Educational Data Systems Inc Paid Work Experience Coordinator

Educational Data Systems, Inc. Paid Work Experience Coordinator Orientation – EDSI Way www. edsincorporated. com

Table of Contents • • Introduction to EDSI PWE Coordinator Training Case Notes 101 Paid Work Experience Wage Subsidy Tax Credits Ascend Staffing Training Evaluation www. edsincorporated. com

Introduction to EDSI www. edsincorporated. com

Welcome to EDSI As a new employee, we know that you probably have many questions about your position. How do I do this? What does my position require me to do exactly? How do I complete my timesheet in ADP? Whether you are an Employment Consultant or a PWE Coordinator, it is very critical for you to understand the importance of your role here at EDSI. During Orientation, you will go through intensive job training guided by your Manager and staff including: ü Introduction to EDSI ü Review the EDSI Handbook ü Corporate Paperwork ü Job Specific Information ü Software Training (available on the Intranet) www. edsincorporated. com

What to Expect During orientation, you will get the opportunity to meet different people and learn all components of your position You will get the chance to job shadow different people and understand how your role fits in as a PWE Coordinator www. edsincorporated. com

What makes EDSI different? “The 3 P’s” People ◦ Committed Team Members Process ◦ ISO Perspective ◦ Innovative www. edsincorporated. com

EDSI Values SHOW UP SMILE SUPPORT www. edsincorporated. com

EDSI Orientation Train to Gain Day 1 Intro to EDSI Meet and Greet Tour of Facility EDSI Handbook Participant Orientation Classroom Overview I-9 and W-4 PI Shadow EC Sit in Classroom Lunch (mentor) Day 2 Guidelines Code of Ethics EDSI Way Shadow – EC Corporate Paperwork Day 3 Participant File Participant Paperwork Attend Workshop OSAS TABE (optional) Day 4 Shadow - EC Tiered Employment ADP Timesheet ISO Training Day 1 Day 2 Day 3 Day 4 Job Shadowing – EC Organizational Skills Job Shadowing – Instructor Outlook Job Shadowing JD Job Shadowing QCC Day 5 Contract Specific Job Shadowing – EC Day 5 Q & A Training Evaluation www. edsincorporated. com

EDSI’s Mission Statement We must strive to create enthusiasm in our clients, see through their eyes, understand their needs and deliver more than they expect www. edsincorporated. com

EDSI Locations Dearborn, MI Detroit, MI Chicago, IL Fort Lauderdale, FL Washington, D. C Brooklyn, NY Pittsburgh, PA Philadelphia, PA Bristol, PA Lebanon, PA Chester, PA Norristown, PA Reading, PA Carlisle, PA Harrisburg, PA York, PA www. edsincorporated. com

Corporate Administrative Paperwork Before we begin the job specific training, it is important for you to complete the necessary paperwork As part of your Employee Orientation Packet, you will receive the following information: ◦ ◦ ◦ Important EDSI forms to complete ADP Timesheet Employee Intranet ISO Forms Expense Reports & Mileage Frequently Asked Questions (FAQs) Please complete the forms and send them back to Dearborn immediately www. edsincorporated. com

EDSI Employee Intranet In order to access the forms and training, you will need to access the EDSI Website (www. edsincorporated. com) Click on Employee Intranet Enter your Employee ID and password (your last name) www. edsincorporated. com

EDSI Dress Code Dress code is important for our staff and participants. Since, participants look to us as role models, we must exhibit a professional dress code. As listed in the EDSI Company Policy Manual, EDSI offices are required Business Dress (Monday – Thursday) and Business Casual on Friday. Although clothing preferences differ by individual, as a representative of EDSI, each employee is expected to exercise good judgment and taste in selecting office attire that is business-professional and is consistent with the employees’ presentation during the interview process. www. edsincorporated. com

EDSI Databases You will be utilizing many EDSI databases to help you in your position Here are some of the databases that you will have access to: ◦ ◦ Occupational Skills Analysis System (OSAS) Time. Tracker Master Database (Excel) Contract specific system (please check with your Program Manager for contract specific systems) www. edsincorporated. com

Microsoft Outlook is your Time Management tool to help you organize your day and communicate with others throughout the organization. With Outlook, you’ll have the option to: *Schedule meetings *Manage your tasks *View Calendar You can access your e-mail via the Employee Intranet as well. You can also access the Microsoft Outlook tutorial under Resources on the Employee Intranet. www. edsincorporated. com

ISO 9001 is an international quality standard to which EDSI is registered. It is a process-based standard focused on continuous improvement and customer satisfaction. ISO allows EDSI to perform our processes consistently and document the results. When we know how a process is performed, we know how to improve it. On the Employee Intranet, you will have access to the ISO forms. www. edsincorporated. com

Paid Work Experience Training EDSI Way www. edsincorporated. com

Paid Work Experience Training The following section highlights PWE Coordinator training. This training does not answer contract specific questions. Please see your Manager for contractspecific guidelines. www. edsincorporated. com

Acronym List Please click on the document icon below to access the Acronym Guide www. edsincorporated. com

Attributes of an PWE Coordinator Enjoy working with people Professionalism Communication Relationship Builder Relationship Maintainer Detail-Oriented Time Management Good follow-up www. edsincorporated. com

EDSI PWE Coordinator Why are we different? The role of the PWE Coordinator is to assist participants in gaining a valuable work experience and employment through Paid Work, Community Service and the Comprehensive Internship Program www. edsincorporated. com

Why are we different? ◦ The EDSI Package • Our Professionalism • Our Attire • Our Marketing Materials • Our Customer Service • Our Availability and Flexibility • Our Communication Practices • Our Time Management • Our Organizational Skills • Our Preparedness • Our Follow-up www. edsincorporated. com

Why are we different? The EDSI Package ◦ Our Process ◦ Our Paperwork ◦ Our Reporting www. edsincorporated. com

Why are we different? The EDSI Package ◦ Our Initiative ◦ Our Knowledge ◦ Our Teamwork www. edsincorporated. com

Goal To assist participants to gain and retain employment while living the mission statement We must strive to create enthusiasm in our clients, see through their eyes, understand their needs and deliver more than they expect www. edsincorporated. com

The Team Instructor PWE Coordinator particip ant Employment Consultant Job Developer www. edsincorporated. com

Participant Flow The PWE Coordinator is involved in the participants’ lives from the moment the participants enter through our doors through the retention process www. edsincorporated. com

PWE within the Context of the Team Each role is entwined with one another ◦ Instructor: Prepare participants with necessary tools ◦ PWE : Available Internship opportunities that match participant's skills and experiences ◦ EC: Ensure participant has plans set with back -ups and next steps ◦ Data: Status documented accurately and in a timely manner Relationships www. edsincorporated. com

Time Management – How to Organize Your Week? Schedule ◦ Planner / Microsoft Outlook ◦ Appointments Employer Appointments Develop Sites Internal Meeting Cold Calls www. edsincorporated. com

Time Management – How to Organize Your Week? Task Lists ◦ Planner / Outlook / Note Pad Prioritizing Time Lines Set deadlines for yourself ◦ If you say it, you do it! www. edsincorporated. com

Our Preparedness For Employer Meetings ◦ Directions ◦ Marketing Materials ◦ Paperwork ◦ Research the Company Understand their business protocol / business model www. edsincorporated. com

Our Preparedness For ◦ ◦ ◦ ◦ On-Sites Secure and prepare the room Accommodate employer Recruit Present in classrooms Work with ECs Create the confirmation list Check off who attends E-mail list to ECs Hide the no-shows – give list to employer Follow up Prepare the participants for the interviews www. edsincorporated. com

Our Preparedness For Off-Site Interviews ◦ Secure the mode of transportation ◦ Directions ◦ Confirm list of participants ◦ Prepare the participants www. edsincorporated. com

Our Follow Up Follow up on all PWE activities ◦ Cold Calls ◦ Applications and Resumes ◦ Interviews Follow up with ECs and participants ◦ Importance of knowing the role of the EC in placing the participant ◦ Establishing relationships with the participants www. edsincorporated. com

Our Process The ◦ ◦ ◦ ◦ ◦ Systematic Approach to Job Development Step 1 – Cold Call or Blitz Step 2 – Appointment Step 3 – Employer Profile Step 4 – Job Order Step 5 – Recruitment and Pre-Screen Step 6 – Job Lead Referrals Step 7 – Follow Employer Protocol Step 8 – Follow up on the Employer Protocol Step 9 – Placement and Employment Verification Form (EVF) www. edsincorporated. com

Our Paperwork PWE Service Agreement Employer Rules and Regulations Memo – Timesheets Work Experience Agreement Form Site Absence Confirmation Orientation Highlights Worksite Referral Attendance Form Employee New Hire PWE Checklist Participant Personal Data Sheet Preliminary Questionnaire Policies and Procedures Note: All these forms are located on the Employee Intranet (ISO Forms) www. edsincorporated. com

Our Reporting Weekly Reporting on Job Development Numbers ◦ Tracking placements, on-sites, off-sites, cold calls and blitzes ◦ Great measurement tool for assessing JD performance ◦ Assists in showing Job Development trends www. edsincorporated. com

Why are we Different? The EDSI Package ◦ Our understanding of the meaning of relationship building Contact vs. Relationship = Acquaintance vs. Friend “Be in the Bubble” www. edsincorporated. com

Definition of Relationship Employer The ongoing cultivation of an employer through various means of communication and customer service. ◦ ◦ ◦ Phone calls Visits – Scheduled and Unscheduled Tokens of Appreciation Follow Up on Everything Emails or Mailings Going the Extra Mile www. edsincorporated. com

Definition of Relationship Participant The relationship we have with a participant is directly related to the customer service we provide. ◦ Needs of the PWE Coordinator ◦ Needs of the Participant www. edsincorporated. com

Definition of Relationship Participant PWE Coordinator needs: Skill Levels Challenges Goals Availability Participant needs: Honesty Sincerity Compassion Informative Positive Reinforcement www. edsincorporated. com

Establishing Relationships You set the tone of your relationship with your participants Your relationship with the participant begins the moment the participant comes through the doors ◦ Participants watch and listen to you even before they have an opportunity to meet you Let the participant know you care Ensure the participant knows that you are going to follow-up about job opportunities that the interest the participant Get the participant to call you before you have to call him/her www. edsincorporated. com

Service with a SMILE Know your participants by name When the participant sits at your desk, are you genuinely happy to see the participant? ◦ Allow the participant to see your excitement Positive Communication www. edsincorporated. com

Placement Agency vs. Retention Agency Placement Agency § Can you start work tomorrow? § We have six slots at the XYZ Company and four slots at a packaging company, which company do you prefer? Retention Agency § ECs help participants understand the significance of Tiered Employment § To help participants visualize themselves moving into Tier II and Tier III positions after successfully completing Tier I § Comprehensive goal development strategies § Scheduling/coordinating training opportunities § Resource networking (to build internal listing to directly assist participants) www. edsincorporated. com

Case Notes 101 www. edsincorporated. com

The Actual Case Note Case notes are used to document actual events and facts. Although it may be difficult, it is important to AVOID opinions. Remember, if it is not documented, the event never happened. General Note: Do not write anything that you would not want the participant to read. www. edsincorporated. com

Case Notes 101 The initial case note is composed by the EC stating that the participant attended orientation. • The second and third case notes should summarize what was learned from the EDRP/My Self Assessment and will come from the EC. • Each subsequent case note can be written by any staff member that has had contact with the participant. • • However, remember the EC is responsible for daily case notes (pre -placement), once a week for the first 2 months of employment (post -placement), and twice a month the next 4 months of employment (post placement) • Since the case loads are large, and several staff members will be responsible for the participant’s success, it is strongly suggested that all staff make an effort to write case notes. This ensures that all parties involved are aware of the participant’s status www. edsincorporated. com

Case Notes Must Indicate Who, what, where, when, why and next step ◦ Date of Contact (when) ◦ Type of Contact (how) ◦ Place of Contact (where) ◦ Who you contacted (who) ◦ What was communicated during the contact? (what) ◦ Why you had this contact (why) ◦ What is going to happen now? (next step) ◦ Note: Case notes should be updated daily. www. edsincorporated. com

Follow-up After the initial notes are made, the EC or EDSI Staff Member is responsible to conduct follow-up sessions to ensure that the issues are being resolved and goals are being achieved. www. edsincorporated. com

Case Notes “Do’s” Use grammatically correct language Be thorough yet concise End all case notes with the staff member’s initials and date Print and file case notes bi-weekly File case notes in chronological order with the most recent on top Record a closing note when a participant is no longer being serviced by EDSI Case notes should be documented daily www. edsincorporated. com

Case Notes Dont’s Falsify records Use correction fluid to alter documents Leave spaces or blanks Use excessive abbreviations Include the names of other participants in case records Make negative or derogatory remarks about participants, their family or service providers Use participant records to criticize or blame others, to defend oneself or to express feelings about the participant Delete information from a previous case note www. edsincorporated. com

Important Information Never, never be merely a documenter. The participant does not need someone to document what he/she does or does not do each day. He/she needs someone to motivate change and increase responsibility in his/her life. www. edsincorporated. com

Paid Work Experience www. edsincorporated. com

Paid Work Experience gives our job candidates the opportunity to work for an employer for up to 6 months to gain valuable skills and experience that will better qualify them for job opportunities. www. edsincorporated. com

PWE Work Sites When developing work sites, it is important to continue to cold call and maintain a site database When setting up the work site, ensure that all the necessary paperwork is complete When transitioning participants to PWE Sites, it is crucial to complete the following: ◦ ◦ ◦ Match the participant to the work site Track time Case notes Collect the timesheets on a weekly basis Submit timesheets for payroll www. edsincorporated. com

PWE Work Sites It is important to do site visits biweekly When setting up the work site, ensure that all the necessary paperwork is complete participant evaluations are completed at the sites (4 weeks) www. edsincorporated. com

How can Paid Work Experience benefit the employer? Comprehensive Internship Program Use 4 weeks of a job candidate’s PWE as an internship at no cost to the employer Employer can use this time as a training period for the job candidate Employer assesses the job candidate’s job performance, work ethic and attendance At the end of the 4 week period, the employer has the option of hiring the job candidate www. edsincorporated. com

Comprehensive Internship Selling the program ◦ Utilize it as an additional tool when meeting with employers ◦ Present the program as another option for employers who might have financial restraints, or are reluctant to commit to hiring our participants initially ◦ Highlight the potential training and financial benefits for employers www. edsincorporated. com

Wage Subsidy www. edsincorporated. com

Wage Subsidies Subsidized Employment is similar to on-thejob training in that wage subsidy is negotiated with the employer. Subsidized employment contracts can only be written for jobs which offer at least 30 or more hours per week. Subsidies can be offered to employers when the entry level wage is at least $8/hour. www. edsincorporated. com

Employer Payments and Agreements Subsidized Employment reimburses employers: 100% of the newly-hired employees’ gross wages for the first 30 days of employment 75% of the newly-hired employees’ gross wages for 31 -60 days 50% of the newly-hired employees’ gross wages 61 -180 days www. edsincorporated. com

Labor Standards Employees served through a subsidized employment contract must be compensated by the employer at the same rates as similarly situated employees and trainees. Employer must assure that no currently employed worker will be displaced by the employee named in the subsidized employment contract. www. edsincorporated. com

Commitment to Retain the participant Employers are expected to make a good faith effort to retain the participant as a permanent employee. Vendors are prohibited from entering into subsidized employment with previous subsidized employers who failed to provide newly hired employees with long-term employment as regular employees with wages, benefits and opportunity for advancement. www. edsincorporated. com

Affirmative Action The employer must have a positive record with regard to affirmative action and equal employment opportunity. www. edsincorporated. com

Unemployment Compensation Employers entering into a subsidized employment agreement are required to ensure that unemployment compensation coverage is maintained. Employers must be in accordance with their current tax obligations. www. edsincorporated. com

Sample Employer Agreement The employers must complete the subsidized employment pre-contract award survey. An agreement must be signed before hiring a prospective employee for subsidized employment. www. edsincorporated. com

Tax Credits www. edsincorporated. com

Tax Credits Tax credits are available to for-profit companies If you are interested in more information on tax credits, please visit: http: //www. dli. state. pa. us/landi/cwp/vie w. asp? a=129&Q=67287&landi. PNav. Ct r=|1063|1300|#2646 www. edsincorporated. com

Tax Credits Federal Tax Credit Welfare to Work ◦ Year 1 (35% of first $10, 000 in wages) = $3, 500 ◦ Year 2 (50% of first $10, 000 in wages) = $5, 000 www. edsincorporated. com

Tax Credits Work Opportunity Tax Credit (WOTC) ◦ Credit 40% of first $6, 000 in wages = $2, 400 www. edsincorporated. com

State Tax Credits Employment Incentive Payment (EIP) ◦ Year 1 (30% of first $9, 000 in wages = $2, 700) ◦ Year 2 (20% of first $9, 000 in wages = $1, 800) ◦ Year 3 (10% of first $9, 000 in wages = $900) www. edsincorporated. com

Ascend Staffing www. edsincorporated. com

Ascend Staffing is a company that will do the recruiting and hiring for all of your staffing needs. www. edsincorporated. com

Benefits of Ascend Staffing for Employers Ascent takes the burden of recruiting and hiring away from the employer Ascend takes the responsibilities of Payroll, Worker’s Compensation and Unemployment Insurance away from the employer www. edsincorporated. com

Benefits of Ascend Staffing for Employers Ascend has access to a large pool of qualified applicants through EDSI Ascend has a proprietary assessment tool (OSAS) that allows us to better match qualified applicants to the specific hiring needs of the employer www. edsincorporated. com

Training Evaluation Now that you have completed the training, please complete the training evaluation. Please click on the following link: http: //www. surveymonkey. com/s. aspx? sm=6 Z 6 DW 1 Chg. A_2 f_2 f L_2 f 1025_2 b. K 4 Q_3 d_3 d www. edsincorporated. com