Ready to Work Work & Learn Program & Work-Study Handbook

Transcription

1 Work-study handbook 1 Ready to Work Work & Learn Program & Work-Study Handbook Brie Bickley Paula McHale Courtney Sergent Maysville Rowan Paris/LVC X66181 X66301 x66453

2 Table of Contents I. Introduction to Work & Learn/ Ready to Work Work-study handbook 2 II. III. IV. Work & Learn Program Requirements Ready to Work Program Requirements Work Program Qualifiers V. Student Files VI. VII. VIII. IX. Work-Study Placement Other Countable Activities General Guidelines for Student Employees Payroll Hiring Forms X. Additional Paperwork XI. XII. XIII. XIV. XV. XVI. XVII. Interviewing Timesheets Wages Employee Self-Service Probation Termination XVIII. Workshops XIX. XX. XXI. XXII. Office Procedures Code of Conduct Confidentiality K-TAP Participation XXIII. Communication with Supervisors

3 Work-study handbook 3 I. Introduction to the Work and Learn and Ready to Work Programs Ready to Work and the Work & Learn are administered by the Ready to Work Program; a partnership between the Kentucky Community and Technical College System (KCTCS) and the Cabinet for Health & Family Services (CHFS). Work and Learn and Ready to Work are designed to promote the success of Kentucky Transitional Assistance Program (K-TAP) recipients who attend community and technical colleges, Kentucky Adult Education programs, and to provide shortterm training opportunities. The Work and Learn Program is for students who are working toward their GEDs and high school graduates who are brushing up on some basic skills before entering college. The Ready to Work Program is for students who attend community and technical colleges in Kentucky. The Ready to Work Work-Study Program is an opportunity, not a requirement. This being said, the Work and Learn Program and the Ready to Work Program are beneficial programs, not entitlements. The Work and Learn Coordinator and the Ready to Work Coordinator reserve the right not to place any student that they feel is not ready to work at this time; or has already worked in a Ready to Work work-study placement from which they were terminated. Alternative arrangements can be made to meet KTAP participation requirements. II. Work and Learn Program Requirements A. Student must score a 6 th grade level on the TABE test in Reading and Math B. Student must attend Adult Education for 10 hours per week. III. Ready to Work Program Requirements A. Maintain a minimum enrollment of 3 credits each semester 1. If applying for the RTW work-study program preference will be given to students who are enrolled in greater than 6 credit hours in the case that slots become limited 2. If you are enrolled in less than 6 credit hours you must complete an academic progress plan and must meet

4 Work-study handbook 4 additional education requirements as outlined by the RTW/W&L Coordinator. B. Have a copy of their current class schedule on file with the Ready to Work Coordinator (see section V. for additional file requirements) C. Students must turn their PA-33s in to the Ready to Work Coordinator before the 5 th of the month. IV. Work Program Qualifiers A. Student must be receiving Kentucky Transitional Assistance Program (K- TAP). B. Student must have transportation to go to and from the work site. C. Student must have reliable day care for children. Children are not permitted to go to work-study placement with parent. Children are also not permitted to attend classes, study groups, workshops, etc. with parents. D. Work-study students must maintain a minimum cumulative GPA of 2.0. E. Work & Learn students must make a minimum of 1 NRS gain every 6 months. V. Student Files The following items are required for each student file. The Ready to Work/ Work & Learn Coordinator may require that you provide some of this information. Some of the information may be obtained by the coordinator. 1. Application 2. KTAP verification (OTIS) 3. Current class schedule/ Adult Education enrollment verification 4. Cumulative GPA/ TABE scores 5. High School Diploma/ Equivalency verification 6. Compass test scores 7. Work-study participant handbook signature page 8. Consent for release of information 9. Work / Education Plan and Career Counseling packet 10. If applicable work study contract & job description form

5 Work-study handbook 5 Other information may be required by coordinator in order to complete your file. VI. Work-study Placement The Work-study program operates on a slot system. The program coordinators will place students in work slots based on a ranking system. Students are ranked first by GPA, number of credit hours enrolled in, by past work performance, history of program compliance and then by other criteria. Though a ranking system is in place, placement into a work-study position is at the coordinators discretion. Adjustments to the ranking system and other criteria are also at the coordinators discretion. Students who are not placed in a paid work study position will be placed in another countable activity like community service. The Ready to Work/Work & Learn Coordinator will work with your DCBS case manager to create a plan for each individual to meet KTAP participation. VII. Other Countable Activities This may include volunteering, community service, monitored study, etc.. Your coordinator will come up with an individual plan for you to meet your KTAP hour requirements. If you have questions or concerns please notify your Ready to Work/ Work & Learn coordinator. The Ready to Work/Work & Learn Coordinator will make every effort to place compliant students in countable positions. In some cases students may be expected to assist with finding a placement (exe. criminal background, poor work history, etc.) VIII. General Guidelines for Student Employees A. Know and satisfactorily perform specific duties assigned to worker. The job description form on file should outline required work duties and these should be regularly performed at your work site. B. Cooperate in scheduling work periods. Once a schedule is established the student is responsible for working those hours. A student may be required to work during holidays or during finals week. This should be verified with the supervisor and the RTW Coordinator well in advance of the holiday or finals. C. Record time worked accurately and consistently at the end of each work period.

6 Work-study handbook 6 D. Report to work on time and inform the supervisor whenever it is not possible to do so. Notification should be given as soon as possible so the employer can make arrangements to cover for the absence. The same procedure should be taken when the student is unable to work a scheduled shift. The student should be prepared to give a reason for absence, as this may be needed information to be kept in an employment record. E. Establish good working relationships with your supervisor and other department members. F. Inform the supervisor of any plans to end employment. The customary notification time period is two weeks. G. Remember that work-study is a regular job and will help you establish work behaviors that will carry over in to future jobs. H. Work-study positions are privileges. A student isn t required to work in a RTW position and is not guaranteed a position. IX. Payroll Hiring Forms The following forms must be complete before the first day of work: A. Application for Employment B. Employment Eligibility Verification (I-9, driver s license, SS Card, Passport, etc.) C. W-4/K-4 forms D. Drug free Workplace Notification E. Payroll Authorization Form F. Computer Account Usage Agreement G. Personal Data Sheet H. KTRS All New Hires and P/T Employee Form

7 Work-study handbook 7 I. Certificate of Completion of On-line Sexual Harassment Prevention Training J. Criminal Background Check K. Direct Deposit Form L. WorkKeys Test Results M. Updated, complete Resume N. Signed confidentiality form X. Additional Paperwork You will be required to submit additional paperwork such as a job description form, work-study contract, etc. All paperwork must be filled out completely and accurately. XI. Interviewing All participants are expected to go through at least one formal interview during each semester. The employer/supervisor should inform the student of job responsibilities and discuss specific skills required. The employer should discuss working hours and the student s class schedule. A student may not begin work until the hiring process has been completed and the student s payroll packet has been completed. XII. Timesheets Timesheets should be completely filled out and signed by the students before they can be turned in to the payroll department. Timesheets are to be turned in bi-monthly. It is important that each work-study student record their time daily. The supervisor must verify these hours and sign the timesheet at the end of the pay period. Students should pay attention that they are filling out their timesheet correctly. An incomplete timesheet will not be turned in to payroll until it is filled out correctly which can result in delayed payment for hours worked.

8 Work-study handbook 8 The original copy of the timesheet is turned in to the Ready to Work Coordinator. Employers should retain a copy of the time sheet for their records. The student s total hours should not exceed the maximum work hours allowed each week. There is a zero tolerance policy for late timesheets. Turning in one late time sheet is grounds for immediate dismissal. You will be provided with a schedule of timesheet due dates. You DO NOT get paid to study, work on your GED, go to class, etc. YOU ONLY GET PAID TO WORK! Only work hours should be recorded on your time sheet. Volunteer, classroom time, and study hours are all recorded separately; you will not be paid for these hours though they can help you meet your KTAP participation requirements. Falsification of any information on a timesheet is grounds for immediate termination and is subject to legal action. Students can not work for more than five (5) hours without taking a 30 minute break. If a student works a full seven (7) to eight (8) hour day, please take a ten (10) minute break in both the morning and the afternoon. Students are NEVER permitted to work over 8 hours in a day or over 30 hours in a week (please see coordinator for individual weekly hour requirements. - Time sheet much be in quarter increments - Must use electronic timesheet printed on pink paper XIII. Wages RTW work-study pays minimum wage, $7.25 per hour. Paydays are on the 15 th and the last workday of each month or on designated paydays set by the Payroll Office. Paychecks will be directly deposited in to the students checking or savings accounts. XIV. Employee Self- Service You will use Employee Self- Service to: View paystubs

9 Work-study handbook 9 To update payroll and personal information Update w-4 information Access w-2 information And more XV. Probation All new work-study employees are employed in a probationary status for six weeks, during which time the student determines if the position is acceptable, and the supervisor determines whether the student is able to perform satisfactorily in the position. A student employee who does not meet the required standard of performance during the probationary period may be terminated without prior notice. The student employee may also resign without notice. We highly encourage the student to discuss this with the Ready to Work Coordinator before resigning. Upon completion of the initial probationary period, the student should be given a performance evaluation by the employing agency. If the student employee has performed sufficiently to be retained, but shows deficiencies, which must be corrected, the individual may be continued in a probationary status, based on performance. In such a case, deficiencies must be spelled out clearly and the employee given ample time to correct them. Should termination become a consideration, procedures delineated in involuntary termination should be followed. It is recommended that periodic performance evaluations be given on all students throughout the period of employment. XVI. Terminations Voluntary termination The student s employment may be terminated at the student s request. Such a request is usually presented to the RTW Coordinator in writing. Involuntary termination The student s employment may be involuntarily terminated for justifiable reasons. Examples are: Excessive absenteeism (excused or not) Profane language Inappropriate dress Insubordination Failure to comply with Work and Learn/Ready to Work Program guidelines. Certain circumstances permit immediate termination for examplebreaking the student code of conduct, falsifying documents, and certain

10 Work-study handbook 10 criminal activity, breaking confidentiality and other circumstances at the discretion of the Ready to Work/Work & Learn Coordinator. If a student fails to comply with program guidelines, he/she may be placed on a suspension from the work study program. In the case of a suspension a plan will be outlined for the student to complete to resolve all concerns. Once the plan is complete the suspension may be lifted. Details of any suspension from the work study program are at the coordinators discretion. It is the Ready to Work Program s objective to provide the employee with an opportunity to correct job-related deficiencies, which have been noted by the supervisor. The employee must have an opportunity to make progress toward corrections. Failure to make satisfactory progress may result in disciplinary action and/or involuntary termination. Ideally such terminations would follow a similar procedure to that listed below: Method of Termination: A verbal warning is given to the student employee with ample opportunity for improvement. A written warning is given to the student employee with a copy of the warning sent to the WL/RTW Coordinator, again with ample opportunity form improvement. The student is terminated with a written summary of the case attached and sent to the WL/RTW Coordinator. Misunderstandings and disagreements between employer and a work-study employee may arise regarding terms and conditions of employment. These disagreements should be resolved promptly through a discussion between the student employee, the immediate supervisor, and the WL/RTW Coordinator. XVII. The Ready to Work/ Work & Learn Program requires that you check your regularly for program/college announcements and updates. s will be sent ONLY to your KCTCS address. If this is not your primary account

11 Work-study handbook 11 you must forward your KCTCS inbox to your primary address. If you need help please see your Ready to Work/ Work & Learn Coordinator. XVIII. Workshops A number of workshops/trainings will be provided over the course of each semester. You may be required to attend a number of these sessions in order to remain in compliance with the Ready to Work/ Work & Learn Program. XIX. Office Procedures Each Ready to Work/Work & Learn office holds regular business hours. Walkins are welcome. On some occasions walk-ins may be asked to schedule an appointment. While in the office students are expected to conduct themselves in a professional manner. Inappropriate behavior will not be tolerated. Addressing inappropriate behavior is at the coordinators discretion but may include asking an individual to leave the office up to removal from the program or campus. XX. Code of Conduct All students are governed by the Student Code of Conduct. You are expected to abide by these codes at all times. Failure to do so may result in dismissal from the program. You can find the Student Code of Conduct on the MCTC webpage. XXI. Confidentiality As a RTW/ W&L participant you are required to keep program information, information you obtain from other RTW/ W&L participants, and information you obtain at your work/volunteer placement confidential. Failure to do so may result in immediate dismissal from the program and possible legal action taken against you. XXII. KTAP Participation The Ready to Work/Work & Learn Coordinator will make every effort to provide adequate opportunity for each participant to meet his/her DCBS hour requirements. However, the responsibility for meeting hour requirements is that of each individual student.

12 Work-study handbook 12 XXIII. Communication with supervisors Students are expected to communicate all Ready to Work work-study information to supervisors as soon as the information is available. Rules for Business Dress & Etiquette The purpose of your RTW work-study position is to learn to work successfully in a professional atmosphere. The following rules apply to Work and Learn/Ready to Work work-study positions (the list in non conclusive other rules/guidelines may apply) APPEARANCE: No shorts/mini skirts. Do not wear jeans (unless allowed). No shirts with spaghetti straps or that reveals your stomach. No clothing with holes. No hats. Facial piercings should be removed. Your supervisor has the right to require you to take out tongue piercings. You should be neat and clean. Hair should be clean and neat. Remember that cigarette smoke lingers on your breath and in your clothes. Leave sexiness out of it. You are in a place of business! Dress Appropriate for the position you are in. ETIQUETTE: Take you job seriously! Be at work on time!

13 Work-study handbook 13 ALWAYS CALL IF YOU ARE GOING TO BE LATE OR MISS WORK! Use appropriate language. Cuss words and slang are totally inappropriate! Keep a positive attitude. Be polite. Do not use your cell phone. If you have it with you, keep it on silent, vibrate, or off. Do not make personal phone calls unless permitted. If they are permitted, do not abuse them. Do not use computers for personal , Internet surfing, playing games, etc. Only use computers for work unless employer gives permission otherwise. Be responsible. Do tasks asked of you. Keep job-related information confidential! Try to leave personal problems at home. Do not handle your personal problems while at work. No children, spouses, significant others or friends at work. Don t complain or talk bad about the organization you work for. If you are that unhappy at your work site, please ask for a transfer. Excused Absences: Doctor s appointments should be made around your work schedule. If that cannot be arranged, you should give you supervisor at least 2 days notice. Sick children You should try to have a backup plan for childcare if possible. Personal Illness

14 Work-study handbook 14 Car breakdown. A broken-down car excuse is only good for two days. After that, you must find another source of transportation. If you live within the city limits you should seriously consider using public transportation. Unexcused Absences: Paying bills or other personal errands. Just didn t feel like going in. Alarm didn t go off. We had company. I needed a day to clean my house. My significant other had the day off and I wanted to spend time with him/her. If you fail to communicate appropriately about your schedule with your supervisor you will be subject to work-study termination. If you are a no show (meaning you are absent without calling in) you will be immediately terminated.

15 Work-study handbook 15 I have received and read the Work and Learn/Ready to Work Student Program & Work-Study Handbook. By signing this, I am agreeing that I have read and will comply with these guidelines. I understand that failure to abide by work-study guidelines may lead to the removal from a work-study position as well as removal from the RTW/W&L program. Student Signature Date WL/RTW Coordinator Signature Date