NYCHA SYEP

• SPREADSHEET ACCESS NYCHA SYEP23: RECRUITMENT/ENROLLMENT SPREADSHEET

• ACCESS EMAIL DRAFT ( COPY / PASTE) AND COMPLETE THE INFORMATION TO BE UPDATED (NAME, SYEP ID AND DEADLINE DATE)NYCHA SYEP- Application received/next steps -Open and Complete

• EMAIL ACCESS (use this email and not your personal one)

SYEPFIRST@CASWKIDS.ORG

Password:  Syepnycha

STAFF PROCEDURES

STEP 1: SUPPORT PARTICIPANTS TO APPLY FOR SYEP: Lead by Schools partners and ALL CASW staff

Step 1: Contact eligible youth (once you clean your target list)  from your schooL and interest form response using Draft Emails You can also scheduled classroom visits or outreach during lunch breaks.

Step 2: Contact school staff to schedule visits and share list of target youth

Step 3: Keep track of your work by using the ALL PHASES SPREADSHEET for the school/contract you are assigned

Step 4: Provide additional support on site to youth that are not completing application by importing their summer application and get their update information. If needed use paper application and enter it manually on YEPS DATABASE

Step 5: Run reports on YEPS DATABASE daily to keep track of  how many youth have completed application so far and get SYEP ID number and select them (ONLY VALID FOR SCHOOL BASED SYEP, SPECIAL INITIATIVE NYCHA AND LADDERS FOR LEADERS)

STEP 2: MANUAL SELECTION OF PARTICIPANTS: Lead by program coordinator, support staff (ONLY VALID FOR SCHOOL BASED SYEP, SPECIAL INITIATIVE NYCHA AND LADDERS FOR LEADERS)

• Direct access to weekly reports of names. (UPDATE EVERY WEDNESDAY) Copy and paste to your all phases tracker 

Report is not accurate since not all apps are listed correctly under the correct contract. Watch this video

Step 1: Once participant has complete applied, you must manually select them On YEPS DATABASE under Application search: 

Step 2: Search for the SYEP application ID and click the name of an applicant to select. We always suggest App ID instead of names but check the ID matches the name of the students you are working with and click the correct name

Step 3: Click the STATUS tab and click select participant on daily basis (For lottery based the system, we are not available to select participants, lotteries are run every Tuesday from April to May)

STEP 3: SEND SELECTED PARTICIPANTS E-MAIL TO UPLOAD DOCUMENTS BEFORE DEADLINE: from the list assigned to you on your tracker

Step 1:  Once application status shows selected, send this Selection email make sure to include individual SYEP ID's

1. Before sending the email, include the individual SYEP ID and the individual deadline 

2. Keep track of individual applications by updating the communication log on your all phase tracker 

3. You must call/follow up in the school with participant to make sure they complete the forms/documents before deadline.

4. Once participants have confirm they submit necessary documents and complete all required forms, you can proceed to review documents/forms and have them fix anything  before the deadline.

STEP 4: REVIEWING DOCUMENTS/FORMS: from the list assigned to you on your tracker and Files & Compliance staff:

All in one: How to Select Participants, Run a Report, Enroll Participant, Edit Application information)

Tutorial Here

Step 1: Go to the “Documents” tab of the applicant and review each category with the ones they have uploaded in the document viewer platform. Edit any changes. Select “Save” when done.  Complete the Provider Intake Survey

Step 2: Review participant's enrollment forms on the "report" tab of the applicant and review each form 

1. PES(Participant Enrollment survey) 

2. I-9 

3. W4 (only for Older Youth)

Do not enroll participants missing the following documents:

• Social security card

• Proof of citizenship/residency (us birth certificate or US passport or Permanent resident card or  USCIS work permit)-work authorization

• Proof of Income

• Proof of school: this year Report card, schedule Transcript or school verification letter (specially for School based program)

• Proof of address: Specially for NYCHA SYEP

If missing:

• Working paper/selective service mark the option in the document tab:THEY WILL BE PROVIDED LATER.

• Proof of address: You can still enroll them (after confirming address is correct. Use the option in the document tab name: Official letter by City/state agency. We can get their transcript from the school or NYC student website

STEP 5: ENROLLING PARTICIPANTS ON YEPS DATABASE: Lead by Program coordinator, support staff, Files & Compliance staff

Step 1: Search for the application ID and click the name of an applicant to enroll. We always suggest App ID instead of names but check the ID matches the name of the students you are working with

Step 2: Go to the “Documents” tab of the applicant and write down the Social security and date of birth since I t will be needed on the final step

Step 3: Go to the “Status” tab and select the “Accept” button. A window will appear asking you for the following:

1. Enter the SSN (Social Security Number) and DOB (Date of Birth) AS IT APPEARS IN THE DOCUMENTS PROVIDED 

2. Click the  “Enroll” button. 

3. *Allow the system to enroll the participant. Do not select the “Accept” button more than once! 

If the SSN  is incorrect, please call CSS at 1-800-878-7991 right there (business hours) to correct it. 

PLEASE DO NOT ENROLL A PARTICIPANT WITH AN INCORRECT SOCIAL SECURITY NUMBER! 

You should write “Enrolled” in the audit spreadsheet and the date. Any comments about documents should be included. 

• Send an draft email with status and next steps for Enrolled participants

• Follow up with any outstanding documents