SCSEP Participant and Host Agency Handbook

SCSEP

Participant & Host Agency

HANDBOOK

SCSEP is funded by a grant awarded by the U.S. Department of Labor's Employment and Training Administration.

Copyright ? 2016 by AARP Foundation

All rights reserved. No part of this publication may be reproduced or transmitted in any form by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without written permission from the publisher.

TABLE OF CONTENTS

SECTION ONE: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

AARP Foundation Senior Community Service Employment Program (SCSEP) . . . . 3

SECTION TWO: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

As a Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 The Participant's Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

As a Host Agency Supervisor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Additional Responsibilities of a Host Agency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Host Agency Resource Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Maintenance of Effort Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Benefits of Being a Host Agency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

SECTION THREE: Program Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Participant Meetings and Workshops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 The Trial Employment Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Intensive Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Enrollment Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

SECTION FOUR: Host Agency Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Training Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Training Assignment Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

SECTION FIVE: Safety & Accident Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Workers' Compensation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 The AARP Foundation SCSEP Safety Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Participant Safety Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Initial Host Agency Agreement and Safety Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Subsequent Host Agency Agreement and Safety Reviews . . . . . . . . . . . . . . . . . . . . 22 Safety Videos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Accident Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

SECTION SIX: Payroll & Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Sample Timesheet: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Sample Timesheet ? California Only: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Participant Payroll & Timesheet Training Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Who Pays Participants? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Payroll Periods & the Payroll Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Participant Wages and Certification of Time & Attendance Reports . . . . . . . . . . . . . . 26 Receiving & Completing the Time & Attendance Reports . . . . . . . . . . . . . . . . . . . . . . . . . 27 Correcting Errors on the Time & Attendance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Submitting the Time & Attendance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Sample of a Completed Timesheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Direct Deposit Paychecks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

SCSEP Participant & Host Agency Handbook

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Work Hours, Overtime and Compensatory Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Absences from Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Host Agency Closings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

SECTION SEVEN: Additional Program Information & Policies . . . . . . . . . . 34

Workplace Drug Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Workplace Weapons Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Approved Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Timing for Approved Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 When Approved Break Is Appropriate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 60-Day Time Limit for Most Approved Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Durational Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Involuntary Termination Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 1. Termination Due to No Longer Being Eligible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 2. Termination Due to Being Incorrectly Determined Eligible . . . . . . . . . . . . . . . . . 37 3. Termination Due to Reaching the 48-Month Maximum Participation Limitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 4. Termination Due to Becoming Employed During Enrollment . . . . . . . . . . . . . . 38 5. Termination for Cause . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 AARP Foundation Non-Discrimination & Grievance Policy . . . . . . . . . . . . . . . . . . . . . . . . 44 Non-Discrimination Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Grievance Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Reporting and Investigating Concerns of Suspected Misconduct . . . . . . . . . . . 46 Other Participant Policies and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Paid Holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Jury Duty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Physical Examination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 AARP Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Political Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Federal Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

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SCSEP Participant & Host Agency Handbook

SECTION ONE: Introduction

AARP Foundation Senior Community Service Employment Program (SCSEP)

AARP Foundation launched its Senior Community Service Employment Program (SCSEP) more than 45 years ago to help low-income, unemployed people gain on-the-job training experience and find permanent work. The program assigns adults 55 and older to temporary, subsidized jobs that provide them with the skills to transition to permanent, unsubsidized employment.

With grant funding awarded by the U.S. Department of Labor's Employment and Training Administration, AARP Foundation operates SCSEP at 70 sites in 22 states and Puerto Rico. Since the program's inception, AARP Foundation SCSEP has helped more than half a million older adults obtain work training. In the past grant year alone, it has served over 12,000 participants and provided over 5 million hours of community service.

Each SCSEP participant (also called enrollee) is placed in a temporary assignment with either a nonprofit community organization or a federal, state, county, or city organization. While working for these organizations, participants earn the prevailing minimum wage per hour of training they receive. Participants also benefit from SCSEP's "Trial Employment" opportunities, which allow them to fill vacant positions for two or four weeks at no cost to the employer.

While enrolled in the program, participants also connect with their local AARP Foundation SCSEP project office. At each office, participants interact with the SCSEP Project Director and project office participants. Both are dedicated to cultivating a better quality of life for older workers by promoting opportunities for them to achieve economic independence.

The SCSEP Project Director of the office is familiar with the local job market and job skills that are in high demand within the community. The Project Director works closely with employers to understand the qualifications required, work environments, and job opportunities available for mature workers. Project office participants are people enrolled in SCSEP who assist with project office operations as their work assignment. Although project office participants are not considered employees of AARP Foundation, they fully understand both the mission of the program and the responsibilities that lead to the project's success.

SCSEP Participant & Host Agency Handbook

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