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DVR Kwik Trip Retail Helper Initiative Process

March 2021

Purpose

Kwik Trip has requested that the Division of Vocational Rehabilitation (DVR) and DVR Service Providers follow a business-driven process when recruiting for or supporting Retail Helper positions within this company. The Kwik Trip process meets the business's needs in a national scale.

Step-by-step Responsibilities

Recruitment

  1. The Kwik Trip Store Leader contacts Human Resources to request a Retail Helper position.
  2. Kwik Trip Human Resources opens a position requisition and alerts the DVR Retail Helper Initiative Regional Point of Contact about the opportunity.
  3. The DVR Regional Point of Contact provides recruitment information to the local DVR Business Services Consultant (BSC), including a standard electronic recruitment template, the position description, the store Leader's name, the store's number, address and phone number, and the electronic link that connects the applicant to the application process.
  4. The local DVR BSC contacts the Store Leader to introduce themselves and determine if there is any additional information the Store Leader wants included in the recruitment. The local DVR BSC also offers to function as the local point of contact for both the current recruitment and the company's general workforce needs.
  5. The local DVR BSC shares recruitment information with local DVR Teams and Service Providers to source potential DVR candidates using the standardized recruitment template.
  6. Candidates (with or without the assistance of a Service Provider) are directed to apply online for available positions. In the on-line portal, candidates are also guided to attach their resume and cover letter describing how their skills, strengths, and experiences match the business/position needs. Candidates are encouraged to request accommodations as necessary and appropriate, including but not limited to systematic instruction, interview assistance, new hire paperwork assistance, or assistive technology.
  7. Candidates must provide Kwik Trip with required personal contact information (phone number, email, etc.) so the employer can communicate directly with the candidate at the time of application, onboarding, and during employment. Candidates should not provide service provider contact information.
  8. Candidates (and/or Service Providers) must send the local DVR BSC a Release of Confidential Information (ROI) form signed by candidate authorizing DVR to release the candidate's name to Kwik Trip. This verifies for Kwik Trip that the applicant is engaged in the DVR program. The local DVR BSC must ensure an Authorization for Release of Confidential Information is present in the IRIS case file.
  9. The local DVR BSC shares qualified applicant names with the DVR Regional Point of Contact, who in turn sends the applicant names to Kwik Trip.
  10. Following DVR's internal recruitment, the Store Leader contacts qualified candidates to schedule interviews. The Store Leader is encouraged to pay close attention to any accommodation requests the applicant may have made relating to the interview or other processes.
  11. Once a candidate is selected, the Store Leader contacts the candidate to discuss onboarding activities (start dates, pre-hire test or background checks, schedule, etc.).
  12. The Kwik Trip Store Leader, Employee, and the Service Provider will review services the Service Provider will be providing to new Retail Helpers that impact the employer. The Store Leader and Service Provider staff will work together regarding reasonable accommodations and provide systematic instruction. If applicable the Store Leader or Employee will reach out to Kwik Trip Human Resources if needed. The Service Provider and the Store Leader will exchange contact information in the event one party needs to contact the other.

Retention

  1. Once the Retail Helper is working, the Store Leader provides the Employee feedback regarding performance, ongoing/advanced training opportunities, and other activities as they would with any other Employee.
  2. When on-the-job supports or accommodations change, the Employee, Kwik Trip Store Leader, and Service Provider will be in communication and in agreement regarding those changes.
  3. The Service Provider and Employee will ensure that the Store Leader is engaged in decisions to discontinue on-the-job supports and has contact information in the event the employer needs to reconnect with resources.
  4. In cases where the Retail Helper experiences challenges or barriers to successful employment retention, and is actively working with DVR, DVR will work in partnership with Kwik Trip, the Employee, and any external supports (Service Providers, Long Term Care Representatives, etc.) to develop potential solutions and/or engage necessary supports.
  5. In cases where the Retail Helper experiences challenges or barriers to successful employment retention, and is not receiving services through DVR, the individual may seek assistance from the Store Leader or other Kwik Trip resources, their Service Provider or other community agencies, Long Term Care Representatives, or other resources they find valuable. The Employee may elect to contact DVR to discuss reconnecting with the agency and/or with Employee consent, DVR may outreach to the Employee regarding DVR services.

Additional Responsibilities

  1. If a Store Leader has difficulty reaching an applicant, they can contact the Service Provider or local DVR BSC for assistance. To contact the BSC serving a specific area, see the Business Service Consultant (BSC) Contact Information webpage.
  2. The Store Leader may consult with the local DVR BSC on general disability and employment situations/topics at any time.
  3. In the event DVR does not have candidates for vacant positions, the Store Leader can request that the local DVR BSC share the recruitment with other workforce partners and disability service providers to connect non-DVR candidates to the employment opportunity. Interested candidates can apply on-line and work directly with Kwik Trip through the recruitment process. DVR will not be engaged in these recruitments beyond sharing the recruitment information with community and workforce partners.
  4. The local DVR BSC would do a bi-weekly contact with Store Leader to assess status of contacting applicants and notify the DVR Regional Point of Contact of recruitment statuses on a monthly basis (or more often if necessary).
  5. Kwik Trip will provide open requisition(s) to DVR Regional Point of Contact on a monthly basis for coordination of recruitments.
  6. DVR Regional Points of Contact reviews Kwik Trip openings quarterly to determine if there are any long-term recruitments, identify potential factors influencing the recruitment, and will discuss potential solutions with the local DVR BSCs, the larger DVR Business Services Team, and Kwik Trip leadership as needed.