Agency Job Requirements Skill Level Job Availability Please be aware that SYEP Staff considers all aspects of the Youth Participants and the duties of each job. There may be circumstances where we are unable to provide Youth Participants a position in their field of interest, however, the skills that can be learned and gained will be impactful. Placement Restrictions As we continue to seek ways to provide every participant with positive work experiences, we have developed placement restrictions to ensure program quality and fairness. Youth Participants are restricted from being placed in the same department or as a direct report of a family member. Youth Participants will be required to inform SYEP Staff of any relatives who are employed with the City of Virginia Beach. If a participant fails to disclose this information, this could result in removal from the program. WHAT ARE THE DATES FOR SYEP? Program Events Dates Location Time Application Opens January 14, 2019 vbgovcareers.com Application Closes February 28, 2019 vbgovcareers.com YWII Orientation & Job Readiness Training May 21 st 24 th VB Parks & Recreation Administration Bldg. 4:00pm 8:00pm YWI Orientation & Job June 17 th 19 th TCC Student Center 8:00am 4:00pm Readiness Training First Day at Worksite June 24, 2019 SYEP Participant Respective Worksites Schedule set by Worksite Supervisor Last Day at Worksite August 9, 2019 SYEP Participant Respective Worksites Schedule set by Worksite Supervisor Recognition Ceremony August 9, 2019 TBD TBD RESPONSIBILITIES OF SYEP STAFF SYEP Staff would like to thank you for the time that each of you have set aside to help train and prepare our young people for the real world. Throughout this 8-week program SYEP staff will be available to help you with any questions or concerns that you may have. 4

5 Program Coordinator The SYEP Program Coordinator plans and implements various elements to ensure that young people are receiving meaningful work experiences, and all needs and expectations of Worksite Supervisors are being met. This is done through various collaborations with several partners and sponsors. Job Coach The SYEP has five (5) Job Coaches, each assigned to a group of Youth Participants. The primary role of the Job Coach is to serve as additional support for the Youth Participant and Worksite Supervisor. Job Coaches will conduct two job site visits throughout the 8-week program. The SYEP Job Coach will serve as the primary contact for any questions, and provide additional support if a Youth Participant needs assistance throughout any point of the program. The SYEP even provides services after the conclusion of the program for Youth Participants looking to extend their employment or add more experience to their resume. Administrative Assistant Our Administrative Assistant oversees all aspects of payroll. They process all timesheets for city agencies, so to ensure that all Youth Participants are paid correctly and on time, it is important to submit all timesheets to our Administrative Assistant at SYEP@vbgov.com at the designated deadline. If a Worksite Supervisor has questions regarding how to properly submit timesheets and/or leave slips, they will need to contact their respective Job Coach. RESPONSIBILITIES OF WORKSITE SUPERVISOR Our SYEP Participants come from various backgrounds all over the city of Virginia Beach. They possess a wide range of knowledge, skills, and abilities, and many are also in the beginning stages of learning about the workforce. With the help of our Worksite Supervisors, over the course of this 8-week program, we hope to be able to instill many new skills (hard and soft) and values into each of our Youth Participants. As a Worksite Supervisor your role for SYEP will include: First Day Provide each Youth Participant with a worksite orientation. This orientation should include the following: Basic duties and responsibilities Lunch-break policy Expectations of the worksite How to report and request absences Who to contact in case of emergency Worksite Supervisor Contact information Proper workplace attire Work Schedule Ongoing Provide hours of work each week Ensure that the youth understand and follow proper timesheet protocols for your worksite. o All city agencies must ensure that they send timesheets signed by the Worksite Supervisor and Youth Participant to SYEP@vbgov.com by noon on Thursday of each week. o Timesheets should be filled out by the Youth Participant If time allows, take some time to get to know each Youth Participant. Ask them about their future career/education plans, and if they have been sticking to their savings goal for the summer. SYEP is providing more than 70% of its Youth Participants with their first paycheck, so we like to take this opportunity to teach them positive financial behaviors Ensure workers are treated fairly, and with respect by all staff HOW WILL YOUTH GET PAID? 5

6 Youth workers will be placed at worksites in various city departments and private companies throughout Virginia Beach. If the youth worker is placed at a city department they will be receiving their paychecks through direct deposit. City Agency Pay Rate Hours Youth Worker I (YWI) $ Youth Worker II (YWII) $ Private Company Pay Rate Hours Youth Worker I At least $ Youth Worker II At least $ Payroll will be processed by the Youth Opportunities Office on a weekly basis. See chart below for actual pay dates for city departments Pay Schedule (City Workers ONLY) Pay Period May 16 th May 29 th May 30 th June 12 th June 13 th June 26 th June 27 th July 10 th July 11 th July 24 th July 25 th August 7 th August 8 th August 21 st Pay Date June 14 th (First Paycheck YWII) June 28 th July 12 th (First Paycheck YWI) July 26 th August 9 th August 23 rd September 6 th (Last Paycheck) All SYEP Youth Participants must have a personal, operable bank account in order to be accepted into the program and are required to set up for direct deposit. Youth workers are encouraged to split accounts in order to increase their ability to save. Submitting Timesheets (City Workers ONLY) Timesheets are used to calculate the hours worked and wages earned for each pay period. It is extremely important, and the responsibility of the Worksite Supervisor as well as the SYEP Youth Participant, to verify all information recorded on the timesheets. This information must be complete and accurate. If a timesheet is inaccurate or turned in late, this could result in the youth participant not getting paid on time. Timesheets must include the youth s name and the accurate dates and hours worked for that respective week. Timesheets should be clear of errors and legible Must include the lunch break unless did not take a lunch or site includes a working lunch please see page 9 for lunch break policy Timesheets must be completed by the Youth Participant and signed by both the Worksite Supervisor and Youth Participant A copy of the timesheet is to be scanned and ed to SYEP@vbgov.com All Timesheets are due every Thursday by 12 noon Personal Leave (City Workers ONLY) 6

7 As City of Virginia Beach employees, all SYEP Youth Participants working in city agencies accrue leave. Below is the table showing how their leave is calculated. In order to use personal leave, Youth Participants must receive prior approval from their Worksite Supervisor. They must also fill out a leave slip (Provided by Worksite Supervisor) to show the dates and amount of leave requesting. Youth Participants are allotted no more than 3 consecutive and 5 total days off in order to maximize the benefits of their summer experience. Youth Participants must notify their Worksite Supervisor and/or Job Coach for any extenuating circumstances. In order to determine the amount of personal leave accrued Youth Participants have access to the City of Virginia Beach Employee Portal - InSite. Time off will be unpaid if the accrued leave amount does not cover the request Leave must be noted on the timesheet and a copy of the leave slip must be turned in with your timesheet PART-TIME EMPLOYEES HIRED ON OR AFTER JULY 1, 1996 Number of Hours Worked per Pay Period Personal Leave Hours Accrued per Pay period InSite (City Workers ONLY) All City of Virginia Beach Employees have access to InSite - this includes SYEP Participants. In order to login to InSite, Youth Participants will need their Employee ID #. Youth Participants will receive their Employee ID # during orientation. If they have misplaced this number, please have them contact their Job Coach. Once they have their Employee ID #, they are able to access InSite by following these instructions: Username: First Initial and Last Name (example: John Doe: jdoe) Password: Birthday and Employee ID # (example: Birthday 01/01/2001 Employee ID# 12345: ) Please contact the help desk at for troubleshooting assistance. Youth Participants at private companies will need to contact their Worksite Supervisor or Human Resources department for access to pay slips and other information relating to their employment. SYEP POLICIES AND PROCEDURES All 2019 SYEP Youth Participants are required to comply with all rules and regulations of the program, in addition to those assigned by the Worksite Supervisor. All Youth Participants are expected to obey the following guidelines: Know the name of your Worksite Supervisor and ensure that you have their contact information (telephone number and/or address). Know your job site location and assigned work hours. Report to work on time in proper dress attire for your work environment. Stay actively engaged in your assigned tasks. If you find that you need more work, ask your Worksite Supervisor. 7

8 Despite your assigned job tasks, do your best at all times. If you have any questions regarding your job duties, ask a reliable source. Be respectful and professional, showing a desire to learn and grow. You never know who may be watching you and the different opportunities that may result from this summer employment position. SYEP Youth Participants may be provided with an opportunity to improve in the area of concern in order to prevent termination. Absenteeism SYEP Youth Participants are required to provide advanced notice of anticipated absences. In the event they are unable to speak to their Worksite Supervisor in person, they must contact the Worksite Supervisor through that supervisor s suggested form of communication (call, or text) to inform them of the anticipated absence. Tardiness If the SYEP Youth Participant has an emergency, they must follow the proper protocol that has been set in place by their respective Worksite Supervisor. If the SYEP Youth Participant must leave their worksite before the end of their work shift, they must notify the Worksite Supervisor before the start of that shift. Youth Participants will not be paid for any absences unless they have accrued enough personal leave to cover the absence. Failure to follow the absenteeism protocol may result in an unsatisfactory work performance notification, which precedes disciplinary action. All SYEP Youth Participants are expected to arrive to work on time, in proper work attire and ready to work each day. Youth Participants must also ensure that they return from all breaks on time. Participants are required to follow the protocol provided by the Worksite Supervisor if they are unable to comply. Lunch Break Policy SYEP Youth Participants are required to take at least one (1) 30 minute, unpaid lunch break when working over five (5) hours for a shift. It is the responsibility of the Worksite Supervisor to coordinate a lunch break policy for their respective worksite. This policy should be communicated to each SYEP Youth Participant during their job-site orientation on the first day of work. Example: If the SYEP Youth Participant works from 8:00 am until 1:30 pm, then they will need to receive a break, and they would have recorded working five (5) hours on their timesheet. Breaks should not be within one-half hour of the end of their shift. Inclement Weather (If applicable to job responsibilities) In the event of inclement weather, it is the obligation of the Worksite Supervisor to assign secondary job duties as listed on the Youth Participant s job description. 8

9 Misconduct and Performance Concerns As a participant of the Virginia Beach Summer Youth Employment Program, Youth Participants are expected to follow all guidelines and procedures provided by their job site. Job Coaches should be notified immediately of any misconduct or performance concerns. The Job Coach will schedule a meeting with the Youth Participant and assist them in developing a proactive plan of action to improve performance. With additional coaching from the Job Coach, the Youth Participant is expected to better their performance. Youth Participants who have engaged in misconduct or have serious or ongoing performance issues may be removed from the program. Poor performance or misconduct will be addressed by any of the following actions: Fact-Finding Verbal warning Issue of a poor performance notification to the Youth Participant o This notification will outline the concern(s), recommend steps to resolve the issues(s) and establish a timeframe for corrective action to take place. This step will be completed in collaboration with the Youth Participant, Worksite Supervisor and Job Coach. Removal of Youth Participant from the Summer Youth Employment Program. Definitions of Poor Performance and Misconduct Performance o Failure to perform assigned duties correctly, competently or at an adequate level of production o Violating safety procedures Policy o Code of Ethics violation o Substance Abuse o Misuse of City or Company-provided computers or computer systems Misconduct o Absence without leave (AWOL) o Insubordination o Recurring tardiness o Theft o Sleeping on the job o Use of offensive, abusive, threatening or profane language o Falsification of City records or reports (this includes timesheets) Any of the above actions could result in removal from the SYEP. The decision to remove a Youth Participant from SYEP will be made at the discretion of SYEP Staff. 9

10 Incident & Accident Reports Incidents and accidents are handled according to the City and/or private business protocol. The SYEP Youth Participant must immediately notify his/her Worksite Supervisor of any injury, explaining the nature of the injury and detailing how and when the injury occurred. All Worksite Supervisors will need to follow the proper guidelines of their department and/or organization for handling incident and accident reports. Please be sure to advise and provide SYEP Staff with all documentation in a timely manner. Please note for City Workers Only: If an injury happens, on or off the clock, that impacts a Youth Participant s ability to perform their job duties, they are required to see Occupational Health and Safety Management with a doctor s note before returning to work. Harassment & Hostile Work Environments It is the expectation of the program that neither Youth Participant nor staff shall conduct themselves in a manner definable as harassment. Matters of harassment shall be viewed as significant by the City of Virginia Beach and shall be reviewed with serious consideration. Fair Labor Standards Act Child Labor The Fair Labor Standards Act (FLSA) establishes youth employment standards affecting employees in the private sector and in Federal, State and local governments. The FLSA requires employers to pay covered non-exempt employees at least the federal minimum wage and overtime pay for all hours worked over 40 in a work week. Covered employees must be paid for all hours worked in a work week. In general, compensable hours worked include all time an employee is on duty or at a prescribed place of work. Overtime after 40 hours in a week = 1 ½ times an employee s regular rate of pay. The FLSA also regulates the employment of youth and the jobs they can do: Age 16-17: Any job not declared hazardous Age 18: No restrictions Note: Different rules apply to youth employed in agriculture. Inclusion & Diversity The City of Virginia Beach strives to ensure that employees and applicants are provided equal employment opportunities and recognizes the importance of creating a diverse workforce that can recognize, develop and provide needed services for our multifaceted citizenry. JOB SITE VISITS SYEP Job Coaches will conduct between two and four pre-scheduled job site visits throughout the 8-week program. The purpose of these site visits will be to see first-hand the type of work that the SYEP Youth Participant is doing, to receive information regarding how their work experience and performance is going, and to assist Youth Participants in creating and achieving their goals. During the course of the 8-week program, Worksite Supervisors will evaluate the Youth Participant s job performance and skill level. Job Coaches will send performance feedback to Worksite Supervisors for each SYEP Youth Participant two times during the 8-week program. Please return performance feedbacks to the Job Coach prior to the job-site visit so the Job Coach will be prepared to address any concerns. The pre-scheduled site visits will consist of a brief meeting 10

11 with the Worksite Supervisors to discuss the performance feedback and ask additional questions on the participant s status. The Job Coach will then meet with the participant to discuss their performance and goals. PROGRAM-END EVALUATIONS The program evaluations are a valuable tool for SYEP program staff to gain insight of the program strengths and opportunities for growth. The feedback received from these evaluations is utilized to strengthen the quality of the program and improve the outcomes for the youth being served in SYEP. Reasons to conduct program evaluations: Find out what works and what does not work, and make changes to the program based on analyzed data To effectively portray the impact of SYEP to the community, partners, and funders Improve the processes and efficiency of services by SYEP staff Building knowledge within the program that provides successful and effective strategies for future programs Type of Evaluation SCHEDULE Evaluation Completion Date LifeCents Financial Health Assessment Completed by June 1, 2019 Job Site Visits Completed throughout entire program July 1 st 5 th Performance Feedback August 5 th 9 th Program Evaluation Completed by August 9, 2019 Post-Financial Evaluation (Life Cents) Completed by August 9, 2019 Worksite Supervisor Post Program Evaluation Completed by August 16, 2019 RECOGNITION CEREMONY To recognize and celebrate the successes and accomplishments of each Youth Participant in the 2019 Virginia Beach Summer Youth Employment Program, the Youth Opportunities Office will host a recognition event to acknowledge the Youth Participants contributions and acknowledge our appreciation to all city agencies and companies. This event is also designed to recognize and reward those Youth Participants that displayed a high standard of excellence in their performance within the program. The agencies and companies are recognized for giving back to the community and their commitment to the development of our young people. These partners exemplify an exceptional standard of service helping youth through their support, mentorship, coaching, and motivation. This commitment provides meaningful summer job experiences that provide youth with a sense of the real-world workforce. The 2019 SYEP Recognition Ceremony will take place on Friday, August 9 th. The time and location is to be determined. SUMMER YOUTH EMPLOYMENT PROGRAM GOALS The City of Virginia Beach Summer Youth Employment Program provides young people an opportunity to learn and practice skills required to succeed in a work environment. A handful of recent studies have found that summer job programs have reduced youth violence, incarceration, mortality, and improved academic outcomes. In addition to providing young people with wages and work experience, SYEP is an effective platform for youth to learn and be 11

12 exposed to adult responsibilities and decisions. SYEP assists participants in seeing new possibilities and helps them to develop supportive relationships with adults. Program Goals: Provide meaningful real-world work experiences Help youth learn professional workplace behaviors Foster an environment to improve youths communication skills, customer service skills and other soft skills Empower youth to enhance decision-making, self-advocacy, and confidence Expand career opportunities and support career planning Promote healthy financial literacy including healthy saving habits and the development of financial goals To develop supportive relationships with city agencies and private organizations to increase the professional workplace behaviors in the city s youth SYEP goals are designed to assist all parties as they begin work and as they supervise SYEP Youth Participants. One purpose of the program goals is to ensure all worksites serving our youth can help in the professional growth of our youth. The program goals also serve as a guideline to increase our youth s professional development. Active Engagement Includes: Relating effectively to them and try to understand their needs Providing youth with growth opportunities Challenging Youth Participants to think outside of the box and outside of their comfort zone Teaching how to properly deal with conflict management Encouraging professional behavior Promoting self-advocacy and encouraging initiative We ask each worksite and supervisor to engage and challenge their SYEP Youth Participant to help them develop effective, appropriate, and professional workplace behaviors. WHO DO I CONTACT FOR MORE INFORMATION? The Virginia Beach Summer Youth Employment Program dates and information are subject to change. For the most up-to-date information about 2019 SYEP, please contact us below: City of Virginia Beach Youth Opportunities Office Virginia Beach Summer Youth Employment Program 2154 Landstown Road Virginia Beach, VA (Office) SYEP@vbgov.com 12