Report on Feasibility of Creating Pilot Internship Program for State Agencies

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1 Report on Feasibility of Creating Pilot Internship Program for State Agencies On page 134 of the 2013 Joint Chairmen s Report the University of Maryland Baltimore County was asked to submit a report on the feasibility of creating a pilot internship program for college students at State agencies: Report on Internship Opportunities: The committees are interested in increasing internship opportunities for college students at State agencies particularly in science, technology, engineering, and mathematics (STEM) areas such as computer science. Given the University of Maryland Baltimore County s (UMBC) success in developing internship experiences for its students with the public and private sectors, UMBC should work with the Department of Information Technology (DoIT) to examine the feasibility of creating a pilot internship program. If proven successful, the program could be expanded to include students from other universities. UMBC should submit a report on the feasibility of creating a pilot internship program and provide a description of the program by December 15, THE PATH FROM INTERN TO EMPLOYEE Having a highly-skilled IT workforce is crucial both to the future of Maryland s IT industry and to Maryland s economy. All organizations be they large corporations, nonprofit agencies, small businesses or public sector agencies are increasingly reliant on information technology for many, if not most, of their business operations. As a result, there is a very competitive environment to recruit and retain qualified IT employees. An effective strategy that many successful businesses and organizations use is to provide internship opportunities to college students who are majoring in information technology. These interns work side by side with regular employees, bringing their education and training to real-life IT projects. The business or organization benefits from the student s current knowledge and expertise and the interns get valuable work experience in their chosen field. At graduation many students go on to become employees of the business or organization where they interned. UMBC is committed to offering internship opportunities to as many of our students as possible. The university highly values the concrete work experience that internships provide students. We have seen internships contribute significantly to a student s success in securing productive and satisfying employment upon graduation. UMBC has also benefited in having some of our own students majoring in IT who interned at the university become employees, which is testament to the effectiveness of incorporating interns into the work environment. Fifty-three of the seventy-four full-time employees of the university s IT division are alum; eighty percentage of those alum worked in the IT division as students before graduating from UMBC. WHAT IS INVOLVED IN A SUCCESSFUL INTERNSHIP PROGRAM? UMBC is experienced in administering the different components of a successful internship program. The university works with businesses and corporations interested in having students serve as interns in a wide variety of operational and business processes. UMBC currently administers three internship programs on behalf of the State of Maryland: the Governor s Summer Internship Program, the Maryland Department of Transportation Fellows Internship Program and the Walter Sondheim Jr. Public Service Summer Internship Scholarship Program. UMBC also works with numerous businesses and organizations to match student interest with available internship opportunities. Over the last five years, nearly 2,000 students have been successfully placed in IT internships with organizations such as Northrop Grumman, AAI Corporation, SAIC, T. Rowe Price, NSA, PayPal, Microsoft, GE and Lockheed Martin. The following observations on the components of a successful pilot IT internship program are based on the university s experiences. 1 Page

2 1. What students look for in an internship opportunity For some fields or majors, there are more students interested in internships than internships available. In the STEM fields, notably IT, there is significant competition for qualified IT students at the university. It is helpful to be aware of what students look for in an IT internship and what may influence their choice of where to apply. Students look for a clear, defined project or description of duties and the opportunity for real work experience. Students are interested in having a supervisor who is a mentor and one to whose position the student may aspire to as a future job for herself or himself. Students are seeking both work experience and what may be an important beginning career move. Students value exposure to high-level leadership and management. They appreciate knowing that their work will be visible in the work environment and that they will get feedback on their performance. Internships of different lengths and time during the year will appeal to different students. Some projects lend themselves to an intensive, short term period (e.g., summer). Some students are looking for a more long-term involvement and can schedule their class load to allow them to work part-time for one or two semesters or longer. Students are drawn to branded programs - programs that have high visibility on campus, have a strong positive reputation, and are offered consistently over time. Competitive internship fields such as IT are more successful when they provide compensation at a competitive pay rate to the student. National corporations are competing for the university s IT majors and many students seek internship opportunities that will help them pay for their college costs. 2. Recruitment and marketing In order to ensure appropriate and rewarding internship experiences for student applicants and State agencies, prior planning and thought is required in developing the internship assignments and staff mentors. Substantive projects need to be identified and created which merit the talents of the IT student workforce and needs of specific agencies as an initial step in creating a successful internship program. Intern position descriptions must be developed, evaluated, and ranked by a designated lead who could work with the university on the recruitment process of a pilot program. An effective recruiting plan also requires building relationships and establishing a presence on campus. The UMBC Career Services Center has experience in recommending the best recruitment strategies and timeline based on the number of projected interns in a specific program. The Center is also experienced in developing a marketing campaign via social and print media, sending targeted s announcing the program to select students, connecting with faculty across the university to promote the program, providing students with program information and background materials, and coordinating a recruitment event. 3. Administering an internship program Development of a campus wide marketing campaign and recruitment of student applicants must be followed by administration of the internship program. This may include matching students with specific internship positions, providing orientation for students and mentors/supervisors, establishing an assessment and feedback process between the student and supervisor, and additional logistical arrangements for various support components such as payroll, as appropriate. ASSESSING THE FEASIBILITY OF A PILOT IT INTERNSHIP PROGRAM FOR STATE AGENCIES UMBC consulted with the Maryland Department of Information Technology (MDoIT), to consider how to assess the feasibility of creating a pilot IT internship program for State agencies. While MDoIT did not have the capacity to coordinate a pilot internship program, Secretary Isabel Fitzgerald invited UMBC representatives to present the concept to the Maryland Information Technology Advisory Committee (ITAC). This group is made 2 Page

3 up of CIOs from the major State agencies. MDoIT convenes this group on a quarterly basis to share information and offer a professional forum for State agencies on issues relating to IT. UMBC representatives met with ITAC in September University representatives shared the JCR language and described our track record of successfully launching and sustaining intern programs on behalf of the State, notably the Governor s Summer Internship Program, MDOT Fellows Internship Program, and the Walter Sondheim Jr. Public Service Summer Internship Scholarship Program. Also discussed were the benefits to State agencies, including the experience of some agencies that recruited and hired former interns as full-time employees. Following the ITAC meeting, UMBC invited interested State agency representatives to come together and discuss the opportunities and challenges of creating a pilot IT internship program for State agencies. The State agency representatives who participated were: 3 Page Kara Carter, Webmaster, Maryland State Archives Jim Darchicourt, Director of IT, emeds Project Manager, Maryland Institute for Emergency Medical Services Systems Parris Jackson, Director, Information Technology, Maryland Higher Education Commission Keith Ross, Assistant Deputy for Project Management, Maryland State Board of Elections Al Short, CIO and Director, Office of Planning and Capital Programs, Maryland Motor Vehicle Administration Patricia Velez, Deputy CIO, Maryland Motor Vehicle Administration Jim Yarsk, Director, Office of Information Technology, Maryland State Highway Administration The following is a summary of this discussion as well as input provided by the Maryland Department of Budget and Management (DBM). OPPORTUNITIES FOR STATE AGENCIES TO PARTICIPATE IN PILOT INTERNSHIP PROGRAM State agencies have many IT projects that would appeal to student interns and benefit the agency s business operations The State agency representatives identified a variety of IT projects that would be a good fit for qualified interns. One representative cited legislation enacted during the 2013 legislative session relating to security of private information: Governmental Procedures Security and Protection of Information/Chapter 304 Senate Bill 676. He noted that this new law contained a number of time-limited tasks (e.g., development of security procedures and practices, protection from access to personal information, etc.) that would lend themselves to substantial projects for IT interns. All agreed that the future will only bring an ever-increasing need for IT support in light of the tremendous reliance on technology for communication and record-keeping. University representatives suggested State agencies could look at multiple-year opportunities for interns, beginning with underclassmen working on more elementary IT tasks at a lower pay rate; then moving the interns into increasing levels of responsibilities and exposure to a variety of areas over time. This pyramid approach would give the student interns a sense of the career opportunities at a State agency and an appreciation for public service. It might also broaden the base of eligible IT students available for the pilot program. UMBC has extensive experience in marketing, recruitment and administration of internship programs UMBC is a recognized leader in the administration of internship programs receiving the national Best Practice award from the Cooperative Education and Internship Association (CEIA). During the last fiscal year (2013), nearly 2,200 UMBC students stepped outside the boundaries of the classroom to experience the professional

4 workplace through the university s internship, co-op, and research practicum. Around the state, in Washington, D.C., and across the country, UMBC students linked theory to practice in real-world settings, allowing them to more precisely define their career interests, and acquire the valuable work experience and skills needed to jumpstart their careers after graduation. UMBC s strength in securing so many opportunities for its students is also attributed to our work with helping organizations develop an effective recruiting plan which requires building relationships and establishing a presence on campus. For example, on behalf of the state of Maryland, UMBC administers the Governor s Summer Internship Program. The coordination of this initiative is a year-round effort. Activities include: development and dissemination of marketing materials to all higher education institutions in Maryland and to potential internship sponsoring agencies; coordination with all Maryland higher education institutions in the recruitment, selection and nomination of GSIP applicants; coordination of the selection process including ongoing communication with selection committee members; extensive communication with GSIP participants prior to the beginning of the program for position selection and placement; extensive communication with placement sponsors for student placement; planning and implementation of program orientation and other program events (e.g. seminars, final policy paper presentation/final celebration); and, continuous communication and coordination with the Governor s Office. In addition, in order to attract high quality students, program participants receive a $3,000 stipend. This stipend provides an added incentive to the interns, as it offsets the lack of income from regular summer employment. The stipend is directly paid to the students via university payroll in order to continue to assist state agencies with onboarding summer interns. The university received a permanent base increase in its State funding to administer this program, which included funding for the stipends paid to program participants. The university, however, offers a wide range of support services with varying levels of cost to those entities interested in UMBC interns. These services range from no- or low- cost services to a comprehensive model where the university works in close partnership with the organization to administer much, if not all, of the activities associated with the internship program. Examples of support services, from low to high cost, include: Posting a State agency s internship openings on UMBC s on-line recruitment system, UMBCworks Participation by the agency/agencies in UMBC s annual job fairs on campus Conducting a specialized fair dedicated specifically for State agencies via a Visibility Day Having a State agency be part of the employer partner program Having the university hire interns as student workers, placing them in different agencies, and managing payroll and related services. UMBC is a powerhouse in graduating STEM majors UMBC is a dynamic public research university integrating teaching, research and service to benefit the citizens of Maryland. As an Honors University, the campus offers academically talented students a strong undergraduate liberal arts foundation that prepares them for graduate and professional study, entry into the workforce, and community service and leadership. Nearly half of UMBC students graduate with bachelor s degrees in science and technology, a higher percentage than at any college in Maryland except the Naval Academy. The College of Engineering and Information Technology (COEIT) has approximately 2,900 undergraduates and over 1,100 graduate students and the College of Natural and Mathematical Sciences (CNMS) has approximately 2,400 undergraduates and over 300 graduate students. UMBC degrees in information technology include computer science, computer engineering, information systems, business technology administration, and cybersecurity. The UMBC Center for Women in Information Technology (CWIT), which was established in July 1998, is dedicated to increasing the representation of women in the engineering and information technology fields. Run in partnership with CWIT, the UMBC Cyber 4 Page

5 Scholars Program is a new program funded by a generous $1 million grant from the Northrop Grumman Foundation to prepare the next generation of cybersecurity professionals in an increasingly digital age. UMBC s reputation as a STEM powerhouse in Maryland makes it an ideal partner and student recruitment location for Maryland State agencies interested in finding IT interns. CHALLENGES TO STATE AGENCIES IN RECRUITING IT INTERNS Competitive compensation to interns UMBC s experience is that our IT interns are highly sought after by businesses and organizations. There are usually more internship opportunities than qualified students. In order to attract UMBC interns, State agencies would need to offer competitive compensation to these interns. Students majoring in the IT fields are commonly reporting intern pay rates between $12 to $20 per hour. State agencies have varying abilities to offer this level of compensation, which would affect an individual agency s success in recruiting and retaining a qualified IT intern. State agencies need an effective mechanism to recruit and compensate interns Several State agency representatives noted that it can be challenging to recruit interns and identify the appropriate structure for providing compensation. Interns are short-term and project-oriented as compared to full-time or contractual State employees who are hired to perform a range of on-going tasks and duties. Recruitment is time-consuming and the regular marketplaces used by State agencies for employee recruitment do not normally target higher education students. DBM advised that the State Personnel Management System (SPMS) currently has the following classifications for student employment: Class Title Minimum Salary Maximum Salary Student Engineer Co-op $12.20 $15.48 Student Technical Assistant $8.88 $11.48 Summer Student Worker $7.25 $8.77 Work Study Student $7.25 $8.77 SPMS has offered to work with the State agencies seeking to provide internship opportunities through this pilot to identify and create a classification that could accommodate students seeking to participate in the pilot. One suggestion was to alter the class title Student Engineer Co-op to Student Engineer/Info Tech, which carries a salary range between $12.20 and $ The State agencies could also consider a partnership with UMBC and utilize the university s capacity to act as the employer of record for these IT interns, providing a viable system for offering compensation as well. It is important to note that there have been a series of recent lawsuits about unfair labor practices where unpaid interns were replacing paid employees with free labor. This summer a federal district court judge in New York ruled that Fox Searchlight Pictures (NWS), a film distribution company, should have compensated two unpaid production interns for the 2010 movie Black Swan. According to the judge, Searchlight received the benefits of their unpaid work, which otherwise would have required paid employees. This victory opened the door for additional lawsuits and a nationwide review of unpaid internships. Although the U.S. Department of Labor currently recognizes unpaid internships as generally permissible in the public sector and for nonprofit charitable organizations, where the intern volunteers without expectation of compensation, this practice is continuing to be scrutinized by students, academia, and the public in general. 5 Page

6 DESCRIPTION OF THE PROPOSED PILOT IT INTERNSHIP PROGRAM WITH STATE AGENCIES UMBC proposes that a pilot IT internship program could be initiated through a master Memorandum of Understanding (MOU) between the university and a limited number of State agencies. The MOU would be time-limited, allowing sufficient time to develop objectives and performance metrics, implement the program and assess the program s effectiveness in placing qualified IT interns at State agencies. The MOU would specify the responsibilities of the university and the participating State agencies. The pilot phase would be limited to a small number of State agencies, which will allow different components to be assessed. Several of the State agencies who participated in the feasibility assessment have indicated their interest in being part of the pilot. UMBC would reach out to other members of ITAC to identify any other State agencies who may be interested in the pilot IT internship program. The university would consult with MDoIT in the final selection of State agencies to participate in the pilot. The participating State agencies would serve on an oversight committee, to provide regular feedback and assessment of the effectiveness of the pilot. The university would conduct an initial assessment of participating State agencies to determine: Type of IT interns needed Mechanism to be used in compensating interns (SPMS student employment classification or UMBC student worker) and the level/range of intern compensation to be offered by each State agency Potential projects Any training and/or work-ready skills that interns may need Training and support that State agencies may need (e.g., supervisor roles and responsibilities, effective performance assessment practices, etc.) The pilot would modify the university s existing MDOT Fellows and Governor s Summer Internship Program models described above for a UMBC specific intern program, but be flexible in both the time of year and the duration of the internship. The IT interns selected would be hired (either by the State agency or the university) after completion of an agreed-upon recruitment and selection process in partnership with the State agencies. Each IT intern would then be assigned to the sponsoring State agency. CONCLUSION The combination of State agency needs for IT interns and UMBC s comprehensive experience with internship programs and pool of qualified interns offers Maryland a tremendous opportunity to develop a pilot IT internship program in the State. Many students who complete internships go on to work in that business or organization. By offering internship opportunities to UMBC IT majors, State agencies would: Instill a deeper understanding of the purpose and functions of the State agency in an emerging pool of talented college students; and, Attract some of Maryland s best and brightest students to seek IT employment within State government upon completion of their formal education. 6 Page