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Database Guide
Table of Contents
1. Introduction and Overview
2. Basic Navigation
Home
❖Home
Youth Information
❖Application Documents (W4, I9,etc.)
Worksite Information
❖Add/Edit Workshop/Training Opportunities
Matching
Work-Based Learning Plans
❖WBLP Step 1 - Job Description
❖WBLP Step 2 - Define Skills/Tasks
❖Batch Create Work-Based Learning Plans
Youth Landing Pages
Attendance
❖Participation Hours Individual (BETA)
Admin Menu
Customizing Application Forms
❖Customize Application Form - Step 1
❖Customize Application Form - Step 2
EMAIL COMPOSER
❖EMAIL COMPOSER - Step 1 - Compose Emails
❖EMAIL COMPOSER - Step 2 - Preview and Send Custom Emails
Program Completion
Searching, Finding, Merging, Managing Records
❖Search/Find - All Signal Success Responses
❖Record Status View (Active and Inactive Records)
❖Check Records for Blank Fields
Usernames / User Signins
❖Copy of Registration Screen (new staff usernames/passwords)
ABOUT THIS PAGE: Matching Screen
This version of the Youth Matching screen presents the records in batches of 1, 5, 10 or 20 with a SAVE button for each batch. After you click SAVE you are brought to the top of the batch. Scroll down to look over the data you have just saved and then enter the next batch.
For each youth, there is a set of four columns with dropdown lists. The dropdown lists include all available WORKSITES and WORKSHOP/TRAINING OPPORTUNITIES. Fill in the relevant opportunities, typically including a WORKSITE, a Signal Success workshop series, and perhaps one or more Micro Career Training opportunities. There is no minimum or maximum number of items to be matched, and if you fill in all four columns, an additional column will appear, so you can match with as many opportunities as needed.
For an overview of the matching process, view the video:
https://youthworksdata.org/databaseguide.asp?itemid=86
THINGS TO KNOW:
(1.) Be sure to use the "ADD/EDIT JOB DESCRIPTIONS" and "ADD/EDIT WORKSHOP/TRAINING OPPORTUNITIES" screens to make sure that all local opportunities are listed in the dropdown lists.
(2.) Watch the top of the screen for any messages. If you try to enroll beyond the number of spaces available, a message will appear to say that the opportunity is full.
(3.) To un-enroll a participant from an opportunity (if enrolled in error) notice that you can click on the dropdown list and choose to Remove/Un-Enroll.
(4.) Information about the worksite and the workshop/training opportunities will appear on the calendar on the Youth Landing Pages. Case managers should also communicate with their youth to let them know that they were enrolled.
(5.) The dropdown list of work and training opportunities flows from the JobDescriptions table, and includes work opportunities, Signal Success workshops, and Career Training opportunities that have been created by local program staff and by CommCorp program staff. The mix of opportunities may vary from one program cycle to another, including local, regional and statewide opportunities, with a mix of work and training options.
(6.) PLACEMENT STATUS: In the first column of the screen, enter the placement status. For youth who are placed in YouthWorks, choose Tier 1, Tier 2, Tier 3 or Tier 4 under the Placed-YouthWorks heading. For all other youth, choose the appropriate status, including Not Placed.
* Note that the dropdown list of placement status choices can be used as part of the interviewing and hiring process as well, including initial status such as invite to interview, attended interview or attended orientation.
(7.) CASE MANAGER: In the second column enter the case manager once assigned.
(8.) START AND END DATES: The program start and end dates should reflect the overall program start and end date for each participant. Note that you can fill in a default (typical) start and end date at the bottom of the screen, and that date will be listed first in the dropdown lists for the start and end dates. You can just use the arrow button to quickly select that date. Feel free to change the default start and end date at any time, especially if you have several cohorts of youth enrolling in your program at different dates. (Alternatively: you can use the program completion screen to batch-fill the dates later if that is easier.)
(9.) NOTE THE READ-ONLY INFORMATION ABOUT EACH YOUTH: You will notice that the row for each youth includes details from the application form about the youth`s skills and interests, transportation needs and address, and age or date of birth. These details should be helpful for matching.
(10.) DETAILS/VIEWER-FRIENDLY: Once entered and saved, details about each opportunity are shown in small print under the dropdown box. For easier reading, a printer-friendly listing of all worksites and training opportunities is found on Report Y130 on the Reports and Lists menu.
(11.) NUMBER OF OPENINGS: On each dropdown list, you will see the number of openings, the number placed so far, and the number of openings still currently available. If you think a local worksite or training opportunity could/should have more openings, you can edit the number of openings on the job descriptions screen. If you would like to ask for more openings in a statewide training opportunity, ask CommCorp staff if the class size can be increased.
(12.) IMPORTANT: SAVE EACH BATCH: As noted, be mindful to click SAVE for each batch of 1, 5, 10 or 20 records.
RELATED PAGES
This is one of the set of three matching screens:
- MATCHING SCREEN
- PRE-MATCHING SCREEN
- MATCHING BY CHECKLIST
* NOTICE THE FILTERS ALONG THE TOP OF THE SCREEN: You can filter this page by letter of the alphabet and/or by placement status. You can also specify how many records appear in each batch.