JONESBOROJOBS EMPLOYER HANDBOOK HOW TO START AN INTERNSHIP PROGRAM

April 2013

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Dear Jonesboro Area Employer:

We are fortunate to live in Jonesboro, where we are enjoying sustained and positive growth. We urge you to help continue our area’s success by creating new meaningful internships within your business. By creating new internship opportunities you will help recruit, retain and reward young talent which is vital to the future of our region. More importantly, it can help your business identify and hire your future employees.

This Jonesborojobs Employer Handbook can help you develop new internship opportunities within your organization. The enclosed materials provide you with a step-by-step outline that includes assessing your business needs, creating internship job descriptions, and managing your internship program. We have also included sample forms and suggested resources for more information.

Internships provide students with real life work experience, but did you know that internships can directly impact your company or organization’s productivity and bottom line? Internships are an effective and efficient way to locate and train qualified and motivated students to fill immediate needs, as well as create a pipeline of talent for your future workforce.

Internships also benefit the regional economy by creating a positive environment where current businesses can flourish, and to which new businesses are attracted.

When you use the Jonesborojobs Employer Handbook to create meaningful internships, you are helping students, boosting your business and promoting our region.

Thank you for your involvement in this program!

Sincerely,

President & CEO Jonesboro Regional Chamber of Commerce

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TABLE OF CONTENTS Steps to Developing Your Program ........................................................... 3

Identify Your Business Needs ............................................................ 3 Develop Intern Job Description ....................................................... 5 Intern Recruitment ............................................................................. 9 Selection Process ............................................................................. 10 Intern Program Management ....................................................... 12 Intern Evaluations ............................................................................. 15

Human Resource Issues ............................................................................ 17 Compensation ................................................................................. 17 Paid vs. Unpaid ................................................................................. 18 Regulations Regarding Unpaid Internships .................................. 18 Credit or Non-credit ........................................................................ 19 International Students ..................................................................... 20 Intellectual Property ........................................................................ 20 Benefits and Insurance ................................................................... 20 Dismissal of an Intern ....................................................................... 20

Frequently Asked Questions ..................................................................... 22

Sample Forms .............................................................................................. 24 Interview Evaluation Forms .................................................... 24 & 25 Performance Evaluation Forms ...................................... 26, 29 & 32 Internship Waiver .............................................................................. 34 Confidentiality Agreement ............................................................ 35 Company Dress Code .................................................................... 37 Intern Contact Information ............................................................ 38 Application for Internship ............................................................... 39

Arkansas State University Internship Contact Information .................. 43

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Steps to Developing Your Program

Internship opportunities can be offered by any employer — large corporations, start-up firms, non-profit organizations and government

agencies. An internship is a test drive for the employer as well as the student.

Do you need an intern? Step 1: Identify Your Business Needs The first step is to assess the internal needs of your company or organization. If you can say yes to these questions, then your organization could utilize an intern.

1. Do you have difficulty finding qualified new

employees?

2. Does your organization require skills or talents

that are typically not learned in the

classroom?

Software or hardware skills

Business writing

Research or process skills

Client or customer interactions

Networking

3. Do you provide goods or services that set your

business apart from the competition?

Could an intern learn specific skills that could make them a valuable

employee?

Could you improve your hiring and training process by having interns?

4. Do your full-time employees have projects that could benefit from the focused

attention of an intern, such as research or special projects?

Will the workload support one intern or several?

Is an intern needed on a full- or part-time basis?

Is an intern needed only for a certain time period or throughout the year?

An internship allows students to learn about your organization and how it works. If you are

in need of new employees, these

individuals are ideal because, following

graduation, they can hit the ground running.

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5. Will existing resources, equipment and accommodations be sufficient for the

intern?

Do you have workspace available?

Do you have available parking?

Will you need to purchase software or equipment?

6. Do you have appropriate personnel to oversee interns?

Depending upon the type and size of the business, interns may report

directly to the owner, manager, or to another individual in the

organization.

For more than two interns, consider assigning an intern coordinator to

manage intern activities. Each intern will report to their individual

supervisor or mentor.

If you answered YES, an intern would benefit your organization.

What an intern IS and IS NOT An intern student IS…… An intern student IS NOT……

A professional in training A gopher or clerical support Capable of contributing to large tasks, projects and working in teams

Solely responsible for copying, filing or performing other office tasks

A student gaining the skills needed to succeed in his or her career field through practical work experience

Cheap labor for the company

An employee of the company and should be trained and oriented just like other employees

A part time employee working in a position that would not require a college degree

A student first A replacement or fill-in for a staff member

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1. What are some of the intern’s daily duties?

Every employee and intern must have a list of basic duties.

2. Is there a typical or special project the intern

will be asked to work on?

Both the intern and employer can maximize the experience if the intern is given a specific assignment.

It is important for interns to understand and participate in the day-to-

day operation of the organization. They should be given tasks that help teach them important processes and procedures, and give them skills valuable to employers. When the opportunity is available, the employer should create a “special project” that is relevant and can be accomplished during the internship. Employers should seek projects that use the talent, skills and enthusiasm of the intern. Interns are ideal candidates for research projects or in-depth analysis that regular employees simply don’t have time to tackle.

3. What skills or level of education will be required?

The employer needs to determine if the intern needs certain computer

or analytical skills or if he/she needs to have taken certain classes or course work. You should determine the importance of grades, course requirements and classification in school in relation to your specific business. Some employers have specific requirements for grade point average and some require that the student have completed specific courses. You may choose to accept only certain majors or grade classifications.

4. Who will supervise/mentor the intern?

Someone who can provide guidance and support must manage the

intern. Interns will need regular supervision.

Step 2: Develop Intern Job Descriptions Every internship needs a job description. A good job description will attract the best candidates, outline responsibilities of both intern and employer, and establish qualifications for the positions. Answering the following

questions will help you prepare to hire an intern.

Once you have responded to these questions you will be able to write your intern job

description.

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5. How will the intern interact with other employees?

The internship should allow the intern to get an understanding of the organization’s operations. Interaction enhances both the intern and the employee experience.

6. Will there be an orientation for the intern?

How will the intern be introduced to the processes and culture of your

organization? Setting appropriate expectations are important.

7. How will intern performance be evaluated?

An end of internship review is important for the student to learn from his/her experience. If the student is receiving course credit for their internship, ask if his/her university requires a specific form for the review. Sample forms are available on pages 22-27.

8. How much time will the intern be expected to work per week?

You must set expectations. Will the intern work during a semester or the

summer? Will he/she work during the regular work day or after hours?

9. What will the intern be required to wear?

It is very important to clearly describe your dress code (see Sample Dress Code, page 37.

10. Will the internship be a paid or unpaid position?

This must be determined by your organization. Paying an intern is a

sound investment in your future workforce, but some students will intern for low wages or a small stipend in exchange for valuable experience or networking opportunities. Another option may be for your organization to pay the tuition for the credit hours if it is an internship for credit. Review the section regarding regulations for unpaid internships on page 18, and see Fact Sheet #71 for the U.S. Department of Labor guidelines at http://www.dol.gov/whd/regs/comliance/whdfs71.pdf.

11. Are you willing to offer academic credit?

Some schools require students to have an internship in order to graduate. Students also can earn class credit. The employer may be asked to provide progress reports or evaluations for the student to earn credit. See pages 42 and 43 for contact information regarding becoming an ASU approved employer.

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Answers to the previous questions on pages 5 and 6 give you all the information you need to write the intern job description.

Depending on your organization or industry, more detail may be needed, but the best advice is to keep it simple and to the point.

The outline below and the template on the next page will help you get started.

Tips for Writing an Intern Job Description

Parts of the Job Description

1. Brief overview of the company or organization

2. Description of the internship

3. Benefits to student (free parking, free admission

to events, networking opportunities, etc.)

4. Required skills, course work or level of

education

5. Dress code

6. Time commitment required for internship

7. Paid or unpaid / whether college credit

will be offered

8. Procedure for submitting application —

e-mail, online application, mail

or fax

Every intern, whether volunteer or paid, needs a job description. A good job description describes the responsibilities of the intern position, the qualifications, the system of support, accountability, and how to measure successful performance. All positions should relate directly to the mission and objectives of the organization. A thorough job description will help avoid confusion and maximize your staff’s time and efforts.

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The format of this template corresponds to the myonesborojobs.com website, where member companies can post internship job descriptions.

Intern Job Description Template

Job Title:

Company Name & Location:

Approved/Not Approved by ASU:

Paid/Not Paid:

Salary, if Applicable:

Job Description:

Requirements:

Preferred Degrees/Majors:

Optional Information to Include

Time Commitment:

Dress code: Casual (jeans), business casual (khakis), business professional

Time Period: Fall / Spring / Summer / Year round

Intern work hours (minimum number of hours or days per week, or work schedule):

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Step 3: Intern Recruitment The myjonesborojobs.com website provided by the Jonesboro Regional Chamber of Commerce will allow participating companies exclusive avenues for recruiting interns including:

Coordination with area colleges and universities. Most area colleges and universities have a contact who will help you connect with potential interns. If you have a specific university you would like to work with, please contact Shelle Randall at 870-933-5757 or srandall@jonesborochamber.com. Chamber members may post intern job descriptions at www.myjonesborojobs.com.

The requirements for internships vary from university to university and sometimes even between different colleges within the university. Always be sure to verify the requirements of the specific program you are working with. The students should also be responsible for knowing the requirements of their program.

Please refer to page 42 of this document for a list of Arkansas State University internship coordinators and links to internship program information.

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Step 4: The Selection Process The selection process for interns should closely resemble your company’s process for hiring regular employees. The success of the internship depends upon a good match between the company and the intern. While the Jonesboro Regional Chamber of Commerce will work with your organization in order to find applicants by promoting your internship via the myjonesborojobs.com website to students in higher education institutions, the applicants will apply directly to you and the hiring decision will be yours.

Evaluating student resumes and applications

1. Does the student possess the skills required for the internship position?

2. Has the student completed relevant coursework for this internship?

Some internships will require completion of certain courses.

3. Does the student have any previous work experience?

Many employers value the work ethic demonstrated by holding a part

time job.

4. What extracurricular actives is the student involved in?

Has the student displayed leadership qualities?

5. Has the student listed honors and awards?

6. Has the student listed class projects or experience that is relevant to the

internship?

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The following questions will help you determine if the intern candidate would be a good fit for your organization.

Samples of some interview evaluation forms have been included in the sample forms section on pages 24 and 25. Please feel free to use them to develop your own internship program.

Suggested interview questions:

1. Describe your background and qualifications.

2. Why did you choose your current major?

3. Are you familiar with (particular software) and how have you used it?

4. Describe any experience you have that is related to this internship.

5. What experience do you hope to gain in an internship?

6. Why are you interested in an internship with our company or organization?

7. Do you hope to obtain academic credit for your internship?

8. When are you available to start an internship, and for how long?

9. How many hours per week are you available for an internship?

10. What days of the week are you available for an internship?

11. Give an example of when you worked on a team project.

12. Describe an instance when you performed a difficult task.

13. Tell me about a time when your ethics were challenged.

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Step 5: Intern Program Management A formal intern orientation, mentoring system and evaluation process are vital parts of an internship. Plans for these should be in place before you hire your first intern. Formal Orientation An orientation is a necessary step to insure a meaningful and successful internship. An orientation provides the opportunity for:

1. The employer to review organization and department missions

2. Orient the intern to the work area and make introductions to staff

3. Explain the need-to-know items: a. Parking b. Work station c. Smoking policy d. Specific work dates and times e. Office hours, breaks and lunches f. Regular meetings to attend g. Company intranet and e-mail h. Internet policy i. Using the copy machine, phone and other equipment

4. The employer to reinforce expectations:

a. Attendance and punctuality b. Conduct at work c. Results expected d. Action plan

5. The intern to ask questions

6. The goals of the internship to be clearly established

7. The process for problem solving during the period of the internship

8. The methods for intern evaluation

The intern orientation is also a good opportunity to review the company dress code and other policies.

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Mentor, Project Teams, Networks Supervision is an important component of any internship. The use of mentors or a project team can provide the structure and guidance that an intern requires particularly in the early stages of the internship. Mentors must commit sufficient time to share their knowledge, teach skills and assist the intern in becoming part of the team. Additionally, mentors can help train, evaluate, correct or redirect inappropriate actions, and be a resource for the intern.

Mentors are staff members, department heads, management or executives who are enthusiastic, good teachers and allow the intern

reasonable access.

A mentor or project team can benefit the intern by facilitating the building of a professional network. This could include setting up time to meet other interns or colleagues within the company or working with a peer company to create opportunities for interns to meet each other. The connections created through this type of interaction will benefit the employer in the long term.

Mentors…..

• Meet with the interns at a designated time when they first arrive to show them your department, discuss its deadlines, etc., and introduce them to people in the department.

• Try to spend at least 15 minutes every week with the intern to talk about current projects, job duties, the company, etc. They will ask the intern to go to lunch or to an in-house workshop. They’re advised to ask the interns about the projects they are working on. And, most of all, mentors are advised to LISTEN and try to give practical advice.

• Are asked to send occasional e-mails or stop by the interns’ desks to see if they have any questions or need any help. This is especially important when the interns first begin their internships.

• Are asked to provide “total reasonable access.” This means being available for advice, opinions, etc. They are reminded that some interns may need more help than others.

• Are asked “to be the friendly face that she or he knows to look for and trust.”

• Let the manager know if the intern is having problems in areas such as the computer, etc., “so we can help him or her.”

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Dress Code One of the primary objectives of an internship is to familiarize students with the professional world. The dress code can be one of the biggest sources of misunderstanding and conflict for young people entering the corporate world. Dress codes are a key component of each organization’s culture and can be one of the most important ways for an intern to learn what is acceptable in a work place. Dress codes vary across companies, across different industries, and across regions of the country. Because clothing is a personal choice, it is best to provide specific guidelines for your interns during the interview or orientation process.

A sample company dress code can be found on page 37.

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Step 6: Intern Evaluations During the orientation process, the employer will have reviewed the job description, established expectations and workplace behavior, and discussed the best way to communicate and solve problems that may arise. How an intern is monitored and evaluated will be unique to each company or organization. Establishing the framework for communication throughout the process is important for a successful internship. Weekly or Bi-weekly Feedback Mechanisms For many employers, this is an informal process and is rooted in good communication. Feedback begins the first day and continues throughout the length of the internship. The supervisor, mentor or project team should review what is working and what changes or improvements need to be made by discussing the following:

Performance of the intern(s) based on the job description Determine if additional training is required Review of expectations and if they are still appropriate Provide positive feedback on what is working and correct problems

Exit Evaluation The exit or final evaluation provides important feedback to the employer and intern. This also is a positive way to conclude the internship for the student. Many companies have developed an “exit survey” to capture this information. Such a survey could include: For Employer:

What new skills did the intern learn? Did the intern receive consistent feedback throughout the period of the

internship? Was the mentor or project team of help during the period of the

internship? Does the intern view your company as a potential employer upon

graduation?

For Intern: What was the intern highly skilled in? What areas can the intern improve? Did the intern adapt to the employer culture?

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Employer Evaluation of Internship Following the conclusion of an internship the employer and employees involved with the internship should meet to review “exit surveys” and evaluate the internship.

Did the internship benefit the company or organization? What changes will improve the internship? Were sufficient resources available for the intern, i.e. space, equipment,

compensation (if any), and supervision? Are there other areas of the company where internships could be

developed? If the intern is working for college credit, the university may have an evaluation form for the employer to complete. You can find several sample evaluation forms on pages 26, 29 and 32 of this document.

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Human Resource Issues In the process of implementing an internship program, your company should evaluate whether or not an employment relationship will be created between your company and the intern. Properly classifying individuals as interns or employees is critical. Incorrectly classifying an individual as an intern rather than an employee can have serious consequences, including liability for discrimination, harassment, back taxes, interest, penalties, benefits and workers’ compensation premium. Rights and obligations of the intern may arise out of state or federal employment laws. Please refer to the State of Arkansas Department of Labor website for more information at http://www.labor.ar.gov/lawsRegulations/Pages/default.aspx and to the U.S. Department of Labor at http://www.dol.gov/. Further information is provided by the Wage and Hour Division (April 2010) Fact Sheet #71, which can be found at http://www.dol.gov/whd/regs/compliance/whdfs71.pdf. Your existing company policies and benefits may also create certain rights and obligations. The determination of whether an intern is an employee for the purpose of the numerous state and federal employment laws is a legal and factual question. Although many state and federal laws define employees in similar ways, a determination that an intern is not an employee under one law does not necessarily mean that the intern is not an employee under another law. Whether an intern is an employee will depend generally upon two things.

1. How does the state or federal law define employment for the purpose of the rights and obligations set forth in the law?

2. What are the specific facts and circumstances of the relationship between your business and the intern?

Whether interns are employees is an important question that should be evaluated with the assistance of legal counsel or

a human resources expert.

Compensation In planning to allocate financial resources for your internship program, compensation must be considered. In each case, the employer needs to look at what is appropriate or is standard for the industry.

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Just like full-time employees, interns can be motivated by a variety of factors. Identifying the appropriate benefits can ensure higher productivity and performance. Some are motivated by financial compensation, some want experience, others want opportunity for advancement or academic credit. Consider whether the internship will be:

1. Paid or unpaid (hourly wage, stipend, tuition support) 2. Credit or non-credit

Paid vs. Unpaid As mentioned above, the compensation you offer to an intern is influenced by many factors such as your industry, your workforce needs and other company specific factors. Research and experience have shown that finding the correct level of compensation will directly impact the performance and experience for the intern and employer. Though students may sometimes be willing to trade work for the opportunity to gain experience, employers should consider applicable wage and hour laws when designing their internship programs. Discuss your decisions on how to handle compensation with a human resources or legal professional Regulations Regarding Unpaid Internships This section is to assist employers that offer unpaid internships. Please review the following information about the Fair Labor Standards Act (FLSA) when bringing an unpaid intern into your organization. The FLSA applies to companies with:

1. At least two employees directly engaged in interstate commerce 2. Annual sales of at least $500,000

Students are considered employees and the FLSA covers their work if they meet any or all of the following criteria:

1. They provide essential services to the employer 2. They are working in a position where someone is normally paid 3. There is a history of paying someone to do the same or similar work 4. Other people are currently paid for the same or similar work

The Wage and Hour Division of the United States Department of Labor has established six criteria that must be met in order to offer an unpaid intern program:

1. The experience is similar to that which would be given in a vocational school 2. The experience is for the benefit of the students 3. The students do not displace regular employees, but work under their close

observation

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4. The employer derives no immediate advantages from the activities of the students

5. The students are not necessarily entitled to a job at the conclusion of the training period (however, employers should not be discouraged from offering employment to successful graduates)

6. The employer and the students understand that the students are not entitled to wages for the time spent in training

Ways in which your organization may utilize interns:

Assisting more experienced employees Completing short-term assignments where hiring an additional full-time

employee is not practical Assisting during a peak period of work Acting as a technical assistant on research teams conducting literature

searches, routine testing, sampling, mathematical calculations and flow-charts.

Credit or Non-credit This decision is best left up to the intern. Let the student make his or her own arrangements, unless you are working directly with the university or college. Some students must complete an internship as part of graduation requirements. Also, different schools require different types of reporting and have various time requirements.

The intern will advise you of his or her professor or advisor’s requirements. These requirements vary greatly between universities, departments and even professors within a single department. It is not necessary to make dramatic changes to your expectations or requirements when it comes to working with interns earning credit, but you should be flexible in order to accommodate the wide variety of situations related to earning credit.

This information is for reference only and should not be construed as legal or professional advice.

Regulations change frequently. Please visit the Department of Labor website (http://www.dol.gov/) and/or consult legal counsel for the latest information regarding unpaid internships. In addition, please refer to information provided by the Wage and Hour Division (April 2010) Fact Sheet #71, which can be found at http://www.dol.gov/whd/regs/compliance/whdfs71.pdf. Federal guidelines are provided at http://www.dol.gov/whd/flsa/.

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While designing your internship program, you may need to consider the impact of various legal issues. In many cases

the company or organization’s existing management policies can guide or answer questions that may come up

during the course of the internship. International Students International students can bring new perspectives to your organization as interns. They bring insight from their own cultures, and are eager to experience the professional world in the United States. International students are often top students and can be outstanding prospects. There are several types of visas granted to international students, most of which allow the student to work off-campus. The office for international programs at the student’s campus will be able to advise the student regarding his/her work authorization status and particular type of student visa needed. Intellectual Property In some cases, interns may work on projects where intellectual property rights are a concern for the organization. Typically, if new employees would be asked to sign a non-disclosure agreement, an intern may be asked to do so as well. Benefits and Insurance Since internships are short-term in nature, benefits are not typically offered to interns. Most students will already have insurance coverage through their colleges or universities, or will be covered under their parents’ policies. Dismissal of an Intern In many cases the period of the internship is brief making dismissal unnecessary. However, it is best to be prepared and to take steps that are consistent with your company or organization’s employment policies. When in doubt, contact your attorney with any questions or for further information. Dismissal of interns should only occur in cases of major misconduct (theft, assault, use of controlled substances in the workplace, etc.) or instances of significant willful violation of organization policy after prior instruction.

Interns, for the most part, are young people who may not have the same level of maturity and judgment as those in your regular workforce. Accordingly, there should be a high level of patience for their adjustment to the workplace during the internship.

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Internships are a very brief period of time and students should be given a fair opportunity to become part of your organizational culture. The intern’s supervisor has a responsibility to give clear, accurate direction, and follow up with corrective feedback if the work is unsatisfactory. At the conclusion of the internship, there is no obligation to ask the student to return for another internship or extend an offer of regular employment. Contemplated dismissal of an intern should be reviewed in advance by a high level of management. The supervisor recommending dismissal must be able to clearly articulate in writing the reason(s) for dismissal.

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Frequently Asked Questions Should we offer academic credit? Most companies find that it is very easy to offer academic credit. Calling the relevant dean of the college or the department head should get you started on the approval process. Keep in mind that earning credit for an internship may be a requirement for certain degree programs. How do I find an intern? Post your internship job description on www.myjonesborojobs.com. The website attracts students from across the State of Arkansas but is set up as a platform specifically for Jonesboro area employers that are Jonesboro Regional Chamber of Commerce members. Need more help or prefer a student from a specific university? Call Shelle Randall at 870-933-5757 and she will help you make contact with career service offices at those schools. What are the benefits of mentoring an intern? A mentoring relationship can be very rewarding for both the intern and the mentor. The intern can learn valuable skills, such as interpersonal communication and workplace etiquette, while learning more about his/her chosen profession. Interns often enjoy attending industry luncheons, training sessions, and staff meetings in order to learn more about the organization. Introduce your intern to as many people as possible for potential networking opportunities. The mentor benefits from the relationship by viewing situations from a fresh perspective. Students in their early twenties tend to be very technologically savvy and may offer suggestions on maximizing the usefulness of computer software and notebook applications. Should I offer an orientation? Yes! The orientation may be as simple as a brief meeting on the first day of an internship to discuss the vision of the company, set goals, and discuss logistics (parking, technology, security, and the best place to eat lunch). A suggested orientation checklist is provided on page 15. Many companies offer a longer orientation which may include time with the executive in charge, a tour of the facilities, training, and lunch.

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Should I give the student a post-internship review? Most professors or advisors require a post-internship review to receive college credit. Additionally, the post-internship review may be the first critical evaluation that a student has received and can be extremely valuable. For example, you may point out that the intern needs to improve his/her writing skills. The student then may go back to school and take a writing class or spend time in a writing lab. He/she will then be much better prepared for his/her career.

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Sample Forms

ON CAMPUS INTERVIEW EVALUATION FORM (SAMPLE)

Name of Candidate: _________________________ School:_______________________

PERSONALITY & DEMEANOR Please rate on scale of 0-10 0-Can’t tell 1-Not confident to 10- Very confident

Self-confident Relaxed, at ease Easily engages in conversation Articulate Questions asked reflect interest in company Would fit in at company Interested in: Jonesboro Regional

Comments: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Recommendation for Hiring:

______ Should receive a job offer immediately.

______ Clearly meets our standards and should receive an offer after comparison with

other excellent candidates

______ Meets our standards and should strongly be considered, but a hiring decision

should not be made until other recruits have been seen.

______ May meet our standards, but should not be considered further unless there are

compelling reasons.

______ Does not meet our standards and should not be extended a job offer.

Your Name [Print]:_____________________________________________________________

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INTERVIEW EVALUATION FORM (SAMPLE)

EVALUATOR:___________________

THIS EVALUATION MUST BE TREATED AS HIGHLY CONFIDENTIAL. ALL COMMENTS SHOULD BE WRITTEN.

DO NOT REPRODUCE

INTERVIEW EVALUATION FORM FOR PROSPECTIVE INTERN

EVALUATION OF: _______________________________________

DATE: _______________________________________

SCHOOL: _______________________________________

LOCATION OF INTERVIEW: _______________________________________

RATING FACTORS:

Superior - Clearly superior to other applicants Excellent - Above average compared to other applicants Good - Average compared to other applicants by this firm’s standards Fair - Below average compared to other applicants Unsatisfactory - Does not meet criteria of this firm

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INTERN PROJECT EVALUATION FORM (SAMPLE)

TO: __________________________________________________________ FROM: _______________________________________________________ RE: EVALUATION OF ___________________________ OPPORTUNITY TO OBSERVE INTERN LIMITED______ AVERAGE______EXTENSIVE_______

Excellent Good Poor N/A

SKILLS

Communicating in writing

Communication orally

Becoming familiar with scope of task

MOTIVATION

Motivated and interested in work assignments

Good initiative, worked independently without excessive supervision

JUDGMENT

Followed instructions

Exercised sound judgment

PERSONALITY AND DEMEANOR

Demonstrates ability to work with others

Has flexibility to get along in team environment

Presents professional appearance

Projects himself/herself as being competent, mature and capable of inspiring confidence in others

Expresses himself/herself well; is articulate and presents original, thoughtful ideas

COMMENTS:

Page 1 of 3

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Evaluator:_____________

Rating Factors Superior Excellent Good Fair Unsatisfactory N/A Academic Achievement

Resume and/or transcript reflect high academic achievement

Applicant has demonstrated interest in the ________ profession through extracurricular activities or past work experience

Interview Presentation

Expresses himself/herself well

Responds thoughtfully and appropriately to questions asked

Was tactful, approachable and would likely instill confidence

Appears poised and mature

Writing Skills Exhibits thoroughness, accuracy, organization, draftsmanship, and research ability (if sample provided)

Future Plans Exhibits clear career goals and sense of purpose

Exhibits interest in our practice

Exhibits interest in staying in Arkansas

Questions and/or answers reflected interest in and knowledge of company

Page 2 of 3

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Rating Factors Superior Excellent Good Fair Unsatisfactory N/A Overall Performance

General assessment of overall performance

RECOMMENDATION FOR HIRING:

______ Clearly meets our standards and should receive a job offer immediately.

______ Clearly meets our standards and should receive an offer after comparison with other

excellent candidates

______ Meets our standards and should strongly be considered, but a hiring decision should not

be made until other recruits have been seen.

______ May meet our standards, but should not be considered further unless there are

compelling reasons.

______ Does not meet our standards and should not be extended a job offer.

Please make any additional comments or recommendations you deem appropriate to a hiring decision of

this candidate:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

____________________________________________________________________________________

__________________________ Evaluator’s Signature

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PERFORMANCE EVALUATION FORM (SAMPLE)

1. Dependability: Degree of supervision needed to carry out tasks to meet job goals. ______ Self-starter; rarely needs supervision. ______ Needs minimal supervision; dependable on routing work. ______ Conscientious; requires occasional supervision. ______ Needs frequent supervision and reorientation on job goals. ______ Needs constant supervision. Comments:____________________________________________________________________________________________________________________________________________

2. Job knowledge: Learned a degree of familiarity with job procedures and tools/equipment essential to the job; ability to be innovative. ______ Has completely mastered all phases of job; can adapt tools and procedures

to new tasks. ______ Thorough knowledge of most phases of work; handles equipment well. ______ General knowledge of most phases of work; adequate use of equipment. ______ Insufficient knowledge of some phases of job; does not use equipment well. ______ Relies on others constantly; does not know proper use or application of all

tools. Comments:___________________________________________________________________________________________________________________________________________

3. Quality of work: Consider accuracy, attention to detail and neatness of work; need to redo work; orderliness of workplace. ______ Exceptional accuracy; constant attention to detail; very well organized. ______ Few errors; usually thorough and attentive; generally neat. ______ Acceptable work; generally accurate, however, requires rechecking. ______ Does acceptable work but needs more attention to accuracy; sometimes

lacks neatness. _____ Does poor work; frequently has to redo tasks; tends to be messy.

Intern:______________________________ Date:____________________

Reason for Evaluation: Intern Review

Division: ___________________________________________________________

Supervisor:_________________________________________________________

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4. Quantity of work: Ability to meet or surpass established goals; consider frequency of need for

personal overtime and use of time during normal workday.

______ Never misses deadlines; sometimes ahead of schedule; sets new goals upon task completion.

______ Turns out all assigned work; usually makes good use of time. ______ Meets most deadlines; occasionally asks for new assignments; need to/could

improve on use of time. ______ Rarely behind in work but does not seek other tasks when job goals are met. ______ Has difficulty working with speed; requires constant help to complete

assignments. Comments:______________________________________________________________________________________________________________________________________________________ 5. Cooperation: Willingness to take supervision; ability to get along with co-workers; recognizes value of establishing objectives. ______ Responds with enthusiasm to challenge and responsibility. ______ Gets along well with supervisor and co-workers; establishes work plan. ______ Usually responds well to supervision and co-workers; sometimes takes initiative. ______ Needs prodding; some problems with co-workers; difficulty setting objectives. ______ Resents directions; has to be watched and supervised constantly. Comments:_____________________________________________________________________________________________________________________________________________________ 6. Adaptability: Ability to learn quickly; ability to adjust to changes in job assignment methods, personnel or surroundings. _____ Quick to catch on; seeks out or welcomes new assignments; undisturbed by

changes. _____ Learns well and willingly; accepts change _____ Average learner; adjusts to changes with minimum difficulty. _____ Does not grasp or is forgetful of assignments; fights change. Comments:______________________________________________________________________________________________________________________________________________________

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7. Attendance: Consider number of absences, times arriving tardy, length of lunch periods and number of and lengths of any refreshment breaks.

______ Outstanding record of attendance and punctuality.

______ Occasionally absent or late. Always notifies; usually in advance.

______ Some problems with attendance, punctuality or misuse of time.

______ Has serious problem with attendance, punctuality or abuse of time.

Comments:_____________________________________________________________________________________________________________________________________________________

______ This intern performed job responsibilities well and at this time I recommend this individual for continued part time internship or a return for another internship and/or employment.

______ Intern did not meet the standard of expectations established for this company, and I do not recommend this individual for continued part time internship or another internship and/or employment.

______________________________ _____________________________ Supervisor’s Signature Human Resources Representative

______________________________ _____________________________ Date Date

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STUDENT PROFESSIONAL EVALUATION FORM (SAMPLE) --TO BE COMPLETED BY THE DEPARTMENTAL SUPERVISOR—

Student’s Name: _________________________________________________ Department Assignment: _________________________________________________ Semester: _________________________________________________ Please check the response that best reflects the individual’s performance. Please use the General Comments section on the second page of this form to provide suggestions for the individual’s career development and any other explanations you believe useful for an overall performance evaluation. To ensure candid evaluations, the Student Professional will not be shown the comments on this form.

Relations with others ____ Works exceptionally well with others ____ Works well with others ____ Gets along satisfactorily with others ____ Has some difficulty working with others ____ Works poorly with others Judgment ____ Excellent in making decisions ____ Above average in making decisions ____ Usually makes the right decision ____ Often uses poor judgment ____ Consistently uses poor judgment Ability to learn ____ Learns very quickly ____ Learns quickly ____ Average in learning ____ Slow to learn ____ Very slow to learn Attitude ____ Extremely interested and independent ____ Very interested and independent ____ Average interest and independence ____ Below average interest and independence ____ Definitely not interested and independent Quality of work ____ Excellent ____ Above average ____ Average ____ Below average ____ Poor

Dependability ____ Excellent ____ Above average ____ Average ____ Below average ____ Poor Attendance ____ Regular ____ Irregular Punctuality ____ Regular ____ Irregular Technical Skills ____ Excellent ____ Above average ____ Average ____ Below average ____ Poor Professional appearance and behavior ____ Excellent ____ Above average ____ Average ____ Below average ____ Poor

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Overall performance ____ Excellent ____ Above average

____ Average ____ Below average ____ Poor

General Comments: Explanations and “feedback” for the student’s career development. Comment on the student’s performance. If given the opportunity, would this individual be considered for a permanent position? If you were to assign the student a grade, what letter grade would it be? Please circle one:

A B C D F Supervisor’s Name and Title: _____________________________________________________ Signature and Date: _____________________________________________________ Campus Address: _____________________________________________________ _______________________________________________________________________________ Phone:_____________________________ Fax:______________________________ E-mail:__________________________________________________________________________

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Internship Waiver (Sample)

I certify that I am offering my services to <the company> on a volunteer basis. I understand that I will receive no pay, benefits or other privileges of employment of any kind for my services. I further understand that I am not eligible for worker’s compensation benefits if I am injured or become ill as a result of my volunteer work, and I am not eligible for unemployment compensation benefits when my volunteer assignment ends. I also certify that I have not been promised and have no expectation that I will receive a paid position as a result of my volunteer work.

I certify that I am a bonafide student at ______________________________(institution) and that I intend that the proposed volunteer work be counted as academic course credit toward a recognized degree plan at this institution. However, I understand I must complete the work in a satisfactory manner and meet all requirements of the course to receive credit.

Signature __________________________________________

Date ____________________

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Confidentiality Agreement (Sample) This Confidentiality Agreement (“this Agreement”) is made and entered into this <date>, between <insert company name> and First Name Last Name (“Student”), but <insert company name> and Student may sometimes be referred to as “the Parties”, or as a “Party” when used in the singular. WITNESSETH: 1. As used in this Agreement, CONFIDENTIAL INFORMATION shall mean all information owned, controlled or

disseminated to Student by <insert company name>, including, but not limited to, correspondence (internal and otherwise), data, compilations, surveys, statistical analyses, summaries, reports, raw data, figures, results and such other forms of information that Student would not have come in contact with but for Student observing one or more special projects under the supervision of <insert company name>.

2. By Student’s signature below, Student represents and warrants to <insert company name> that Student is of lawful age to contract, has read and fully understands this Agreement or has sought competent legal advice or has waived the seeking of such advice, and is fully aware of the rights and obligations of the Parties under this Agreement.

3. Student has agreed to observe only one or more special projects under the supervision of <insert company

name>. Student understands, and agrees, that in the course of observing in conjunction with such special projects that Student will come in contact with CONFIDENTIAL INFORMATION and that < insert company name> expects Student to treat such CONFIDENTIAL INFORMATION as privileged, confidential, proprietary, sensitive, and deserving of the highest degree of care so as not to divulge, or cause to be divulged, under any circumstances, such CONFIDENTIAL INFORMATION to any unauthorized third party.

4. Student also understands, and agrees, that at all times (even after Student has completed Student’s

observation) the CONFIDENTIAL INFORMATION will remain the exclusive property of <insert company name>, and that Student will not make use of, either directly or indirectly, or disclose, publish, or otherwise reveal any CONFIDENTIAL INFORMATION which Student has received from <insert company name> to anyone, whether an individual or a business entity, by any means whatsoever, except with express prior written authorization from <insert company name>, which authorization <insert company name> may refuse for any reason or for no reason.

5. Student shall use reasonable efforts to prevent disclosure of the CONFIDENTIAL INFORMATION to any third

party. Student shall immediately report to <insert company name> any disclosure (known to or by Student) to an unauthorized third party of CONFIDENTIAL INFORMATION, and to assist <insert company name> in a reasonable manner in the recovery of such disclosed CONFIDENTIAL INFORMATION.

6. Student understands, and agrees, that any violation of this Agreement by Student will cause immediate and

irreparable injury to <insert company name>, and that, in addition to any remedies available at law, <insert company name> also shall be entitled to seek and obtain equitable relief from a court of competent jurisdiction. Student herby waives any objection or defense to <insert company name> seeking such equitable relief. Such equitable relief may include, but is not limited to, temporary restraining orders, preliminary injunctions and permanent injunctions against Student and /or any third party to whom a disclosure has been made.

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It is further understood and agreed by Student that no failure or delay by <insert company name> in exercising any right, power or privilege under this Agreement shall operate as a waiver of< insert company name>’s rights under this Agreement.

7. In the event Student is requested or required (by oral question, interrogatories, requests for information or documents, subpoena, civil investigative demand or similar process) to disclose any CONFIDENTIAL INFORMATION supplied to Student in the course of Student’s dealings with < insert company name>, it is agreed that Student will provide <insert company name> with prompt notice of such request.

8. If any provision of this Agreement is determined to be invalid or unenforceable in whole or in part, it shall be deemed not to affect or impair the validity of the remaining provision. The Parties acknowledge that they fully understand this Agreement and that all covenants and provisions are reasonable and valid, and all defenses to the strict enforcement of this Agreement are hereby waived.

9. This Agreement will be governed, interpreted and enforced according to laws of the State of Arkansas, without regard to principles of conflicts of laws.

10. If a lawsuit is brought against Student for a willful violation of this Agreement, and <insert company name> prevails in the lawsuit, in addition to all other damages that <insert company name> is awarded, <insert company name> shall also be entitled to an award of its reasonable attorney fees, all court costs, and the costs of prosecuting its civil lawsuit.

11. It is understood, and agreed, that Student will not be paid by <insert company name> for rendering any service or turning over any work product to <insert company name> in conjunction with the special projects which Student will be observing.

12. This is the full and complete agreement and understanding between the Parties. No oral discussions, negotiations, representations, promises or understandings will survive the execution of this Agreement. This Agreement may not be modified without express, written agreement of the Parties.

ACCEPTED AND AGREED: STUDENT By:__________________________________________________________________

Name: _______________________________________________________________

Intern’s full name COMPANY By:__________________________________________________________________

Director—Human Resources

Date:__________________

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Company Dress Code (Sample)

Employees are expected to dress in a professional manner while working at this company. Office employees should wear appropriate business attire Monday through Thursday of the workweek. Men are not necessarily required to wear neckties. Open collar sport shirts or polo style knit shirts with a collar are suitable options for men.

Women’s fashions offer a greater variety of casual options and varying interpretations, therefore, more guidelines are necessary. Skirts should be an acceptable length (no shorter than four inches above the knee). Blue or other colored denim jeans and cropped pants are considered casual attire and are not acceptable Monday through Thursday. While sleeveless dresses, shirts or blouses are acceptable, clothing with spaghetti type straps, tank tops, tight knits and shells with gaping armholes are not appropriate unless worn under a jacket or other garment at all times. Midriff type shirts or sweaters that expose the midsection are inappropriate for the workplace. Sandals and open toed shoes can be worn, however, no thong type sandals.

On Friday, office employees may dress in a more casual fashion, unless specific circumstances such as scheduled meetings dictate that the employee wear normal business attire. On “casual” days, office employees are expected to be neatly attired and to follow our established dress standards. Casual slacks or neat denim jeans are acceptable for both men and women. Cropped pants and tennis shoes are acceptable only on Friday. Shorts, suggestive, ripped or disheveled clothing, athletic wear, logo T-shirts, baseball caps or similarly inappropriate shoes and clothing are not acceptable at any time.

Radical departures from conventional dress or personal grooming and hygiene standards are not permitted. Hair should be clean, combed and neatly trimmed or arranged. If worn, sideburns, moustaches and beards should be neatly trimmed. Tattoos and body piercings (other than earrings) should not be visible.

Please be considerate of co-workers and guests; good personal hygiene is a must. We are confident that each employee will use their best judgment in following this policy; however, management reserves the right to determine appropriateness. Generally, if you are unsure whether an article of clothing is acceptable, it most likely isn’t. An employee whose attire is deemed inappropriate by the supervisor may be sent home to change his or her clothing. Such time off may be charged against the employee’s available vacation time, or if such time is not available may be considered unpaid leave.

Some variation to the professional dress requirement may apply in certain departments or positions such as those that require frequent lifting or moving of equipment, boxes or files. The supervisor shall be responsible for identifying and notifying the Human Resources Department of any employee who will be permitted to wear casual dress on Monday through Thursday. All field employees are expected to dress in compliance with safety standards set out in the company’s safety manual. Wearing company uniforms is encouraged and may be required in certain areas.

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Intern Contact Information (Sample)

Name: __________________________________________________________

Address: ________________________________________________________

Phone Number: __________________________________________________

E-mail:__________________________________________________________

Emergency Contact: _______________________________________________

Emergency Phone Number: _________________________________________

Expected Graduation Date: _________________________________________

Hours available for internship:

____________ Monday

____________ Tuesday

____________ Wednesday

____________ Thursday

____________ Friday

Optional requirements:

Transcript ______

Class Schedule ______

Copy of any Special Certifications ________

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APPLICATION FOR INTERNSHIP (Sample)

NAME: ________________________________

ADDRESS: __________________________________________________________

CONTACT INFORMATION: PHONE________________________

E-MAIL____________________________________

COLLEGE/UNIVERSITY: ________________________________________________

MAJOR: ______________________________ MINOR: _______________________

EXPECTED DATE OF GRADUATION (MONTH/YEAR): _______________________

INTERNSHIP POSITION(S) APPLYING FOR: _______________ ________________

INTERNSHIP SEMESTER: SUMMER FALL SPRING

WILL YOU BE DOING THIS INTERNSHIP FOR COURSE CREDIT? YES NO

ACTIVITIES/INTERESTS:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ SPECIAL SKILLS OR ABILITIES:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

WHAT ARE YOUR QUALIFICATIONS FOR THIS INTERNSHIP?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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WHAT DO YOU EXPECT TO LEARN AND EXPERIENCE DURING THIS INTERNSHIP?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PREVIOUS WORK EXPERIENCE:

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ PREVIOUS VOLUNTEER EXPERIENCE:

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

ALL INFORMATION ON THIS APPLICATION IS TRUE AND CORRECT OT THE BEST OF MY KNOWLEDGE. IF SELECTED FOR AN INTERNSHIP, I AGREE TO ABIDE BY THE RULES AND REGULATIONS OF <INSERT COMPANY NAME> AND I AGREE TO WORK THE ENTIRE TERM OF THE INTERNSHIP, INCLUDING ALL EVENTS IN THAT PARTICULAR SEMESTER.

SIGNATURE ___________________________________ DATE: ______________

SUMMER INTERNSHIP APPLICATION DEADLINE: <INSERT DATE>

FALL INTERNSHIP APPLICATION DEADLINE: <INSERT DATE>

SPRING INTERNSHIP APPLICATION DEADLINE: <INSERT DATE>

PLEASE COMPLETE THE REFERENCE PAGE AT THE END OF THIS APPLICATION AND MAIL WITH YOUR APPLICATION.

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REFERENCES (PLEASE LIST THREE):

NAME: _______________________________________________________

TITLE: ________________________________________________________

ADDRESS:_____________________________________________________

PHONE NUMBER:_______________________________________________

NAME: _______________________________________________________

TITLE: ________________________________________________________

ADDRESS:_____________________________________________________

PHONE NUMBER:_______________________________________________

NAME: _______________________________________________________

TITLE: ________________________________________________________

ADDRESS:_____________________________________________________

PHONE NUMBER:_______________________________________________

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Arkansas State University Internship Coordinators

(copied from ASU website 3/31/13)

College Coordinator Phone E-mail College of Science & Mathematics Jennifer Clack 972-3079 jclack@astate.edu

Biology Cynthia Beason 972-3082 cbeason@astate.edu

Chemistry/Physics Mary Wright 972-3086 mwright@astate.edu

Math/Computer Science Jane Ann Craft 972-3090 janeann@csm.astate.edu

College of Fine Arts

972-3053 Music Tom O’Connor 972-3999 Art Curtis Steele 972-3745 csteele@astate.edu

Theatre Bob Simpson 972-3799 bsimpson@astate.edu

College of Agriculture Donald Kennedy 972-3704 dkennedy@astate.edu

College of Business Sandra Beville 972-3960 sbevill@astate.edu

CIT Sandra Beville 972-3960 sbevill@astate.edu

College of Communications Journalism Myleea Hill 972-2290 mhill@astate.edu

Radio-TV Mike Doyle 972-3070 mdoyle@astate.edu

Communication Studies Tom Baglan 972-3091 tbaglan@astate.edu

College of Education

Teacer Education Dianne Lawler-

Prince 972-3059 dprince@astate.edu

Health/P.E/Sport Sciences Jim Stillwell 972-3066 jstillwel@astate.edu

Education Leadership Mitch Holifield 972-3062 hfield@astate.edu

Center for Excellence Geroge Foldesy 972-3943 gfoldesy@astate.edu

Psychology & Counseling Loretta McGregor 972-3064 lmcgregor@astate.edu

MS College Student Personnel Services Nola Christenberry 972-3064 nchriste@astate.edu

MS Rehab Counseling Lisa Ochs 972-3064 lochs@astate.edu

MS School Counseling Crystal Easton 972-3064 ceaston@astate.edu

Education in School Psychology John Hall 972-3064 jhall@astate.edu

Education in Mental Health Counseling Patrick Peck 972-3064 plpeck@astate.edu

College of Nursing Health Professions no one specific 972-3112 College of Engineering Ricky Clifft 972-2088 rclifft@astate.edu

College of Humanities and Social Sciences

972-3973

English & Philiosophy Rob Lamm 972-3043 rlamm@astate.edu

History Pamela Hroneck 972-3046 phronek@astate.edu

Languages Ruth Owens 972-3481 rsupko@astate.edu

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Arkansas State University Internship Web Links

College of Agriculture & Technology - http://www.astate.edu/college/agriculture-and-technology/internships/

College of Business - http://www.astate.edu/college/business/internships/

College of Communications - http://www.astate.edu/college/communications/internships/

College of Engineering – ASU College of Engineering is updating internship information; general college information can be found at http://www.astate.edu/college/engineering/.

For all other ASU colleges and department information, please go to http://www.astate.edu/college/ or check with ASU Career Management Services at http://www.astate.edu/a/careers/.