FSH 1809.12 - JOB CORPS CIVILIAN CONSERVATION CENTER HANDBOOK 1/83 WO AMENDMENT 1 CHAPTER 100 - CIVILIAN CONSERVATION CENTER MANAGEMENT 110 - JOB CORPS REVIEW PROGRAM 111 - References 1. ET Handbook 700, section 305. 2. 20 CFR 684.134, Review and Evaluation. 3. 20 CFR 684.23, Center performance measurement. 4. DOL FM 196-77, Center performance measurement. 5. Job Corps Center Review Guidelines. 6. Interagency agreement section II-e (sec. 011). 112 - Performance Measurement System The performance measurement system for Civilian Conservation Centers is made up of six performance measurement indicators. They are: 1. Completion rate. 2. Weekly termination rate. 3. Placement rate of completers. 4. Direct center operating cost per corpsmember year. 5. Participation rate. 6. Total center cost per corpsmember year. The Department of Labor Regional offices shall negotiate with each center and the Forest Service Regional office to establish mutually acceptable statistical performance goals which the center shall then strive to achieve. Such goals shall be spelled out in a memorandum of agreement between the center and the Department of Labor Regional office. Each Center Director shall maintain data on the center's performance in relation to its goals and periodic meetings between each center and its Department of Labor Regional office shall be held to evaluate such data, and to determine ways to improve performance or to readjust goals as necessary. (See 20 CFR 684.23 and Job Corps Center Review Guidelines for examples of performance goals which may be mutually agreed upon). Each center operator shall establish adequate program management for the purposes of continuous examination of the performance of its program. Such self-examination shall include performance in relation to the goals established pursuant to 20 CFR 684.23. These goals and related statistical data shall be the subject of periodic meetings between each center and the appropriate Department of Labor Regional office. Agenda items shall include the evaluation of data, level of center performance, and readjustment of goals as necessary (See ET Handbook 700, section 305.2). 120 - CENTER STAFF PERSONNEL The Forest Service shall administer and manage each Civilian Conservation Center through a Center Director and a staff responsible to the Center Director. Centers operated by the Forest Service shall determine center staff positions in accordance with program needs, which are established in consultation with the Department of Labor. See also section III- 6 of the interagency agreement in section 011 of this handbook. 121 - Personnel Management. The personnel management policies of Civilian Conservation Centers shall be in accordance with applicable Office of Personnel Management and Forest Service and the interagency agreement. 1. Personnel Welfare. All staff shall be provided equal opportunity. Their civil and legal rights shall be guaranteed in accordance with Federal laws and regulations. 2. Staffing Patterns. Use authorized permanent staff as much as possible. Assign sufficient staff to ensure continuous 24-hour staff coverage. 3. Report FS-1800-A, Job Corps Manning Tables--Civilian Conservation Center. Forward manning tables to Job Corps regional office and Job Corps National office through Forest Service channels to arrive by the 14th day of the month following the close of each quarter. (January 14, April 14, July 14, and October 14). 4. Staff Selection Procedure. Civilian Conservation Center staff vacancies, including Center Director's vacancies, shall be filled according to appropriate Office of Personnel Management and Forest Service regulations. As soon as a Center Director vacancy exists, or is scheduled, the Regional Forester shall notify the appropriate Job Corps regional office. 5. Center Director Absence from Center. The Center Director shall appoint an Acting Center Director whenever absent from the center. 6. Staff Absence from Center. Agency staff members are subject to the same leave and off-duty regulations as other career employees, as amended by such additional rules as the Forest Service may prescribe. 7. Removal of Staff. Remove staff in accordance with Office of Personnel Management and Forest Service regulations. 8. Screening of Staff Members for Suitability. The Forest Service shall initiate suitability clearances of Civilian Conservation Center staff personnel in accordance with Office of Personnel Management regulations and Forest Service requirements. 122 - Tort Claims. Under the Federal Tort Claims Act, coverage is extended to anyone acting on behalf of a Federal agency in an official capacity with or without compensation. 123 - Security and Law Enforcement. (See FSM 5300 and ET Handbook 337 and ETH 700, section 230.6 and 7.) 124 - Labor-Management Relations. Follow Forest Service guidelines for labor-management relations. 125 - Staff Training. Staff at Civilian Conservation Corps Centers shall be fully trained to perform their assigned tasks. All staff must recognize their responsibility and role in a 24 hour, 7-day-a-week program. Training will be conducted as frequently as necessary to ensure that staff possess the attitudes, skills, and knowledge needed to work effectively with corpsmembers, and that staff capability to provide support services to corpsmembers is developed to the maximum. (See ETH 700, section 300.14a and b and center developed annual training plan.) 125.1 - Travel Costs. Normally, travel and subsistence costs for staff members attending approved off-center training will be assumed by the respective centers unless otherwise specified in writing. 126 - Duty Hours 1. Policy. Laws, policies, and regulations contained in the Office of Personnel Management Department of Agriculture and Forest Service Manual apply to employees' tours-of-duty; the ordering and scheduling of overtime, night, Sunday, and holiday work; and payment of premium compensation. Detailed instructions are in FSM 6150 and 6160. 2. Establishing Tours of Duty. A Center Director shall establish a tour of duty for each staff member. The Center Director will approve irregular or unscheduled overtime work (FSM 6155). In scheduling tours of duty the Center Director shall ensure that a staff member is assigned full responsibility for the center, either on duty or standby, for 24 hours a day, 7 days a week. To be in standby status, the staff member must be at the duty station. Since expenditures must be within approved budgets, the optimum and least costly solution to providing staff coverage for the center would be to schedule the tours of the entire staff so that all 168 hours of the week are covered on a production basis; that is, productive work related to the purpose for which the employees were hired, thus eliminating the need for any complete or partially nonproductive (standby) tours. Since this optimum approach to center staff scheduling may not always meet the needs of particular centers, as a minimum the hours from 6:00 a.m. to 11:00 p.m., Sunday through Saturday, will be considered as normal duty hours and tours of duty will be arranged to cover these hours on a production basis. The hours from 11:00 p.m. to 6:00 a.m. may be considered either standby or production hours, but, in either case, will require manning by one or more individuals with authority to act for the Center Director. If standby tours are used from 11:00 p.m. to 6:00 a.m., the "acting" will remain at the center in a state of readiness for any situation which may occur. He may, however, eat, sleep, read, listen to the radio, or engage in similar pursuits. Employees assigned tours involving standby duty will be paid premium compensation in accordance with existing instructions and number of hours worked. 128 - Supplementary Personnel (See ET Handbook 700, section 320.1a and b, 20 CFR 648.120). 130 - CIVIL, LEGAL, POLITICAL, AND RELIGIOUS RIGHTS The following policies and procedures apply to all employees and corpsmembers at all Civilian Conservation Centers. The Center Director may not delegate his responsibility to protect the civil, human, legal, and constitutional rights of corpsmembers and staff assigned to the Center. The Center shall take appropriate steps to educate corpsmembers in the rights and responsibilities of United States citizenship and shall provide proper assistance in resolving individual problems of a legal nature as they arise. The Center Director shall ensure that corpsmembers are informed of the Job Corps civil rights and equal opportunity policy at least once every 6 months through announcements, notices, discussions, or counseling sessions. All employees and corpsmembers shall be made aware of the formal complaint procedures during orientation and through periodic follow-up training sessions. 131 - Civil Rights and Nondiscrimination It is the policy of the Forest Service to provide equal opportunity for all persons without regard to race, religion, color, national origin, sex, or age. Further, all Job Corps contractors and subcontractors are required to carry out this policy under the provisions of the Civil Rights Act of 1964, as amended. Forest Service civil rights and equal opportunity procedures and policies shall be adhered to as described in FSM 1700, and 6171.3. 132 - Legal Service for Corpsmembers. (See ETH 700, section 330.4.) Centers shall provide corpsmembers facing criminal proceedings with effective and competent legal representation, and maintain friendly, cooperative relationships with law enforcement agencies, including prosecuting attorneys and the courts. Limited bail will be furnished at the corpsmembers' expense when they are detained on criminal charges. The Center Director should arrange with the court for payment of the fine in manageable installments or otherwise facilitate payment of the fine to avoid unnecessary incarceration. (See ETH-733 for details, 2/81.) 133 - Voting Rights. (See ETH 700 Section 330.5a.) The Center Director shall encourage staff and eligible corpsmembers to vote by absentee ballot when they are absent from their places of residence and unable to leave the center to vote. The Director will assist those wishing to vote by expediting State absentee voting procedures and regulations consistent with the Federal Voting Assistance Act of 1955 (20 CFR 684.92). 1. Obtaining Election Information. Detailed information concerning absentee voting for primary, special, and general elections will be furnished each Center Director by the Job Corps national office. 2. Ballots and Balloting Procedure. The Center Director shall take the following actions: a. Advise staff and corpsmembers of their rights, privileges, and responsibilities insofar as voting is concerned. b. Provide individuals with current absentee voting information for their respective States, including election dates, officials to be elected, Constitutional amendments and other proposals to be voted on, absentee registration voting procedures, and other voting information provided by Job Corps. c. Furnish assistance regarding voting procedures, including the service of a specially designated staff voting advisor or other official authorized to attest to the required oaths. d. Encourage eligible voters to send for absentee ballots and assist them in filling out applications for absentee ballots. Ensure that Federal post card applications for absentee ballots are available to staff and corpsmembers at all times. Where necessary, modify the text of the Federal post card application to make it suitable for use by personnel from the Territory of Guam, the Commonwealth of Puerto Rico, and the Virgin Islands. e. Take all steps necessary to prevent fraud and to protect voters against coercion of any sort, provide a place where the ballots can be marked in secret, and provide a place to deposit the ballots where they can be safeguarded. f. Mail the ballots to the appropriate offices of the States or communities concerned. The Federal Voting Assistance Act of 1955 provides official post cards, ballots, voting instructions, and envelopes whether transmitted individually or in bulk, will be free of postage. In such cases, the words "Free U.S. Postage" will be printed in red, in the upper right corner of each envelope. 3. Eligibility to Vote on Absentee Ballot. It is the responsibility of the election officials of a State to determine the eligibility of an individual to vote under the laws of that State, and to determine the validity of a State absentee ballot executed by that individual. Such determination will not be made by any member of the Job Corps. A corpsmember or staff member uncertain of their eligibility to vote by State absentee ballot in any election should: 1. Write to or contact the Secretary of State or other appropriate election official of his/her voting residence. 2. Find out what steps are necessary to register and meet other requirements to be eligible to vote. 134 - Restrictions on Political Activity. Under sections 418(a) and (b) of the Comprehensive Employment Training Act. Federal officers, employees, and corpsmembers are barred from participation in political activities both on and off the job (see ETH 700 Section 330.6). 1. Restricted Political Activities. Each Center Director shall ensure that each employee is advised of the following restrictions. This will be part of a new enrollee's orientation upon arrival at the Center. The restrictions on political activity are as follows: a. No Federal employee or corpsmember will take a leadership role in partisan political activity, nor in any way identify the Job Corps with a political viewpoint. All employees and corpsmembers, however, retain their right to vote and to express their political opinions privately. b. No employee of Job Corps--whether an employee of Federal or contractor-operated Center--will: ( 1) Make inquiry concerning the political affiliation or belief of any corpsmember or applicant for enrollment. (2) Be influenced by any disclosure made on such matters. (3) Exercise, threaten, or promise any action for or against a corpsmember or applicant for enrollment because of political beliefs, except as may be specifically authorized or required by law. (4) Solicit funds for political purposes from corpsmembers. This restriction applies to solicitation by enrollees. c. Job Corps funds, services, and personnel will not be used or provided in a manner supporting or resulting in the identification of the Job Corps with any partisan or nonpartisan political activity, candidate, or political faction in connection with an election. (See ETH 700 Section 120.) d. Job Corps will not conduct voter registration activity on center, except the activities relating to ballots and balloting specified in JCCOH 330.3(2). 2. Examples of Restrictions. The effect of these restrictions, in part, is that no Federal employee or corpsmember will: a. Participate directly or indirectly in any partisan political campaign or other activity. b. Become a candidate for political office. c. Serve as delegate, alternate, proxy, officer, or employee in any political convention. d. Participate in any partisan way in the deliberation of a political meeting. e. Be active in organizing a political club, or in serving any such club as an officer or employee, or committee chairman. f. Solicit votes, assist in getting voters to polling places, or act as a poll watcher, checker, or challenger. g. Publish any article or letter signed or unsigned in favor of any political party, candidate, or faction. h. Participate in political parades or distribution of campaign literature, stickers, buttons, or badges. i. Be connected editorially or with the management of any newspaper or magazine known to be politically partisan. j. Furnish any list of Job Corps employees or corpsmembers to any person or organization to be used for any political purpose. k. Solicit or handle political contributions or solicit or sell political party dinner tickets. l. Initiate or circulate a partisan political nominating petition. 3. Permitted Activities. The policy in items 1 and 2 are not intended to imply any interference in the right and duty of all Job Corps employees and corpsmembers to register and to vote, and to express, in their private capacities, their opinion on all political subjects and candidates. They may: a. Sign nominating petitions as private individuals or petitions to the Government or to Congress, or its members. b. Participate in local civic organizations and citizens associations which have as their object the promotion of good government or civic welfare of the community, provided that these activities have no connection with the campaign of particular candidates. c. Attend political meetings to which the public is invited, provided that no partisanship is displayed. d. Be a member of a political club. e. Attend primary conventions, caucuses, and other meetings and vote on any question presented provided that no other active part is taken in the proceedings. f. Wear political buttons or badges, or display political pictures in their homes, or display stickers on their private cars. g. Make voluntary contributions to regularly constituted political organizations, but not in a Federal building or to another Job Corps employee or enrollee. 4. When feasible, the Center Director shall provide transportation to polls within a reasonable distance from the center for corpsmembers eligible to vote. (20 CFR 684.92) 135 - Religious Activities. (ETH 700 Section 330.7) Where necessary, Job Corps shall provide access and transportation to religious observances for corpsmembers. Corpsmembers shall be informed of their right to practice their religion and shall be encouraged to accord due respect for the religious views and practices of others. Attendance by corpsmembers at religious activities will be on a completely voluntary basis. 1. Scope of Religious Observances. Religious observances include services which churches, synagogues, and other religious groups commonly provide to their adherents. Generally speaking, these include the following: a. Public and private worship. b. Classes for religious instruction. c. Pastoral counseling to individuals and groups. d. Service projects. e. Special dietary requirements. 2. Providing Access to Religious Observances. Center Directors shall consult with religious leaders in their supporting communities for the use of religious facilities. At the same time the religious leaders should be invited and urged to participate as members of the Job Corps Community Relations Council. (Ref. ETH 820.) If adequate transportation is not available, or if communities cannot provide for corpsmembers with their existing religious facilities, the Center Director will report the facts and circumstances which warrant conducting religious services at the Center to the Job Corps Regional Office. The report will propose fees for a member of the clergy (1) conducting religious services, (2) seeing individual corpsmembers in case of accidents or illness. When the Job Corps Regional Office approves the conduct of scheduled religious services at a Center, arrangements will be made by the Center Director to obtain the services of a member of the clergy as needed, and to provide use of facilities considered suitable for religious worship. The Center Director shall select a member of the clergy to conduct services on the recommendation of religious leaders on the Center Community Relations Council. Wherever possible, special attention should be given to the selection of a member of the clergy who is qualified to work with disadvantaged youth. a. Volunteer Assistants to the Clergy. Clergy may use the services of qualified corpsmembers to perform their duties. The corpsmember shall serve on a volunteer basis and at a time and place deemed suitable by the Center Director. b. Proselytizing. Organized or public activities attempting to convert anyone to one's own faith or creed is strictly prohibited at Job Corps Centers. c. Contributions. The collection of funds at religious observances held in Center facilities is prohibited. At services conducted in community churches corpsmembers may, of course, make voluntary offerings. 3. Attendance a. Center Directors shall provide corpsmembers adequate opportunities and transportation to attend places of worship. Staff members will encourage and assist corpsmembers to attend worship services on a voluntary basis. b. Corpsmembers shall be authorized time off to attend religious observances as publicly announced. Center Directors shall publicize the times and places of religious observances. c. Athletic, recreational, and other activities held on Sundays should be scheduled so they will not interfere with attendance at religious observance. This principle shall also apply on any other days when corpsmembers are required by the tenets of their faith to fulfill religious obligations. d. The principles regulating access to religious observances in general shall also apply to special holy days. 140 - ENROLLEE ADMISSIONS The series of steps through which youth are enrolled in Job Corps are: recruitment, screening, selection, assignment, and transportation to the Center. Screeners, Job Corps regional offices, and centers are all involved in the admission process. (See 700 Section 340.1a.) 141 - Center Involvement in Recruiting 1. Requests. The services of center staff and corpsmembers may be requested to assist in recruitment. Such requests will be made to the Job Corps regional office. The Job Corps regional office will check with the Center Director and the Regional Office Human Resource Programs Staff Director if participation is possible on the proposed dates. Requests for assistance are usually limited to public appearances by staff and corpsmembers to answer questions on center life and Job Corps programs, or to arrange for various community groups to tour the center. 2. How to Recruit. A center should establish a sound working relationship with the screening office designated by the Job Corps regional office as the one to which youths recruited by the center will be referred. Staff should be encouraged to visit the screening office informally so that each understands the other's role in the recruitment-screening process. Screeners should be made to feel that the center's recruitment effort supplements the screening agency. After coordination with the Job Corps regional office, the center staff and screening office should determine an itinerary, time table, list of prospects, and plans for publicity. Youth who appear to be eligible for the Job Corps should be directed or escorted to the screening office. Every reasonable effort should be made to ensure that the youth actually arrive at the screening office. Those potential enrollees who request assignment to particular centers should be told to bring up their requests at the screening interviews. (Refer to ETH 333 for eligibility specifications.) 3. Where to Recruit. Unless otherwise authorized by the regional office, Job Corps center recruitment activities shall be restricted to the confines of the Department of Labor region in which the center is located. Centers can effectively recruit locally, within a radius of 25 miles, through contacting community organizations which involve target youth. Recruitment may be extended to adjacent counties, within 100 miles, in cooperation with screening agencies. 4. Corpsmember Recruiters. Corpsmembers may participate in recruitment drives. Corpsmembers at the center can be canvassed for the names of prospective candidates. Corpsmembers telling their own stories are extremely effective in recruiting. Corpsmember recruiters should be carefully selected since they will be serving in center/community public relations roles. Refer to ETH 404-E for details on leadership qualifications, selection, and training. 5. Recruitment Material. Necessary recruitment material may be obtained from Job Corps Regional Office. 6. Corpsmember Travel a. Rates. The standard government travel regulations apply. (FSM 6543). Corpsmembers shall be paid the same per diem and expenses for recruitment as the staff of the center to which they are assigned. The same per diem shall be paid to corpsmembers whether they are recruiting in their home towns or other locations. Per diem shall not be paid to corpsmembers on recruiting duty in locations where they continue to receive room and board from the center in which they are enrolled. The Center Director is authorized to use center imprest funds to advance corpsmembers' per diem funds prior to their departure based on the number of recruiting days involved by use of a "Receipt for Cash Subvoucher." (These monies will be reimbursed by Army Finance Center imprest funds after submission of a travel voucher and a travel voucher memorandum showing the actual amount of per diem used. (Refer to ETH 630). b. Responsibilities. If time does not permit issuance of regular travel orders, the Job Corps regional office may TWX authorization for corpsmember recruitment travel. This authorization will be followed by the issuance of the regular travel authorization and Job Corps movement (JCM) numbers. The Center Director is responsible for issuing transportation requests and monitoring per diem expenses. The director shall see that the Transportation Cost Transmittal Sheet is clearly marked "Recruitment" in block number one. 7. Staff Travel a. Forest Service travel regulations and procedures shall apply for all travel by center staff personnel. Job Corps directed or prescribed travel for purposes of escorting corpsmembers shall be considered authorized official travel. Travel by center staff shall be charged to center operations funds. b. Forest Service travel regulations and procedures shall apply to VISTA volunteers and corpsmembers when traveling on official center business. Such travel shall be charged to center operations funds. c. JCH 640, Transportation Handbook, regulations and procedures shall apply to all other travel by VISTA volunteers and corpsmembers. Such travel shall be charged to DOL/VISTA/ Job Corps funds. 142 - "Walk-Ins". No youth is to be admitted to Job Corps who has not been screened. If an applicant arrives on-center without official assignment and travel orders, staff should: 1. Obtain the youth's name, phone number, and social security number. 2. Notify parents or guardians by phone or telegram. 3. Urge the youth to return home and apply through the local screening agency. 4. Advise the youth that no Government transportation may be authorized for transportation home. If financial help is needed, seek the assistance of the Traveler's Aid Society. 5. Send youth's name, address, phone number, social security number, and address of nearest screening agency to the appropriate Job Corps Regional Office marked Attention: Recruitment, Selection and Assignment Division, so that screener may contact the youth. 143 - Readmissions. (See ETH 333, Job Corps Screening and Admissions Manual.) Eligibility for readmission is determined by the Job Corps regional office except when a youth's initial enrollment was terminated for disciplinary or medical reasons. The regional office makes its determination after reviewing (1) the recommendation of the terminating center and (2) the readmission application. A youth who received an unfavorable center recommendation normally will not be readmitted. Exceptions shall be made only when there is documented evidence that the youth's motivation and behavior patterns have improved substantially since leaving the Job Corps and after consultation with the terminating center. No readmittees will be reassigned to the center from which they were previously terminated unless that center recommends their return. If a youth was terminated for disciplinary or medical reasons, the regional office shall forward the application to Job Corps headquarters for determination of eligibility for readmission. A youth terminated for disciplinary reasons normally will not be readmitted. Exceptions shall be made only when there is documented evidence that the youth's motivation and behavior patterns have improved substantially since leaving the Job Corps. A youth terminated for medical reasons will be readmitted only if a medical report, reviewed by the Job Corps health office, shows that the medical condition either no longer exists or no longer precludes Job Corps training. As soon as a readmittee arrives at the center, the Center Director is to request the Enrollee Support Division at Job Corps headquarters to forward the youth's past personnel-health records. The youth's name, social security number, terminating center, and termination date must be included in the request. A readmittee normally shall be required to repay the Government, from the readjustment allowance, for the cost of transportation furnished for readmission. The youth's signed statement authorizing this deduction is contained in MA 6-60, Request for Readmission. If an exception is to be made, this shall be indicated by the regional office in the memorandum transmitting the youth's application forms on assignment to the center. Shortly after arrival, the youth is to receive, as an advance against the readjustment allowance, an allocation for living expenses to meet health and comfort needs. A readmittee is not eligible for home leave until 6 months from date of readmission. 144 - Initial Travel of Enrollees to Civilian Conservation Centers The initial travel of enrollees to Civilian Conservation Centers is furnished by the Government. For instructions, see JCH 640, Transportation Handbook. 1. The Job Corps furnishes travel to centers. The screener escorts the enrollees to their transportation and gives them their tickets and travel itineraries (see ETH 700, Section 350.2a). 2. Job Corps regional office prepares and forwards three copies of the travel authorization to the receiving center. The Center Director places two copies in a suspense file until Monday following the week of scheduled arrival of listed enrollees. 3. On the dates enrollees are scheduled to arrive at the center, the Center Director will have responsible personnel on duty to receive the new enrollees at the time and place they are scheduled to arrive. 150 - ENROLLEE RECEPTION 151 - Prearrival Orientation. Prior to arrival, each enrollee should receive a letter (see ETH 700, section 350.1) from the center extending a warm welcome and describing center life. Enrollees may also receive individual letters from "big brothers or sisters. "These letters, with the introduction to the Job Corps program provided by the screening agency, should give incoming enrollees an idea of what to expect upon arrival. (See ETH 404-E.) The letter should alert enrollees who are on medication to carry a week's supply of their medicine to the center to give to center medical staff upon arrival. 152 - Weekly Corpsmembers Strength Report and Log. Weekly, all Job Corps centers are required to TWX to the Department of Labor a report on how many corpsmembers arrived, how many left, and how many were at the center at the end of the report period. They will send an informational copy to the Job Corps regional office. This TWX message is known as the Weekly Corpsmember Strength Report. Each report is identified by a line that gives the center number and the reporting period date. 1. Reporting Period. Each center shall submit an accurate weekly corpsmember strength report (WCSR) by wire to the regional office and the national office to arrive no later than 11 a.m. each Thursday covering the previous 7 day period from midnight Wednesday. A WCSR log shall be submitted monthly to the regional office. Instructions for completion and distribution of this report and the WCSR log, from which it is prepared, are in the Job Corps Forms Preparation Handbook. 2. Dates. Each transmission includes at least two dates. The first date is the date of the transmission. Subsequent dates refer to the end of reporting periods. 153 - Confirmation of Arrival and "No-shows". The Job Corps regional office is to be promptly notified of the safe arrival of enrollees or of any delay in arrival, change of schedule, or of any unusual or emergency situation. No later than 5 working days following the scheduled arrival date for each corpsmember, the centers are to submit an annotated copy of the travel authorization to the regional office of origin, Attention: Assignment Section. Submit report of enrollees listed as "no- shows," but who arrived late, by a TWX giving names and Job Corps movement numbers. For enrollees not showing up at all, the center is to retain application folders for 15 days following scheduled date of arrival, mark "no-show" on front cover in "Remarks" column of Corps data sheet, and then forward them to the regional office for subsequent screener notification. 154 - Initiation of Corpsmember Records. The following forms and transactions are completed or reviewed when the enrollee arrives on-center (See ETH 334 and 20 CFR 684.123). 1. Center Produced Records. Center shall advise enrollees' parents or guardians of their safe arrival by sending them Notification of Safe Arrival Cards. 2. Form MA 6-40 (Formerly Form JC-157). Section II, Item 19, required for all centers. Form MA 6-40, Notification of Next of Kin Information, is to be immediately filled out and if possible verified for use in emergency situations. (It should thereafter be kept current.) The completion of religious preference is optional. ETH 6-40, Item 19, is prepared in accordance with ETH 334 Job Corps Forms Preparation Handbook. 3. Form MA 6-134 (Formerly Form JC-10). Signed typewritten identification cards which are serially numbered for control purposes and which bear the pictures of corpsmembers are to be issued to every incoming enrollee to identify the bearer as a member of Job Corps. These cards are to be collected and destroyed upon corpsmember's transfer or termination. (See ETH 334 Job Corps Forms Preparation Handbook.) 4. Form MA 6-106 (Formerly Form JC-27). Form MA 6-106, Job Corps Initial Allowance Authorization shall be prepared for each corpsmember reporting to the center, according to ETH 334 Job Corps Forms Preparation Handbook. 5. Form MA 6-58 (Formerly Form JC-29). The Center Director shall not authorize establishment of an allotment without having received a corpsmember's Form MA 6-58, Enrollee Allotment Determination Form. (See ETH 334 Job Corps Forms Preparation Handbook.) 6. Form MA 6-52 (Formerly Form OEO-16). Form MA 6-52, Job Corps Data Sheet, furnishing the corpsmember's pre-Job Corps history and personal statistics, namely, age, race, and family size, is to be closely checked for completeness and confirmation of data. Special attention is to be given to items 3, 9, 11, 12, 13, and 14: Social Security number, size of place (population of home town), sex, race, ethnic group, and date of birth. (See ETH 334 Job Corps Forms Preparation Handbook. The corpsmember's reading test score (RJSI) is to be entered by the center in item 34 (Test B). To signify that all reported data has been verified, the center's four digit locator code and corpsmember's arrival date must be entered in item 49, "Remarks." All Job Corps data sheets thus processed during the week for newly arrived corpsmembers are to be held until Friday. They are to be batched, counted, and forwarded to the address below under a brief cover memo showing the type of document (MA 6-52), number of documents enclosed, week of arrival, and date of forwarding. The MA 6-52 forms are forwarded to: U.S. Department of Labor, Employment and Training Administration, OAM, Reports Control Desk, 601 D Street, N.W., Washington, DC 20213. 7. Social Security Numbers. Social Security numbers appearing on screener-submitted Job Corps Data Sheets are to be verified prior to initiation of corpsmember allowances. If a corpsmember enters the Job Corps without a valid Social Security number (SSN), the center shall provide a temporary identification number (TIN), which will be shown on Job Corps Form 6-107, Job Corps Initial Allowance Authorization. Upon receipt of a valid SSN, or when an incorrect SSN had been furnished to the Army Finance Center (SEC 080), the Job Corps center will forward to the Finance Center a Form MA 6-101, Job Corps Living Allowance and Allotment Change Notice, designating the proper number. 8. Item 35, Corps Data Sheet. (See JCH 334) 9. Required Identification. Corpsmembers shall be instructed to carry their Social Security and signed identification cards on their persons. 10. Form MA 6-53 (Formerly Form JC-1). Form MA 6-53, Health Questionnaire, should precede arrival of enrollees at the center. The center health services staff reviews and uses it as a guide for planning future medical and dental examinations. (Ref. ETH 330, TS-C and ET Handbook 334 Job Corps Forms Preparation Handbook.) 11. Cursory Medical Examination. Within 24 hours after arrival, all enrollees will undergo a cursory medical examination to obtain a medical history and to identify any potential health hazards to self or to others. (Ref. ETH 330, TS-C.) 12. Medical Records: SF 88 and SF 93. All enrollees shall receive a definitive medical examination by a physician, unless circumstances prevent it, within 2 weeks after initial arrival at the center. It will consist of and be reported on those items included on the Standard Form 88, Report of Medical Examination, and Standard Form 89, Report of Medical History. (Ref. ETH 330, TS-C and ETH 334 Job Corps Forms Preparation Handbook.) 155 - Official Corpsmember Record. The official corpsmember record is composed of the following preprinted folders, labeled in green for females and white for males. (20 CFR 684.123.) 1. Form MA 6-136 (Formerly Form JC-48). Form MA 6-136, Health Record is necessary to (1) facilitate evaluation of health status, (2) reduce correspondence related to medical and dental care, (3) minimize duplication of diagnostic procedures, (4) provide information for the adjustment of compensation claims, (5) provide a source of medical statistical data, and (6) serve as part of the corpsmember's permanent Job Corps record. To help ensure medical confidentiality and adequate maintenance of health records, the health folder will be kept separate from other enrollee records, locked in the health area. (ETH 334, Job Corps Forms Preparation Handbook.) 2. Personnel Folder, Form JC 48b a. Corpsmember Profile. Form MA 6-40 shall be inserted into the personnel folders of corpsmembers at all centers to provide a centrally located cumulative record reflecting both individual corpsmember and center achievement, provide advisors and members of the Progress/Performance Evaluation Panel with a basis for review of overall progress, and provide one source document for terminee statistical data entered on side 4 itself or on a facsimile thereof. To ensure confidentiality, it shall not be circulated throughout the center, except to counselor or corpsmember advisors and then under strict controls. MA 6-40 or equivalent form shall be kept current with entries posted no later than 1 week after occurrence. Centers shall also comply with the instructions for completion of side 4 and shall further note the error correction procedures detailed in ETH 334. b. Personal and Social Development Record. A Personal and Social Development Record shall be inserted in each corpsmember personnel folder to provide a portrait of the corpsmember as a total and developing person within the center environment. (Ref. ETH 404-E for format.) A recommended guide for the organization of types of forms, records, and correspondence kept in the personnel records folder is shown in exhibit 1. EXHIBIT 1 IS A SEPARATE DOCUMENT 156 - Disclosure of Information. See 20 CFR 684.95 and FSM 6270. 157 - Orientation. A center shall plan and implement a well- defined orientation program that will help corpsmembers adapt to their new environment and that will serve to familiarize them with all aspects of the Center (ETH 404-E, chapter II). Exhibit 1 contains a typical orientation task outline. 1. Scheduling of Orientation Activities. Enrollees are normally scheduled to arrive at centers on Wednesdays; the orientation program should begin that day. Since the goals of the orientation period are the adaptation and involvement of enrollees, the administrative and logistical aspects of enrollment must be realistically subordinated to them. To the extent consistent with good management, medical examinations, achievement tests, completion of administrative forms, and other formalities should be handled in a manner that supports the overall adjustment purpose of orientation. During the crucial first days at the center, scheduled activities should occupy almost all of the enrollee's time. However, centers should not hesitate to introduce flexibility in the schedule when a need for additional counseling, relaxation, group discussion, or other supportive activities is indicated. 2. Orientation Responsibilities a. Center Director. The Center Director's function during formal orientation is to welcome the enrollees to the center, to introduce them to center staff, and to describe the purpose and goals of Job Corps. The Director should arrange to meet each enrollee personally and be available to them, whenever necessary. b. Orientation Coordinator. The Center Director should designate a person to be in charge of planning and implementing the orientation program. Center staff participants in the program should know who has been designated. c. Administrative Officer. The administrative officer shall be primarily concerned with such matters as record completion, pay and allowance initiation, clothing distribution, etc. d. Residential Advisor. The most important function of the residential advisor is to serve as the staff member who is closest to the individual corpsmember. The advisor shall establish a good working relationship with corpsmembers for whom the advisor has responsibility during the orientation period and be available for assistance. e. Counselor. Counselors shall conduct individual counseling sessions on personal adjustment and educational and vocational achievement, needs, and attainments. They shall conduct group counseling sessions on enrollee and staff expectations and common center adjustment problems. Each new enrollee shall be assigned to a counselor (Ref. ETH 404E, chapter II, section F.2). f. Health Staff. During formal orientation the appropriate health staff member shall explain what medical services will be provided for each enrollee and the purpose of each. Care will be taken to eliminate possible fears. The schedule for sick call and procedures for reporting to the dispensary will be described. Matters of general hygiene and preventive health care will also be covered (Ref. ETH 404E, chapter II, section F.5). g. Recreation Specialist. The recreational/avocational staff shall describe the center recreational/avocational facilities, objectives, and requirements; conduct tours of center recreational/avocational facilities; and conduct individual interviews with new enrollees to identify each enrollees recreational/avocational interests, skills, and special talents. The staff shall prepare an individual plan for recreational/avocational participation (Ref. ETH 404E, chapter VIII, section E.1). h. Big Brother/Sister or Corpsmember Buddy. Center staff shall strive to involve other corpsmembers in helping new corpsmembers adjust as much as possible. If the enrollee realizes that there is peer interest in his or her remaining at the Center, the chances of retaining the enrollee are greatly enhanced. The "big brother," "big sister," or "buddy" will befriend an assigned enrollee, assist in drawing the new enrollee into center activities, and help explain the center operation and program. Corpsmembers who serve as "buddies" must be carefully selected and trained. They should meet their enrollees at the arrival point (Ref. ETH 404E, chapter II, sections E and H.1). i. Corpsmember Government. The corpsmember government should be assigned major responsibilities in the orientation process. Significant roles in welcoming, guiding, assisting, protecting, and supporting enrollees should be entrusted to this group (Ref. ETH 404E, chapter II, section H.4). j. Placement Personnel. Placement personnel must be actively involved in the orientation process. They should meet and become well acquainted with all enrollees when they begin their first critical days in the program. Their function during orientation is to acquaint new enrollees with the role of the placement office and the services it provides, including the development of individual employability plans and placement services provided by termination category. They should also cover the work experience program and relocation to another area if jobs in the vocational training field are not available in the area from which corpsmember came. Exhibit 1 TYPICAL ORIENTATION TASK OUTLINE I. Administrative Responsibilities A. Publish and distribute list of expected arrivals. B. Delegate responsibilities for center preparation before enrollee arrival. 1. Assess warehouse inventory of clothing, bedding, locks, ditty bags, etc. Pick up and prepare for distribution. 2. Assign individual staff members and corpsmembers to work with individual enrollees. Advise residential advisors, personal counselors, Corpsmember Big Brother/Sisters or Buddies of the names of their enrollees and brief them on their responsibilities. C. Devise an efficient system of overlapping the processing of new arrivals aimed at keeping all enrollees occupied at all times so as to encourage their retention in the program. Some may be filling out forms, some may be fitted for clothing, some may be undergoing physical examinations, some may be tested for reading or math placement, and some may be touring Center facilities, etc. (Ref.-ET 404E.) D. Meet arriving enrollees, welcome them, and escort them to the center. E. Introduce enrollees to those staff members and corpsmembers they are likely to contact during the period of orientation. Issue name tags. F. Record arrivals and initiate paper work. G. Assign living quarters, lockers, etc. Issue initial supplies. Distribute clothing. Explain to corpsmembers the difference between orgnanizational and individual clothing and brief them on replacement of lost, damaged, or worn-out clothing. H. Start health services for enrollees, including cursory physical examination within 24 hours after arrival on center. Schedule medical interviews, physical examinations, dental checks, eye checks, and immunizations. I. Conduct tours of center facilities and the local community. J. Assemble corpsmembers for the formal welcome and orientation by Center Director and center staff. This will consist of: 1. Introducing the Job Corps program, covering program objectives, program completion, and post-program placement. 2. Introducing center staff and explaining their various responsibilities. 3. Familiarizing enrollees with their civil, legal, political, religious, and personal rights. 4. Explaining the structured system of incentives and discipline designed to further corpsmember personal and social development. 5. Distributing Job Corps Appearance and Behavior Code and Center Handbook which lists guidelines for behavior and cites center rules, regulations, and standards. 6. Informing enrollees on pay and allowance and leave eligibility and accrual. 7. Appraising corpsmembers of availability of comprehensive support services, such as medical, dental, legal, and counseling. 8. Providing an overview of the educational, vocational, residential living program, and safety procedures. II. Educational Responsibilities A. Familiarize enrollees with the education program and its objectives. B. Initiate counseling and testing for enrollee placement into reading, math, and other courses. C. Schedule enrollees into the educational curriculum. III. Vocational Responsibilities A. Acquaint enrollees with the vocational training program and its objectives. B. Initiate occupational exploration, a thorough introduction to each vocational training program offered by the center, with sufficient counseling and enrollee exposure to equipment and training methods to enable them to make a vocational choice. C. Assign enrollees to a vocational area. IV. Residential Living Division's Responsibilities A. Introduce the corpsmembers' supervisor who will expand upon center life as reflected by: 1. Conduct in accordance with State laws and Center regulations. 2. Attitude regarding respect for others and their property. 3. Sensitivity to members of other racial, cultural, and ethnic groups. 4. Center standards with respect to the general appearance of the center and personal hygiene and dress: a. Maintenance of dorm rooms and recreational facilities, etc. b. Availability of laundry services, mail services, etc. 5. Incentives Program. B. Conduct tour of dining facilities and have the food service supervisor brief enrolles on: 1. Conduct, behavior, and dress in dining hall. 2. Procedures for meal lines: hours, quantities of food, etc. C. Conduct tour of recreational facilities and explain choices of avocational activities available on and off-center. Emphasize participation. D. Outline objectives of the physical education program. Explain class routine and issue equipment. E. Schedule at least one individual counseling session per new enrollee to identify personal adjustment problems, anxieties, misapprehensions, potential troubles, and plan follow-up steps to assist. Session should help each enrollee understand his previous educational achievement and tell him how various center programs will advance his employment opportunities. F. Schedule at least one small-group counseling session covering enrollee behavior and intergroup relations.