2016 Internship Partner Handbook - mayorsinterns.org · Summer 2016 internship after the job fair....

Founding Sponsor Presenting Sponsor

Education is Freedom Program Design and

Implementation

2016 Internship Partner

Handbook

Copyright©Educa1onisFreedom,2015Allrightsreserved.

Page 1 – Welcome Page 2 – Our Story Page 2 – Our Team Page 3 – Your Intern Fellow Page 3 – Workforce Development Training Page 4 – MIFP Process Page 4 – Critical Dates Page 5 – Organization’s Key Actions Page 6 – Suggested Intern Tasks / Assignments Page 7 – Preparing for your Intern Page 10 – Payroll / Time Reporting Page 11 – Intern Mentoring Page 11 – MIFP Program Sponsors

Welcome

1.

Table Of Contents Dear Colleagues, Thank you so much for participating in the 2016 Mayor’s Intern Fellows Program (MIFP)! Your support of Dallas area high school students, and our business and philanthropic communities as a whole is greatly appreciated. We know that welcoming a high school intern into your organization over the summer takes time and preparation, but want to assure you that it’s well worth it. Hosting an intern this summer will provide students a professional learning experience of a lifetime. By the time the student starts their internship, Education is Freedom (EIF) has guided each intern successfully through a rigorous application and interview process, and provided them more than 35 hours of classroom training. However, we fully understand that the real, meaningful, learning happens at your workplace. Year after year, students share stories with us of how much they’ve learned, how much guidance and support they have received from their supervisor, and perhaps most importantly, how they now view being a professional as attainable for themselves. This is the type of learning that will undoubtedly impact their futures, both professionally and personally. As a program participant ourselves here at EIF, I’d love to say that we participate solely to impact the lives of Dallas’ youth. But the truth is, each year, EIF gains a great deal from each and every intern. Our interns bring a fresh perspective, insight into the next generation of professionals, contagious excitement about the work, and so much more. In fact, each year our organization grows stronger as a result of having interns. Whether this is your first year or ninth year participating in MIFP, the EIF team is honored to partner with you along this amazing journey. Please know that we are here to support you every step of the way and encourage you to share your thoughts and ideas with us, as we continuously work to strengthen the program. Again, thank you for your commitment to shaping Dallas’ aspiring professionals and I’m looking forward to another successful program year! KindRegardsMarcia Page President & CEO, Education is Freedom Copyright © Education is Freedom, 2015 All rights reserved

Did you know…Despite signs of an economic recovery, nearly 20 percent of young people who want to work cannot get jobs.

-JPMorgan Chase & Co New Skills at Work report 2016

Intern Selection ▪ Intern Program ▪ Job Fair

Summer Internship

Education is Freedom Team 214.432.8552

Companies / Non-profits with 1 or 2 interns:

Shannon Page: [email protected]

Companies / Non-profits with 3 or more interns: Linda Flores: [email protected]

Registration ▪ Billing ▪ Sponsorship ▪ Luncheon

The Reeds PRC Team 214.871.0783

Companies:

Angela Shellene: [email protected]

Non-profits: Jenny Brumfield: [email protected]

Please note: During the summer internship (June 13 – August 5), you will have an Education is Freedom Intern Advisor assigned to your company / nonprofit. They will be your point of contact throughout the entire summer internship.

The Mayor's Intern Fellows Program (MIFP) is an eight-week, paid summer internship program that introduces Dallas public high school students to careers and employment opportunities in industries and companies where they have expressed interest. Modeled after the prestigious White House Fellows, MIFP prepares motivated students to become the leaders of tomorrow. To qualify for the program students must be at least 16 years of age, be a rising junior or rising senior at a public or charter high school in Dallas, and be eligible to work in the United States. Students must also have at least a 3.0 grade point average (at least 85%), have a solid attendance record and be recommended to the program by their high school principal or counselor. Since its inception in 2008, MIFP has provided 1,398 students with internships. Mayor Mike Rawlings' 2015 program was the largest, most far reaching in program history with 1,790 students representing 40 high schools applying for the program and 1075 qualifying for the competitive Job Fair held in April. A record-breaking 350 students were provided summer internships at major corporations, small businesses, government agencies and nonprofits. Selected interns worked in a variety of fields including accounting, advertising/marketing, architecture, banking, education, engineering, government, healthcare, hospitality, law, public relations, technology, and more. Facilitated by Education is Freedom (EIF), the program provides extensive professional training to all students who apply, and additional leadership development to those selected as interns. As internships draw to a close in August, students and their employers, program sponsors and other area dignitaries join the Mayor at an impressive Intern Fellows Luncheon celebrating the scholars and their outstanding accomplishments.

2.

Our Story Our Team

Copyright © Education is Freedom, 2015 All rights reserved

Applica1onProcess

WorkforceDevelopment

Training

JobFair

LeadershipDevelopment

Training

CommunityService

PreparedInternFellow

(40hours)

All Intern Fellows: Ø  Currently attend a Public or Charter School in Dallas Ø  Are currently a Sophomore or Junior in High School Ø  Are eligible to work in the US during the summer of 2016 Ø  Are 16 years of age by June 12, 2016 Ø  Have a 3.0 (85) Cumulative GPA Ø  Have a solid attendance record Ø  Received a Letter of Recommendation Ø  Received campus leadership approval Ø  Completed 40 hours of workforce development training

3.

Your Intern Fellow Workforce Development Training


Table Of Contents Your Team

SignupforIntern

ReceiveWelcomeLeRer

AccesstoOnlinePortal

ScholarSelec1onforInterviews

JobFair

ScholarSelec1onfor

HirePresent

ScholarswithOffer

leRers

InternFellows

Onboarding

LeadershipDevelopment

Training

SummerInternship

Luncheon

CompanyResumeSelec1on

• Reviewon-linescholarresumes–March8,2016• Selec1onofscholarstointerviewatJobFairdue–March18,2016

JobFair

• RSVPtoaRendJobFair–April1,2016• JobFair–April8,2016.DallasHyaRRegencyHotel.9:00am–3:30pm

ScholarHiring/Onboarding

• Selec1onofscholar(s)tohire–April15,2016• Submitcompanyonboardingpaperwork–April15,2016• ReceivesignedscholarofferleRer–May25,2016

Internship

• FirstDayofInternship–June13,2016**• LastDayofInternship–August5,2016**

CelebratoryLuncheon

• ReceiveemailwithLuncheondetails–July1,2016• CelebratoryLuncheon–August1,2016.HyaRRegencyDallasHotel.12:00pm–1:30pm

The Process Starts Here

4.

MIFP Process MIFP Critical Dates

“Since becoming Mayor I am absolutely convinced that by making an investment in the education of our youth we are indeed making an investment in Dallas and our future workforce.” - Mayor Mike Rawlings

**Some dates may vary depending on students academic school calendar


1.  Intern Review & Interview Selection: What: Process of reviewing resumes and determining which scholars Internship Partners would like to interview at the MIFP Job Fair. When: March 8 – March 18, 2016 Why: With hundreds of eligible scholars, companies have a variety of options when it comes to identifying exceptional scholars. This process allows Intern Partners to narrow down the pool of applicants by filtering through a variety of relevant categories including grade and area of interest, amongst others. Although organizations will still ultimately interview scholars they did not pre-select, the early identification allows organizations to reduce the huge number of eligible scholars to a much more manageable number. 4 ways you can select your candidates to interview or hire: 1.  Use the MIFP online resume search. 2.  Use the MIFP bulk resume search. 3.  No pre-selected interviews. Only interview student walk ups at the job fair. 4.  Do not attend the job fair, select intern fellow to hire based on resumes. In addition, organizations will be asked to interview students they did not pre-select. As part of the process for educating scholars, we encourage all scholars to participate in at least one professional interview. We ask Internship Partners to interview additional scholars to help develop students interviewing skills. 2. Job Fair: What: An all-day event where Internship Partners interview eligible scholars, many of which have been selected through the intern review and selection process. When: April 8, 2016. Dallas Hyatt Regency Hotel. 9:00am – 3:30pm Deadline to sign up for the MIFP Job Fair is April 1, 2016

Why: The MIFP Job Fair serves two purposes. First, it allows participating Internship Partners an opportunity to interview scholars prior to making their final selections. In some instances, a resume does not tell the entire story of a student’s potential, this gives students an opportunity to sell themselves andhopefully receive one of the limited, prestigious opportunities. Secondly, because the MIFP is committed to all students, the job fair gives these young people achance to go through the process of a rigorous professional interview. Although many of these scholars will not be selected, it will nonetheless, provide them with a unique, first time experience that will serve as a catalyst for future success. During the job fair, scholars will also have the option of walking up to your table and ask you if they can interview with your organization. Scholars will receive a list of organizations that are participating in the job fair. Please be prepared to interview some top scholars who are interested in working at your organization. 65% of past internships went to scholars who walked up and requested an interview. Schedule: Registration / Set-Up: 8:30am – 9:00am Group A: 9:00am – 10:45am Group B: 10:45am – 12:30pm Lunch: 12:30pm – 1:30pm Group C: 1:30pm – 3:15pm Take Down: 3:15pm – 3:30pm Lunch will be provided at the job fair.

5.

Organization’s Key Actions Organization’s Key Actions


Did you know…Nationwide, there are 5.5 million “opportunity youth” - young people ages 16 to 24 who are not attached to school or work.


ensure that all of these barriers are alleviated so that scholars are prepared to start work on the first day of the MIFP. We will also assist students in completing the on-boarding paperwork that each Internship Partner requires in order to be hired. When submitting your on-boarding requirements, please be sure to include a due date. We want to ensure all Intern Fellows are set up and ready to go on day one of the internship.

6.

Organization’s Key Actions Organization’s Key Actions 3. Intern Fellow Selection: What: Internship Partners identifying scholar(s) they would like to hire for the Summer 2016 internship after the job fair. When: Company hiring selections are due April 15, 2016. Intern Partners will be notified of their final 2016 Intern Fellows on May 25, 2016. Why: After reviewing resumes and interviewing scholars, Internship Partners must narrow down their list and determine which student(s) they would like to hire. Because there are so many Internship Partners and students, you will be asked to rank your top 5-6 choices. The MIFP will then begin extending offers to the students as you have them ranked. If a scholar declines or for some reason and is no longer eligible to participate in the program, we will extend the offer to your next available selection. May 25, 2016, we will notify you of who your 2016 Intern Fellow(s) will be. At that time, we will begin your on-boarding process that was submitted to EIF on April 25, 2016. 4. Intern On-boarding: What: Process of collecting all requisite paperwork for scholars to be prepared to start work on Day 1. When: Onboarding paperwork / process is due April 25, 2016. We will have students begin completing their on-boarding paperwork on May 25, 2016. Why: For many students, this will be their first job and certainly their initial indoctrination into a professional environment. Because of this, many will have to go through additional measures prior to starting work, such as the attainment of a state ID or driver’s license. The focus of this period is to


Did you know…Early work experience plays a critical role in healthy youth development. Through summer jobs, young people explore career options, discover personal interests and strengths, learn about work culture, build professional networks, develop skills and earn a paycheck. The benefits of summer jobs are well-documented – they contribute to short- and long-term employment success, increase the likelihood that students will graduate from high school and pave the way to a successful progression into adulthood.


Mayor’s Intern Fellows Program Mission: To introduce exemplary Dallas high school students to future careers, professional employment opportunities and valuable workplace skills while providing area companies, nonprofits and government entities a meaningful way to make an investment in the youth of Dallas and its future workforce. Definition of an Internship*: An internship consists of an exchange of services for experience between the student and an organization. Students can also use an internship to determine if they have an interest in a particular career or to create a network of contacts. Initial planning and preparations for hosting your Intern Fellow(s): To maximize your high school student internship experience, advance planning is the key to a success. Being proactive, creates a positive learning environment for both the intern and the organization. Remember you are designing what you would like for your company’s internship program to look like. Ask yourself, if I was a student intern, what would I like to learn, what experiences would I like to gain or how would you maximize this internship? Design your internship program Below are some suggestions while designing the program for your Intern Fellow this summer: 1.  Research. Speak to your counterparts, MIFP program partners, follow up

with supervisors of your program last year to determine what would work well in your environment.

*Definition taken from (Wikipedia)

2. Placement. Determine in which departments your Intern Fellows(s) will work. Identify the supervisor for each Intern Fellow you are hiring. Create a job description. 3. On-Boarding. Contact your Human Resources department to determine the on-boarding process and paperwork needed to hire your Intern Fellow(s). Also request the deadline you will need to submit all completed paperwork to human resources so that your Intern Fellow can start on June 13, 2016. 4. Timeline. Work with your Intern Fellows supervisor to determine what work load, projects, orientations, meetings, trainings, lunches, site visits, etc. are scheduled during the 8 week internship. Obtain the necessary approvals for your Intern Fellows to participate in any of the above learning experiences. Create an 8 week schedule / timeline for your intern fellow. 5. Skills Needed. Based on your timeline, determine the level of skills needed. Please ensure when interviewing your candidates, you select students with those skills. If the students do not have those skills, determine if there are some reference materials or a simple training you can provide for your Intern Fellow. 6. Logistics. Coordinate logistics prior to the intern's arrival. Be sure to arrange for workspace, phone use, a mailbox, e-mail accounts, payroll forms, security clearance, parking permits, and any other needs. 7. Orientation. Your program should cover the basics, including an overview of corporate philosophy, an office tour, and introductions to staff. You will also want to review the dress code, hours, and other relevant office policies. This can be handled through a formal program (if you have several interns starting on the same day) or as more informal meetings with a mentor or supervisor.

7.

Preparing for your Intern Preparing for your


8. Contacting your Intern Fellow. Prior to the start of the internship, reach out to your Intern Fellow through e-mail or phone to welcome them to your team. Please provide them with any arrival information for the first day of the job. 9. The Big Day – Day 1. There are many ways you can show your excitement for the first day of the student internship. Several Intern Partners have decorated their work space, taken the intern to lunch, gave the intern a welcome card, taken a selfie with the intern(s) and placed on their social media pages, etc. 10. In addition to welcoming your Intern Fellow, the supervisor should: Ø  Acquaint the Intern Fellow with department personnel and give a general

tour of the work area including exits, restrooms, coatroom, break area, parking areas, supply cabinets, stock rooms, service areas, cafeteria, ATMs, mail drop/pick up areas, telephone systems and office support.

Ø  Arrange for a comprehensive safety orientation, ethics and compliance orientation, photo / media releases and review of security policies.

Ø  Determine an appropriate work schedule. Ø  Instruct the Intern Fellow regarding the confidential nature of the

department’s business and inform the Intern Fellow of security policies (locked files, etc.).

Ø  Review (with the Intern Fellow) the overall tasks, project, specific objectives, job responsibilities and job assignment as soon as possible after the Intern Fellow starts their assignment.

Ø  Discuss time keeping, the payroll system and how the Intern Fellow will get paid.

11. Feedback. EIF will provide an Intern Advisor for your company / nonprofit and Intern Fellow(s). As part of the program, the Intern Advisor will contact the supervisor for intern performance feedback during week 4. We will also ask the supervisor to complete an Intern Fellow performance evaluation and a final program evaluation. 12. Graduation. Congratulations, your Intern Fellow has completed the internship at your organization! Intern Fellows love recognition from companies on their last day. Some suggestions would be a certificate of completion, a thank you card signed by the team, going away luncheon, flowers / small gift, hand shakes of thanks by the team, framed picture with the team, etc. Suggested Intern Task / Assignments Unique opportunities ensure that the MIFP remains an elite intern program, providing students life altering opportunities that exceed the value of a paycheck. In previous years, many organizations have managed to make the intern experience extremely fruitful for their students. Those that have been most successful are internships that involve a high level of student engagement across multiple platforms. This includes exposing interns to team building activities, leadership opportunities, and other relevant professional development. Additionally, students in post internship evaluations often indicate the opportunity to meet and shadow executives is perhaps one of the most meaningful activities of the summer.

8.

Preparing for your Intern Suggested Intern Tasks / Assignments


Special Assignment: Below are some examples of types of internships our Internship Partners have provided: Industry Partners overview: Some of our partners / associations have created a traveling internship. This internship allows students to rotate bi-weekly to different companies within their associations. This way, students are able to see various experiences within an industry. Organization Department Overview: We have had partners create an internal department rotation internship. This internship allows students to rotate bi-weekly to different departments within their organizations. This affords the Intern Fellows an opportunity to see how important every position is within an organization, which helps to contribute to the success of the organization. Special Project: Some of our partners provided an 8-week long project for their intern(s). The Intern Fellows were responsible for every aspect of the project. At the end of the Internship, their Intern Fellow had to present the results to a team within the organization. Sample projects included: social media campaign, marketing campaign for a certain product or event, product analysis of goods or services, newly designed filing system, program design for end users, create training workshops, design work, etc. Additional Tasks / Assignments Clerical Duties: Ø Copying, filing and/or sorting paper documents Ø Recording minutes for meetings Ø Answering telephones Ø Greeting office visitors

Ø Internship Partners Ø Fostering a quality customer service environment Ø Organizing supply closets Ø Creating check requests Ø Taking inventory of items Ø Conducting minor internet research Ø Preparing documents for HR new hire paperwork Ø Editing legal briefs Ø Organizing, cleaning and/or preparing medical supplies Computer Duties: Ø Installing basic updates on computers Ø Organizing data and editing spreadsheets – data collection, sorting, extracting, etc. Ø PowerPoint – creating slides for presentations Ø Assisting with data entry Ø Keeping an email journal Ø Sending e-mails to field leadership Ø Maintaining/updating of company social media sites Projects: Ø Assisting with the creation of programs and events Ø Conducting training Ø Observing surgeries and other medical procedures Ø Observing patient visits with doctor/surgeon Ø Helping to organize company-wide events Ø Writing for internal and external newsletters

Mentoring / Job Shadowing: Ø Attending project meetings with mentor and mentoring groups Ø Participating in job shadow rotation Ø Providing administrative support for corporate executives

9.

Suggested Intern Tasks / Assignments Suggested Intern Tasks / Assignments


Miscellaneous Duties: Ø  File room or project lab clean-up Ø  Running documents between groups or team members Ø  General office work

Mentoring conversations: Some of our Internship Partners held meetings / lunch & learns to speak to their Intern Fellows about a variety of topics: Ø  Future goals Ø  College / University interests Ø  Areas of improvement (and helping to craft a plan to work on

improvement areas) Ø  DFW – all of the opportunities to learn outside of a 5 mile radius of their

homes Ø  Helping the Intern Fellows take it to the next level - Provided one-on-one

mentoring or trainings to build on a vast areas of workforce development topics.

Student journaling and assignments: As part of the Mayor’s Intern Fellows Program, your Intern Fellow will have to journal about their experiences as well as perform weekly assignments. These assignments are put in place to assist your Intern Fellow with becoming acclimated in their work environment and removing the barriers that they often have of becoming a true member of their team. EIF will communicate on-site assignments with the Intern Fellows immediate supervisors. Sample work assignments are taking pictures, meeting new people, researching the colleges of your leadership, college essays, workforce development webinars, community service, etc.

Payroll: Intern Partners will hire the Intern Fellow directly and put them on your organization’s internal payroll systems. The Intern Fellow will follow all payroll processing rules set up by your organization. Intern Fellow Work Hours: The Intern Fellow’s work schedule will be determined by your organization. Please communicate the work schedule with your Intern Fellow and their Advisor. Recording Time: It is the Intern Fellow’s responsibility to keep track of their hours each pay period and have their supervisor approve their work hours. Please review your pay schedule process with your Intern Fellow. Holidays: Intern Fellows do not get paid for holidays. Overtime: Ø  It is the Intern Fellow’s responsibility to get all additional work hours approved before working any overtime. Ø  Intern Fellows should not work more than 40 hours a week.

10.

Preparing for your Intern Payroll / Time Reporting


Intern Advisor: Each participating Internship Partner and Intern Fellow will be assigned an MIFP Intern Advisor. The role of the Intern Advisor is to coach, develop, and mentor our Intern Fellows, as well as, act as the first level point of contact between Internship Partners and the Intern Fellows. The Intern Advisor will: Ø  Contact the Intern Fellows’ immediate supervisor to set up a visit schedule

to discuss the work performance of the Intern Fellow. These meetings can be weekly, bi-weekly or monthly, depending on your organization’s preferred frequency of contact.

Ø  Visit with Intern Fellows once a week (or more if needed). Communication may be in person, via e-mail, text, video conference, or teleconference.

Ø Mentor the Intern Fellows through their journaling, assignments and on-the-job training.

Intern Fellows Performance Reviews / Feedback: We ask that you provide continuous feedback throughout the internship – both positive and negative. You can do this directly with your Intern Fellow(s) or through your MIFP Intern Advisor. During the last week of the internship, you will be asked to complete a final assessment of your Intern Fellow. This information will be communicated to your Intern Fellow and to their high school campus leadership. MIFP Program Evaluation: We will ask that all participating Intern Partners to complete the MIFP program evaluation immediately after the internship.

11.

Intern Mentoring MIFP Program Sponsors


Thank You!

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2016 Internship Partner Handbook - mayorsinterns.org · Summer 2016 internship after the job fair....

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