Web Portal User s Guide. Community Partner Addendum

Transcription

1 Web Portal User s Guide Community Partner Addendum 1

2 Welcome! Youth Opportunities Unlimited s Summer Youth Employment Program continues to be successful largely due to the many great organizations we partner with each summer. To help make referring young people to the program easier, and to be able to track their progress through the different phases of the intake process, we have created a Web Portal. Because the portal is tied to Y.O.U. s summer database, community partners have real-time access to see the progress that their referred youth are making. Community partners can also tell us what worksite and job position they want their referred youth to be assigned to. Want to know when your referrals are scheduled to have their eligibility determined? Check the portal. Want to see who missed their scheduled orientation session? You guessed it, check the portal. Step 1: Login Open Google Chrome, Firefox, or the newest version of Internet Explorer o Please note: the application will not work correctly in old versions of IE Go to Do not use the old address it has been disabled. To create the initial account, select New to Y.O.U.? Register here!. Follow the New User Registration instructions in the Web Portal User s Guide. If you have an Employer or Worksite Supervisor login, enter the User Name and Password and select Login, OR if needed, select Forgot Password to be sent an with password reset instructions. Your old Community Partner portal login information will not work. 2

3 Step 2: New Registration Community Partner users will only see this screen when they log in for the first time. Enter the required registration information and read and agree to the Memorandum of Understanding (MOU) to continue Step 3: Recommendations After login, the community partner will be taken to the Dashboard (Administrator users) or the Roster (Supervisor users) Select the Participants tab on the left, then the Recommend tab. If the recommend tab is not available, your Community Partner access has not been enabled yet. Please contact Y.O.U. at or contact Customer Service at (216)

4 Step 4: Add, Remove, and View Youth Referrals To add new youth referrals, select Import Applicants To remove a youth referral, select the x next to his/her name (appears in right-most column) To search through existing youth referrals, use the Search function (text box that says: Search by last name ) Once a youth referral has been added, the Status column displays whether or not a youth has registered Step 5: Import Applicants with Excel File After the community partner selects import applicants, he/she can upload an Excel file OR can manually enter the youth referrals To import applicants from an Excel spreadsheet: o Before uploading an Excel file, select applicant import template excel file form here Open the Excel file to view the form If the community partner wants to upload an Excel file, all youth information must be in this format or the import will NOT work o Once the spreadsheet is ready, save it, then select Choose File to locate the file o When a file is selected, select the Upload button to import the referrals o Review the recommended participants import preview, the select the Save Applicants button. To manually enter the youth referrals, select Manual Entry 4

5 Template file downloaded and opened: File selected for upload: 5

6 File uploaded. Make sure to Save Applicants to finish the import: Step 6: Import Applicants with Manual Entry If the community partner wishes to manually enter the youth referrals, select Manual Entry on the Import Applicants screen o He/she will be taken to the Applicant Import Preview screen To enter a new youth referral, select: Add Applicant o After selecting this, he/she will see the second screen listed below o To locate the youth, he/she will need to enter the First/Last name, SSN, and DOB o After a youth s information is entered, select save applicants Note: please do not wait until the end to save information. Information will be lost if you close the browser before saving. 6

7 After selecting add applicant, the manual entry fields appear: Step 6: View Applicants to Determine if Added and/or Removed Successfully Select Cancel on the Applicant Import Preview screen OR select Recommend on the left-most tab to view all current youth referrals Review the list to determine if all youth were successfully added and/or removed 7

8 Step 7: Checking Statuses of Youth Referrals Once on the main page for the SYEP 2017, you can see each youth s progress towards completing the intake process and being assigned a job All youth will be classified as one of five statuses: o New: youth has been referred by a partner, but has not registered. These youth cannot be selected. Encourage them to register before the March 17, 2017 deadline for Community Partner youth! o Registration Started: youth has started, but not completed registration. These youth cannot be selected. Encourage them to complete their registration before the March 17, 2017 deadline for Community Partner youth! o Registration Completed o Participant Confirmed: youth has been selected and their family has been invited to have their eligibility determined. Their scheduled Validation date will also be displayed. o Validation Attended: youth s family has completed validation. The youth s scheduled Orientation date will also be displayed. At this time you will be able to add worksite and job position recommendations. o Orientation Attended o Assigned Worksite Step 8: Recommending Worksites and Positions Finally, once your participant has completed validation, you will be able to tell us which of your worksites and job positions they should be assigned to. You will only be able to recommend they be assigned to worksites and positions that you have registered and are responsible for. 8