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Home My WebLink AboutDocumentation_Regular_Tab 04_02/14/2013 VILLAGE CLERK'S OFFICE AGENDA ITEM TRANSMITTAL FORM Meeting Date: Meeting Type: Regular Ordinance #: 2/14/2013 Consent Agenda: Yes Resolution #: Originating Department: Human Resources AGENDA ITEM T1TLE: (Wording form the SUBJECT line of your staff report) Addition of 1 new personnel policy (Student Internship Program) BUDGET / FINANCIAL IMPACT: Account #: N/A Amount of this item: N/A Current Budgeted Amount Available: Amount Remaining after item: N/A N/A Budget Transfer Required: No Appropriate Fund Balance: No EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) The Human Resources department is seeking to add 1 new personnel policy per Council discussion and recommendation at 1/29/2013 workshop. APPROVALS: SIGNATU : Department Head f , Finance Director - ".- Reviewed for Financial Sufficiency ❑ ! � `(,�' No Financial Impact � �� Attorney: (for legal sufficiency) See atta�hed Village Manager: Submit for Council Discussion: []� Approve Item: ❑ Deny Item: � SPECIAL INSTRUCTIONS FOR CLERK: (if you wish to have agreements signed, be sure to include the number of copies you want signed and place "Sign Here" sticker on them) Form Amended: 10/20/11 . • . Memo To: Michael R Couzzo, Jr., Village Manager From: Merlene Reid, HR Director �/'�/� ,. � Date: January 31, 2013 Re: New Personnel Policy Addition The Human Resources department is requesting approval to add a Student Internship Program policy to the Village's personnel policies. This matter arose out of a Counci! workshop held on Tuesday, January 29, 2013, with the policy being created to standardize the on-boarding of interns throughout the various Village departments. The implementation of the policy by itself has no financial impact, however, should a department wish to utilize a paid intern, depending on the department and the duties assigned, worker's compensation (WC) premiums will apply in addition to the agreed-upon pay and will be a direct cost to that department. As rates are tied to pay, there's no WC cost for an unpaid intern. VILLAGE OF TEQUESTA PERSONNEL POLICY a. Prepaa�e a job description tl�at clearly defines the requirements, learning goals, and job TITLE: Stvdent Interaship Pragram duties and responsibilities for the internship. This information should include administrative POLICY: 2,10 information about the position including number of hours per week and the start and EFF'ECTiVE: February 14, 2013 end dates of the internship (refer to the HR department Intem Job Description template). REVISED: NEW b. Complete the learning agreement provided by PAGES: 1 the intem's school. Where one is not provided, the Village's Internship Le�ning Agreement should be used. Both the job CONTENTS: This policy consists of the following descriprion and the signed learning agreement numbered sections: must be forwazded to Human Resources for I. Policy approval. c. The deparlment head or designee shquld PURPOSE: appoint a supervisor/mentor during the period of internship to offer constructive feedback, The internship program is designed to provide for the oversee the intern's performance and conduct training needs of the intern, while at the same time perivdic performance evaluations as may be meeting the organizational needs of the Village of required by the student's school. If the schooi Tequesta. Interns make a short-term commitment to does not provide an evaluation form, the work at the Village of Tequesta in arder to aclueve Village's Internship Evaluation form should be learning goals and gain experience and e�osure in completed and forwarded to the HR their field of interest. The Village of Tequesta in department. turn, commits to providing the intern with a learning experience, specific work assignments, and training. Benefits This policy excludes the Interim Firefighters. Interns are not eligible to participate in the Village af Tequesta's benefit programs. I. POLICY: Workers' Compensation The Village of Tequesta primarily offers unpaid Paid interns aze covered by the Village's workers' intemships, however, paid internships may be offered compensation policy. All on-the job injuries must be when circumstances wairant and funds are budgeted reported to the supervisor and submitted to HIZ on the and available. Notice of Injury form, per Village policy. The Village seeks to offer interns a career-related experience that enhances academic learning, balanced with meaningful responsibilities and hands-on experience. APPROVAL: Procedures and Department Responsibilities MICHAEL COUZZO, MANAGER TEQUESTA, FIARIDA Department heads aze required to: 1 VILLAGE OF TEQUESTA PERSONNEL POLICY a. Prepare a job description that dearly defines the requirements, leazning goals, and job TTTLE: Student Internship Program duties and responsibilities for the internship. This information should include administrative POLICY: 2.11 information about the position including number of hours per week and the start and EFFECTIVE: February 14,2013 end dates of the internship (refer to the HR department Intern Job Description template). REVLSED: NEW b. Complete the learning agreement provided by PAGES: 1 the intern's school. Where one is not provided, the Village's Internship Learning Agreement should be used. Both the job CONTENTS: This policy consists of the following description and the signed learning agreement numbered sections: must be forwarded to Human Resources for approval. I. Policy c. The department head or designee should PURPOSE: appoint a supervisor/mentor during the period of internship to offer constructive feedback, The internship program is designed to provide for the oversee the intern's performance and conduct training needs of the intern, while at the same time periodic performance evaluations as may be meeting the organizational needs of the Village of required by the student's school. If the school Tequesta. Interns make a short-term commitment to does not provide an evaluation form, the work at the Village of Tequesta in order to achieve Village's Internship Evaluation form should be learning goals and gain experience and exposure in completed and forwarded to the HR their field of interest. The Village of Tequesta in department. turn, commits to providing the intern with a learning experience, specific work assignments, and training. Bene�ts This policy excludes the Interim Firefighters. Interns are not eligible to participate in the Village of Tequesta's benefit programs. I. POLICY: Workers' Compensation The Village of Tequesta primarily offers unpaid Paid interns are covered by the Village's workers' internships,however,paid internships may be offered compensation policy. All on-the job injuries must be when circumstances warrant and funds are budgeted reported to the supervisor and submitted to HR on the and available. Notice of Injury form,per Village policy. The Village seeks to offer interns a career-related experience that enhances academic learning,balanced with meaningful responsibilities and hands-on experience. _.�_..,_----__ APPROVAL: � Procedures and Department Responsibilities MICHAEL COUZZO,MANAGER� TEQUESTA,FLORIDA Department heads are required to: 1 APPENDIX 1 Village of Tequesta INTERNSHIP JOB DESCRIPTION POSITION TITLE: Intern DEPARTMENT: 5UPERVISOR: START DATE: END DATE: NO OF HOURS WEEKLY: WC CODE: PAID: ❑ If paid, please state hourly rate: $ UNPAID ❑ CURRENTLY ATTENDING: ❑ High School ❑ Community College ❑ College ❑ Other: Please state POSITION SUMMARY The intern will assist with etc. �; � A� ��P . {� A� �� • Eg. Valid driver's license C . Village of Tequesta APPENDIX 2 INTERNSHIP AGREEMENT Intern's Name: Telephc►�te N�s): Em�il: �� T�rm: M�jor: �t�oal: �� d D�Fart��h Supervisor's Name & Title: Starti�g l�ates Co�npleti[�� ciate: N� �f �i�rs P�r W�ek I�t�'s W� cFU I�t�p: (if �pplicabl�).• -_ ',��t�� . � ��'� �� . . � �� -_ - - - - _ Student Intern: I accept the responsibilities as stated on this agreement. I agree to complete all work assignments promptly and to the best of my ability. I agree to familiarize myself with, and adhere to the relevant organizational policies, procedures, functions and standards of ethical conduct. S#�t ��: D�e: Supervisor: I have discussed the internship and this agreement with the student intern. I agree to provide the intern with an orientation in respect of department policies, procedures and functions and meet regularly with him/her, and complete a final evaluation. ��.s�' �: xu.� It��s: I�e: 1 Village of Tequesta APPENDIX 3 Internship Evaluation Form I�t�'s N�e: I?epartment. S�pervis�r's N�e & T"�: ��1 I�ter�s�ip E�il: C�rdi��tor: ,�. ` �� , � - _ -- POOR MARGINAL AVERAGE GOOD EXCELLENT Interpersonal Not well Highly Relations accepted Cooperative Judgment: Poor Mature Dependability: careless Highly Reliable Learning Slow Rapid Progress: Woik Quality: Poor Excellent PunCtuality: Irregular Regular OVERAI.L: Unsatisfactory Outstanding - �,,� �� . � - - ;- � _ - �. �� - - _ , ° - " '_ _ - - — _- - �� ` ��' �� - = -_ � - - - - ` = - _- � �� -- _ ° •` _ - � = ��tfll: �.�: �II�1'V2Si�1': �: �liII1�II �t:8: �'�: 1 Reid, Merlene From: Lucille Turner [LETurner�carson-adkinslaw.com] Sent: Friday, February 01, 2013 12:57 PM To: Reid, Merlene Subject: RE: NEW POLICY - INTERNSHIPS Merlene: We have reviewed the Village's proposed Student Internship Policy (Policy 3.17) and related documents. The policy and supporting documents are legally sufficient and appropriate for the Village. Please contact us if we can be of further assistance. Lucille E. Turner LETurner@carson Carson & Adlans 850-894-ioo9 293o Wellington Circle, Suite 2oi 850-894-i6T7 fax Tallahassee, FL 32309 850-322-�063 cell This transmission is intended to be delivered only to the named addressee(s) and may contain information that is confidential, proprietary, attorney work-product, or attorney-client privileged. If this transmission is received by anyone other than the named addressee(s), the recipient should immediately notify the sender by e-mail or telephone at (850) 8 and obtain instructions as to the disposal of the transmitted material. From: Reid, Merlene [mailto:mreidCa�tequesta.or41 Sent: Friday, February 01, 2013 12:42 PM To: Reid, Merlene; Lucille Turner SubjeCt: RE: NEW POLICY - INTERNSHIPS Update policy attached per our discussions Merlene From: Reid, Merlene Sent: Wednesday, January 30, 2013 1:03 PM To: 'Lucille Turner' Subject: NEW POLICY - INTERNSHIPS Hi Lucy, Please review and give me your feedback for the next Council meeting. My deadline to submit is Friday. Thanks I will be calling you this afternoon to discuss some other issues. Merlene �