Updating, Terminating Or Revoking a Work Permit

In this video, we will discuss how to update, terminate and revoke an online work permit. This is the last step in what you’ll need to know to maintain a student’s records online. The best part of using the online work permit system is that all of the information you enter can be accessed and recalled quickly. In the “Issuing a work permit online” video, we discussed how to search and access a student’s records using the Search Existing Student Records and Browse the List of Students functions. We are now going to use these functions to update, terminate and revoke a work permit. BEGIN LIVE VIDEO - - Using the search or browse functions, locate the student record you would like to change. Once the record has been accessed, a screen will open showing all work permits that have been issued to the student. This page will allow you to Download and print a .pdf copy of each work permit. This will come in handy if a work permit has been lost or destroyed. The page also allows you to choose between three actions: you can Update a Work Permit, Terminate a Work Permit, or Revoke a Work Permit. Perhaps the most frequent form of record maintenance is the termination of work permits. Whenever a minor quits or is terminated from a job, Indiana Code requires the employer to immediately notify the issuing officer in writing of the separation. This is typically done using the termination notice attached to the work permit. If a work permit has been issued using the online system, it is easy to maintain the records. Click the “Terminate” link that corresponds with the work permit you wish to terminate. You will be directed to a page that asks for the date the employment ceased. Enter the date that was entered by the employer on the termination notice. Click “continue.” A confirmation page should open up asking you to verify the termination of the work permit. To terminate the work permit, click “continue.” To change the termination date, click “back.” To cancel the termination, click “cancel.” There may be an occasion where the information included on a work permit will change. If the minor’s hours have changed, the minor’s job duties have changed or the business has changed its name or address, an update might be in order. To begin making an update, click “update.” A screen will open up showing all of the information about the business. Make any necessary corrections on this page and click “continue.” A confirmation page will open. A light blue box containing some information relevant to the minor’s age will appear near the center of the screen. Please ensure that the minor’s hours of work will not exceed the maximum hours the law allows for the minor’s age. A good reference of the hour requirements is our “Teen Work Hour Restrictions poster” available on our Forms and Publications page at www.in.gov/dol . If all of the information appears to be accurate, click “continue.” If you spot an error, click “back” and correct the information. Upon clicking “continue,” you will be prompted to print a new work permit for the minor. If the information on the work permit has changed, a new work permit should be issued to the minor. Please do not forget to sign the work permit and validate it using your school’s embossing seal or stamp. An issuing officer may revoke a work permit if he or she feels there has been a significant decrease in a student’s grade point average or school attendance since the work permit was issued. An issuing officer who revokes a work permit must immediately send written notice of the revocation to the student's employer. This letter should written and signed by the issuing officer. It may be best to send it on your school’s letterhead so the employer knows that it is valid. In the online work permit system, there is a specific function that will allow an issuing officer to revoke a work permit. Using the Search Existing Student Records function or the Browse the List of Students function, locate the minor’s record. Once the minor’s record has been opened, you will see a list of all of all the work permits issued to the minor. Click the “Revoke” link that corresponds with the work permit you wish to revoke. Upon selecting revoke, a page will open asking for the date the permit was revoked and the reason for the revocation. Fill in these fields in and click “continue.” A confirmation page should open up asking you to verify the revocation of the work permit. To continue revoking the work permit, click “continue.” To change the revocation information, click “back.” To cancel the revocation of a work permit, click “cancel.” Updating, terminating and revoking online work permits are all tasks that are easy to complete using the online work permit system. If you ever encounter an issue and you are not sure of the answer, each page has a help button that directs you to our Frequently Asked Questions about the online work permit system. You may also contact the Bureau of Child Labor at any time. We are happy to help! For answers to Frequently Asked Questions, copies of state forms, Indiana Department of Labor policies and more online training videos, please visit our website www.in.gov/dol/childlabor.htm . If you have any questions or concerns about any of the topics discussed in this video, or if you have ideas for future training topics, please contact the Indiana Bureau of Child Labor by e-mail at childlabor@dol.in.gov .