THIS PAGE lists guidelines, resources and links that program coordinators can consider when establishing a youth employment program.
What forms, procedures and practices are important for setting up a local youth employment program? Things to consider include:
1.) Establishing safety policies and practices. Things to consider include: compliance with best practices in maintaining workplace safety * workplace safety training * compliance with child labor laws * compliance with workplace safety laws * understanding workers compensation * policies regarding CORI reviews * company-specific policies and procedures * other safety policies.
- ESE Health and Safety Page: Visit the ESE website's “Health and Safety" web page at http://www.doe.mass.edu/ssce/safety.html , and click on the link for "Shop and Workplace Safety" for links to workplace-related safety information. Please review the safety requirements of your school system and your organization as you develop safety policies.
- Youth Employment Laws: One of the useful sites linked from the ESE Health and Safety web page is "Youth Employment Laws" at http://www.laborlowdown.com/ from the Office of the Attorney General. This is a useful site for youth and for program staff.
- ESE Advisory on CORI Law / Mandatory Criminal Record (CORI) Checks
on CORI: http://www.doe.mass.edu/lawsregs/advisory/cori.html. See #7b in the question and answer section for a discussion of school-to-work and vocational placements.
2.) Flow of information. What forms, letters, print materials and presentation materials do you use to communicate with students, employers, parents and the school community? Different programs have different needs, so you do not need to have all of the following items. Items to consider include:
- Program informational materials for students, parents, employers, school community (print materials, presentations, etc.)
- Program descriptions for the school's course catalog and website
- Memorandum of agreement or other "agreement" with each participating school
- Student application form
- Letter to parents
- Permission forms
- Emergency contact information form (or this information may be included in other forms)
- Student agreement (specifying details about the internship)
- Employer agreement or employer information form (specifying details about the internship)
- Placement form - matching on the placement screen in the database (or the needed information may be included on other forms)
- Work-Based Learning Plan - including job description, skills/tasks, reviews and goals
- Internship course materials, such as writing assignments, career research assignments and other materials
- Process for updating student portfolios or college and career plans
- Certificates or other recognition of participation
PLACEMENT FORMS: If you need a paper form for organizing placement information, here are two options that you can customize for your use. Many programs get all of the information they need from a student application form, employer information form, or other sources, but some programs want to have a "placement form" to summarize all of the placement information before entering it into the database. One version provides all of the fields on the placement screen in the database and the other provides just the fields that are required, recommended or commonly included for Connecting Activities program. Feel free to adapt either of these forms for your use.
- Placement Form with ALL fields on the screen: PlacementFormALL.doc
- Placement Form with selected fields: PlacementFormCA.doc
3.) Establishing management routines. What routines help you to keep track of students and employers as they move from initial interest to participation to program completion and follow-up? Do you reach out to participating employers for future placements and other activities? What routines help you to manage and market your program?
4.) Other issues to keep in mind
- Use of Unpaid Internships. Does your program make sure that unpaid internships provide an appropriate learning experience? (An unpaid work experience must be for the benefit of the intern, and the employer must provide learning opportunities commensurate with the value of the work performed by the intern.)
- Privacy and Confidentiality. Do your program routines respect the privacy and confidentiality of student information and employer information?
- Use of Grant Funds. Do your program practices comply with appropriate use of grant funds?
- Assurances in the RFP. Does your program comply with all of the assurances that were specified in the program's response to the Request for Proposals (RFP)?