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Senior Community Service Employment Program
SENIOR COMMUNITY SERVICE E MP LO YMENT PR OG RAM LOST AGENCY AGREEMENT Type of Agency:_Public Organization X_Organization exempt under Section 501 (c)(3) Funding Source: State Y 9 9 9 ( )( ) — Federal Employer Identification Number(FEIN):- ' This Agreement is between:Alliance for Aging(Host Agency),and Unidad of Miami Beach(SCSEP Subgrantee) Nature of Community Service Assignment Job Title) CLERK The Maximum Number of Hours the Participant will Train Per Week 20 The Number of Participants to be Trained THE HOST AGENCY AGREES: ❑ To establish a detailed training plan and work schedule for a meaning training assignment,complete and maintain participant time sheets, notify the SCSEP staff of any schedule changes and conduct periodic performance evaluations. ❑ To furnish any tools,equipment and supplies required by participants to perform their assignments. ❑ To assist participants with their transition to unsubsidized employment by considering them for regular employment when vacancies occur or when new positions are created. ❑ Participants may be reassigned at any time when it is in the best interest of the program,the host agency or the participant. ❑ The participant will not work in a building or surroundings or under conditions which are unsanitary,hazardous,or dangerous to the participants=health or safety. ❑ To allow participants to attend periodic meetings during regular working hours and to allow participant supervisors or a designated representative to attend host agency supervisor meetings. ❑ The participant will not result in displacement of currently employed workers,including partial displacement such as a reduction in hours of non-overtime work,wages or employment benefits and will not employ or continue to employ any participant to perform work,which is the same or substantially the same as that performed by any other person who is on layoff. ❑ Not to discriminate against a participant because of race,color,religion,sex, national origin,or disability and to ensure that participants do not volunteer or bank hours. ❑ To report all on-the-job accidents to the SCSEP office within 24 hours,complete an accident report,and provide all requested follow-up. ❑ Participants cannot engage in partisan oir non-partisan political activities during hours for which they are paid with SCSEP funds. ❑ Participants will not be assigned to work involving the construction,operation,or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship or to work which primarily benefits private,profit-making organizations. ❑ To follow policies,procedures,and practices established by the SCSEP project pursuant to federal law and regulations. ❑ The participant will not work at a site for a person who works in an administrative capacity,staff position,or community service position if a member of that person=s immediate family is engaged in a decision-making capacity(whether compensated or not)for the agency. ❑ To complete a SCSEP Customer Satisfaction Survey as required. Miami Beach City Hall Phone#305-673-7000 FAX:#305-673-7754 Address. 1700 Convention Center Drive City Miami Beach State FL Zip 33139 Host Agency Representative=s Signature Jimmy L. Morales ate 07/01/2013 SCSEP Representative=s Signature Raymond Adrian Yuuj nand adYiaa Date 07/01/2013 DOEA SCSEP Host Agency Agreement Revised 0612004 SENIOR 4&MUNITY SERVICE EMPLOYMEN OGRAM HOST AGENCY AGREEMENT Type of Agency:_Public Organization X_Organization exempt under Section 501 (c)(3) Funding Source: State Federal Employer Identification Number(FEIN):_ This Agreement is between:Alliance for Aging(Host Agency),and Unidad of Miami Beach(SCSEP Subgrantee) Nature of Community Service Assignment Job Title CLERK The Maximum Number of Hours the Participant will Train Per Week 20 The Number of Participants to be Trained THE HOS T A GENC Y A GREES: ❑ To establish a detailed training plan and work schedule for a meaning training assignment,complete and maintain participant time sheets, notify the SCSEP staff of any schedule changes and conduct periodic performance evaluations. ❑ To furnish any tools,equipment and supplies required by participants to perform their assignments. ❑ To assist participants with their transition to unsubsidized employment by considering them for regular employment when vacancies occur or when new positions are created. ❑ Participants may be reassigned at any time when it is in the best interest of the program,the host agency or the participant. ❑ The participant will not work in a building or surroundings or under conditions which are unsanitary, hazardous,or dangerous to the participants=health or safety. ❑ To allow participants to attend periodic meetings during regular working hours and to allow participant supervisors or a designated representative to attend host agency supervisor meetings. ❑ The participant will not result in displacement of currently employed workers,including partial displacement such as a reduction in hours of non-overtime work,wages or employment benefits and will not employ or continue to employ any participant to perform work,which is the same or substantially the same as that performed by any other person who is on layoff. ❑ Not to discriminate against a participant because of race,color,religion,sex,national origin,or disability and to ensure that participants do not volunteer or bank hours. ❑ To report all on-the-job accidents to the SCSEP office within 24 hours,complete an accident report,and provide all requested follow-up. ❑ Participants cannot engage in partisan or non-partisan political activities during hours for which they are paid with SCSEP funds. ❑ Participants will not be assigned to work involving the construction,operation,or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship or to work which primarily benefits private,profit-making organizations. ❑ To follow policies,procedures,and practices established by the SCSEP project pursuant to federal law and regulations. ❑ The participant will not work at a site for a person who works in an administrative capacity,staff position,or community service position if a member of that person=s immediate family is engaged in a decision-making capacity(whether compensated or not)for the agency. ❑ To complete a SCSEP Customer Satisfaction Survey as required. Miami Beach City Hall Phone#305-673-7000 FAX:#305-673-7754 Address. 1700 Convention Center Drive City Miami Beach State FL Zip 33139 Host Agency Representative=s Signature Jimmy L. Morales A Date 07/01/2013 SCSEP Representative=s Signature Raymond Adrian :Wmpnand ad-aaa Date 07/01/2013 DOEA SCSEP Host Agency Agreement Revised 0612004 i i SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM HOST AGENCY AGREEMENT Type of Agency:_Public Organization X_Organization exempt under Section 501 (c)(3) Funding Source: State Federal Employer Identification Number(FEIN):_59-2110264 This Agreement is between: Miami Beach City Hall. (Host Agency)and Unidad of Miami Beach(SCSEP Subgrantee) Nature of Community Service Assignment(Job Title) CLERK The Maximum Number of Hours the Participant will Train Per Week 20 The Number of Participants to be Trained i THE HOST AGENCY AGREES: U/To establish a detailed training plan and work schedule for a meaning training assignment,complete and maintain participant time sheets, /notify the SCSEP staff of any schedule changes and conduct periodic performance evaluations. ❑ To furnish any tools,equipment and supplies required by participants to perform their assignments. To assist participants with their transition to unsubsidized employment by considering them for regular employment when vacancies occur or when new positions are created. r� Participants may be reassigned at any time when it is in the best interest of the program,the host agency or the participant. The participant will not work in a building or surroundings or under conditions which are unsanitary, hazardous,or dangerous to the participants=health or safety. To allow participants to attend periodic meetings during regular working hours and to allow participant supervisors or a designated representative to attend host agency supervisor meetings. The participant will not result in displacement of currently employed workers,including partial displacement such as a reduction in hours of non-overtime work,wages or employment benefits and will not employ or continue to employ any participant to perform work,which is the same or substantially the same as that performed by any other person who is on layoff. Not to discriminate against a participant because of race,color,religion,sex,national on in,or disability and to ensure that participants do not 9 P P 9 9 Y P P volunteer or bank hours. To report all on-the-job accidents to the SCSEP office within 24 hours,complete an accident report,and provide all requested follow-up. Participants cannot engage in partisan or non-partisan political activities during hours for which they are paid with SCSEP funds. Participants will not be assigned to work involving the construction,operation,or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship or to work which primarily benefits private,profit-making organizations. ZTo follow policies,procedures,and practices established by the SCSEP project pursuant to federal law and regulations. /The participant will not work at a site for a person who works in an administrative capacity,staff position,or community service position if a member of that person=s immediate family is engaged in a decision-making capacity(whether compensated or not)for the agency. /To complete a SCSEP Customer Satisfaction Survey as required. Miami Beach City Hall Phone#305 673 7000 Fax 305 673 7754 Address. 1700 CONVENTION CENTER City Miami Beach State FL Zip 33139 Host Agency Representative=s Mayor Mattie Bower Date 7/01 /2012 SCSEP Representative=s Signature Raymond Adrian d lldn Date 7/01 /2012 DOEA SCSEP Host Agency Agreement Revised 06/2004 r SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM HOST AGENCY AGREEMENT Type of Agency:_Public Organization Organization exempt under Section 501 (c)(3) Funding Source: State X_ Federal Employer Identification Number(FEIN):_59-2110264 This Agreement is between: Miami Beach City Hall. (Host Agency)and Unidad of Miami Beach(SCSEP Subgrantee) Nature of Community Service Assignment Job Title CLERK The Maximum Number of Hours the Participant will Train Per Week 20 The Number of Participants to be Trained THE HOST AGENCY AGREES: t� To establish a detailed training plan and work schedule for a meaning training assignment,complete and maintain participant time sheets, notify the SCSEP staff of any schedule changes and conduct periodic performance evaluations. .6/ To furnish any tools,equipment and supplies required by participants to perform their assignments. To assist participants with their transition to unsubsidized employment by considering them for regular employment when vacancies occur or when new positions are created. Participants may be reassigned at any time when it is in the best interest of the program,the host agency or the participant. Zt The participant will not work in a building or surroundings or under conditions which are unsanitary, hazardous,or dangerous to the P P 9 9 Y 9 participants=health or safety. To allow participants to attend periodic meetings during regular working hours and to allow participant supervisors or a designated representative to attend host agency supervisor meetings. The participant will not result in displacement of currently employed workers,including partial displacement such as a reduction in hours of non-overtime work,wages or employment benefits and will not employ or continue to employ any participant to perform work,which is the same or substantially the same as that performed by any other person who is on layoff. Not to discriminate against a participant because of race,color,religion,sex,national origin,or disability and to ensure that participants do not volunteer or bank hours. To report all on-the-job accidents to the SCSEP office within 24 hours,complete an accident report,and provide all requested follow-up. Participants cannot engage in partisan or non-partisan political activities during hours for which they are paid with SCSEP funds. /Participants will not be assigned to work involving the construction,operation,or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship or to work which primarily benefits private,profit-making organizations. /To follow policies,procedures,and practices established b the SCSEP project pursuant to federal law and regulations. P �P � P Y P 1 P 9 /The participant will not work at a site for a person who works in an administrative capacity,staff position,or community service position if a member of that person=s immediate family is engaged in a decision-making capacity(whether compensated or not)for the agency. /To complete a SCSEP Customer Satisfaction Survey as required. Miami Beach City Hall Phone#305 673 7000 Fax 305 673 7754 Address. 1700 CONVENTION CENTER City Miami Beach State FL Zip 33139 Host Agency Representative=s Mayor Mattie Bower Date 7/01 /2011 SCSEP Representative=s Signature Raymond Adrian 5i.au mend ! Date 7/01 /2011 DOEA SCSEP Host Agency Agreement Revised 0612004 RESPONSIBILITIES OF HOST AGENCY SUPERVISORS Highlighted below are some of the areas that require the constant attention of the TRAINING SUPERVISORS who are responsible for Trainees. ABSENCE If a Trainee is absent due to illness for an extended period of time (ie. Hospital stay or prolonged illness) please notify you Project Director at UNIDAD of Miami Beach Senior Program ASAP. If the absence will include one or more pay periods, the pay roll department must be notified so as not. to expect a time sheet. If the Trainee goes to the Emergency Room or is hospitalized for any reason, even o n the weekend, the Trainees must submit to his/her local Project Director (and payroll)'a return to work paper signed by a physician, including the date the Trainee is permitted to return to his/her Host Agency Work-Training Assignment. This return to work note may be faxed to the local Project Director by the physician. If a Trainee misses days.from his/her training assignment due to illness, the Trainee may be required to submit to the local Project Director (and payroll) a return to work paper signed by a physician, including. the date the Trainee is permitted to return to his/her work-training assignment, before the Trainee may return to his/her Work-Training Assignment. NOTE: If a participant returns to the work-training assignment prior,to submitting the requested "return-to-work paper" OR before the designated date written on the "return- to-work paper" fro the doctor, the participant is considered to be "volunteering" his/her time and can not be paid for any hours at the work-assignment until the proper"return-to- work paper" has been received specifying the allowed return date. ACCIDENTS: If a Trainee has an accident on the Work-Training Assignment, please notify your & Project Director and UNIDAD of Miami Beach 305-866-0051. Please the Workers' Compensation Instructions to report the incident, even if the Trainee Does not think he/she is injured. EVALUATIONS: Periodically the Host Agency Supervisor will be required to evaluate the performance of the Trainee(s) assigned to their site. These performance evaluations should be completed in a timely fashion, reviewed with the Trainee, any comments added, signed by both the Supervisor and the Trainee, and returned to your Project Director. 'At the END of each Trainee's Training Assignment an exit evaluation will be required and promptly submitted to your Project Director. Miami Beach Hispanic Community Center (MBHCC) 1701 Normandy Drive Miami Beach, Florida 33141 Tel: 305.867.0051 Fax: 305. 867.0052 UNIDAD E-mail: Info(d)UNIDADMB.org OF,MIAMI BEACH' SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM (SCSEP) POLICY HANDBOOK for PARTICIPANTS and SUPERVISORS July 1, 2013 Funded by INEPARTIVEENT Of ELDER AFF`AXRS STATE OFTLORMA Senior Community Service Employment Program (SCSEP Sponsored by the State of Florida Department of Elder Affairs(DOER) Funded Nationally by the Federal Department of Labor, Employment& Training Administration(ETA) Revised July 1, 2012 I i Table Of Contents Tableof Contents ................................................................... SCSEP Welcome and Participant Introduction ................................. ■...■............■•e...■e......■.v......■v■s.a.............e.........e..■...■e...v....eaa..a■ A Why are we here together? Your Goal Program Goal .UNIDAD Introduction .......0 0 0 9...2.9 8..a.4.a0aa0 v....0 v.■...a......v...v..v a....e..ae.. a...■....aaa2as as a.....■v...■......................a..aaaaa aaa s as■..a e.........a a..a a a..■ 2 What is UNIDADIMBHCC? What are we doing? Commitment SCSEPoverview................................a.........e................................. 3 What is the SCSEP? Goals of SCSEP SCSEP History and Today ........................................................ ........................................................................................... 4 History Today SCSEPProcess.............................................................................. 5 What is the big picture and where am I? What are some of the Important roles and people I'll be working with? ProcessDescription ...................a.........e....................................... 6 Initial Assessment and Eligibility Determination Orientation/Intake Individual Employment Plan (IEP) Assignment to Work-Training Host Agency ............................... .7 Host Agency Work-Training Site Training Assignment Description (TAD) Evaluation/Monitoring Unsubsidized Employment What�Yr/Eat You Can Expect ■....e..v........e.............v..................................■ 8 Throughout your participation in SCSEP, you should expect people to be respectful. SCSEP Program Detail and Policies .........................s...s.L............■ e/ Things you must know about SCSEP and your benefits and responsibilities! Acceptance of Gifts Accidents Attendance i SCSEP Program Detail and Policies, cont. Background Checks Breaks at the Work-Training Assignment Change in Contact Information ......................................:... .......................................... ................................: �® Classroom and Educational Training Policy Compensation Computer and Internet Use Confidentiality ........................................................................... ........... " ...................................................:..........:...... .......... ........................... Direct Fund Raising/Revenue Producing .Discrimination Disciplinary Actions Drug Free Work-Training Site Policy .. .......... .............................. ................ ....................................:........... ......................... 12 -Policy for Participant Impairment Definition of Drugs Duration of Program Participation ....................................:. Eating....................................................:............... ............................. 13 Employment Funerals Grievance Procedure Grievance Procedure (Printed) ..........:................................... Holidays .............................:......... ...............................:.............................. .......................... ............ ............................... ......................... Host Agency Orientation Jury Duty or Court-Summons ................................ .............:... ........ ..... ................. ......................................... 16 Leave of Absence (LOA) Policy Mail / E-mail / Voice Mail Cell Phone Use Maintenance of Effort Travel ...........................................:....:.........:... ....................... . ......................................... ................. ...................... 17 Nepotism One-Stop Registration Obligation to Find.Employment............................................................ :.. . ...................................... .............................................................. �® Outside the SCSEP.Program Employment Overtime Paid Time Off/ Vacation / Sick Days Pay Checks and Earnings Statements.Personal Appearance................:...:...... - .......... ........ . .................................... .. 19 Physical Examination Physician's "Return to Work Notice Political Activities ............. ...:..............:..:.................:................... .............................. .......... ........ ... 20 Prohibited Additional Compensation QuarterlyMeetings ......................... .......................:.....................:. ...................... .............................:............ .............. . .............:.. 21 Reassignment (Transfer) Policy Referral of SCSEP Candidates Safety at the Work-Training Site �a SCSEP Program Detail and Policies, cont, - Smoking ............... ................ .......... ..............:................ ............ .................................................. 22 Standards of Conduct Supervision at the Work-Training Assignment ........................... ............................................. 23 Term of Project and Participation- Termination J Exit (SCSEP - for Cause) Termination / Exit (Work-Training Site) Time Sheets / Time Reporting Training Site Closure Training Site Hours ..................................................... ........... . ...... ...... ............. ..... 25 'Withholding Workers' Compensation g p p ° Review�7 ®f Terms... -- I - v¢vm¢■vov¢vmvv¢vvmvvvvm¢¢¢¢vv¢vv¢vvvvmem¢mmvvvv¢vv¢¢vvee¢veem¢vv¢¢¢mmvmvv¢vvmm¢vsvmvvve¢vvm¢v¢vvm¢mm¢mme 26 - Project Sponsor Project Director Participants Host Agency Host Agency Training Supervisor Job Club Workshop WIA Sample Forms Participant Supervisor Enrollment Welcome .Letter Host Agency Agreement Orientation Form Community Service Assignment Community Assignment Performance Appraisal Record Performance Appraisal.Record Political Activity Notice of Time Off Participant Assignment Time Sheet . Safety Review Political Activity. Initial Assessment and Individual Employment Plan SCSEP Participant Training Plan Sexual- Harassment Policy Income Eligibility - iii SCEP Welcome and Partlki D ant Xtroduction Why are we here together? Welcome to the SCSEP (Senior Community Service Employment Program). You are now a partner in the only National work-training and employment program exclusively for persons 55 and older. We are happy that you are able to participate in this work-training program. This handbook is designed to provide you with: ® An introduction to the organizations that are making it available to you; ® An overview of the program; e A description of the processes and stages of this program; © Your responsibilities and benefits; © Forms and other information you need to participate in this program. a Your Goal --Your.Goals in entering this program should include: ® Upgrading job skills and work experience by attending training sessions-and through a"work- training" experience providing community service; o Seeking improved employment opportunities beyond this program; ® Improving your living situation through paid training while connecting with your community and preparing for work; Pursuing the work and community related goals you may have; © Pursuing additional skill.improvement through programs and developing a comprehensive plan to do so: this plan is called the "Individual Employment Plan" (IEP), and we help you create Find unsubsidized employment. Program Goal The overall goal of this program is to help you build skills that _improve your ability to find employment. This goal is achieved by providing a combination' of useful part-time Work-Training Assignments and traditional training, while promoting transition to Unsubsidized Employment. To these ends,the combined partners goals are: To assist Participants in developing marketable skills so they may secure unsubsidized employment in today's market and remain self-sufficient for a longer, more vital life-span, and ® To assist the Host Agencies in providing needed Community Services that they would not otherwise be able to achieve without the help of the Participants. Additionally, other resources are often.available that will improve your ability to contribute to your community or to a.private organization and ultimately find work. Participants find that with these improved skills and experience, they obtain better employment. Furthermore, the-sponsor of this.program, UNIDAD through the Senior Employment Program, is excited about your participation.and can offer suggestions, support, and services -including resume-writing, interviewing skill development, workshops, etc. —to help you meet your employment goals. We are eager to work in collaboration with.you and the rest of our partners to achieve these goals. Introduction 2 iat is UNIDAD of Miami Beach, Inc. ? What are we doing? UNIDAD is a non.profit agency working to serve individuals, families, and communities by providing a variety of direct services to older adults in Miami-Dade, including qualified job seekers and businesses. Our Senior Employment program provides the training, personal skills, and job search techniques that will help you enter or re-enter the workforce as quickly and as easily as possible. Our mission is clear. . . To provide community based services designed to train,motivate and empower the mature job seeker; To maintain an active partnership with employers to increase employment opportunities for mature workers. The vision of UNIDAD of Miami Beach, Inc. is to serve as a comprehensive community service organization committed to the progress of the residents of Miami-Dade, in pursuit of the public good of the entire community. Recent achievements of the agency include: Last year, 6,185 residents used our information and referral services. The South Florida Workforce Miami Beach Career Center serves 3,786 unduplicated clients each year (17,051 service visits annually). An intensive nutrition and fitness education program is offered in elementary school classrooms with 3,200 children and 100 parents participating annually. A dental screening and treatment program provided screenings for over 3,468 elementary school children since 2004, with over 542 low-income children receiving treatment services to date. The New Generation Leadership and Workforce Institute is an innovative program for 250 at-risk,minority youth each year with 80 participating in the Summer Institutes. Various cultural arts programs are also offered. Our award winning senior employment program has placed over 500 seniors in training and employment programs at close to 100 non-profit agencies and found many seniors unsubsidized employment over the years. We won national recognition for having the highest rate of job placement and retention of any such program in the nation. Our involvement in this program area has extended the independence of many seniors and benefited many community organizations and their clients. Successfully managing a full-service One-Stop Career Center with funding from South Florida Workforce where we consistently meet or exceed the performance standards for comprehensive Career Centers assists us in bringing excellence to our senior employment programming. A $3.5 million oceanfront senior center is currently under renovation, located at 7251 Collins Avenue in Miami Beach in North Shore Park. Once completed,the North Beach Senior Center will provide expanded services to the senior population in Miami-Dade County. The City of Miami Beach and Miami-Dade County are supporting this effort, providing the beachfront building and $3.5 million for its expansion and renovation. The UNIDAD SCSEP program will operate from this new location in 2012, along with a wide variety of other services geared toward maintaining independent and healthy living for the seniors in our community. Commitment UNIDAD.and the Senior Employment Program are committed to working with you to achieve your work- related goals. We wish you the best of success! . SCSEP Overview, at is the SCSEP?. The SCSEP is a work-training and employment program which encourages and lengthens self- sufficiency by supplementing income while providing work-training; increased marketability;: and opportunities for and transition into unsubsidized.employment for.men and women ages 55 and over. In order to participate, an individual must fall within annually established Federal Income Guidelines. SCSEP is federally funded and monitored by the Department of Labor (DOL) through the Older American's Act Title V Program. Program services are administered and provided by DOL and Grantee organizations_like the State of Florida Department of Elder Affairs and UNIDAD of Miami Beach, Inc. . UNIDAD provides these services by partnering with local non-profit and government facilities, known as "Host Agencies,".the local county "One-Stop Career Center System" training and employment services.. local employers interested in hiring the mature worker, and the qualifying persons 55 and older, the "Participants," to create a universal service that will maximize the participants' ability to achieve.their employment goals. To qualify as a Participant for this program, you must meet certain requirements: ® Be 55 years of age or older; ® Have the qualifying level of income; a Be willing and able to provide community service and attend training; ® Be willing to develop a personalized"Individual Employment Plan" JEP) =- don't worry,we'll give you plenty of help and encouragement; a Understand your responsibility to seek and secure unsubsidized employment_as a condition of participation. Gals of SCSEP The goals of this program are to: ® Upgrade j ob.skills of the mature person for j ob placement; © Provide added income during work-training; o Help the.mature person get involved in his/her community; ® Provide the local program community with needed service; ® Help the mature worker find unsubsidized employment. - SCSEP History and Today History During the 1960s, President Lyndon Baines Johnson announced his "War on Poverty" campaign. The. Senior Community Service Employment Program (SCSEP), Title V of the Older Americans Act; was a product of that campaign. The program, which has been continuously funded since its inception, is a response to the unfortunate reality that many mature people seek work with outdated skills and that economic changes often result in mature persons losing g .wo rk or being for into retrrement before they are. financially ready. Additionally, many older workers especially women, may find themselves seeking work for the first time (or returning after many years of homemaking) because of family changes and in need of gaining updated skills: .Today SCSEP has been updated to take into account changes in the modem economy and to provide greater focus on the work-training aspects afforded to SCSEP Participants. Private companies ensure-success by updating.their policies and procedures to take advantage of more efficient methods and to keep pace with the changing social and economic environment. Similarly, SCSEP makes use of over 40 years of history while taking advantage of new knowledge and constraints in the.modern employment market. Experience has shown that mature persons can modernize and improve their-skill levels in a wide range of activities. Additionally, by working closely with SCSEP Participants to create a plan that aligns work-training with traditional leaming and other support services, SCSEP Participants can focus their efforts more effectively. The ultimate result is that SCSEP Participants can develop skills and behaviors that result in greater employability,-facilitating their transition into unsubsidized employment. Recently, changes have been implemented to make use of additional programs -and services to provide SCSEP Participants with more complete work-training and support.As they go through the initial" assessments and develop Individual Employment Plans (IEPs), SCSEP Participants will help to identify barriers they face, and then work with their Project Directors and use the IEP to,design specific plans to overcome those barriers whenever possible. These additional services are-designed to enhance not only job obtainment, but also retention. "Retention means keeping the unsubsidized job. The Project Director must do periodic follow-ups over a 15-month period to determine that employment_has continued and to collect wages information for average wage measurement. Participants are asked to save pay stubs and notify the Senior Employment Program of any changes in address and/or phone numbers,in addition to keeping the Project Director current on the status of the job during this follow-up period. This will greatly assist the Project Director in collecting this important follow-up information to complete the Participants' files after they have_secured employment. July 1, 2007, changes were implemented which reduce the time a Participant may be enrolled in SCSEP. Individual enrollments must average no more than 27 months in duration. In addition, Participants have 48 months life-time. to utilize the services of this.program. This means that it is imperative that Participants find unsubsidized employment as quickly as possible —hopefully within 3 to 9 months of enrollment, allowing for time remaining for additional assistance, should it be needed in the future. This time allowance will:be"monitored by the.DOL database for SCSEP and will take into account all work-training time accumulated from all SCSEP providers in the country for each Participant. It is vital to the success of each Participant in the attainment of their employment goals that they understand these restrictions, and that they work to achieve unsubsidized employment as quickly as possible. 31124)CSEP Process What is the big picture and where am I? What are Borne of the important roless and people I'll be working with? As a SCSEP Participant, it is very important that you have a good understanding of the process you are undertaking, as well as the terms people will be using around you. This section will present a simple visualization of the process from your point of view. Directly following this visualization is a brief description of some of the more important terms that you need to know as-you interface with people in the SCSEP program. Complete an application Orientation/Intake; review Call UNIDAD/MBHCC to of Eligibility-receive a of this Handbook; further learn how SCSEP can help personal interview- discussion of skills and tart you find employment provide documentation employment interests to determine eligibility; eligibility verified Develop Begin Work-Training Individual Training Assignment determined Employment Plan(IEP) Training Fork training at host Regular Monitoring visit Orientation/Intake; agency to keep track of Goal review of this opportunities Progress Handbook; further discussion of skills and emDlovment interests Classroom Skill Training Computer or GED or vocational,for example IEP Updates Job Seeking -Skill Training Unsubsidized Em, ployment On-the—Job or employer—Based Training Follow-up .Regular contact with you and your Employer Quarterly for purpose of:Job. Meeting Retention,Need for intervention;Job Keeping Counseling; Avers e Wa e g g s Initial Assessment [Application of Eligibility] and Eligibility Determination 6 This step consists of completing an Application of Eligibility including your background, work history, interests and skills, documentation of household members and income, a personal interview, and determination of your willingness and ability to utilize the program and achieve the program goal of unsubsidized employment. Your eligibility will be reviewed by our Verifier before you can complete the Intake at an Orientation Session or be sent for an interview at a prospective training assignment. Orientation/Intake Once your eligibility has been verified and your desire to achieve the program goals has been established, you will meet with the local Project Director who will conduct an in-depth review of your Initial Assessment which provides the foundation for your Individual Employment Plan (IEP) or step-by-step roadmap of training and related activities to bring you to an appropriate training assignment and ultimately, unsubsidized employment within three to nine months of enrollment; completion of the Intake packet, including a review of this handbook and an explanation of program policies and important forms. It is important that you ask all the questions that you might have during this process so that you have a full understanding of the goals and expectations of the program before being assigned to your training assignment. Individual Employment Plan (IEP) The Individual Employment Plan or IEP is the most important document that you will create in this program. You will create this IEP in conjunction with your Project Director. The IEP serves as your personal road- map to success and is designed to specifically assist you in meeting your goals and the goals of the program. You should refer to your IEP often throughout your participation to ensure that you are "on course." IMPORTANT: The IEP is an agreement similar to a contract. You are agreeing to participate in training and other activities and set goals. Your goals may stretch your current abilities, and this is very important and appropriate. Additionally, you want to make sure your goals are SMART by working with your Project Director. SMART goals are: = Specific = Measurable =Attainable =Realistic =Timely Your IEP may identify the need for vocational, GED, or computer training that requires attendance in a "classroom" environment where you may have workbooks, exercises, and reading assignments. Other skills training may require self-guided efforts. The number of learning opportunities that are available through the SCSEP Program varies by participant and is only limited by local resources. Refusal to follow through with steps outlined and agreed upon in the IEP is cause for corrective action. Participants and/or Host Agencies will be given a warning letter and a chance to return to compliance with the IEP; however, continued failure to cooperate in this process will result in the exit of the Participant and may result in cancellation of the Host Agency Agreement. Assignment to Work-Trainong Host A en�jy Once the program director has assigned you at an appropriate Host Agency and your IEP and Orientation have been completed, you will be sent for an interview. Both you and the Host Agency supervisor will be looking to make a match'. We will want the work-training assignment to provide the skills that we have identified as needed for you to be marketable in the type of employment in which you are most likely to succeed. You and the supervisor will be determining your suitability and/or fit.for that particular agency work-training assignment. Host Acpencv Work-T°a'nln Site The Host Agency Work-Training Site is the heart of the SCSEP Program.By training at a community-based organization, government agency, or non-profit agency, you are building the skills and behaviors you need to be successful in obtaining job keeping g a � p g rt. You.will learn the skills_required.for the trainin g site . position and receive performance feedback from your Work-Training Site Supervisor (and your Project Director). Lastly, work-training in a realistic "job erivironment" provides learning and feedback that will help you be successful long-term. .. Training Assignment ®escHption (TAD) Your Project Director works together with the work-training site to develop the Training Assignment Description or TAD, for each position. Participants spend 20 hours a week involved in.their work-training activities. These hours include work-training time at the assigned site and, possibly, other required program activities, like: computer classes, quarterly meetings, or Employer-Based Training, as stated in the IEP. The TAD, like the IEP, may only be updated with the approval of the Project.Director to meet the IEP, participant, and program goals. Evaluation/Monitoring SCSEP.is a work-training program. Honest and accurate evaluation is important to identify progress and satisfactory learning and to determine what additional activities or resources are needed to help.you be successful in finding unsubsidized employment. You and the host agency will periodically be monitored, your IEP will be updated, and you may even be transferred to another training assignment that is able to provide more extensive training needed to help you achieve success. Unsubsidized- Employment This is where you take an unsubsidized job off the SCSEP Program. This job may be with your training site or another employer. Unsubsidized Employment is the goal of the program and will provide you with additional benefits including increased income, continued independence, and personal satisfaction. Follow-uu Helping SCSEP Participants retain the jobs they have worked so hard to obtain is an integral part of the SCSEP Program. The Project Director or his/her assistant will contact you periodically, for up to 15 months after placement in unsubsidized employment, to see how you are doing in your job. The Project Director will also be asking for information on your earnings during.this time. Please remember to keep your pay stubs through-out this follow-up period so we can accurately complete our follow-up reports. Additionally, we may be able to recommend resources to help you overcome barriers that may affect your continued employment, including eetin with you and our employer to g g Y y help iron out issues, or we may be able to refer you to additional employment opportunities. : .h. at y U a n Expect Throughout your pardeipallon i'n SCSE , you should expect people t® be The following list is not intended to be all inclusive, but rather, to give you an example of how you can expect to be treated and to provide insight into the philosophy behind the services provided. You can expect to: �- - treated as a co-worker at a work-training site, NOT free help; ➢- Use your own good common sense: if you do not understand or something is not clear,ask for clarification from your Senior Employment Program Project Director or other UNIDADs' staff, ➢-- Have a suitable work-training assignment that coincides with your personal preferences,skills,life experience, AND one that will help you achieve the goals in your IEP; ➢-- Know about the work-training.site,its policies,people and programs,as well as what is expected of you; Pupate in updating ti1e IEP lY with Yohj ect Director to address newly identified needs or barriers to employment and resources to assist you in overcoming them; >- Obtain timely and effective skills training that is.appropriate for your plan and will support your ability to assume additional responsibilities at your work-training .site, as well as securing unsubsidized employment; --Have a safe,orderly and designated place at the work-training site that_is conducive to performance and learning; >--Have patient,respectful,thoughtful,and motivating guidance from an informed supervisor; >-=Have diverse learning experiences that will lead to increased capability to find unsubsidized employment. (This may require transfer to one or more..work-training assignments and will be documented in your IEP.) Program DetaH and Pof 'cles Things you must know about SCSEP and your benefits and responsibilities? Acceptance of Gifts Participants and members of their immediate families are prohibited from accepting gifts, favors, loans, free . serviees-, or other items of value, including money, intended to reward or influence official actions, from a client or employee of any agency which funds or has an Agreement with UNIDAD of Miami Beach, Inc. Any Participant who experiences a Work-Training Assignment related accident, must immediately report the accident to the Work Training Site Supervisor,and the Project Director. Even accidents that do not require medical treatment must be reported. The Supervisor will contact UNIDAD's Human Resources or his/her assistant at 305-867-0051, to report the accident. The Supervisor will then submit a written account of the accident to the Human Resources Staff using an Accident Report(found in the Host Agency Packet). Attendance Regular attendance is essential to the operation of the work-training site. Early notification of your ability to attend or arrive at your scheduled time allows managers and supervisors to plan staff and fill-in work. You are responsible for notifying both your site supervisor A1)your Project Director within a minimum of 30- minutes of the scheduled reporting time. Good attendance is an important factor of the IEP and performance reviews, is required to get and retain unsubsidized employment, and is necessary.to receive a reference when seeking unsubsidized employment. Any Participant absent from the work-training assignment for three consecutive. days without proper . notification'and authorization shall be considered to have resigned from the assignment and may be exited from.the SCSEP Program. In addition, recurring tardiness or absences will result in exit from the SCSEP Program. Background Checks Any background checks required.by a Host Agency will be completed and paid for by that Host Agency. Breaks at the Work-Traonong Assignment Whenever a Participant's work-training assignment is in excess of six (6)- hours in any one day, the Participant must take a minimum of a half hour break-for lunch, which must be shown on the time sheet.- When a Participant takes a break for lunch, indicate the time left and the time returned to the assignment on the time sheet. This is unpaid lime. Each Participant may choose to take a 15 minute break per four to six hour day(this time is included in the hours worked). 1® Hours on Assignment Paid 15 minute break Unpaid 30 minute break Up to four (4) hours in any one 15 minute break may be taken day . wIl$hout signing out and back in on time sheet. In excess of six (6) hours in any . 3 0 minute [minimum] lunch break one day must be taken; Participant must sign out and back in on time sheet. Change on Contact Information Each Participant is responsible for notifying his or her local Project Director of changes in: ® Address ® Income o Household size ® Emergency contact information Vassroom and .Educational Training P®0°scy Participants may have classroom, instructor-led, training goals developed as part of the IEP. These may include*certification in a computer program or getting a-GED, for example. Other training may be required that is self-taught or self-paced through a computer lab, through group meetings. In all.cases, the training must be documented in the IEP. SCSEP may be able to pay for all or part of this training. Project Director will work with you to acquire the necessary documentation to submit for approval of payment prior to the beginning. of any such training. The Project Director will also assist.you with a separate time sheet for this training, the training facility trainer will sign the time sheet verifying the hours the Participant was in attendance, and the Project Director must also sign the time sheet before it is faxed. These hours-will be a part of the Participant's 20 hours a week and are not considered hours in addition to the work-training assignment. All training of a SCSEP Participant must be documented for the SCSEP project even if funded through other sources or self-led. Compensation SCSEP is a work-training program and wages are fixed.at the minimum wage level: whichever is higher of the State or Federal current minimum wage. This amount is not subject to change based on individual performance. Computer and Internet Use Computers should be used for training purposes, only, including research and work-training assignments. Computers should not be used for personal use or entertainment. Training site policies must be followed. Internet access at your Work Training Site is for business and training purposes, ONLY. Personal or entertainment use of the Internet may result in disciplinary action, including immediate exit from SCSEP. Participants should keep in mind that computer resources are owned by the training site and can be searched at any time. If a Participant notices anything questionable when using the computer or internet, he/she must report it immediately to the supervisor. ConfidenUality Confidentiality of work-training site information, procedures, staff and clients is required. Confidentiality policies of the training g site will be explained and followed, however, sound judgment is also required. Participants will sign-a Confidentiality Statement during Orientation with the Project Director, and may also be required to sign a Confidentiality Statement during orientation at the work-training site. A breach in confidentiality is grounds for exit from the SCSEP Program. Direct Fund Raising/Revenue Producing Participants may not be involved in direct fund raising/revenue producing activities for the Host Agency. Trainees may not handle receipts from the sale of items for fund raisers, utility bills, nor solicit funds in the name of the Host Agency. . Discrimination Training site discrimination based on race, creed, color, sex, age, disability, national origin, religion, political affiliation, ethnicity, sexual orientation, HIV Infection, AIDS Related Complex or AIDS, as governed by applicable State and Federal laws, is prohibited. Additionally, training site sexual harassment is prohibited. SCSEP Participants must report discrimination or harassment to the local Project Director. It is. also the policy of UNIDAD and the Senior Employment Center Offices that no person be excluded from participation in this program because of race, creed, color, sex, age, disability, national origin, religion,political affiliation, ethnicity, sexual orientation, HIV Infection, AIDS Related Complex or-AIDS. . Drug Free .Work-Training Site Po jcy The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited at the UNIDAD offices and while on assignment at any other Host Agency assigned by Project Director. This policy is part of the UNIDAD of Miami Beach, Inc.' Personnel Practices. Policy for Participant ITpairment: ® . If a Participant of UNIDAD appears to be impaired while on duty, his/her Supervisor shall remove him/her from the Work-Training Site and inform the Project Director immediately. o If a Participant appears to be impaired for reasons other than drugs or alcohol, the Project Director shall request that the Participant obtain a physicians release before the Participant may return to his/her work-training assignment. ® If the use of drugs or alcohol is suspected, the Project Director may require the Participant to submit to a drug/alcohol screening. If the screening reveals the presence of illicit drugs, prescription drug levels-at an abuse level, or prescription drugs which are not prescribed for the'Participant, or alcohol, the Participant must pay for the testing. If the Participant shows no evidence of drugs, UNIDAD will pay for the testing.Refusal to submit to testing, when required by the Supervisor and/or the Project Director, is grounds for immediate dismissal: 1. If a Participant's screening reveals the presence of alcohol and/or drugs, UNIDAD may require the Participant to submit to an assessment of his/her substance use; 2. UNIDAD has the right to require the Participant to adhere to the.recommendations of the assessor, to release information to UNIDAD to.confirm such;as a condition of continued enrollment; 3. UNIDAD assumes no financial responsibility for assessments, counseling, or treatment (Project Director or counselors in Chemical Dependency Program may be made available. in the Miami- Dade'area to assist the Participant in identifying needed resources); 4. Any Participant who is convicted of any criminal drug statute must notify the Agency, in writing, of such conviction no later than five days after said conviction: UNIDAD will notify any pertinent licensing boards, as.required by law; 5. Should the Agency provide a drug free awareness,program for Participants, attendance at an in- service on this subject will be mandatory. Definition of Drugs: © "'Illegal.Drugs are defined, for the purposes of this policy, as any drug that is either not legally obtainable or is legally obtainable, but has not been legally obtained. The term includes prescribed drugs not legally.obtained, prescribed drugs not being used for prescribed purposes, prescribed drugs being used by a person other than the prescription holder, and marijuana. Legally prescribed medications are not covered under this policy and are permitted to the extent that their use does not adversely affect the Trainee's work ability, Training Assignment performance, or the safety of others in the Training Site. ® The policy does not apply if the illegal drug is prescribed or authorized for the Trainee (using or possessing it) by a Medical Practitioner while acting in the course of his/her professional practice,- and such illegal drug is used by the Trainee at the prescribed or authorized dosage level, and such level is.consistent with the safe performance of the Trainee`s duties: duration ®f Program ParticipaUon 13, The length of time a SCSEP Participant is in training with the SCSEP depends upon his/her goals as represented on the IEP. If a SCSEP Participant is not engaged in meeting the goals.of the fEP or with job search activities, there is cause for exit from the program. In addition, the Federal Guidelines limit the duration of participation to an average of 27 months for an individual enrollment and a maximum of 48 months life-time. Eaten The policies of the Work-Training Site must be followed.In general, do not eat or drink in computer labs or around expensive equipment. If you have any doubts, ask your,supervisor. Employment SCSEP Participants ARE ht®T' employees of the SCSEP :or the Work-Training Site Agency. This Handbook, associated procedures, forms, etc. do not constitute a "work" contract or a guarantee to obtain work. SCSEP Participants who exit the program are not entitled to unemployment compensation. Funeral SCSEP Participants may be excused to attend funerals. You must notify your Work-Training Site Supervisor and your Project.Director as soon as possible before leaving or missing work-training. As with other types of absences, the Participant may make up the missed hours with-in the same pay period. (Grievance Procedure SCSEP Grantees, because we are federally funded, are required to provide the Participant with a formal process to file a grievance or complaint. Any SCSEP Participant who believes that he/she is the victim of harassment, discrimination, or dangerous/abusive treatment, must begin following the procedure steps as soon as possible following the event. During your orientation and enrollment appointment the following Grievance Procedure will be explained to you by the Project Director. I Title V COMPLAINT RESOLUTION PROCEDURES 14 In accordance with the UNIDAD of Miami Beach,Inc.,Inc., Senior Employment Program'Title V Program, any Applicant or Participant may file a grievance if he/she believes him/herself to be the subject of discrimination on the grounds of race, creed, color, sex,age, disability,national origin,religion,political affiliation, ethnicity, sexual orientation, HIV Infection,AIDS Related Complex or AIDS. In addition,a grievance can be filed if an Applicant or Participant believes him/herself to be the subject of differential, irregular, or illegal treatment. Senior to must have copy of Policy Handbook upon enrollment, each senior shall be given a copy of the Senior Project's written personnel policies and procedures, including procedures for resolving a complaint by a Senior. If changes are made in a project sponsor's policy handbook and procedures, each senior shall be given a copy of current policies. If the project sponsor or project director proposes to take an adverse action against a senior,the sponsor shall notify the deputy of director of senior program. The steps of the grievance procedure are as follows: Step 1. The Participant/Applicant [hereinafter referred to as,"Complainant"] who has a grievance will VERBALLY discuss the grievance with the Project Director within five working days after knowledge of the grievance or reason for the grievance has occurred.The Project Director will attempt to act on or resolve the grievance within five working days. Step 2. If the-Project Director fails to act on or resolve the grievance within five.working days, it may be submitted by the Complainant,17V WRITING, to the Executive Director of UNIDAD of Miami Beach, Inc., 1701 Normandy Drive, Miami Beach, Florida 33141, within five working days. Step 4. The Executive Director shall consider such WRITTEN communication and hold a hearing to discuss the grievance with the Complainant present. In addition to being� p g present,the Complainant will also have an opportunity to call witnesses on his/her own behalf. This will take place Within ten working days of notice to the Executive Director of UNIDAD. The Executive Director will submit his/her decision within 15 working days. Step 5. If the issue alleging violations of law, other than discrimination, still remains unresolved within 60 days as a result of the combined complaint resolution procedure of a Project Sponsor(UNIDAD of Miami Beach, Inc., Inc.),the Complainant may file the grievance with the: United States Department of Labor, Division of Older Worker Programs,Employment.and Training Administration,200 Constitution Avenue, N.W.,Washington, D.C.20210. Step 6. A complaint alleging discrimination on the basis of race,creed, color, sex, age, disability, national origin, religion,political affiliation, ethnicity, sexual orientation,HIV Infection,AIDS Related Complex, or AIDS which is not resolved within 60 days as a result of the combined complaint resolution procedure of a Project Sponsor(UNIDAD of Miami Beach,Inc.,Inc.),may be filed,with: Director, Office of Civil Rights, U.S. Department of Labor, Washington,D.C. 20210. - U.S. Department of Labor Review U.S. Department of Labor regulations which govern the Senior Community Service Employment Program(SCSEP) (20CFR674.324)provide that except for complaint alleging violations of the law for complaint alleging discrimination as described in Section 12 of this Policy and Procedure,the department shall limit its review to determine whether the appeals' procedures of a the Project Sponsor,the LTNIDAD of Miami Beach,Inc., Inc., Title V Program,were followed. Participants Signature Date. Project Director Date Holidays There are no holidays paid by the Program as of July 1, 2006. Host Agency Closings: if the host agency in which a participant works closes for a holiday, the participant may: (1) Make up the time during the pay period. This must be arranged in advance with the host agency supervisor and approved by the Project Director. OR (2) Take the time off without pay. The Time Off form must be completed and approved by the host agency supervisor and Project Director. NEW YEARS DAY LABOR DAY Dr. MARTIN LUTHER KING'S BIRTHDAY THANKSGIVING DAY WASHINGTON/LINCOLN BIRTHDAY COLUMBUS DAY MEMORIAL DAY VETERANS DAY INDEPENDENCE DAY (4th of July) CHRISTMAS DAY No Participant may work or be paid for working on these holidays. When a Holiday falls on a Saturday, it is observed on the preceding Friday; those falling on a Sunday, are observed on the following Monday. Host Agency orientation- The Host Agency Supervisor will provide an orientation for all Participants upon their first day of Work- Training. This orientation will include, but not limited to: © information on the Agency background and purpose, ® the services it provides to the community, ® the location(s) and use of fire extinguishers and alarms, m the posted designated route(s) of escape in the event of a fire, ® a review of all other severe weather and disaster action plans. 16 Jury Duty or Curt Summon When a Participant.is summoned to serve.fury Duty, he/she will be paid for the normally scheduled Work- Training Assignment hours for that day as follows: ➢-- --Participant must attach to his/her time sheet a statement signed by an appropriate Court Officer; ➢---- --amount received from the court will be deducted from the daily earnings,not to.exceed the total daily earnings; >----- This does not apply if the Jury Duty occurs at some time other than when the Trainee is regularly scheduled to be at the Work-Training Assignment in the SCSEP. A Participant must honor any and all subpoenas or summons for court appearance issued to him/her including cases of.Workers' Compensation, Unemployment Compensation Hearings,_and summons due to personal involvement such as a traffic violation. Participants will not be paid for training missed due to _such subpoenas or summons.' However, as with other types of absences,the Participant may make up the missed hours with-in the same pay period, if possible. Leave ®f Absence (L®A) P011Cy Participants may take a leave of absence from their Work-Training Site with the,approval-of the local Project - Director, and adequate notice must also be given to the Work-Training Site Supervisor. A leave may be granted for up to 30-days. A Participant who is unable to return to the Work-Training Assignment within 30 days will be exited from the SCSEP. At such time as the Participant is able to return, he/she will be considered for re-enrollment, but re-enrollment is not guaranteed. If this LOA was the result of a health related problem, the Participant must also present a "Return to Work Release" statement signed by a physician and stating the specific date the Participant is permitted to return to the SCSEP Program. MaH D E.-maH Vooce Maio Ceoo Phone Use The addresses for UNIDAD, your local Senior Employment Center, or your Work-Training Site are not to be used for personal mail. Mail equipment, postage, and mail supplies are not to be used. Your Supervisor may allow limited e-mail use. Agency voice mail should not be used for personal messages.. Your cell phone should not be used to make personal calls when you are at your Work-Training Assignment. Excessive use of your cell phone on assignment is cause for exit from the SCSEP. Travel A Participant will be paid mileage if there is a need to travel over 15 miles, each way, to a Quarterly Meeting or a Training Activity. To be reimbursed for mileage, a Participant must submit a Mature Services' Mileage Report showing the total.miles driven each way. Payroll will make. the appropriate calculations for reimbursement. Reimbursement will be for miles in excess of 15 miles each way. No one is paid for the first 15 miles. In addition,proof of auto liability coverage, as set by the State of State of Florida, and a copy of a valid driver's license must be on file at UNIDAD to. save money, we. request that Participants t ry to car pool to meetings whenever possible. The Lost Agency mast pay for any mileage required in performing any regular Work=Training Assignment duties. In this case, a Participant must also supply proof of auto liability coverage, as set by the State of Florida, and a copy of a valid driver's license. Additional coverage.may be required. Nepotism Participants cannot be related to any Work-Training Site Supervisor.or Administrative Staff and may not be assigned to any such agency. Federal Regulations prohibit a person who works in a decision-making capacity (whether compensated or not) to hire immediate family members. This also applies to positions of an administrative capacity, staff position, or community service position funded by SCSEP. One-Stop Registration Participants in SCSEP are required to register.at the Local County One-Stop office for employment services immediately upon enrollment in SCSEP and as.stated in the IEP. In addition, Participants are required to update their enrollment a minimum of every 120 days to remain active in the Job Matching System while in the SCSEP and/or until unsubsidized employment is secured ®blagati®n t® Fend Employment . SCSEP Participants are required to seek employment as a condition of participation in SCSEP, and each, IEP.specifies the agreed upon steps to be taken in this pursuit. Failure to meet the obligation to seek and find employment will result in exit from the SCSEP Program. -- following-activities are required: ® Attendance at meetings and trainings as agreed; Rotational assignments (work-training sites) as applicable to meet the goals of the IEP; ® Commitment to employment — applying for jobs, using available resources to identify opportunities., participating in-job seeking skill workshops or Job Club, taking classes to enhance skills and marketability, etc. Outside the SCSEP Program Employment Applicants IIIST-BE UNEMPLOYED.at the time of application. If a Participant becomes employed, either full- or part-time, while enrolled, he/she will be immediately exited from the SCSEP as having obtained unsubsidized employment. Participation in the Foster Grandparent Program, the Senior Companion Program, the Senior Demonstration Programs, and the Retired Senior Volunteer Program are not considered employment under the SCSEP. Participants may not be assigned to a work-training assignment where they are volunteering in one of these programs. Overtime Overtime is not permitted under SCSEP regulations. Participants may not exceed eight (8) hours in any 24- hour period at the Work-Training Assignment. Work-Training Sites are not permitted to provide any form of additional compensation to SCSEP Participants. Such compensation is considered unsubsidized employment which requires the exit of the Participant. SCSEP Participants may not volunteer at their Work- Paid Time Off / Vacation / Sack Days --re is no paid vacation, paid time off, or paid sick leave for SCSEP Participants. SCSEP Participants may make up missed hours or days during the same two-week pay period without loss of hours/compensation. All absences must be approved by the local Project Director and the Work-Training Site Supervisor as soon as possible. In addition, the Work-Training Site Supervisor must determine that there is enough work for the hours to be made up. If the hours/days cannot be made up during the same two-week pay period, they will not be able to be made up. Banking of hours is prohibited and constitutes falsification of a time sheet or fraud, and is cause for immediate exit of the Participant from SCSEP and possible cancellation of the Host Agency Agreement. Pay. Checks and Earnings Statement UNIDAD of.Miami Beach, Inc. operates a computerized payroll system based on a bi-monthly schedule. A Participant may select either to receive a paycheck in person, by mail. Picking app Pay Checks: Pay checks are available for pick-up between the hours.of 8:30 am and 5:00 pm on Payday at the Business Office at.1701 Normandy Drive,.Miami Beach, Florida. Participant paychecks may also be picked up Monday through Friday after each payday between the hours of 8:30 am and 5:00 pm, at the Business Office of UNIDAD of Miami Beach, Inc. 19 Pay checks or statements of earnings are also mailed. Pay Checks are mailed on 15 'and the end of the month - day prior to each Payday. There are a total of 24 pay dates per year. It takes two weeks to process a time sheet. This means a Participant will receive a check two weeks after turning in a time sheet and every two weeks thereafter'as long as the Participant is in the Program and submits time.sheets by the processing deadline: by 5 pm the end of a pay period. Pe�°s®nal Appear'ance SCSEP Participants are.expected to adhere work-training site dress codes and norms. You are advised to dress appropriately and exercise excellent hygiene as it improves how people perceive you and results in a better work-training environment. Your Project Director should be able to refer you to a Dress for Success or similar.agency to get appropriate clothing at little or no cost. Physical Examination Each Participant shall be offered the opportunity to take a physical examination after enrollment (start of work-training assignment) and annually. - physical is a fringe benefit and not an eligibility criterion. -- current maximum allowable reimbursement for "out-of-pocket" expenses is $40.00. -- results of the physical exam are the private-property of the Participant. -- Participant may, at his/her option, provide a copy of the . exam results to UNIDAD/MBHCCA Participant may waive the physical exam, which will be documented through a signed waiver. Physicians "Return t® Work NOUCe" A physician's ."Return to Work Notice" is required when a Participant is injured or absent due to an emergency room visit or hospitalization even if it occurs over the week-end. In addition, such a notice may be required for multiple days of absence due to illness. 20 Political Activ es, Projects that are funded by SCSEP may not involve political activities. SCSEP Participants and SCSEP. Staff are not permitted.to engage in partisan or non-partisan political activities during Work-Training Assignment hours. Political Activities are defined as "partisan association or affiliation with one particular political party" and refers to participation in campaigns or elections involving primaries, partisan ballots, or candidates. Participants are not permitted to participate in any of the following during Work-Training hours; ® Soliciting or selling political party tickets; m Engaging in partisan political activities in which they represent themselves as a spokesperson.of the SCSEP program of the State of Florida Department of Elders Affair or UNIDAD of Miami Beach, Inc., Inc.; ® Campaigning by writing literature, distributing materials, or making speeches on behalf of a candidate for partisan political office; ® Engaging in activities at the polls, such as soliciting votes; ® Lobbying to influence in any way any member of Congress or the Florida General Assembly. Participants are permitted to participate in any of the following when they are not at the Work-Training Site: ® Registration and voting; ® Expressing their personal opinion; ® Voluntarily contributing to candidates or organizations; o Attending open political rallies; Signing nomination petitions in support of individuals; Displaying signs or wearing political badges or buttons. Participants may work on Election Day at the polls for a County Board of Elections only if this procedure is followed: 1. --Participant does not perform his/her Work-Training Assignment at the Host Agency at any time on that day; 2. -- Participant advises his/her Work-Training Assignment Supervisor and the local Project Director in advance. Political Activities and Participant involvement are governed by Chapter 15 of Title V of the United States Code and by the Policies and Procedures of the Ohio Department of Administrative Services, Division of State Personnel. Questions concerning the United States Code should be made in writing to the Inspector General, U.S. Department'of Labor, Washington, D.C. All other questions concerning partisan politics or involvement with any candidate for partisan elected office should be addressed to the local Project Director prior to any involvement, Prohibited Additional, C®mpensato®n No reward, gift, or other form of compensation shall be received from any source for a SCSEP Participant's performance of his/her duties. This means that SCSEP Participants are prohibited from accepting additional work hours (with or without pay) or any other form of bonus. Again, this would be considered employment and,would require the exit of the Participant from SCSEP as employed. 21 quarteHy Meeting Project Directors are required to plan a Mandatory. Quarterly Meeting each quarter of the Program Year. Project Director will notify both the Participant and the Work-Training Site Supervisor of the date and time of each Quarterly Meeting at least one month in advance. Participants are required to attend these meetings. Participants who_fail to attend these meetings are subject-to disciplinary actions including a Warning Letter and Exit from SCSEP for cause. These meetings provide information and training that is helpful to the Participant, his/her health, safety, victim assistance, and activities leading to his/her unsubsidized employment. Reassignment (Transfer) Policy Periodically, the SCSEP Participant may be required to transfer work-training assignments due to any one or combination of factors, which include, but are not limited to: 0 Fulfillment-.of.IEP goals,the establishment of new goals or modifications of existing goals; ® Work-Training Site changes that require modification or elimination of training opportunities. This may happen when the "Training Assignment Description" (TAD) or the.Host Agency Agreement between the SCSEP Program and the Work-Training Site is modified or terminated. Changes in the TAD may not always allow for 30-day notice of impact to SCSEP Participants. ® Changes in SCSEP funding or the non-profit status of the Work-Training Site; ® General performance of the Participant and/or problems with the Work-Training Site; ® Re-evaluation of the Participant's skills and aptitudes that indicates a chan e in the Work-Train i n g Assignment. Notice of reassignment will be provided to the Participant and will include changes to the IEP: As such, the Participant should fully participate in the IEP changes and be fully aware. of impacts'to work-training assignments. Notification of pending changes will be provided to both the work-training site and the P - Participant.30 days in advance whenever possible. Changes in program funding or the status of a work- training site may require immediate reassignment. Referral of SCSEP Candidate Local County One-Stops and Host Agencies are encouraged to refer candidates that appear to meet the requirements of SCSEP to the local Project Director. However, the enrollment, assignment of Participants to Work-Training Sites, transfers and exits are the sole responsibility of the Project Director in concert with the Participant's IEP. Safety at the Work-Training Site SCSEP holds safety as a critical program element. The safety and welfare of Participants is paramount. No task is so urgent that time cannot be taken to do it safely. Participants and Work-Training Sites are expected to exercise good judgment in preventing accidents. -- following requirements should be followed at all times: 1. Follow every precaution and safety rule at the work-training site. 2. Report any accidents to your local Project Director. He/she will contact the HR person at.the UNIDAD Office to get the Workers' Comp. process started. FIRST, seek 22 first aid and support for any injuries, however minor they may seem, then report the accident to both your work-training site supervisor and your Project Director. 3. Report an unsafe conditions, work- training y ons, equipment, or practice at the work training site to your Project Director. 4. Read safety precautions provided by the program and the work-training site. 5. Use all personal protective equipment required for the tasks being performed, as well as protective/appropriate clothing. 6. Accept any opportunities to serve on safety committees, attend safety training sessions, and otherwise promote safe working conditions for yourself and co-workers. 7. Project Director will conduct an Annual Site Safety Inspection as required by SCSEP. Any problems observed during this inspection will be noted in the report, and the Host Agency Will be given directives for correcting the findings and time frames for completing these corrections. Failure to handle these corrections with-in the prescribed time frames will result in termination of the Host-Agency Agreement and re-assignment of all Participants. Smoking Smoking is prohibited in all UNIDAD of Miami Beach's facilities and vehicles. Participants are expected to follow the smoking policies of the Work-Training Site (Host Agency): If smoking is allowed at all, it should be kept to breaks. Taking frequent smoking breaks abuses the privilege of having breaks, limits your ability to perform the tasks associated with your work-training, and will likely lower your performance evaluations--affecting your ability to obtain unsubsidized employment. Standards ®f Conduct SCSEP Participants must adhere to high standards of conduct. Failure to adhere to these standards can result in your immediate exit from the SCSEP Program. Behaviors-to avoid include but are not limited to those listed below. ® Non-compliance with SCSEP Program Guidelines,which includes not attending Quarterly Meetings; m Refusal to participate in the_IEP process and/or adhere to the action plan therein; Refusal to look for and accept unsubsidized employment and/or sabotaging in interview; o Refusal.to cooperate in establishing eligibility; Intentional falsification of hours on a time sheet or other official records;. ® Refusal to-accept a different Work-Training.Assignment; © Non-compliance with substance abuse and/or the smoking policy; Refusal to cooperate at the work-training site, which includes: refusal to cooperate with the Supervisor, co-workers, or the inability or refusal to maintain confidentiality or to comply with the work-training site's policies; o Theft, abuse, damage, or willful negligence of work-training site property, equipment, or supplies; © Intentional disregard of safety practices; ® Frequent tardiness, unauthorized absences; 23 a Insubordination,which includes rude,obscene, or abusive behavior, and/or abruptly walking off the work-training assignment; ® Inability and/or unwillingness to perform the assigned duties; • Conviction of a felony committed while a Participant. A Participant may be exited from SCSEP by the Project Director. Supervision at the Work-Training Assignment The Host Agency must provide adequate supervision for Participants. If the assigned Supervisor is not on hand, there must always be a back up staff person present. No Participant should be the only representative on the premises at any.Most Agency. Term of Project and Participation Current funding for the SCSEP Program and UNIDAD of Miami Beach is only assured for one year at a time. While we anticipate continued funding, this funding is not guaranteed. Funding may be shifted to different organizations or areas when SCSEP positions are put out for bids. In this case, Participants may find that they will be transferred to other sponsors of SCSEP. Whatever the circumstances, SCSEP Participants are urged to take advantage of the services and training provided, and to seek unsubsidized employment in a timely manner. Termination/Exit (SCSEP ® for Cause) A SCSEP Participant may be dismissed(exited) immediately from the SCSEP Program at any time for negligence, failure to meet objectives mutually agreed upon by the Participant and the Project Director through the IEP and/or other activity agreements,including any or all of the items listed under"Standards of Conduct" listed above. Termination/Exit (Work-Training Site) Participants are expected to give the customary two-week advance notice when exiting from their work- training site assignment position. Exiting from the position without advance agreement with your Project Director, or in accordance with your IEP may result in your exit for cause from the SCSEP Program. If you experience problems at your work-training site, report them immediately to your Project Director. He or she will investigate the problem and work at rectifying the situation, or a transfer may be necessary. The participant may be put on "Administrative Leave" while a suitable work-training site is identified or developed that will meet the goals and plan in your IEP. A Work-Training Site Supervisor has the right to refuse to allow the Participant to continue the Work- Training Assignment at the Host Agency. He/she is not required to give notice. In this case, the Project Director will need to investigate the situation; request a written statement from the Supervisor describing what transpired to bring him/her to this decision, and may put the Participant on "Administrative Leave" .until a suitable work-training site is identified or developed that will meet the goals and plan in the IEP. If Participant Conduct has been a problem, the Participant may be exited for cause. 24 Tame Sheets Time Re ortin Each participant is responsible for filling out a time sheet on a daily basis. Both the-Participant and the Work-Trainin g Site Supervisor (or Alternate Supervisor) designated on the Host Agency Authorized Signature Form, ONLY, may sign the time sheet to verify that the hours reported are the correct hours actually on the assignment during that particular pay period. Time sheets will not be accepted without the Supervisor's signature and his/her tally of direct supervision hours [not to exceed 20% of the hours reported]. This is required for the In-Kind Match for the DOL Grant.- Time sheets must be faxed and received in the Payroll Office no later than 5 p.m. at the end of pay period to ensure timely processing. Should a supervisor or Alternate supervisor at the Host Agency change, the Project Director must be notified before a time sheet is submitted, and the new Supervisor's or Alternate Supervisor's signature and income information (on both the Authorized Signature Form and the Supervision Report) must be submitted to the Project Director and Payroll, so that the time sheet can be processed. Time sheets without Authorized Supervisor.Signatures in the UNID)AD data base will not be processed. Neither the Participant nor the Supervisor may sign for the other person. Signatures followed by initials of another person will not be accepted. Time sheets will be paid up to the faxing date and tinge, ONLY Days/hours not paid because they were not yet worked will have to be re-submitted after the days/hours have been worked in order to be paid. REMEMBER: Time sheets are legal documents. Submitting time sheets that report hours that were not actually worked constitutes falsification of a legal document (or fraud) and requires immediate correction. The Project Director is required to present a written warning to both the Participant and the Host Agency. Further violations will result in immediate-exit of the Participant and/or cancellation of the Host Agency Agreement. . The Payroll FAX number is: 305086700052 If a Fax Machine is not available,. time sheets may he sent toe Attention:-Payroll Coordinator UNIDAD/Miami Beach Hispanic Community Center 1701 .Normandy Drive Miami Beach, Florida 33141 Training Safe C�osure When a Work-Training Site is closed on a day that the SCSEP Participant would normally train, the Participant may, with the Supervisor's approval: ® Adjust the training schedule to make up the hours (in the same bi-week pay period); ® Make arrangements with the Project Director for alternate training that day. 25 Training Site Hours The Immediate Work-Training Site Supervisor, along with the Project Director and the Participant, will arrange the work-training schedule. The normal workweek will generally consist of a 5-day, 20-hour week, except for nominal adjustments to ensure equivalent hours per two-week period. However, SCSEP Participants and work-training site supervisors should consult with the Project Director to ensure the work- training schedule aligns with the Participant's goals, skills, and abilities as described in the IEP. State and Local rules regarding breaks must be followed, and break times may not be considered"paid training time." Withholding By law there are certain deductions that must be taken for the Participant's pay, such as: State, City Income, and Social Security Taxes. Other deductions are voluntary, such as: United Way contributions or deposits to a Credit Union or savings account, or are legally required by court order like garnishment of wages. Should a Participant need any additional information concerning a pay check or earnings statement, contact the Payroll Coordinator at 305-867-0051 or Fax 305-867-0052. Workers' Compensati®n UNIDAD pays for Workers' Compensation coverage for all Participants. The extent to which a Participant's claim is covered, or if a claim is covered, is determined by UNIDAD of Miami Beach Workers' Compensation. UNIDAD selected Compupay Insurance Services, Inc, 3450 Lakeside Drive, Miramar, Florida 33021- 954-874-4800 to manage the worker's compensation. Regardless of the location of the Participant, any work-training assignment related accident must be reported as outlined. A RevNew ®f Term The following terms are important for you to know and understand in this program. Refer to them as frequently as necessary and ask questions if in doubt. PROJECT -S PO N SO R o The Social Service/Human Service Agency that contracts with the US i Department of Labor/Employment and Training Administration and State of Florida Department of Elders Affairs to operate a Title V, SCSEP program. In this case the Projeet Sponsor is UNIDAD of Miami Beach, hc. PROJECT DIRECTOR© The local representative of UNIDAD's' Senior Employment who administers the SCSEP Program; including, not limited to: recruitin Participants g g and,Host Agencies; determining Eligibility; enrolling and assigning Participants to Host Agencies; developing appropriate- Work-Training Assignment Descriptions taking into consideration the needs and abilities of both the Host Agency and the Participant; providing customer service to Participants, Host Agencies, and Employers; . monitoring, handling problems, generating warning letters, assuring program compliance; providing Quarterly Meeting training, unsubsidized placements, and exits. PARTICIPANTS'. The men and women enrolled in any Title V, SCSEP Training Program. HOST AGENCY: The 501(c)(3) Non-.Profit or Government Agency where Participants will -be ° assigned for a minimum of 20 hours per week. This Agency does not employ (or pay) the Participant, but has agreed to be a .work-training site with UNIDAD's Community Service Employment Program (SCSEP). HOST AGENCY TRAINING S U P E RV X S®R a The person at the Host Agency who monitors the Participant's day-to-day activity. This person is the Direct Supervisor for the Participant's on- going work-training assignment and will train, as well as give feedback about performance, including completing-periodic evaluations. The Supervisor or a designated alternate person must provide supervision coverage at the work-training assignment site at all times. The Supervisor also reports any accomplishments, and problems to the Project Director and assists in developing training adjustments to meet the goals of the IEP. WXA: The Department of Labor program that funds Job Seeking Skills Training to help low-income individuals find Unsubsidized Employment, such as `employment and training programs offered by South Florida Workforce Investment Board One-Stop Miami Beach Career Center.