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Creating an Internship Program Best Practices. Barry Shiflett, Director, CBA Career Management Services, FIU. What is an Internship?.

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creating an internship program best practices

Creating an Internship ProgramBest Practices

Barry Shiflett, Director, CBA Career Management Services, FIU

what is an internship
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
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 why4
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
Value Proposition – Interns
  • Job experience
  • Competitive compensation and benefits package
  • Professional development, social and volunteer activities
  • Intern Program Web Site
robust processes needed in
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
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 factors8
Internship Success Factors
  • Link program to campus recruiting strategy
  • Promote corporate brand
  • Centralize internship program management
  • Initiate process early
internship success factors9
Internship Success Factors
  • Conduct Training
  • Continuously raise the bar
  • Establish program parameters
internship program design
Internship Program Design
  • Funding
  • Size
  • Paid versus unpaid
  • Time of year
  • Geographic location
  • Type of position(s)
  • Rotations if any
internship program design11
Internship Program Design
  • Sources and partnerships
  • Team alignment
  • Intern qualifications/requirements
  • Graduate/undergraduate
  • Current Associates
  • Classifications
  • Intern benefits
internship financial benefits to consider
Internship Financial Benefits to Consider
  • Competitive salary
  • Signing bonus
  • Paid time off
  • Holiday pay
  • Scholarships
  • 401K
  • Transportation supplement
internship work life balance to consider
Internship Work/Life Balanceto Consider
  • Mentor program
  • Social and professional development activities
  • Executive networking
  • Community service activities
  • Recreational activities
  • Intern web site
program marketing
Program Marketing
  • Kick-off communications
  • Business and staffing partner meetings
commitment process and requisition form
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, Recruiting and Selection

Sourcing and Partnerships

  • Campus
  • Web Site
  • Referrals
recruiting process how
Recruiting Process-How?
  • Career site postings
  • Targeted campus postings
  • Campus visits
selection process
Selection Process
  • Resume screen
  • Campus and/or telephone screen
  • Hiring manager interview
on boarding example for summer
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 summer20
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
  • Intern First Day Welcome
  • Timing
  • Format
  • Materials
  • Giveaways
  • Icebreakers
  • Agenda
  • Other Cities
  • Student pick-up
department orientation
Department Orientation
  • Departmental structure
  • Systems and processes
  • Calendar of events
  • Performance expectations
  • Kick-off
  • Social
  • Professional development
  • Brown bag lunches with executives
  • Networking
  • Community service
  • Career Fair
  • End of Summer
end of summer presentation
End of Summer Presentation
  • Format/Guidelines
  • Content
  • Attendees
career development
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
Conversion ProcessTracking 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
Keeping in Touch
  • Ongoing communication (holiday cards, e-mails)
  • Part time work (solicitation, process, benefits)
measuring success metrics
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
Surveys at end of Internship
  • Intern
  • Manager
  • Mentor and business partner
continuous improvement benchmarking
Continuous ImprovementBenchmarking
  • Network
  • Other companies
  • Asking the right questions
annual review
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
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 manual33
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
  • 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
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 content36
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 content37
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 content38
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
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 tips40
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 tips41
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 tips42
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 tips43
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 tips44
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
Contact Information
  • Barry Shiflett..305-348-7395;

MBA/MS internships

  • Dawn Lazar…305-348-0025;

Undergraduate Accounting & Finance Internships

  • Sammi Rosin..305-348-1232;

Undergraduate Business Internships

other than Accounting & Finance