Supervisors are asked to:

• Provide students with meaningful work throughout their internship

• Provide appropriate space and equipment for students to work (desk, computer, etc.)

• Be present at worksites each day a student is working

• Complete week 3 and week 6 evaluation at the end of the program for each student

• Remind your participants to enter their hours in a timely manner (by Saturday at 11:59 PM each week).  

• Approve your participant timesheet hours in a timely manner 

As part of the process, SYEP supervisors must approve intern timesheets weekly through the Worksite Portal. 

Please find an Instructional Video.

To align with DYCD security practices, NYC.ID was integrated with the Worksite Portal. All employers will need to use NYC.ID to access the Worksite Portal.

When a user logs into the Portal for the first time, the system will match the email address from their NYC.ID account to their existing YEPS Worksite Portal account. It is imperative that the email address you use for NYC.ID is the same email address you have listed in your YEPS user profile.

Please find an Instructional Video. 

Disclaimer: Providers will no longer have the ability to reset Worksite Portal user passwords. Users who forget their password will need to reset it through the NYC.ID system.  

•  Worksite supervisors are responsible for reviewing  and then verifying the hours entered by participants before the portal closes. Worksite supervisors must approve participant hours between Sunday and Monday, no later than 5:00 p.m. This ensures that CBOs can process the hours in time for payroll. Please find an Instructional Video.

  • • CBO Staff Modifications: If a worksite supervisor misses the deadline, CBO staff will be reaching out for approval or modify the hours

    • Weekly Commitment: CBOs commit the hours for payroll every Tuesday at 2 p.m. Therefore, any changes to hours must be made before the Adjustment of Hours: Any adjustments to hours will take effect in the following week.

• Timesheets should reflect the schedule discussed at the start of the program unless schedule changes were made between the supervisor and participant

• Please note that you are not able to make any changes to participant hours. If there is a discrepancy or a correction is needed, please contact the SYEP team directly to address the issue.

⚠️ Important: If participant hours are not approved or the SYEP team cannot reach you for verification, your participant will not be paid. Timely approvals are critical to ensure proper payroll processing. 

Per SYEP and NYS Requirements:

• Lunch hours are NOT paid for.

• Students are not paid for vacation or sick time

• Participants can not work more than 8 hours a day (8 hours of paid work plus 1 hour lunch totaling 9 hours.).

• After working five (5) hours, participants must take at least a 30-minute unpaid lunch break. After working seven (7) hours, they must take at least a one-hour unpaid lunch break. Please ensure that participants' work schedules are managed accordingly. 

• Participants are limited to 25 hours a week, maximum.

• Times must be rounded up to quarter-hour increments. (E.g., if you start work at 8:42, your starting time should be 8:45.)

Sick time/ Vacation Requests: 

• Participants must notify the employer if they are unable to attend work due to illness, vacation, medical appointments, or any other reason.

• Make-up work may be permitted at the employer’s discretion and must be completed within the same week of the absence.

It is the responsibility of the participants to submit their timesheets. The supervisor is solely responsible for reviewing and signing off on the participant's timesheets at the end of the week. Participants will receive the timesheet link and instructions. 

As part of the program, participant evaluations are required. Please complete one evaluation per participant.

Evaluations are submitted electronically via the employer portal (the same system used to approve timesheets). 

Here’s how to complete the process, you can also use this presentation:

1. Login Link: Go to Worksite Portal

2. You will see a tab labeled “Evaluations”

3. Start Evaluation: Select your intern and click “Edit” to start the evaluation process.

4. Review and Sign: Please make sure to sign the evaluation.

Evaluations should be reviewed with participants, as they are an important component of the summer experience and play a key role in the participants' professional development. 

The following incidents must be immediately reported to your SYEP Program Provider:

• Bodily injury, threats to an individual’s well-being, self-abusive behavior, property damage, shootings, or fires

• Child abuse, including incidents that may be sexual in nature, and occurrences involving inappropriate personal boundaries, communications, touching, or photos incidents for which Emergency Medical Services or Police are called, and incidents that may be of media Interest 

• Any other Incident that potentially impacts the health, safety, or well-being of an individual, property, or the operation of a DYCD-funded program and any incident that stems from or is otherwise related to DYCD-funded programming 

*In the event that an intern is injured while engaged in a work activity, the worksite must notify their Ladders for Leaders Program Provider as soon as possible.

On rare occasions, disciplinary action must be taken concerning intern performance. If you have concerns with your intern’s attendance and punctuality, workplace etiquette, attitude toward staff, or overall performance, you must take the following steps until the problem is resolved:

1. Give the intern a verbal warning. Identify the problematic behavior and make suggestions for improvement.

2. Contact the SYEP program staff as soon as a problem becomes chronic and repetitive. It is imperative that you let us know about an issue as soon as possible. As the employer of record, we must speak to students about professional behavior and potential disciplinary actions.

3.  The intern will receive a Written Warning from the SYEP Program Manager, which will include a two-week timeframe in which the intern can correct his/her behavior.

4.  If the intern’s behavior does not improve within two weeks, reach out to the SYEP Program Manager for the next steps.

• Worksites and supervisors should take into consideration the age, maturity, and experience level of the intern, as well as the need for appropriate supervision, training, or disciplinary action. 

• Worksites should work with their Program Provider regarding any incident deemed appropriate to report or that the worksite is unable to resolve. If the worksite has determined that they no longer wish to have an intern working at their site, the supervisor must contact the Program Provider to notify them of the situation and await their recommendation.

We ask that you contact SYEP program staff before informing any interns that they have been terminated. Since the intern is an employee of SYEP, terminations will become a part of their permanent employment record with SYEP and may impact their ability to find employment with the organization in the future.