Creating an Internship Program Best Practices

Barry Shiflett, Director, CBA Career Management Services, FIU

What is an Internship?

 An internship is any carefully monitored work or service experience in which a student has intentional learning goals and reflects actively on what she or he is learning throughout the experience.

Internship Program - Why?

 Pipeline of candidates to fill needs at a minimal cost (reduced cost per hire)  Intern recruiting aligned with college recruiting efforts  Dollars saved by off-setting some campus recruiting  Outstanding source to meet diversity objectives

Internship Program – Why?

 Interns act as advocates in recruiting other students  Opportunity to evaluate and screen students prior to making a full-time offer  Rapid assimilation into full-time employment (less learning curve)

Value Proposition – Interns

 Job experience  Competitive compensation and benefits package  Professional development, social and volunteer activities  Intern Program Web Site

Robust processes needed in

       Intern commitment and assignment management Manager and mentor training Recruiting, assessment and selection Orientation and assimilation Career development and performance management Training and development Senior Conversation

Internship Success Factors

  Structure program with conversion in mind Eliminate “ just an intern” mentality   Partner with personnel executives, line managers and staffing leads Ensure positions are included in line’s staffing forecast

Internship Success Factors

 Link program to campus recruiting strategy  Promote corporate brand  Centralize internship program management  Initiate process early

Internship Success Factors

 Conduct Training  Continuously raise the bar  Establish program parameters

Internship Program Design

 Funding  Size  Paid versus unpaid  Time of year  Geographic location  Type of position(s)  Rotations if any

Internship Program Design

 Sources and partnerships  Team alignment  Intern qualifications/requirements  Graduate/undergraduate  Current Associates  Classifications  Intern benefits

Internship Financial Benefits to Consider

 Competitive salary  Signing bonus  Paid time off  Holiday pay  Scholarships  401K  Transportation supplement

Internship Work/Life Balance to Consider

 Mentor program  Social and professional development activities  Executive networking  Community service activities  Recreational activities  Intern web site

Program Marketing

 Kick-off communications  Business and staffing partner meetings

Commitment Process and Requisition Form

        Timing Program goal Manager role Financial commitment Time commitment Link to full-time opportunity Job description Approvals

Sourcing, Recruiting and Selection Sourcing and Partnerships

 Campus  Web Site  Referrals

Recruiting Process-How?

 Career site postings  Targeted campus postings  Campus visits

Selection Process

 Resume screen  Campus and/or telephone screen  Hiring manager interview

On-boarding (Example: For Summer)

Checklist for Managers  Prior to intern’s arrival  First and/or second day  Week one  Weeks three to five  Weeks four to six  Weeks six to eight  Weeks eight to twelve

       

On-boarding (Example: For Summer)

May 1 Mailing Welcome letter Local intern Champion information List of acceptable documents needed City links Directions for First Day Welcome Dress Code information Manager, recruiter and mentor contact information

Orientation

         Intern First Day Welcome Timing Format Materials Giveaways Icebreakers Agenda Other Cities Student pick-up

Department Orientation

 Departmental structure  Systems and processes  Calendar of events  Performance expectations

Events

 Kick-off  Social  Professional development  Brown bag lunches with executives  Networking  Community service  Career Fair  End of Summer

End of Summer Presentation

 Format/Guidelines  Content  Attendees

Career Development

    Career Development Plan • Goals and objectives (The “What”) • Competencies (The “How”) Mid-Summer Discussion • Assimilation • Pulse check End of Summer Evaluation • Quantitative review • • Developmental feedback Future employment discussion Performance Improvement Plans

Conversion Process Tracking and Reporting

 Identification of senior interns and/or graduates  Performance information consideration  Campus recruiters  Benchmark conversation rate  Feedback to/from Career Services

Keeping in Touch

 Ongoing communication (holiday cards, e-mails)  Part time work (solicitation, process, benefits)

Measuring Success Metrics

            Time to fill Hire ratios Offer/acceptance rate First-round applicants hired Cost per hire Returning intern retention Job posting response and success rates Cancelled positions Diversity Performance Conversion rate Long-term retention

Surveys at end of Internship

 Intern  Manager  Mentor and business partner

Continuous Improvement Benchmarking

 Network  Other companies  Asking the right questions

Annual Review

        On/Off-site Survey results Metrics Partner feedback Benchmark data Workforce trends Line of business forecast Project plan

Table of Content for Company Internship Manual

 Intern Program Management Team  Contact Information  Intern Program Goal and Benefits  Benefits  Intern definition and other classifications  Intern program statistics  Intern Program Partners and Sources  Organizations, Golden Key, etc

Table of Content for Company Internship Manual

            Roles and Responsibilities Business partners Intern Manager Mentor Local Intern Champion General Expectations of Managers Manager Commitment Financial Commitment Conversion Intern Program Calendar and Key Dates Payroll and Benefits Summer Objectives and Performance Evaluations

Appendix

 Managing Generation X and Y  Developing Others  Intern Manager’s Checklist  Intern Sample Summer Plan  Intern Performance Plan & Evaluation Form  Organizational Chart

Local Intern Mentor/Champion Manual Table of Content

 Intern Program Management Team  Contact Information  Intern Program Goal and Benefits  Intern definition and other classifications  Intern program statistics  Intern Program Partners and Sources  Golden Key, Clubs, Schools, etc.

Local Intern Mentor/Champion Manual Table of Content

         Intern Program Roles and Responsibilities Business Partner Intern Manager Mentor Local Intern Champion First Day Welcome Logistics Delivering First Day Welcome First Day welcome agenda

Local Intern Mentor/Champion Manual Table of Content

       Intern Events/Activities Sample Activity Agendas General Policies and Procedures End of Summer Banquet Budget Submitting expenses Miscellaneous

Local Intern Mentor/Champion Manual Table of Content

 Appendix  Energizers/Icebreakers  Meeting and Activity Suggestions  Managing Generation X & Y  Developing Others  Sample Calendar of Events  Organizational Chart

Summary - Tips Ask yourself some realistic questions

  Can you provide meaningful work assignments?

Are you prepared to invest time in interns?

    Is there a professional staff person to supervise interns?

Do your top managers and employees want to have interns on-site?

Can you provide financial support?

Do you have sufficient office space?

Summary - Tips Create Effective Position Descriptions

 The quality of students attracted to your listed positions sometimes depends upon the quality of your announcement.

    In addition to the position title, hours, salary, and location describe the duties, qualifications and application instructions in terms that will attract students.

Provide enough detail to identify specific academic disciplines and learning objectives. One-line descriptions are not sufficient.

Reference descriptive material such as your website which may include descriptions of the type of equipment they will use.

Identify the contact person. This should be the professional designated to coordinate the company or department internship coordinator.

Summary - Tips Select carefully the Intern and Site supervisor

 Is this a professional member of your staff who is committed to and capable of developing people?

      Does this person have the time to supervise interns?

Work with the Internship Coordinator in the College Review resumes and/or applications and interview students Do not automatically accept interns without conducting interviews Respond to all candidates Keep the Career Management Office updated and report all hires

Summary - Tips Prepare for the Interns to start

  Discuss start and end dates with the selected students Agree on days and times they will be expected to be on site   Provide interns with information regarding work attire Notify your permanent employees when the interns will be starting and provide them with background information about the assignments interns will be doing

Summary - Tips Supervise Interns Carefully

    Orient students and get them started on assignments Provide any necessary training Meet with the interns on a regular basis to provide feedback and insure projects are on track Evaluate the intern’s performance at the end of the internship using the Student Evaluation Form

Summary - Tips Seek and provide Feedback

 Ask interns to complete the Employer Feedback Form regarding their experience with your organization   Ask interns to discuss their performance with your organization Identify improvements to your internship program and make revisions

Contact Information

 Barry Shiflett..305-348-7395; [email protected]

MBA/MS internships  Dawn Lazar…305-348-0025; [email protected]

Undergraduate Accounting & Finance Internships  Sammi Rosin..305-348-1232; [email protected]

Undergraduate Business Internships other than Accounting & Finance