Target list by School:

• Use this spreadsheet to target students. Each tab has the school/campus name before application opens

• The list might not be accurate as some participants will have changed school. You can highlight in red if they are no longer enrolled in school

• Request support by key  staff if you are working alone on your school. Use this slide to meet the school staff

Info Sessions for Participants and Parents: 

• Wednesday Sept 25th afternoon

• Friday Sept 27th afternoon

Interest Flyers:

The following flyers have been created to be emailed before applications opens.

• Flyer 1

• Flyer 2 

SLIDES:

• Use this slide 

Access to all recruitment/enrollment spreadsheets here 

Access to app transfer by DYCD log here 

Step 1: Support Participants with Applications

• Contact youth from your target list, send draft email. Schedule classroom/lunch assistance 

• Connect with school staff to schedule visits/find target youth

• Update All Phases Spreadsheet daily based on YEPS SEARCH/REPORTS (custom date search 10/09/2025-03/22/2026)

• Offer to import previous application. Make sure school, contact info, and address are all updated. Best practice: Sit with them and complete application for them.

• Run reports on YEPS to keep track of you numbers multiple times a week (SB, MAP-MORRIS ONLY)-  (custom date search 10/09/2025-03/22/2026)

Step 2: Manually Select Participants

• Access to report of complete applications here (Not entirely accurate, watch this video)

• After watching video, manually select your participants on yeps. Best practice: Always search by APP ID  (custom date search 10/09/2023-03/22/2024)

• Key staff will run a Master report every 2 days so you can use this to copy and paste to your spreadsheet and select base on this

• Select your participants on a daily basis under the "STATUS" tabs in their applications Watch this training All in one: How to Select Participants, Run a Report, Enroll Participant, Edit Application information) Tutorial Here

Step 3: Inform Participant of Program Selection

• Once participant is selected, send this email. Make sure to edit your parts on email & enter individual deadline to submit docs

• Update communication section in All Phases Tracker daily, this secures your pay

• Follow up via phone or text with participant regarding deadlines, docs, & forms

• Review all docs/forms & have them make any corrections before deadlines

Access to all audit spreadsheets here  

Step 4: Document & Form Review 

• Select participant application. Check"Documents" tab to review documents  then send this email . Complete the provider intake survey found at the bottom

• Review enrollment forms (PES, 1-9, & W-4 if applicable) via "Report" tab in participants application

• Update tracker immediately with date, status, and update

• Enroll if key documents are submitted and clearly visible, update tracker, send draft email with next steps

• When enrolling enter the social as it appears in the document provided, not the application as it may be wrong

• Once participant is enrolled, send this email. 

🛑DO NOT ENROLL IF THE FOLLOWING ARE MISSING 🛑

• Proof of Age category

• Social Security Card category. 

• Proof of School category (Report Card, Transcript, or school verification letter)

If Missing:

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

• Proof of address: Enroll with caution. Make sure address on file is complete, if participant provided school transcript it can also fulfill this category 

• Update all phases tracker immediately with date, status, and update

• You are responsible for missing docs. Follow up often

Notable Tutorials:

• How to review docs, forms, and enter provider survey

• How to update tracker

• How to enroll on yeps

Note:

*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 between 9am-5pm to correct it. 

*All phases tracker needs constant updates with the participant file + communication sections