WESTERN OKLAHOMA WORKFORCE DEVELOPMENT BOARD Work Experience Policy Approved

Transcription

1 WESTERN OKLAHOMA WORKFORCE DEVELOPMENT BOARD Work Experience Policy Approved PURPOSE To provide policy and procedures concerning the allowable Workforce Innovation and Opportunity Act (WIOA) of 2014 Work Experience activity. This policy focuses on the WIOA service Work Experience and the documents/procedures for developing a contract (Worksite Agreements), tracking time of the participant in order to pay the participant, and provides standardized documents. The three part Worksite Agreement contains (1) the WIOA Worksite Terms and Conditions, (2) the WIOA Trainee Work Plan, and (3) the WIOA Trainee Time Sheet. The standardized Worksite Agreement is to be utilized for WIOA funded Adult, Dislocated Worker, and Youth Work Experience programs. In the event that a non-paid work experience is needed for a participant, more guidance will be developed. DEFINITION AND INFORMATION What is work experience? Work experiences are planned, structured learning experiences that take place in a workplace for a limited period of time. Work experience workplaces may be in the private, for profit sector; the non profit sector; or the public sector. Work experiences may be paid or unpaid learning activities. Work experiences are designed to enable WIOA participants to gain exposure to the working world and its requirements and should help participants acquire the personal attributes, knowledge, and skills needed to obtain a job and advance in employment. The purpose is to provide the participant with the opportunities for career exploration and skill development. Instruction in employability skills or generic workplace skills should be addressed by staff and worksites during a work experience. Work experiences may also provide exposure to various aspects of an industry and include progressively more complex tasks. Who can participate in a Work Experience? Adults, dislocated workers, and youth who meet eligibility requirements of the Workforce Innovation and Opportunity Act who are enrolled in WIOA may participate in a work experience pending available funding and determination that this activity meets the individual s plan of service. Often a work experience can be correlated to other program components such as completing training or may be performed in conjunction with education or other program expectations. A work experience should not be the first WIOA activity for a participant. Participants must have demonstrated that they can be counted on to fulfill expectations and commitments in order to be placed in a work experience (documented in Program Notes and determined by WIOA Service Provider Staff). Addressing soft skill issues, or lack thereof, may need to be corrected with workshops or other resources prior to work experience. Length of Work Experience The general length of a work experience should be considered part time but never more than 40 hours per week and last for a period of two weeks to six months. As appropriate, a work experience may be extended but only up to six month increments (may be less depending upon the goals set up in the plan and the individual needs of the participant). Length and hours per week should be determined as most appropriate for the worksite while also taking into consideration other commitments such as the participant s school schedule. Consideration of Page 1 of 17

2 WIOA funding is essential. A work experience can be terminated by the worksite or Service Provider Staff if expectations are not being met. Other Work Experience Issues/Items Participants receiving public assistance should inquire with the appropriate agency regarding the possible impact on their benefits due to earnings received from the work experience. Service Provider Staff are expected to assist customers with this process. WIOA Service Providers must have appropriate Workers Compensation Insurance in order to offer work experiences. Timesheets must be legible, correct, and comply with all applicable laws (e.g. Fair Labor Standards Act (FLSA)). All appropriate signatures must be on the timesheet prior to payment. No whiteout may be used on the timesheet. Scribbles or illegible writing are not acceptable and should be corrected by completing a new timesheet. Should a mistake need correction, the following procedure must be applied: draw a single line through the mistake, add the correction, and each party (supervisor, participant, WIOA staff) must initial the correction. If timesheets cause overpayments or underpayments, the Service Provider must provide the WOWDB a report regarding the corrective action plan the Service Provider implemented to ensure the timesheet problems are corrected immediately. Should the problem with overpayment or underpayment continue, the Service Provider may be placed on high risk status. General workplace safety is to be monitored by Service Provider Staff and worksite Supervisors. Any identified issues must be addressed immediately by the Service Provider Staff. Worksites must ensure that, when applicable, they will adhere to all Child Labor Laws and ensure safe and sanitary working conditions. Drug tests may be performed at random or in the event of a workplace accident if deemed necessary for participants or if required by workers compensation insurance or the worksite. Any workplace accident must be reported immediately by the participant to their worksite Supervisor and to Service Provider Staff. Service Provider Staff must ensure that all workplace accidents are reported immediately to appropriate parties in a timely and accurate manner. Work Permits must be obtained if required by law. Service Provider Staff are expected to assist each worksite with this process. Work permits must be maintained at the worksite and a copy in the WIOA participant file/uploaded. Matching the participant with the right employer is essential to making a work experience successful for the participant and employer. Employers need to have a clear understanding and expectation of the attitudes and habits that a participant may exhibit. They also need to be prepared to spend adequate, quality time with the participant and provide appropriate supervision (youth must have 100% supervision). Service Providers must provide workshops to participants as needed to help the participants to overcome issues identified before, during, and/or after the work experience. This may mean the Service Provider staff will need to conduct more frequent reviews of the participant s performance than just the 3 required worksite evaluations. The more frequent reviews may be conducted via telephone, s, face-to-face meetings with the worksite supervisors, etc. If applicable, worksites must also understand that a portion of the participant s time will be in a work readiness training component and must allow flexibility of scheduling if needed. Effort should be made to place participants at a worksite that matches their interests and abilities. Keeping in mind that a work experience is designed to provide career exploration and hands on learning, if needed, a participant may be moved from one worksite to another when the worksite is not an appropriate fit. It is also expected that worksite Supervisors will perform evaluations; notify the WIOA staff of potential issues and/or exceptional performance; and review and approve the participant timesheet to be submitted for Page 2 of 17

3 payment to Service Provider Staff. The Service Provider Staff and worksite (most likely the supervisors or other representatives) must develop a job description individualized to the particular position being filled and complete a worksite contract (see Trainee Plan). Participants are expected to receive training in basic work skills. Worksites that provide training in academic and occupational skills that help the participant in their career choices and preparation are encouraged. Worksites that provide the opportunity for exposure to green jobs and knowledge are encouraged. Examples include solar, geothermal, wind power design, and the use of environmentally friendly building materials or practices as well as conservation and sustainability efforts representing green work such as energy efficient efforts, solar panel installation, reclaiming of public park areas, or various recycling efforts, etc. Worksite visits by Service Provider Staff should be made at least once per pay period. More frequent contact must be implemented if there are issues reported by either the participant or the worksite. These visits can be announced or unannounced and need to continue until the issues are completely resolved. Monitoring visits by Service Provider Staff should include observation of the participant at work and contact with the Supervisor to identify any issues that may need to be addressed. If it is determined that a participant does not have adequate supervised work, Service Provider Staff will discuss this with the worksite Supervisor to correct the situation. If the situation cannot be resolved immediately, a new worksite should be pursued. If the participant displays disciplinary problems, Service Provider Staff and worksite Supervisors will address this with the participant in an attempt to correct the behavior. If issues and/or behavior cannot be corrected, the work experience will be terminated. MESSAGE The WIOA Worksite Terms and Conditions and the WIOA Trainee Work Plan contained in current state guidance are required for use by all local areas and these forms may not be changed. A copy has been provided in this policy for use. The WIOA Trainee Time Sheet provided in current state guidance is required and may not be changed; however Service Providers have the option to substitute a worksite time report provided by the worksite if it meets ALL the criteria listed in this policy. A copy of an approved timesheet has been provided in this policy for use. Modifications may be made to existing worksite agreements (at the time this policy was passed) as necessary. All documents must be uploaded for each participant s electronic case file. This includes, but it not limited to, timesheets, agreements, modifications, contracts, etc. ACTION The Fiscal Agent and/or Service Provider distribute to appropriate staff and implement standard three part Worksite Agreement effective immediately. If created, Service Provider worksite agreement policies/procedures must be completed, subject to WOWDB approval via the WOWDB Staff, prior to the creation of any new worksite agreement. POLICY ADDITIONS AND CLARIFICATIONS The WOWDB gives authority to the Board Staff to issue additional instructions, guidance, forms, tools, schedules, etc., to further implement the requirements of this policy and to provide quality guidance and oversight of the programs and services as well as the contracted Service Providers and Workforce Offices. The WOWDB will review this policy as needed to ensure compliance with state guidelines and policy as well as any Federal mandates regarding the program. Any additions that might alter the intent of this policy or any changes required by State or Federal mandate will be added by the Workforce Board Staff with the date they were added and such changes/additions will be ratified at the next Workforce Board meeting Page 3 of 17

4 WIOA Worksite Agreement The WIOA Worksite Agreement is designed to establish certain assurances and conditions that must be agreed upon between the Fiscal Agent and/or Service Provider and the work experience Worksite. 1) The WIOA Worksite Terms and Conditions Each WIOA Worksite Agreement must be numbered and such numbering will follow the format listed to indicate the Service Provider or Fiscal Agent (whichever agency is paying the participant wages), the WIOA Program (Adult, Dislocated Worker, or Youth), the agreement number (1, 2, 3, 4, etc.), and the calendar year (January- December) giving a pattern: SP-P or FA-P EXAMPLE: If ABC Youth Services was the Service Provider paying the participant wages and had developed three worksite agreements in July 2016 for three separate youth participants, the contract numbers would look like this: ABC-Y , ABC-Y , and ABC-Y EXAMPLE: If Helping Others Pursue Employment, INC was the Service Provider paying the participant wages and had developed two worksite agreements in May 2016 for an Adult participant and a Dislocated Worker participant, the contract numbers would look like this: HOPE-A and HOPE- DLW By signing the WIOA Worksite Terms and Conditions, the Worksite and the Fiscal Agent and/or Service Provider agree to uphold the conditions listed in the document. The Worksite Representative must be someone authorized to enter into contracts on the Worksite s behalf. Eligibility for Employment and Labor Laws: The Fiscal Agent and/or Service Provider and the Worksite must adhere to current workplace safety guidelines and applicable federal/state wage laws. For information and resources on safety and child labor laws, consult and For information regarding the Fair Labor Standards Act (FLSA), consult the website. Provisions for wages under the amendments to the FLSA apply to all participants employed under WIOA. If you have questions regarding wages or labor statutes, contact the Oklahoma Department of Labor Wage and Hour division by calling or visiting their website. NOTE: Per the Oklahoma Child Labor statutes pertaining to minors under the age of 16, the Fiscal Agent and/or Service Provider must keep a list of Trainees available for review at any time containing the following information: Trainee name and age, Worksite where the Trainee is placed, The time of opening and closing of the establishment, The hours of commencing and stopping work, and The time allowed for meals and/or breaks. A copy of the corresponding employment certificate/work permit for each individual must be attached to this list of Trainees. In addition, all provisions for employment eligibility verification must be followed. The Form I-9, Employment Eligibility Verification must be filled out according to instructions with all appropriate documentation on file. To access the form and instructions, consult the available website and utilize the most up-to-date documents/instructions. Modifications to Terms and Conditions: Page 4 of 17

5 Section 8 of the WIOA Worksite Terms and Conditions is only required to be attached if a modification is made to the WIOA Worksite Terms and Conditions. Modifications may only be made to the WIOA Worksite Terms and Conditions in the event that the Worksite Representative changes. The appropriate section of Section 8 of the WIOA Worksite Terms and Conditions must be completed and new signatures acquired within 30 calendar days. Modifications do not require a new agreement number. The date of the modification must be noted in the appropriate field at the top of the first page of the WIOA Worksite Terms and Conditions. The WIOA Worksite Terms and Conditions may only be modified two times and if additional changes need to be made after the second modification, the Worksite and Fiscal Agent and/or Service Provider must enter into a new WIOA Worksite Agreement. Monitoring: It is understood that the Worksite may be monitored by the Fiscal Agent and/or Service Provider, the Local Workforce Board, and any State or Federal Agencies administering funds under the Workforce Innovation and Opportunity Act. Required File Documentation: The original WIOA Worksite Terms and Conditions form can be kept in a separate file folder per program year at the Fiscal Agent and/or Service Provider office NOT in the participant s case file. A copy of the WIOA Worksite Terms and Conditions signed document MUST be given to the Worksite. The Fiscal Agent and/or Service Provider must keep the original Worksite Orientation receipt with the WIOA Worksite Terms and Conditions form and MUST provide a copy to the worksite. The Fiscal Agent and/or Service Provider MUST keep the original WIOA Trainee Work Plan in the participant case file and a copy given to the Worksite. The Fiscal Agent and/or Service Provider MUST keep original timesheets in a separate file per that agencies accounting/program organization and MUST place a copy of each timesheet in the respective participant case file. The original Modification form MUST be kept with the original WIOA Worksite Terms and Conditions and a copy given to the Worksite. The original Incident Reporting form and Trainee Evaluation form (once completed) in the participant case file with copies provided to the Worksite and the participant. All documents must be uploaded for each participant s electronic case file. 2) The WIOA Worksite Orientation Once the WIOA Worksite Terms and Conditions document has been signed, orientation will be provided to the Worksite supervisor(s) prior to the first Trainee placement at the Worksite. The Worksite Supervisor(s) must sign an acknowledgement of receipt that orientation has been given and this must be attached to the WIOA Worksite Terms and Conditions. A copy of the orientation packet must be given to the Worksite. A Worksite Orientation Acknowledgement of Receipt is attached to this policy and must be utilized as verification of receipt of orientation. The Fiscal Agent and/or Service Provider may choose to cover a variety of topics in the Worksite Orientation packet but the following topics must be included but may include more: 1. Role/duties of Worksite Supervisor, 2. Safety, 3. Accidents, On-the-Job Injuries, and Incident Reporting, 4. Sexual Harassment, 5. Discrimination, 6. Prohibited Activities, 7. Child Labor Laws, 8. Attendance and Timesheets, 9. Pay and Wage Information, 10. Termination, Page 5 of 17

6 11. Trainee Evaluations, and 12. Trainee Orientation at Worksite 13. Ensure all appropriate EO, Wage and Hour, non-discrimination, etc. posters are at the work site location 14. Ensure all appropriate EO, Wage and Hour, non-discrimination, etc. posters are at the Fiscal Agent and/or Service Provider office location that would be easily seen by the work experience participant(s) Incident Reporting: The Fiscal Agent and/or Service Provider must require the Worksite Supervisor to document all incidents occurring at the Worksite that involve Trainees. An incident may include but is not limited to: Trainee involvement in fighting; Trainee leaving the Worksite without permission or notice; Any inappropriate behavior by a Trainee towards the Worksite Supervisor or Worksite staff, such as the usage of profanity, threats or assault; Drug use by the Trainee at the Worksite; Property theft or damage by a Trainee; Suspected incidents of abuse including physical, sexual, emotional or verbal abuse, or any other mistreatment of a Trainee at the Worksite; or Accidents involving the Trainee that occur at the Worksite, even if no injuries were sustained. The Fiscal Agent and/or Service Provider must describe in the Worksite Orientation packet the procedure for the Worksite Supervisor to follow in reporting incidents that occur at the Worksite. A Work Experience Incident Report is attached to this policy and must be utilized for incident reporting. 3) The WIOA Trainee Work Plan The WIOA Trainee Work Plan must be completed for each Trainee placed at a Worksite. The Trainee Work Plan requires signatures from the Trainee, the Worksite Supervisor, and the WIOA Representative. These signatures ensure that all parties are aware of the conditions of the work plan such as duties and responsibilities, schedule, job title, training start or end dates, etc. A copy of the WIOA Trainee Work Plan must be attached to the corresponding WIOA Worksite Terms and Conditions. In addition, a copy of the Trainee Work Plan must be placed in the participant s paper case file. Schedules listed on the WIOA Trainee Work Plan should reflect the participant s general days and times at the Worksite Location. If the participant s schedule permanently changes from what is listed on the WIOA Trainee Work Plan, the WIOA Authorized Representative must complete the appropriate modification field on the WIOA Trainee Work Plan and sign the modification to attest that both the Trainee and the Worksite Supervisor were consulted in the development of the modification. The WIOA Trainee Work Plan must indicate the Trainee s physical Work Location. The Work Location indicates where the Trainee will be working and may be different from the Worksite Address. For work experience activities involving multiple Work Locations, such as in a construction site rotation or a hospital rotation, a list of all planned Work Locations must be attached to the Trainee Work Plan. Start and end dates listed on the WIOA Trainee Work Plan are estimates and actual start and end dates based on participant time sheets must be reflected in the Service and Training Plan in OSL. The Maximum Hours field listed under the General Training Information is optional and is intended for use by local areas that set a limit on the total hours a participant can spend in a work experience. Modifications to Trainee Work Plan: Under certain circumstances, it may become necessary to update or modify the WIOA Trainee Work Plan. There are two categories under which a Trainee Work Plan may be modified: Page 6 of 17

7 Changing Worksites If the proposed modification to a Trainee Work Plan involves changing Worksites, then a NEW Work Plan must be completed and signed by all parties indicating the corresponding WIOA Worksite Agreement Number. Remember, a copy of the new Work Plan must be attached to the corresponding WIOA Worksite Terms and Conditions. Other If a Trainee Work Plan is being modified for any other reason, such as a change in duties and responsibilities, days/hours of operation of Worksite, job title, etc., complete the modification section of the WIOA Trainee Work Plan and include the following information: Date Reason Modification The WIOA Authorized Representative must sign the modification, acknowledging that both the Worksite Supervisor and the Trainee participated in its development. 4) The WIOA Trainee Time Sheet Time, Attendance, and Compensation: Accurate time and attendance records will be kept by the Worksite supervisor on each Trainee. The Fiscal Agent and/or Service Provider must complete the Trainee Information and Pay Period sections of the WIOA Trainee Time Sheet. Trainees will be paid only for actual hours worked. No pay will be given for lunch breaks (see FLSA for appropriate lunch breaks that require participants to clock out ), holidays, or absences. Under no circumstances should any Trainee work more than 40 hours in one week. Time and attendance may be recorded on time sheets provided in this policy or by the Worksite s method such as a punch time clock, computer checkin, or badge scanning system (referred to as a Worksite Time Report). If the Worksite Time Report is utilized, the Service Provider must secure a copy of the report containing the following information at the end of each pay period: Worksite Name, Worksite Address and Telephone, Trainee Name, Time In, Time Out & Total Hours Worked per Pay Period, Record of lunch break/rest periods 30 minutes or longer (if the Trainees are minors under the age of 16, then the time report must contain all break/rest periods regardless of duration), and Worksite Supervisor signature, Trainee signature and Date. For the Adult/DLW program, the Service Provider must get the Worksite Time Report to the Fiscal Agent. Time and attendance records must be signed at the end of the pay period by the Trainee and the Worksite Supervisor, whose signatures will certify accuracy. The Service Provider must ensure that all hours worked are calculated correctly prior to payment. Time must be calculated on the 60 minute hour; timesheets cannot show.25 for 15 minutes,.50 for 30 minutes,.75 for 45 minutes, etc. Tracking of time should be tracked using the Fair Labor Standards Act (FLSA) process: Some employers track employee hours worked in 15 minute increments, and the FLSA allows an employer to round employee time to the nearest quarter hour. However, an employer may violate the FLSA minimum wage and overtime pay requirements if the employer always rounds down. Participant time from 1 to 7 minutes may be rounded back (e.g. if participant clocks in at 8:07 AM then round to 8:00 AM). Participant time from 8 to 14 minutes must be rounded forward (e.g. if participant clocks in at 8:08 AM then round to 8:15 AM). (See Regulations 29 CFR (b). Title 29: Labor PART 785 HOURS WORKED Subpart D Recording Working Time) Page 7 of 17

8 PLEASE NOTE*** The minutes column on the time sheet can only be calculated a maximum of 59 minutes before a conversion to 1 hour. The Service Provider may have to provide technical assistance and or training to the participant and the Worksite to ensure that calculation of minutes is accurately recorded. Errors on the WIOA Trainee Time Sheet: All timesheets must be legible and time calculation correct prior to payment. In certain circumstances it might be necessary to make corrections to the WIOA Trainee Time Sheet. No whiteout may be used on the timesheet. Neither scribbles nor illegible writing are acceptable and must be corrected by completing a new timesheet. Should a mistake on the timesheet need correction, the following procedure must be applied: draw a single line through the mistake, add the correction, and each party (supervisor, participant, WIOA staff) must initial the correction. The case manager must document in program notes the correction and ensure the participant is aware the correction, as applicable, may affect payment. 5) The WIOA Trainee Evaluations The Worksite supervisor must schedule evaluations at least three times throughout the duration of the Trainee s work experience. The Worksite must be made aware of this requirement during the Worksite Orientation. The Fiscal Agent and/or Service Provider may choose to require worksites to complete additional evaluations for the purpose of monitoring Trainee performance. If such additional evaluations are requested of the Worksite, it is the Fiscal Agent and/or Service Provider s responsibility to notify the Worksite Supervisor during the Worksite Orientation. The evaluation form must be reviewed by the Service Provider Staff after each evaluation. If a poor rating is noted or other issues are identified by the worksite, the Service Provider staff must work with the participant and worksite to develop a plan for improvement and/or to resolve the issue and documented in a program note. The WIOA Work Experience Trainee Evaluation has been provided Page 8 of 17

9 WIOA Worksite Terms and Conditions WIOA Worksite Agreement Number: Modified: / / Modified: / / This Agreement is to provide employment and training services to eligible youth or adults (referred to as Trainees) participating in a work experience authorized and funded under the Workforce Innovation and Opportunity Act (WIOA). Under this Agreement, Trainees will be provided work experience, which is valuable and meaningful for both Trainees and the Worksite. Work experience will be consistent with each Trainee s capabilities and interests, and consistent with the Trainee s Individual Service Strategy or Individual Employment Plan. Work experience will also aid in the development of skills and work habits, which will assist the Trainee in obtaining unsubsidized employment in the future. SECTION 1. Parties to the Agreement: Worksite: WORKSITE WIOA Grantee and/or Service Provider Grantee / Service Provider: Address: Address: Representative: Title: Phone: Start Date: Representative: Title: Phone: TERM OF AGREEMENT End Date: SECTION 2. Responsibilities: Worksite Responsibilities The Worksite agrees to uphold the following responsibilities: 1. Will provide meaningful, sufficient, well-planned activities designed to promote the development of positive work habits and specific skills required for obtaining future unsubsidized employment. 2. Will provide a safe, sanitary, and drug free environment. 3. Will provide adequate, full-time supervision by qualified supervisors. 4. Will accurately account for Trainees time and attendance. 5. Will provide sufficient equipment and/or materials to enable the Trainee to carry out work assignments. 6. Will provide job orientation to all WIOA Trainees related to work policies, job safety, and job expectations. The work policies and job expectations for WIOA Trainees must be the same as for non-wioa workers at the site. 7. Will conduct evaluations at least three (3) times throughout the duration of the Trainee s work experience as directed by the WIOA Grantee and/or Service Provider and will notify the WIOA Grantee and/or Service Provider of any unsatisfactory performance levels. 8. The Worksite Supervisor will report any incidents involving the Trainee to the WIOA Grantee and/or Service Provider as directed by the WIOA Grantee and/or Service Provider during Worksite orientation. 9. The Trainee, Supervisor, and authorized Worksite official will complete any necessary on-the-job injury reports and submit to the local WIOA Grantee and/or Service Provider in a timely manner so that medical claims can be processed for worker s compensation. 10. Will not discriminate in any manner or for any reason against any WIOA Trainee. 11. Will ensure that all activities are in compliance with current Fair Labor Standards and State of Oklahoma Child Labor Laws. NOTE: A minor under the age of 16 years must be permitted a one (1) hour cumulative rest period for Page 9 of 17

10 eight (8) consecutive hours worked or a 30 minute cumulative rest period for five (5) consecutive hours worked (40 O.S 75). Rest periods of short duration, running from 5 to about 20 minutes must be counted as hours worked (29 CFR ) while longer breaks are to be counted as hours worked at the discretion of the employer. 12. No Trainee will displace current employees, result in the reduction of work hours for current employees, or be placed in position where any other individual is on layoff from the same or any substantially equivalent position. 13. No Trainee shall participate in activities that assist, promote, or deter union organizing. 14. No Trainee shall participate in any sectarian activity pertaining to religious or political doctrines, sects, denominations, or practices. 15. All rules and regulations governing the WIOA program will be upheld. WIOA Grantee and/or Service Provider Responsibilities The WIOA Grantee and/or Service Provider agree to uphold the following responsibilities: 1. Will provide each Worksite supervisor with an orientation to the WIOA Program prior to any Trainee being placed on the Worksite; and provide the following written materials: a. A Worksite Orientation Packet, b. A copy of the WIOA Worksite Terms and Conditions, and c. A copy of the WIOA Trainee Work Plan. 2. Will maintain a list of minors under the age of 16 placed at the Worksite available for review at any time with the following information: a. Trainee name and age, b. Worksite where the Trainee is placed, c. The time of opening and closing of the establishment, d. The hours of commencing and stopping work, and e. The time allowed for meals and/or breaks. A copy of the corresponding employment certificate/work permit for each individual must be attached to this list of Trainees. 3. Will inform the Trainee of grievance procedures, nepotism rules, equal pay, and non-discrimination assurances. 4. The Trainee will be covered under the Worker s Compensation policy of the local WIOA Grantee and/or Service Provider. 5. Will pay a wage to the Trainee as determined by the local board policy not less than current minimum wage and not to exceed a starting wage paid by the Worksite for the position in which the Trainee is placed. 6. Will provide guidance and counseling to Trainees experiencing unsatisfactory performance. SECTION 3. Time, Attendance, and Compensation: Accurate time and attendance records will be kept by the Worksite supervisor on each Trainee. Trainees will be paid only for actual hours worked, and no pay will be given for hours not worked, including lunch breaks, holidays or other absences. Under no circumstances should any Trainee work overtime. If Trainees work on a recognized state or federal holiday, the Trainees will be paid their regular hourly wage. Time and attendance may be recorded on time sheets provided by the WIOA Grantee and/or Service Provider or by the Worksite s method such as a punch time clock, computer check-in, or badge scanning system (referred to as the worksite time report). If the worksite time report is utilized, a record must be given to the WIOA Grantee and/or Service Provider at the end of each pay period and must contain the following information: 1. Worksite Name, 2. Worksite Address and Telephone, 3. Trainee Name, 4. Time In, Time Out & Total Hours Worked per Pay Period, 5. Record of lunch break/rest periods 30 minutes or longer (breaks of short duration must be counted as hours worked and do not need to be recorded), and 6. Worksite Supervisor signature, Trainee signature, and Date. Time and attendance records will be signed at the end of the pay period by the Trainee and the supervisor, whose signatures will certify accuracy. Upon request of the WIOA Grantee and/or Service Provider the Worksite will release the Trainee for attendance at labor market orientations, career orientations, job readiness training, or other WIOA activities Page 10 of 17

11 SECTION 4. Amendments: Section 8 of the WIOA Worksite Terms and Conditions is only required to be attached if a modification is made to the WIOA Worksite Terms and Conditions. Modifications may only be made to the WIOA Worksite Terms and Conditions in the event that the Worksite Representative changes. The appropriate section of Section 8 of the WIOA Worksite Terms and Conditions must be completed and new signatures acquired within 30 calendar days. Modifications do not require a new agreement number. The date of the modification must be noted in the appropriate field at the top of the first page of the WIOA Worksite Terms and Conditions. The WIOA Worksite Terms and Conditions may only be modified two times and if additional changes need to be made after the second modification, the Worksite and Fiscal Agent and/or Service Provider must enter into a new WIOA Worksite Agreement. SECTION 5. Monitoring: It is understood that the Worksite may be monitored by the WIOA Grantee and/or Service Provider, the Local Workforce Board, and any State or Federal Agencies administering funds under the Workforce Innovation and Opportunity Act of SECTION 6. Termination of Agreement: This agreement may be terminated for violation of any clause, the Workforce Innovation and Opportunity Act, or Local, State or Federal law. It may also be terminated upon two week written notice from either party. SECTION 7. Certification and Approval: The signatures below constitute understanding and agreement of the terms set forth in this document. If the Worksite is negligent in responsibilities agreed to in this document, the Worksite: May not be used at a future date, and Is financially responsible for costs deemed illegal by auditors or monitors. Worksite Representative Signature Date WIOA Grantee and/or Service Provider Signature Date Page 11 of 17

12 SECTION 8. Modifications: WIOA Worksite Agreement Number: Modification 1 Worksite: Address: Representative: Title: Phone: Start Date: WORKSITE Date: WIOA Grantee and/or Service Provider Grantee / Service Provider: Address: Representative: Title: Phone: TERM OF AGREEMENT End Date: Worksite Representative Signature Date WIOA Grantee and/or Service Provider Signature Date Modification 2 Worksite: Address: Representative: Title: Phone: Start Date: WORKSITE Date: WIOA Grantee and/or Service Provider Grantee / Service Provider: Address: Representative: Title: Phone: TERM OF AGREEMENT End Date: Worksite Representative Signature Date WIOA Grantee and/or Service Provider Signature Date Page 12 of 17

13 WIOA Work Experience Worksite Orientation Acknowledgement of Receipt This is to certify that I have received, read, and understand the rules, regulations, and instructions contained in this orientation manual. I have also received a copy of the job description(s) of the participant(s) whom I will be supervising. Worksite Supervisor Signature and Date: Alternate Supervisor Signature and Date: (If applicable) WIOA Representative Signature and Date: WIOA Service Provider: WORKSITE INFORMATION Worksite: Worksite Address: Telephone#: Fax#: Worksite Supervisor: Telephone#: Alternate Supervisor: Telephone#: (If applicable) Page 13 of 17

14 WIOA Work Experience Incident Report Worksite Supervisor - Please complete the following information and submit it to: Service Provider/Fiscal Agent: Address: Telephone: Fax: WORKSITE INFORMATION Worksite: Worksite Telephone: Worksite Address Days/Hours of Operation Supervisor: Telephone: Alt. Supervisor (if applicable) Telephone TRAINEE INFORMATION Trainee Name: Telephone: Trainee Address: City: State/ZIP: INCIDENT INFORMATION Location of Incident: Incident Date: Incident Time: Description of Incident: Injury Sustained: YES NO Type of Injury: Medical Treatment Received: YES NO Name of Physician: Physician s Address: City: State/ZIP: Police Station Name/Number: Police Station Address Officer Name: CERTIFICATION COMPLETE THIS SECTION ONLY IF INCIDENT WAS REPORTED TO THE POLICE City: Telephone: State/ZIP: Trainee Signature Date Worksite Supervisor Signature Date Alt. Worksite Supervisor Signature (if applicable) Date Page 14 of 17

15 WIOA Work Experience Trainee Work Plan WIOA Worksite Agreement Number: A WIOA Trainee Work Plan must be attached to the WIOA Worksite Terms and Conditions for each Trainee. Trainee Information Trainee Name: Trainee Telephone OSL PID: Program: Adult DLW ISY OSY Emergency Contact: Emergency Contact #: Worksite Information Worksite: Worksite Address: Worksite Telephone #: Days/Hours of Operation: Supervisor: Telephone #: Alt. Supervisor (if applicable): Telephone #: General Training Information Trainee Job Title: Hourly Wage: $ Max Hours (optional): Work Schedule: Work Location: Estimated Start Date Estimated End Date Duties and Responsibilities I certify that the above WIOA Trainee Work Plan is correct. Trainee Signature Date Worksite Supervisor Signature Date WIOA Representative Signature Date Alt. Worksite Supervisor Signature (if applicable) Date If a Trainee Work Plan is being modified for any reason other than changing Worksites, complete the modification section below. If the Trainee is changing Worksites, a new Trainee Work Plan must be completed and attached to the corresponding WIA Worksite Terms and Conditions. Date: Modification: Reason: Modification 1 Modification 2 Date: Modification: Reason: WIOA Representative Signature Date WIOA Representative Signature Date Page 15 of 17

16 WIOA Work Experience Trainee Timesheet WIOA Worksite Agreement Number: Trainee Information Trainee Name: OSL PID: WIOA Program: Adult Dislocated Worker In-School Youth Out-of-School Youth WIOA Funding Stream: Formula Other: Wage Rate: $ Worksite: Worksite Supervisor: Telephone: WIOA Representative: Telephone: Week 1 (mm/dd) Sunday / Monday / Tuesday / Wednesday / Thursday / Friday / Saturday / Week 2 (mm/dd) Sunday / Monday / Tuesday / Wednesday / Thursday / Friday / Saturday / Week 3 (mm/dd) Sunday / Monday / Tuesday / Wednesday / Thursday / Friday / Saturday / PAY PERIOD: / / to / / IN IN IN Lunch Period (if taken) Total Time Worked Out Out In Hours Minutes Total Time Worked / Week 1 = Lunch Period (if taken) Total Time Worked Out Out In Hours Minutes Total Time Worked / Week 2 = Lunch Period (if taken) Total Time Worked Out Out In Hours Minutes Total Time Worked / Week 3 = Total Time Worked / Pay Period = I certify that the Trainee time and attendance information for the pay period is correct. Trainee Signature Date Worksite Supervisor Signature Date WIOA Representative Signature Date Alt. Worksite Supervisor Signature (if applicable) Date Page 16 of 17

17 TRAINEE INFORMATION WIOA Worksite Agreement Number: WIOA Work Experience Trainee Evaluation Trainee Name: OSL Participant ID: Start Date: End Date: Job Title: WORKSITE INFORMATION Worksite: Worksite Address: Worksite Telephone: Days/Hours of Operation: Supervisor: Supervisor Telephone: Alternate Supervisor: Alt. Supervisor Telephone: Please rate the Trainee for each characteristic utilizing the following scale: 1=Unsatisfactory 2=Satisfactory 3=Good 4=Excellent ITEM INITIAL RATING MID-TERM RATING FINAL RATING 1 Cooperative Follows Directions Responsible Takes Initiative Skills Progress Appearance Attendance/ Punctuality Conduct/Attitude Integrity Productivity/ Work Quality Other: Other: Average Rating: (Total Points / # of items measured) Date of Evaluation: Certification: The evaluation has been discussed between the Supervisor and Trainee. The Supervisor has evaluated the skills objectively and the Trainee has received training in the skills listed. Supervisor Initials & Date Trainee Initials & Date Supervisor Initials & Date Trainee Initials & Date Supervisor Initials & Date Trainee Initials & Date Supervisor Comments: WIOA Representative Initials and Review Date: Resolution date of issues identified: Page 17 of 17