SYEP Supervisor Orientation

Mayor Vincent C. Gray’s
2012 One City Summer Youth
Employment Program (SYEP)
DC Department of Employment Services
Office of Youth Programs
Gerren Price, Associate Director
May 2012
SYEP 2012 Overview
Roles and Responsibilities
Time, Attendance, and Payroll
Program Policies and Procedures
SYEP Time Management System (TMS) Demo
SYEP Mission
The Summer Youth Employment Program (SYEP) is a locally funded
initiative that provides District youth ages 14 to 21 with enriching and
constructive summer work experiences through subsidized placements in
the private and government sectors.
Through the SYEP, we strive to provide eligible youth with the opportunity
• Earn money and gain meaningful work experience;
• Learn and develop the skills, attitudes, and commitment necessary to
succeed in today’s world of work through skills training workshops and
positive relationships with working adults;
• Gain exposure to a diverse range of careers in industries such as Government
and Civil Service; Arts, Design and Media; Community and Social Services;
Construction; Health Care Support; Building and Grounds Maintenance;
Hospitality and Tourism; Office and Administration Support; and more.
Though the SYEP is a short-term employment and training program, our
goal is to positively impact youth in a way that will last for their
entire lifetime.
Program Enhancements in 2012
 Youth Experience Improvements
 Earlier application process* (meets BSA requirement)
 14,000+ eligible youth already identified, including wait-listed
 Youth must meet all steps of the application process
 Mandatory youth work readiness orientation and includes a DOES youth produced video
 S.Y.E.P. (Suiting Youth Empowering Professionalism) Clothing Drive collected 1,000 items
for youth in need of work attire
 SYEP 2012 includes truancy focus in partnership with Deputy Mayor for Education
 Beyond SYEP – Connecting Youth to Unsubsidized Work through One City · One Hire
 Improved Employer Support
 Employer curriculum established and centralized workshops and learning opportunities
for youth
 Employers have 20% more opportunities to interview and screen youth
 Improved Transparency
 All program materials, dates, and deadlines shared almost a full month in advance
SYEP 2012 Data At-a-Glance
• 20,671 Youth Applied
• More than 50% of applicants from Wards 7 and 8
• This is 2% increase in participation from Ward 8 over 2011
• 14,352 Youth Fully Certified as Eligible
• Youth were invited to 35 events in locations throughout the city and at
DOES HQ to present their documentation
• 478 Participating Employers (as of 5/7/12)
• 138 Private Sector, 179 Community-based Organizations, 65 Federal
Agencies, 76 District Government, 31 Schools
• 14,843 job positions available to youth
• 1,200 additional slots to be finalized by 5/25/12
• $13.5M Total Budget for FY12
• Funds reprogrammed internally to keep service level constant
• Under 7% admin costs in FY11 (estimated to be the same or lower in FY12)
Participant Enrollment
Eligible SYEP Participants
• 14,352 District youth will be
assigned to job positions
• 4,215 Youth ages 14-15
• 4,557 Youth ages 16-17
• 5,580 Youth ages 18-21
• 6,319 Youth Disqualified
3738 Failed to Certify by 3/17
2393 Failed to Certify by 3/28
86 Duplicate Entries
85 Already in Year-Round Program
17 Other Reasons (i.e. too old,
Found another job, etc)
Ward 1
Ward 2
Ward 3
Ward 4
Ward 5
Ward 6
Ward 7
Ward 8
*May live outside DC but are considered DC residents (i.e.,
wards of the state or live in group homes outside of DC)
Participating Employers
• To date, 489 employers have volunteered to serve youth at a
total of 1,176 worksites throughout the DC Metropolitan area.
Total Employers
Total Job Positions
DC Gov
* An additional 1,200 job slots for youth ages 14-15 to be secured
through a competitive grant process (submissions due
4/30/2012; final awards announced 5/25/2012).
Program Dates
• The 2012 SYEP will begin on Monday, June 25 and will end on
Friday, August 3.
• This will make it a six week summer job experience that
consists of a total of 29 program days.*
• Wednesday, July 4 is observed as a holiday.
• Youth are not permitted to work or make up this day.
* Six week duration is requirement of Budget Support Act
Youth Application Process
• Youth applied online at from Friday, January
27 – Friday, February 17 (applications were processed on a first-come,
first-served basis).
• We received 10,770 applications on the first day (15,225 within the
first four days).
• More than 1,000 youth attended the SYEP Midnight Madness Kick-off
Event held at DOES HQ from 3:00-12:00AM on Friday, January 27.
Applications Received 1/27 - 1/30
Youth Application Process
• To secure their space in the program, youth are required to:
• Provide documents to prove their eligibility at one of 35 SYEP Certification
Events held throughout the city.
• Documents must show:
Proof of Age;
Proof of Social Security Number;
Proof of Permission to Work in the United States;
Proof of DC Residency;
Proof of Parent Permission (if under the age of 18)
• Like last year, youth are required to complete several additional steps in
order to maintain their space in the SYEP:
• Submit a resume or self-profile for potential employers to review.
• Attend an in-person Orientation Session.
• Over 3,600 youth have attended orientation so far
• Attend the SYEP Career Exploration Fair;
• Apply for up to five (5) job positions that interest them.
• Applicants who fail to complete mandatory requirements by the assigned
deadlines will lose their space in the program!
Job Matching and Assignments
• Employers have the ability to screen, interview, and select youth
from our applicant pool:
• Electronic Youth Database – Employers may view profiles of youth who
have applied to the program and to their specific job postings, download
their resumes, and contact them for telephone interviews through
Saturday, May 5.
• SYEP Job Expo – Employers were able to interact with youth and interview
them for their job positions (held on Thursday, April 5 at the DC Armory
and Friday, April 6 at the National Building Museum).
• Private Interview Events – Employers may work with DOES to host private,
in-person opportunities to interview youth.
• Youth will receive final job assignments by Friday, June 1, 2012.
Roles and Responsibilities
The SYEP Team
• DOES has a team in place to assist you throughout the
program. This team consists of:
• Program Liaison(s) (assigned by sector)
• Provide support and guidance to Employer Coordinators
• Communicate pertinent information about the program to
Employer Coordinators to be shared with Worksite
• Facilitate the process for transfers, terminations, resolving pay
disputes, and other program issues.
• Program Monitors
• Assigned to worksites to monitor the environment to ensure
youth are receiving a quality work experience
• Assist youth and support supervisors with any issues they are
Responsibilities of Employers/Host Staff
• Each worksite has a team identified to ensure a positive experience for
both youth and employers. This team consists of:
• Employer/Host Coordinators – The Coordinator of all worksites for the entire
• Payroll Coordinators – Persons identified to do payroll for each worksite
• Worksite Supervisors – Persons identified to work directly with youth at the
• Employer/Host Coordinator are responsible for:
• Serving as the primary point of contact between the worksite and DOES
• Communicating problems or questions regarding the program to the Program
• Ensuring Worksite Supervisors are collecting all required documentation
• Payroll Coordinators are responsible for:
• Entering time on behalf of youth every Friday by 5:00PM
• Maintaining copies of all timesheets and providing these copies to the SYEP
Program Monitor at the end of the program
• Worksite Supervisors are responsible for:
• Ensuring that youth are properly supervised at all times
• Ensuring youth time and attendance procedures are followed and that time is
reported to the Payroll Coordinators
• Keeping the Employer/Host Coordinator informed of all issues and following up on
their resolution
• Administering Performance Evaluation for each youth under their direct supervision
First Day of SYEP 2012
• The first day that youth report to work will set the tone for the
entire summer. The following should be done on day one:
• Check youth in using the roster provided to you by DOES
• Ask to see identification or a copy of the job assignment letter sent
to the youth participant
• Have the youth sign in and out on the time/roster sheet
• Conduct a worksite orientation
• The Worksite Orientation should include the following:
• Youth required hours of work
• Regulations of the worksite as they apply to the youth worker
• Time and length of lunch breaks (see the lunch break policy) and
addresses of meal sites near the job site
• At least 2 emergency contact people to notify when the youth may
be late or absent
• Safety procedures and steps to take in case of accidents
• Appropriate attire for the work place
• A clear explanation of the youth worker’s duties and responsibilities
First Day of SYEP 2012 (cont.)
• Some youth may report to your worksite even though
they were not assigned there this summer.
• This may include youth who never registered, were deemed
ineligible, mistakenly reported to the incorrect worksite or a
previous year assignment, or who were just confused about their
job assignment.
• If youth arrive on your worksite and are not on your
roster, please have them contact our SYEP Support
Center at 202-698-3492 or email [email protected]
• Youth may also check their SYEP Youth Portal at to see their job assignment
and first day instructions.
SYEP 2012 Close-out
• Supervisors will be asked to complete an online
Performance evaluation for each youth assigned to
• Performance evaluation will be available online during
Week 5 of the summer program.
• Youth will be evaluated in the following six areas:
Setting Yourself Apart
Goal Setting
Time, Attendance, and Payroll
Time and Attendance
• All youth time must be recorded daily on a paper timesheet provided
by SYEP.
• Each site will be required to enter time into the online SYEP Time
Management System (TMS) at the end of each work week by 5:00PM.
• New time entry and payroll system was created by DOES IT
department saving the District nearly $700,000 in FY2011 and an
estimated $1.2M in FY12.
• Integrated Pay Problem Resolution system allowed for all disputes
to be resolved within 48 hours.
• All information is available to Payroll Coordinators online at
• Timesheets will be retained by Supervisors through 8/3 to address any
pay disputes. DOES will retrieve timesheets during the last week of the
Payroll and Hours
• Youth ages 14-15 can work up to 20 hours/week.
• Youth ages 16-21 can work up to 25 hours/week.*
• Participants will be compensated only for time worked up to the
maximum allowable hours permitted by the program:
• DOES will pay youth the following:
• Youth ages 16-21 the federal minimum wage of $7.25/hour;
• Youth ages 14-15 will be paid a stipend of $5.25/hour.*
•Employers may opt to pay their youth additional funds
* Changes implemented in compliance with the Budget Support Act (BSA).
Pay Dates and Procedures
Pay Period 1 (June 25 –June 30) --- Wednesday, July 11, 2012
Pay Period 2 (July 1 –July 14) --- Wednesday, July 25, 2012
Pay Period 3 (July 15 –July 28) --- Wednesday, August 8, 2012
Pay Period 4 (July 29 –August 4) --- Wednesday, August 15, 2012
• The tentative pay dates for SYEP 2012 are:
• Prior to each pay day, youth will receive notices with safety reminders,
expected earnings, and tax calculations. Pay stubs are sent via mail
and youth may view hours entered online at
• All youth time will be paid via a VISA Debit Card issued through our
payroll vendor, Citibank.
• Cards will be mailed directly to youth at their home address no later
than Friday, June 29.
• Earnings will be loaded directly to the VISA Debit Card each pay day
Payroll Problem Resolution
• If a youth is paid incorrectly, he or she should first report the
issue to his/her worksite supervisor. Supervisors and youth may
also report the issue online at or by
calling 202-698-3492.
• Once confirmed by the supervisor, we will resolve pay issues
within 24-48 hours.
• During SYEP 2011, 97.8% of all pay disputes were resolved within
24-48 hours of receipt. We intend to exceed this goal for SYEP 2012.
Program Policies and Procedures
Lunch and Weather Policy
• Lunch Policy
• Youth workers are permitted to take one 30-minute lunch break. The lunch break will
be considered unpaid.
• It is the responsibility of the Worksite Supervisor to implement a break/lunch break
policy for their respective sites. This policy should be communicated to all youth
workers during their orientation session on the first day of work.
• Weather Policy (for youth engaged in outdoor work)
• The worksite supervisor will be required to monitor the weather reports from qualified
sources (e.g. newspaper, radio station, and television news or weather service). When
outdoor temperatures are reported to be 95 degrees Fahrenheit or higher, the
supervisor is required to make special allowances for SYEP participants working
outdoors. Any time the temperature reaches 95 degrees Fahrenheit or higher, youth
will be allotted ten (10) minutes per work hour for a rest period. The rest site must be
shaded with adequate water supply. The participant will be compensated for this time.
It should not be represented/reflected in the time keeping system.
• In the event that the District is experiencing a Code Red day as determined by the
appropriate authorities, outdoor work and activities must be cancelled. If there are not
suitable indoor work activities, youth must be dismissed from the worksite and will be
compensated for the day. Youth are required to report to work to check-in so that they
can be compensated for the day. If the youth does not report to work on a Code Red
day and activities are subsequently cancelled due to weather, that youth will not be
• The youth worker is required to give advance notice of his/her intent to be
absent or late from work, regardless of the reason. If this cannot be done in
person, the participant should telephone the worksite supervisor as soon as
she/he knows that she/he will be unable to report to work that day.
• If the absence continues beyond one day, the participant is to notify the
worksite supervisor each day that she/he will be absent. The worksite
supervisor should ensure that the participant has the phone number and
name of two persons to whom the absence can be reported.
• The supervisor must notify their Employer/Host Coordinator who will then
notify the Program Liaison about the youth worker’s absenteeism when:
• The participant is absent more than three (3) consecutive days, without
communicating with the supervisor that they will be out.
• The worksite supervisor determines that the youth worker has been absent too
frequently or is establishing a pattern of absenteeism. Youth may be terminated for
missing three (3) consecutive workdays without notification of supervisor.
• Participants will not be paid for any absences. If you would like to schedule
youth for makeup hours, you must get approval from your Employer/Host
Coordinator before scheduling them.
Transfer Policy
• All requests to transfer a youth worker from his/her worksite must first be
communicated to your Employer/Host Coordinator. The Employer/Host
Coordinator will then communicate this request to the Program Liaison.
You will be required to fill out a Transfer Request Form stating the reason
for transfer from the worksite. Your Program Liaison is available to answer
any questions/concerns relating to the transfer of your youth worker. Do
not dismiss youth or send them to another program or site until the
transfer process is complete.
• The SYEP staff will not transfer participants unless one of the following
circumstances apply:
• Safety issue (youth must provide a police report when applicable)
• Health concerns (youth must provide a written doctor’s statement
supporting their transfer request)
• Site closure
• Other approved extenuating circumstances
Termination Policy
• Youth workers may face termination from the worksite for any of the following reasons:
• Drugs—the possession, sale, or use of illegal drugs or alcohol while on the job.
• Excessive Absenteeism—Failure to report to work on three consecutive work days without prior
• Disruptive Behavior—Fighting, physical or verbal assaults, or any act that endangers the well-being
of co-workers.
• Theft—stealing property from the worksite, employees, or other youth workers.
• Falsifying Documents—Falsifying his/her time records or those of other youth employees; signing
another youth worker’s time record; attempting to pick-up or use another youth worker’s debit
card or personal identification number (PIN).
• Insubordination—Refusal to adhere to the program’s or the worksite’s rules and regulations.
• Harassment—Verbal, sexual, or physical— these could lead to legal action.
• Termination Procedure
• Worksite Supervisors may request that a youth worker be terminated from his/her worksite;
however they must ensure that all incidents leading to termination are documented and have been
submitted to the SYEP staff and provide this to the Employer/Host Coordinator.
• If the Employer/Host Coordinator feels termination is appropriate, they must make an official
request to the Program Liaison by filling out a Termination Request Form. The SYEP staff will send
out an Official Termination Letter to the youth worker.
• In the event of a termination for violent or illegal behavior, the youth should be dismissed from the
site pending an official dismissal from the Office of Youth Program.
• If a SYEP participant believes they have been wrongfully terminated from a worksite, the youth
worker may contact the SYEP office at 202-698-3492 to schedule an appointment with a
Reporting Accidents
• If an accident should occur on or near the worksite, you must
follow the procedures listed below:
• Call 911 for medical emergencies
• Notify the youth worker’s parent or guardian
• Call the DOES SYEP office by calling 202-698-3492 (report the call
as an emergency so that your call can be expedited)
• Fill out an incident report and forward a copy to the Program
We look forward to
working with you!

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