Summer Youth Employment Program Review - 2011

WIB Questionnaire

Workforce Investment Region:
Survey Completed By:
Date:

Please provide a copy of your region’s Youth Participant packet and Employer packet.

A. Overall Responsibility

  1. Who is responsible for the oversight of the state funded summer project? List name(s) and title(s).
  1. What is the oversight structure of contractors?
  1. What is the oversight structure of worksites and employers?
  1. What is the oversight structure of youth?
  1. How do you ensure classroom/worksite conditions meet state and federal workplace requirements?

B. Program Description

  1. Provide a brief description of the summer employment program.
  1. What are the WIB’s goals for each youth in the program?
  1. Are you proceeding on your planned implementation schedule?
  1. How are BRS and BESB involved?
  1. What are the differences, if any, between the structure of this summer’s program and last summer’s?
  1. What supports are provided to youth to help them successfully complete their employment assignment?
  1. How are disciplinary issues and poor work habits addressed with youth?
  1. What guidelines have been provided for youth working with children regarding mandated reporting?
  1. What is/are the paid hourly rate(s)?
  1. How many hours weekly do youth work?

C. Employers

  1. Approximately how many jobs are with private employers? How many with public and not-for-profit employers?
  1. How were employers solicited?
  1. What are the differences, if any, in dealing with employers between this summer’s program and last summer’s?

D. Youth

  1. How were youth solicited?
  1. How were youthmatched to employers and appropriate sites?
  1. What are the differences, if any, in dealing with youth between of this summer’s program and last summer’s?

E. Procurement of Services

  1. What process was used to procure services for this summer’s program? Describe the process and criteria for selecting CYEP contractors.

F. Enrollment and Eligibility

  1. Who is responsible for eligibility determination?
  1. Where are eligibility records kept?
  1. What was your region’s projected enrollment level?
  • What is your current enrollment level?
  • How is difference being addressed?
  1. Describe any issues that have arisen during the enrollment process.

G. Record Keeping

  1. Are records maintained which identify each applicant for whom an application has been completed and a formal determination of eligibility or ineligibility made? Yes No
  1. Are records maintained which identify each youth’s enrollment in the summer program in enough detail to demonstrate compliance with relevant eligibility criteria? Yes No
  1. Are records standardized, accessible to state staff and verifiable for monitoring, reporting audit, and program management? Yes No

H. Time and Attendance

  1. Isthere a standardized time and attendance policy and procedures for your region, or does each municipality/vendor establish its own?

If regional, what is the established attendance policy?

* WIBs with regionalpolicies and procedures must complete items 2 through 10.

  1. Is there a written attendance policy? YesNo
  1. If yes, who is the attendance policy distributed to? Check all that apply.
  • Contractor/sub recipient staff YesNo
  • Immediate work site supervisors YesNo
  • Participants YesNo
  1. Is there a standardized time, attendance and check payment system in place? Yes No
  2. Does the system address:
  • Hours of work? YesNo
  • Absences? YesNo
  • Tardiness? YesNo
  • Make up time? YesNo
  • Duration of employment? YesNo
  • Other time and attendance issues? YesNo

If Yes, explain.

  1. Which of the following procedures are used to provide a record of actual time worked? Check all that apply.
  • Sign in/out sheets at each work site YesNo
  • Individual time cards to each participant YesNo
  • Another system documenting time worked YesNo

If Yes, explain.

  1. Who signs records of actual time worked? Check all that apply.
  • Participant YesNo
  • Supervisor YesNo
  • Other (If checked, explain) YesNo
  1. Are payments made to participants who fail to participate in activities without good cause? Yes No
  1. Are participants allowed to work additional hours besides those set by the WIB?

YesNo

  1. If Yes, how are those participants compensated?

I. Payroll

  1. Is there a standardized payroll policy and procedures for your region, or does each municipality/vendor establish its own?

If regional, what is the policy?

* WIBs with regionalpolicies and procedures must complete items 2 through 13.

  1. What is the process for check disbursement? Include:
  1. Frequency of payments -
  1. Method of payment -
  • Location of disbursement -
  1. Are only the payees allowed to pick up their checks? YesNo
  1. Do they sign for the checks? YesNo
  1. If the participant is not receiving the check directly, who is allowed to pick up the check?
  1. Does that person need to sign for the check? YesNo
  1. Does the check payment policy contain safeguards against excessive payment, kickbacks, ghost participants, etc.? Yes No
  1. What is the procedure to handle unclaimed or returned checks?
  1. What is the procedure to handle lost, stolen or missing checks?
  1. What is the procedure to handle payroll complaints?
  1. How is payroll monitored?
  1. Are stipends being utilized? YesNo

If yes, how is the amount of the stipend determined?

  1. Are participants covered by your organization's Workers Compensation policy?

YesNo

  1. Who is your Workers Compensation insurance provider?

CT Department of Labor - WIA Administration Unit1