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Program Model: Summer Youth Employment Program (SYEP)Program Name: PO Number: Grant Amount: Number of youth: Delegate Agency Information: Agency Name: Agency Address: City, State, Zip Code: Executive Director Name: Executive Director Phone: Executive Director Email: Fiscal Contact Name: Fiscal Contact Phone:Fiscal Contact Email: Program Contact Name: Program Contact Phone: Program Contact Email: Section A- Goals and Objectives Program OverviewSummer Youth Employment Program (SYEP) is a program designed to reduce violence involvement by providing career exposure, develop employability skills through training and enrichment opportunities for youth participants ages 16-24. Youth will be engaged in program opportunities for a total of 20 hours per week at $14 an hour. The support services to include but not limited to: job readiness workshops, financial literacy, community service projects and enrichment opportunities.The following work plan outlines the framework for SYEP and includes the goals, objectives and deliverables. Goal: To increase workforce training and opportunities through project-based work experiences and skill development for program participants.Objective 1: Providers will provide summer work experience. Deliverables 1: Implement a summer employment program that offers participants meaningful summer work experience and employment skills development:Develop and implement an outreach and recruitment plan to identify and enroll eligible participants.Enroll 70% of participants from delegate agency candidate pool and 30% of participants from DFSS referral list in the summer employment program.Match participants based upon career interests and assessment, to real world paid work experiences for 20 hours per week.Provide a program orientation to the participants.Objective 2: Provide participants with soft skills and enrichment activities.Deliverables 2: Provide participants with information on program requirements and expectations through an orientation. The orientation should include but not limited to:Program and supervisor expectationsParticipant expectationsWork etiquette Review of timesheets and attendance requirementsCode of ConductRepresentative from a “youth friendly” local bank to assist participants in opening a checking and/or savings account and provide information on direct deposit. Ensure participants have a LRNG accountOnline financial literacy program Job readiness/workforce development workshops. Educational workshops i.e. credit recovery, college lectures (optional)Objective 3: Worksite recruitment and site visits in assigned community areas.Deliverables 3: Meet with potential work sites to ensure high quality, safe meaningful work experiences in your assigned community areas:? Work with worksites to introduce and reinforce the same rigors, demands, rewards and sanctions associated with holding a job (worksite).? Work with private companies, community-based agencies, not-for-profits, local businesses, faith-based organizations and others to create summer work experiences.? Collect and maintain worksite agreements on file. ? Verify and approve work experience activities submitted by worksites.? Host one Worksite Orientation before the start of the program. ? Conduct at least one site visit per worksite during the program.? Ensure that worksites are safe and secure with adequate adult supervision.Objective 4: Ensure agency staff and/or program assistant/coordinator has prior One Summer Chicago program experiences, youth development experiences or youth workforce development experiences.Deliverables 4: Leverage agency staff and/or program assistant/coordinator who are culturally competent and/or culturally representative of the program participants served: Agency staff and/or program assistant/coordinator have a cleared background check on file with their assigned agency and DFSS prior to their hire for the program.Agency staff and/or program assistant/coordinator salaries and/or payment will not exceed the budget allocation unless supplemented with admin funds or in-kind match.Agency staff and/or program assistant/coordinator will be the liaison to participants and employers.Agency staff and/or program assistant/coordinator will assist with data entry into Cityspan YES.Agency staff and/or program assistant/coordinator will ensure participants complete online financial literacy and work readiness. Agency staff and/or program assistant/coordinator will support participants with transitions to employment and/or education upon completion. Objective 5: Agency trainings for Program Staff.Deliverables 5: Attend mandatory trainings to manage required information for DFSS: Budget/Voucher trainingCentralized payroll (Participating agencies only)Cityspan YESLRNG Financial Literacy and Work Readiness Trainings (digital badges)MHA Labs OSC Working Impact Survey and toolsTrauma Informed WorkshopObjective 6: Implementation of LRNG Playlists and OSC Working Impact Survey.Deliverables 6: Administer LRNG Playlists and the OSC Working Impact Surveys during the participant’s employment placement:Facilitate and provide support to participants on completing the LRNG Playlists. This is where participants will earn badge(s) on financial literacy and work readiness. Complete the OSC Impact Surveys with all OSC program participants.Objective 7 : Provide wages to program participants.Deliverables 7: Ensure cash flow and payroll system are in place prior to start of the program:? Participants will receive $14/an hour for 20 hours a week during the program. ? Agencies must maintain general liability insurance and Workman’s Compensation coverage for all participants. Participants must complete Form I-9 and Form W-4.Provide participants with tax forms at the end of the calendar year.Respond to inquiries or issues from participants relating to payroll during the program period. Report any payroll issues immediately to DFSS.For Agencies participating in Centralized Payroll OnlyDeliverables 7: Maintain all required information on participants to manage participants’ time and attendance records in Cityspan for the Centralized Payroll system: Bi-Weekly Process Steps:Program participants will submit weekly timesheets to their Supervisors for review and approval.Supervisors will review the timesheets for accuracy, including number hours worked for each program participant.Supervisors will sign the timesheets if they are accurate and submit the timesheets to the Payroll Coordinator every other Friday. If the timesheets are incorrect, Supervisors will work with the program participants to correct the timesheets.Agency staff will enter the participants’ time into Cityspan based on the hours worked listed on the timesheets and Supervisors confirm that the time entered in Cityspan corresponds with the program participants’ timesheets every Friday by 4pm.By Friday at 4pm the week pay period ends, the agency staff notifies DFSS that all participants’ time is entered for the pay period. Note: Agencies that are NOT participating in Centralized Payroll should adhere to their agencies’ process and provide DFSS with a payroll calendar.Objective 8 : Report and track participants’ participation.Deliverables 8: Maintain complete and accurate records on program participants including:Eligibility documentation (hard copies)Signed Time sheets and attendance records (hard copies)Maintain attendance records and enrollment information in Cityspan YES (online)Secure program surveys from program participants(online)Ensure participants complete LRNG Financial literacy (online)Ensure participants complete LRNG Work Readiness (online)Complete DFSS close out report (hard copy)Objective 9 : Bus Cards Documentation Deliverables 9: Administer bus cards to the participants in accordance to the designated budget during the program participants’ employment placements:? Maintain a hard copy of the weekly bus log with the participant’s signature and bus card number. ? Provide a bus card or ensure the bus card is loaded with transportation for round-trip travel to work site.? Ensure to provide supporting documentation such as receipts and bus logs to DFSS Finance Unit as a part of the voucher.? If bus log documentation is not maintained, it will be a disallowed cost to the assigned delegate agency? Only exception, if participants drive their own vehicles, you can provide them a gas card as long as your agency maintains a hard copy of a gas card log with the participant’s signature and gas card number.? If gas card log documentation is not maintained, it will be a disallowed cost to the assigned delegate agency Acknowledgement of the Gift Card and CTA transit card Policy (see attachment)Section B-EligibilityRecruit program participants ages 16-24 who reside in the assigned high-risk communities.Proof of Chicago residency (Chicago Public Schools I.D., State Identification card, Driver’s License or Government Issued ID).A valid social security card or Individual Taxpayer Identification Number (ITIN).A completed online One Summer Chicago application. A signed release form, emergency contact and photography, social media & video form. If under the age of 18, parental/guardian signature required.Section C-Outcomes and Performance Measures100% of participants are placed at work sites.100% of participants will complete subsidized work experience to earn badge(s).100% participants will complete the financial literacy component to earn badge(s).100% participants will complete the workforce development component.100% of participants will complete the OSC Working Impact Survey.80% participants will sign up for Direct Deposit.75% participants report a positive relationship with their supervisor or coach in their program.Uses of DataReliable and relevant data is necessary to ensure compliance, inform trends to be monitored, evaluate program results and performance, and adjust program delivery and policy to drive improved results. As such, DFSS reserves the right to request/collect other key data and metrics from delegate agencies; including client-level demographic, performance, service data, and set expectations for this collaboration including key performance objectives. Upon contract award, delegate agencies will be expected to collect, and report client-level demographic, performance, and service data as stated in any resulting contract. These reports must be submitted in a format specified by DFSS and by the deadlines established by DFSS. Delegate agencies must implement policies and procedures to ensure privacy and confidentiality of client records for both paper files and electronic databases. Delegate agencies must have the ability to submit reports electronically to DFSS. Section D-Payment StructureMethod of PaymentAgencies should be aware that the City will make payments on a reimbursement basis. Payment will be made up to 30 days after the voucher approval. Agencies much be able to demonstrate a minimum 10% in-kind match within the Summer Youth Employment Program (SYEP) and administrative costs will be capped at 15%. Vouchers must be submitted 15 calendar days after the end of the month in which services were performed. Expend 100% of the awarded funds by the end of the contract.Maintain fiscal controls to ensure fiscal responsibilities.Voucher minimally once a month, but agencies can voucher as much as they need especially for their payroll services for staff and participants. Section E-Submittal and ApprovalAcknowledgementAgency Name: Agency PO# By Checking this box your agency certifies that it has read and understands Section A, B, C, D and E of this document. Executive Director SignatureDateDFSS Youth Director Signature Date ................
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