HomeMy WebLinkAbout950168.tiffGOVERNOR'S JOB TRAINING OFFICE
720 South Colorado Blvd., Suite 550
Denver, Colorado 80222
Phone (303) 758-5020
FAX (303) 758-5578
January 5, 1995
Ms. Constance Harbert
County Commissioner
P. O. Box 758
Greeley, Colorado 80632
Dear Ms. Harbert:
SATE OF COLORADO
in. 27
CI
Roy Romer
Governor
Leslie S. Franklin
Director
Attached is the final monitoring report of the Program Year 1993 Summer Youth
Employment and Training Program for Weld County Department of Human
Resources.
This review was conducted on June 24, July 12-15, and August 17, 1994, by the
Governor's Job Training Office in compliance with the Job Training Partnership Act,
Section 164 (e)(2)(c).
Sincerely,
Leslie S. Franklin
Director
Attachment
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950168
Summer Youth Employment and Training Program
Final Monitoring Report
Service Delivery Area:
Weld County Department
of Human Resources
P. O. Box 1805
Greeley, Colorado 80631
Program: II -B Program Year 1993
Grant Award: $310,118
Period of Performance: October 1, 1993 - September 30, 1994
Monitoring Dates: June 24, July 12-15, and August 17, 1994
Monitor: Elise Lowe -Vaughn State Field Rep.
SDA Staff Involved: Linda Perez Director
Ted Long Special Programs
Coordinator
Marilyn Carlino Fiscal Officer
Dora Lora MIS Supervisor
I. PROGRAM OVERVIEW
Weld County Department of Human Resources Summer Youth Employment and Training
Program (SYETP) served 302 youth, ages 14-21. The program focused on encouraging these
youth to remain in or return to school, improve their basic skill level, gain school credit
and/or, for those not returning to school, to enhance their employability.
With the changes legislated by the amended JTPA, the SDA enrolled all youth in educational
services consisting of academic enrichment or remediation classes, which when coupled with
work experience established a relationship between educational attainment and success in
the world of work.
Youth entering the SYETP program were assessed for academic achievement levels; test
results determined which program path the youth pursued. Academic enrichment classes
were provided for those testing at or above grade level; and, pre -employment workshops
were offered for beginning and advanced -level students. Curriculum was context based and
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focused on critical thinking skills necessary on the job, in school, and for daily living. Those
youth testing two grades or more below level were enrolled in basic skills remediation
classes.
Special projects contracted by the SDA included: Walk About, Upward Bound, and the
Youth Conservation Corp (YCC) Programs. Several youth attended the residential
remediation/work experience programs at either the Walk About Project sponsored by the
University of Northern Colorado (UNC) or the Upward Bound Program at Colorado State
University (CSU). Expanded this summer was the non-residential YCC program, a
community based service -learning work experience project that combined leadership and
team building training with academic enrichment activities.
Bonus incentives were available for youth attending academic enrichment or remediation.
Local school districts awarded credit to those who attended summer school, Walk About, or
the Upward Bound Program.
Competencies were a part of this year's SYETP.
II. SUMMARY OF FINDINGS
A compliance review of the Weld County Department of Human
Resources Service Delivery Areas (SDAs) SYETP was conducted by the Governor's Job
Training Office (GJTO). The following areas were monitored:
Area A - Orientation
Area B - Educational Services
Area C - Work Site Review
Area D - Eligibility/MIS/Client Files
Area E - Payroll
Area F - Procurement
The SDA provided a quality summer program. With an emphasis on academic enrichment,
a concerted effort to place females in non-traditional work experiences, Youth Conservation
Corp projects that provided service -learning experiences, a well qualified staff, and
committed work sites, this summer's program reflected the values and goals established by
the administration..
The monitor visited the SDA's learning lab, an enrichment workshop, and the following work
sites: Youth Conservation Corp Projects at Ft. Vasquez Adobe Trading Post Museum and
Ft. Lupton Community Park, and the Salud Clinic. Youth appeared to benefit from their
work experience; the community and work sites benefitted from clients' productivity.
Monitoring policies and procedures for remediation, enrichment, and work sites were found
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to be fully implemented, and they adhered to Federal and State requirements.
The II -B review found that the SDA complied with the amended JTPA, State requirements,
and the Summer Youth Planning Guidelines for 1993.
III. SYETP REVIEW
A. Orientation
All youth received an orientation to the program. This included an overview of the program
and a handbook which contained rules and regulations. Topics covered included non-
traditional employment for women, labor market information and work standards, job search
techniques, scheduled classroom training and work hours, payroll information, grievance
procedures, and performance evaluations.
Prior to the start of the program, supervisors and their alternates attended either a group
orientation or were oriented individually. This orientation included an overview of the
program and a handbook which contained program rules and regulations, Child Labor Laws,
accident and grievance procedures, Workers Compensation, time and attendance procedures,
information on non-traditional employment for women, working with special -needs youth,
and the American with Disabilities Act (ADA).
The SDA is to be commended for the depth of information included in its supervisor
handbook.
B. Educational Services
The amended JTPA regulations charged the SYETP with the mission of bridging the gap
between school and work during the summer months. To reach this goal the program focused
on teaching work ethics, providing service -learning experiences, ameliorating academic
losses that might occur during summer months, and awarding school credit for academic
gains. All youth were assessed for reading and math skill levels; all youth were enrolled in
educational services that involved either enrichment classes or remedial classes.
In last year's SYETP, the SDA initiated a pilot tiered enrichment component to begin
implementing the suggested amendment changes. This summer, the tiered enrichment
program was expanded to serve all youth who were not in need of remediation. Youth
selected workshops from a menu of six classes; counselors placed the youth in the
appropriate level classes. Workshops included pre -employment competencies, human
relations, employer expectations, traditional vs. non-traditional career exploration, and
vocational and educational site visits. Youth received a $15 incentive for each class they
attended, and were jointly enrolled in a work experience.
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Enrichment classes were audited by the monitor. Youth stated that they enjoyed the
chance to select the classes they wanted to attend; returning youth appreciated the
opportunity to enroll in advanced classes this summer.
Fort Lupton youth who tested at or above grade level were enrolled in a pilot project at Aims
Community College. In the "Master Student " program the curriculum was geared toward
college bound students. Students attended critical thinking skills, time management, test -
taking, conflict resolution and communications skills, study techniques, and building self-
esteem workshops. Participants in the program received an average of 32 hours of classroom
instruction, and earned an incentive of $4.00 per hour and $100 for a grade of "C" or above.
Youth testing two or more grades below level were scheduled to attend either remedial or
summer school classes in their deficiency area(s), in conjunction with their work experience.
Those attending remediation averaged 30 classroom hours, earned a $4.00 an hour incentive
for attendance, and received $25 for each grade gain. Summer school attendees earned $100
for each grade of "C". Academic credit was awarded through local school districts.
Special Projects were contracted through the Walk -About and Upward Bound Programs. The
Walk -About Project was a residential remediation and work experience program at the
University of Northern Colorado in Greeley; the Upward Bound Project provided
remediation and/or educational enhancement activities at Colorado State University in Ft.
Collins. Youth also received individual sessions and/or classes in labor market orientation,
career, and life skills classes. Pre -employment classes were provided for those not in a
remedial component; they covered job retention, resume writing, and interviewing. Bonus
incentives were based on participation and successful completion.
Remediation classes were monitored at the SDA's learning lab; a student and an instructor
were interviewed. During the interview, the youth stated that the individual attention she
received had substantially impacted her self-esteem and positively affected her progress on
the computerized learning system. Testimony to the effectiveness of the learning lab was
evidenced when two SYEP received their GED's. Monitoring of this activity complied with
JTPA Letter #92-05.
C. Work Site Review
Work site development consisted of reviewing the previous year's evaluations and the work
sites' abilities to enhance youths' skill development and work maturity. Sites meeting these
criteria were requested to submit a work site agreement request. Pre -award site visits were
conducted to assure labor and safety standards at new job sites, and sites which had workers'
compensation claims the prior year. Each work site was to have a copy of the agreement
which contained job descriptions, the required assurances, and signatures of the immediate
and alternate supervisors.
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The SDA had planned to provide 200 work experience positions; 289 youth actually received
work experiences this summer. Youth worked between 24 and 40 hours per week at public
and not -for-profit sites, and received $4.25 per hour. These youth gained work experience
and were exposed to the world of work.
SDAs were to evaluate work sites at least once during the summer for effectiveness and for
adherence to federal and state guidelines. New work sites were reviewed within two weeks
of the beginning of the work experience, to ensure health and safety standards. Counselors
made bi-weekly site visits, observing the work site and talking with the youth and
supervisors. These visits were recorded in clients' files. If problems or deficiencies were
noted, a corrective action report plan was initiated, and a follow-up review was conducted
within one week. In addition, the Program Coordinator reviewed two work sites per
counselor as a means of quality assurance. Supervisors also evaluated youths' progress twice
during their tenure. At program end, supervisors and youth evaluated the program.
The monitor reviewed pre -award site reviews, and observed three work sites and
interviewed three supervisors and seven youth. Work sites taught youth to do job -
specific daily tasks while creating meaningful work, and providing service -learning
experiences.
Pre -award site reviews were found to be adequate.
Site reviews were conducted at Ft. Vasquez and Ft. Lupton at the Youth Conservation Corp
projects, and the Salud Clinic in Ft. Lupton.
The two youth conservation corp projects served 20 youth, in two crews of ten youth each,
for 12 weeks of work and service -learning experiences. Corp projects afforded females the
opportunity to experience non-traditional occupations. While designed to instill local youth
with a sense of community service, leadership, and team work, these projects also integrated
an educational component. Additionally, youth were involved in a reflection component, and
a daily physical exercise training program that was designed to enhance their work
performance. All youth in the corp projects earned their pre-employment/work maturity
competencies.
At Ft. Vasquez, a crew of eight males and two females were engaged in the renovation of the
Fort Vasquez Adobe Trading Post Museum. The crew received training from local historians,
museum officials, and visited Ft. to learn how the mud bricks were made and help them
visualize what their renovation would look like. During the site monitoring, youth invited
the monitor to help make the adobe blocks and taught her how to apply the stucco to the
perimeter walls. While the youth noted that the work was hard, the weather hot, and their
muscles sore, they had nothing but accolades for the project and their crew leader. One
female crew member stated that her friends could not believe she was doing this kind of job
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but she stated that she felt equal to the "guys" and was beginning to think about looking into
non-traditional occupations. All crew members and the crew leader were aware of labor and
safety standards and had been oriented to the rules and regulations of the SYETP.
The Ft. Lupton project was comprised of a crew of five males and five females and had a
female crew leader. This project involved crew members in the planning and revitalization
of a small neighborhood park. Youth arranged and met with local residents to receive their
input on park design and solicited neighborhood involvement in the park clean-up.
Crew members were responsible for designing a plan and funding request for materials and
funds to improve the park; the crew presented this plan before the City Council for approval.
The youth stated that they felt they were making a lasting contribution to their community.
The real life experiences of writing a proposal and planning had improved their math and
writing skills; they wished that school would be as relevant. The crew and the crew leader
were aware of labor and safety standards and had been oriented to the program rules and
regulations.
At the Salud Clinic youth worked ih the administration, medical, and dental records
departments. The interviewed youths told the monitor they liked their jobs because they met
new people, learned new skills, and earned money to buy school clothes; one high school
youth was gaining college credit through her morning class at Aims Community College in
Ft. Lupton. While talking with the youths' supervisor, the monitor noted that the supervisor
had not attended an Orientation and was unaware of the rules and regulations governing the
SYETP. A discussion with the SDA summer counselor indicated that the human re -sources
director (newly hired) had attended the Orientation and had not passed on the appropriate
information to line supervisors. An immediate orientation was provided to all line
supervisors by the summer youth counselor. Given that the SDA had performed the required
orientation, the following recommendation is offered.
GJTO Recommendation:
The SDA should consider placing the site on corrective action for not following procedures
identified in the work site agreement. Pre -award site reviews must be performed on all sites
placed on corrective action the previous year. At the time the pre -award is performed, the site
must identify how it will correct this problem from occurring in the future before the SDA
will consider placing any youth at the work site.
SDA Response:
The SDA will implement the above recommendation in its PY 94 SYETP.
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D. Eligibility/MIS/Client Files
A random sample of 20 participant files was reviewed during this compliance procedure.
Each file must contain age documentation, family income, family size (when determination
is made from income), handicap verification, citizenship (I-9), Selective Service registration
( when applicable), ISSs, test scores and other eligibility documentation. Weld County
requires 100% eligibility documentation for all clients prior to enrollment. The MIS
Department provided a secondary review for compliance.
The SDA is to be commended for the quality of its ISSs and comprehensiveness of its client
files.
During the file review the monitor noted that case notes were either too generic or
non-existent, and several W -4s failed to identify the number of deductions taken. The
SDA's internal monitoring of this activity should correct such deficiencies.
E. Financial Systems
Written payroll policies and procedures were reviewed; the SDA implemented all changes
required by the amended JTPA.
Client payroll is initiated at the SDA and is finalized at the County Accounting Office.
Counselors fill out client information sheets, attach I -9's and W -4's, and send this
information to the SDA fiscal department. This information is then sent to the County
Accounting Department for input into the SYETP System.
Time cards are completed bi-weekly and signed by the supervisor and youth; counselors
collect and verify hours. The SYETP fiscal specialist records the hours worked and delivers
all paperwork to the County Fiscal Office. Again, time sheets are checked for accuracy;
afterwards, a check is generated and mailed to the youth. Bonus and incentive hours for
enrichment activities are recorded on a separate time sheet which is sent to the fiscal
department and is paid to the youth on a one-time basis at the end of the program. Once
during the summer, fiscal staff will select and monitor 10% of the youth listed on the payroll
records. Youth selected for this monitoring must personally come in to one of the designated
sites, show proper identification and sign a check receipt form, before they can collect their
check. Adequate systems are in place for lost or unclaimed checks. Payroll records are
maintained at the County Fiscal Office; duplicate records are kept at the SDA.
A compliance test was conducted on a sample of ten participant payroll transactions for the
pay period ending June 30th. And, while the SDA's payroll system was exemplary, the
monitor noted that one youth was accidentally paid for two pay periods (the SDA had
corrected this error prior to this review). This overpayment was due to a keying error which
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recorded payment for time worked by one sister to the other sister; it is recommended that
counselors initial the sign -off sheets to show that they have reviewed pay checks for
accuracy.
F. Procurement
Changes mandated by the amended JTPA required the SDAs to implement procurement
procedures for all goods and services secured. The SDA developed a comprehensive
procurement procedure to meet these requirements.
Individual referrals were made to the SDA's learning lab and/or local schools for youth
attending remediation and summer school classes. The SDA purchased supplies using the
County's bid list ( when applicable) or the purchase/ bid form to document three bids.
A review of ten procurement files was performed; the following were noted during the
review. The SDA used sole source for procuring the Ropes course at UNC, achievement
tests, and summer school classes at Aims Community College; however, the documentation
in the file did not fully comply with the requirements for sole sourcing. Because sole source
documentation requires a cost price analysis be performed to identify all costs associated
with the procured service, the monitor recommended that the SDA document the above -
mentioned services using catalog prices to document that costs are offered to the public on
a per person basis.
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