CO-OP/STUDENT INTERN: Standard Operating Procedure Manual

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1 CO-OP/STUDENT INTERN: Standard Operating

2 Table f Cntents Purpse... 2 Cincinnati s Educatinal Histry... 2 Missin... 3 Cre Values f Prgram... 3 Scpe f Prgram... 3 Prgram Recruitment... 4 On-barding... 5 Assessing the Experience... 7 Page 1

3 Purpse The purpse f this dcument is t prvide guidelines fr the City f Cincinnati s Intern/C-p Prgram. The Intern/C-p Prgram is t prvide pprtunities fr students t becme educated and engaged in public administratin wrk in preparatin fr becming the next generatin f public administratrs. The City f Cincinnati s Human Resurces Department will prvide versight fr the student Intern/Cp Prgram. Cincinnati s Educatinal Histry Cincinnati has a rich histry f educatinal excellence. As early as 1829 Cincinnati s first public schl district was started, this was called The Cmmn Schls f Cincinnati. Cincinnati was the first public schl system in the Nrthwest Territry. William Wdward dnated land n Sycamre Street which started ff as Wdward High schl, the first successful schl in Cincinnati. The mst famus Wdward graduate was President William Hward Taft. Cincinnati has since grwn t have 213 public schls, 135 private schls and 42 pst secndary schls. In 2011 Cincinnati public schls made histry as the nly schl district in Ohi t reach an affective rating n its state reprt card. In ne decade Cincinnati had went frm an F t a B because their main fcus is the educatinal and prfessinal develpment f children frm the elementary level all the way up the cllege level. Cincinnati s schl system has the ptential t cntinue t grw if we invest mre time in ur future, the children. Cincinnati is als hme t several majr universities: University f Cincinnati, Xavier University, and Cincinnati State. These Universities are key part f Cincinnati s rich histry. The University f Cincinnati, Ohi s premier urban research university, traces its rigins t In that year bth Cincinnati Cllege and the Medical Cllege f Ohi were chartered. In 1870, the City f Cincinnati established the University f Cincinnati, which later absrbed the tw predecessr institutins. In 1906, the University f Cincinnati created the first cperative educatin prgram in the wrld. Fr many years, the University f Cincinnati was the secnd ldest and secnd largest municipal university in the cuntry. In 1968, UC became a municipally spnsred, state affiliated institutin, entering a transitinal perid culminating n July 1, 1977 when UC jined the university system f Ohi. Tday, the University f Cincinnati is classified as a Research University (Very High Research Activity) by the Carnegie Cmmissin, and is ranked as ne f America s tp 25 public research universities by the Natinal Science Fundatin. Xavier University was funded in 1831, Xavier University is a Jesuit Cathlic university in Cincinnati, Ohi. Its three clleges ffer 87 undergraduate majrs, 55 minrs and 19 graduate Page 2

4 prgrams t 6,945 ttal students, including 4,540 undergraduates. The University is the sixthldest Cathlic university in the natin and ne f 28 Jesuit clleges and universities natinwide. Cincinnati State can trace its rigins t the Cincinnati Cperative Schl f Technlgy (CCST), a tw-year technical institute fr high schl graduates that was established by the Cincinnati Bard f Educatin in The functin f the schl was t train technicians in a prgram cmbining cllege-level classrm instructin and cperative wrk experience. This prgram perated in a prtin f the facility at 3520 Central Parkway, which at the time was als the hme t Curter Technical High Schl and frmer hme t Central High Schl. In its first year, the cllege ffered nly fur degree prgrams. Missin The missin f the Intern/C-p Prgram is t create an exciting and meaning educatinal experience that attracts academic institutins and students all ver the regin t explre their interest in any aspect f lcal gvernment. Cre Values f Prgram The City values the pprtunity: t frm lcal partnerships with the lcal educatinal institutins t build effective relatinships with the City s student ppulatin t supprt and prmte life-lng learning and the experience it creates t cntinue t fster ecnmic grwth, neighbrhd investment, public safety and excellent delivery f custmer service and the rle that internships play in that effrt Scpe f Prgram It is the City f Cincinnati s gal t recruit students wh are interested in a career in the peratinal areas f Public Administratin. The rganizatin will wrk t recruit interns/c-ps fr custmerdepartments by wrking directly with lcal universities n prviding real time wrk experiences as they are cmpleting their educatinal prgram. The prgram will cver high schl, undergraduate, and graduate level students t include recent graduates. Recent graduate is defined as thse students that have graduated frm a prgram within the last six (6) mnths. It is ur gal t utilize the skills and interests f ur interns/c-ps t participate in varius levels f prject wrk. In additin, interns/c-ps will be utilized n a temprary basis t fill-in where departments are understaffed and need additinal supprt; interns/c-ps shall nt take the place f permanent unin represented psitins. Page 3

5 As the Intern/C-p Prgram mves frward the City f Cincinnati will have an pprtunity t shwcase the dynamic rganizatin that we have becme! This manual will prvide guidelines n the span f the City s prgram, which include: Prgram Recruitment The City f Cincinnati s Human Resurces Department will assign an HR Intern Prgram Manager t develp partnership with the lcal educatinal institutins that include the University f Cincinnati, Xavier University, Cincinnati State, and Cincinnati Public Schl in establishing recruitment pprtunities fr students. The HR Intern/C-p Prgram Manager will partner with custmer-departmental HR Liaisns t practively identify needs fr the prgram in preparatin fr the implementatin f the City s recruitment strategy. It is the respnsibility f the custmer-department t identify the scpe f prject wrk fr the student intern/c-p prgram. Prject wrk may include: wrk as pre-determined in the general student intern classificatin specificatin; civic service; and field wrk. Custmer-departments must determine whether r nt the psitin will be paid r unpaid in accrdance with the City s budgetary framewrk and cmplete the fllwing actins: Page 4

6 PAID STATUS UNPAID STATUS The HR Intern/C-p Prgram Manager will wrk clsely and cntinuusly with the career service centers f the said institutins in marketing the City s prgram via recruitment fairs, scial media blast, flyers, brchures, and student assciatin grups. These events will ccur twice a year during the fall and spring seasn in an effrt t capture a brad applicant pl f talent. Once applicants have been identified, the HR Intern/C-p Prgram Manager will cascade candidate infrmatin via an n-line resurce flder acrss custmer-departments that will include an array f educatinal interests f students fr student selectin. On-barding The City f Cincinnati will wrk diligently t create a student intern experience that is welcming, engaging, and educatinal. Upn student selectin, students will participate in a central HR and custmer-department n-barding prcess. Key cmpnents f the prcess are as fllws: Central HR On-barding Experience will include: Page 5

7 Participatin in the New Hire Orientatin Prgram Plicy Educatin Charge fr Change Initiative Organizatinal Expectatins Cre Values Intrductin Custmer Department On-barding Experience will include: Departmental Intrductins/Tur Meeting with the Department Directr Overview f Missin and Gals Meeting with Direct Supervisr Wrk Statin Review f Prject Wrk Expectatins Supprt Opprtunities Assessment Prcess Participatin in Departmental New Hire Orientatin Prgram Intrductin t Departmental Wrk Rules Cmpletin f New Hire Paperwrk In creating the experience fr Student Interns/C-ps, managers/supervisrs play a majr rle in making the intern s experience rewarding. Cmmunicating with the emplyee prir t the first day begins t fster a relatinship f trust. It is imperative t get the relatinship ff t a gd start. Develping a gd rapprt between the manager and the intern/c-p will help create a mre valued experience. It is the respnsibility f the manager/supervisr t ensure that the student/c-p feels a part f the bigger picture. In additin, it is just as critical fr the student intern/c-p t understand his/her rle and respnsibilities within the rganizatin and department. Remember we are preparing ur students fr tmrrws wrkfrce and the experience must rewarding and meaningful. Interns and c-ps may need a little mre guidance than ther new emplyees since many f these individuals will be new t the wrkfrce and gvernmental services. As such, managers/supervisrs must have a clear plan fr the intern/c-p s time and set check-ins t ensure their tasks are ging well. Page 6

8 Frms can be accessed via the Human Resurces Department internet site. Assessing the Experience This may be the mst imprtant aspect f creating a meaningful experience fr interns/c-ps. It is ur desire t ensure that the time spent with City is wrthwhile and beneficial. A big part f that is supprting their grwth as a future emplyee. We want them t understand the persnal characteristics needed t be a great leader/representative in a lcal gvernment envirnment. With that stated, we want t ensure that we are assessing their talents and skills frm a develpmental perspective by cntinuusly prviding feedback and including them in the prcess t include team cnversatins and meetings t challenge the skills sets f the individual. There are tw (2) evaluatin instruments t be utilized in the assessment prcess fr student interns/cps. One is fr the intern supervisr t use fr regular feedback sessins with the intern and the ther is fr the intern t use t evaluate the supervisr as well as the rganizatin and even the intern prgram itself. These cmpleted frms are t be turned int the custmer-department HR Liaisn t be filed in the apprpriate emplyee files. The intern will als have the pprtunity t prvide frmal feedback t the custmer-department thrugh an evaluatin that cvers their experience, their supervisr and the Intern/C-p Prgram. Prductive cmmunicatin amng interns/c-p and the department leadership aids in the develpment f the prgram. HR Liaisns will put a cpy f all feedback prvided by and given t the intern by the end f their tenure in their emplyee file. A cpy f the evaluatin f the intern prgram and supervisr shuld be upladed t the Intern Prgram Resurce page. This infrmatin will be used t assess the impact f the Intern Prgram prcess. Frms can be accessed via the Human Resurces Department internet site. Prgram Measures f Success Student Intern/C-p departmental and individual feedback frms will be used in the analysis f prgram success. The HR Prgram Manager will be respnsible fr cllecting and analyzing data n annual basis in preparatin f the annual reprt t be presented t the City Manager by July 1 st f each year. Once data has been assessed and analyzed, the HR Prgram Manager will make the necessary adjustment t the prgram mdel, in additin t, prviding n-ging training t custmers-department n any Prgram gaps that may exist. Page 7

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