Employer Handbook: Starting an Internship Program

STARTING AN INTERNSHIP PROGRAM Employer Handbook

www.GreaterGrads.com

GREATER OKLAHOMA CITY CHAMBER’S GREATER GRADS

WWW.GREATERGRADS.COM

www.GreaterGrads.com | 405.297.8951 | GreaterGrads@okcchamber.com

GREATER GRADS BENEFACTORS:

CONTACT GREATER GRADS

ELISA MILBOURN Manager, Education and Outreach Programs 405.297.8951 emilbourn@okcchamber.com

DREW DUGAN Vice President, Education and Workforce Development 405.297.8940 ddugan@okcchamber.com

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table of contents Steps to Developing Your Program........................................ 6

Identify Your Business Needs.......................................... 7

Develop Intern Job Description..................................... 9

Recruiting Interns...............................................................15

Selection Process................................................................18

Intern Program Management.........................................21

Intern Evaluations..............................................................25

Human Resource Issues.............................................................29 Frequently Asked Questions...................................................34 Sample Forms...............................................................................36 Appendix........................................................................................ 46

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STEPS TO DEVELOPING YOUR PROGRAM

STEP 1 IDENTIFY YOUR BUSINESS NEEDS: Human Resource Issues, Compensation

STEP 2 DEVELOP INTERN JOB DESCRIPTION

STEP 3 INTERN RECRUITMENT: Career Fairs, Campus Recruitment, www.GreaterGrads.com

STEP 4 THE SELECTION PROCESS Interviewing, Resumes, Applications

STEP 5 MANAGING AN INTERN:

Internship opportunities can be offered by any employer – large corporations, startup firms, nonprofit organizations and government agencies. An internship is a test drive for the employer as well as the student.

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Orientation and Mentoring, Dress Code, InternOKC Internship Program

STEP 6 INTERN EVALUATIONS Formal Evaluations, Dismissal

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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 use an intern.

1. Do you have difficulty finding qualified new employees?

• Interns learn specific skills that could make them valuable employees.

• Improve your hiring and training process by having interns.

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 interaction • Networking

3. Do you provide goods or services that set your business apart from the competition?

• Interns can focus on critical research.

• Interns provide new ideas and fresh perspective.

4. Could your employees use interns to help with research or special projects?

• Interns can be used on a full- or part-time basis.

• Interns can help year-round or for a certain time period.

An internship

allows students to learn about your organization and how it works.

If you need 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.

Ways in which an organization may utilize interns: • Assisting more experienced employees • Completing short-term assignments or special projects where hiring an additional full- time employee is not practical • Assisting during a peak period of work • Acting as technical assistants on research teams conducting literature searches, routine testing, sampling, mathematical calculations and flow charts

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STEP 2: DEVELOP INTERN JOB DESCRIPTIONS

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.

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 position.

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 teach them important processes and procedures and give them skills valuable to employers. When possible, the employer should create a “special project” that is relevant and can be accomplished during the internship. Employers should seek projects, such as research projects or in- depth analysis, that use the talent, skills and enthusiasm of the intern 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. Each employer 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.

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 is important.

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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 and the students should be responsible for knowing the requirements of their program.

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 the internship, ask if his/her university requires a specific form for the review. Sample forms are available on pages 27-28.

8.

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

You must set expectations. How many hours per day or days per week will the intern work? Which semester — fall, spring, summer? When does the work day begin and end? Ensure the intern’s work schedule works within his/her class schedule.

9. What will the intern be required to wear?

It is very important to clearly describe your organization’s dress code (See sample dress code policy on pages 24. A sample dress code guide is available on pages 49-60).

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. See Fact Sheet #71 for U.S. Department of Labor guidelines (pg 47 & 48).

11. Are you willing to offer academic credit?

Some schools require students to have an internship in order to graduate. Students can earn class credit for a required internship. The employer may be asked to provide progress reports or evaluations for the student to earn credit.

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TIPS FOR WRITING AN INTERN JOB DESCRIPTION Your answers to the questions on pages 9 and 10 provide you the information needed 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. See samples of internship job descriptions on pages 13-14. If you need additional help or have questions, please contact Elisa Milbourn at (405) 297-8951 or emilbourn@okcchamber.com.

Parts of the Job Description 1. Brief overview or background 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/for academic credit or not 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 tie directly to the missions 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 Greater Grads website— www.GreaterGrads.com—where member companies can post internship job descriptions.

INTERN JOB DESCRIPTION TEMPLATE Company name: Job title: Brief overview of company, location: Benefits to student: Requirements: Training: 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) Position is paid / unpaid College credit available / not available (intern will arrange for credit) Procedure for submitting application:

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Sample Intern Job Descriptions

Intern Job Descriptions The All Sports Association Interns will spend time working in various capacities and areas at all of the events listed at the bottom of the page. The All Sports intership is unpaid and requires 8-10 ofce hours per week. For more information about All Sports, please visit our Web site at okcallsports.org. The following is a description of the duties and expectations of All Sports interns.

• Organize and plan for the events listed at the bottom of this page, publicize assigned sports, oversee facilities, recruit volunteers, plan awards and all other aspects of the events.

• Assist with planning of special events and other community relations activities. Other duties include writing and producing handbooks, iers, advertisements and posters for these events.

• Assist in the recruitment, retention and organization of volunteers for the events listed. Other responsibilities include helping maintain membership, writing a quarterly newsletter, creating membership brochures and e-mailing updates to members. Applicants must have excellent verbal and written communication skills.

• Other duties/tasks may also include assisting in planning, directing, implementing and evaluating all operational, logistical and programming elements for All Sports events. Knowledge of Word, Excel, PageMaker, InDesign and Photoshop is a plus.

• Assist with promotions, preparing press releases, maintenance and updating of the All Sports Association Web site and the creation of the All-College souvenir program.

• Assist with developing and maintaining relationships with All Sports sponsors. Research corporations for sponsorship potential and assist with contract negotiation and fulllment. Assist with development/creation of sponsor gifts and baskets. Communicate with sponsors in a professional and courteous manner.

• Assist in creating/implementing marketing plans for all All Sports events as well as maintaining ticket sales records.

• Assist executive director with administrative duties and special projects that pertain to the operation of the All Sports Association.

Spring/Summer Internship Events Winter State Games of Oklahoma* 2 Saturdays in January/February • NCAA Division I Women’s Basketball Regional* March 30 - April 2 • Phillips 66 Big 12 Baseball Championship May 22 - 26 • NCAA Women’s College World Series May 30 - June 5 • Summer State Games of Oklahoma ** 2 Saturdays in June • All Sports Golf Invitational** August 6 • *Spring Internship only **Summer Internship only

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Position: Tax Accounting Intern Reports To: Manager of Taxation Department: Tax Department Classification: Non-Exempt Paid: Hourly Date: 2/13/11 JOB DESCRIPTION BASIC PURPOSE: The primary purpose of this position is to perform a variety of tasks/projects that address the needs of the Tax Department and to facilitate a learning opportunity for the Intern.

MAJOR RESPONSIBILITIES:  Preparing and analyzing various returns and reports, dictated by different state and federal regulations  Provide quality compliance and administrative support to the Tax Department and teammates  Other duties assigned as needed EDUCATION AND EXPERIENCE:  Education: o HS Diploma or equivalent required o Currently enrolled in four year university program for Fall 2013, a sophomore level or above (pursing a Bachelor’s Degree in Accounting or Finance).  Experience: o Past Internship experience a plus but not necessary SKILLS AND PHYSICAL DEMANDS:  Skills: o Hard Skills: Proficient in using Microsoft Excel and Word, detail- oriented and well organized individual with excellent verbal and written communication skills. o Soft Skills: Willingness and ability to learn from other departments, strong time management skills, multi-tasking; can-do attitude, sense of urgency, ability to take constructive criticism and strong work ethic, excellent organizational and planning skills, must have strong ethics and ability to keep confidences.  Typical Physical Demands: o Requires prolonged sitting, some bending and stooping. o Occasional lifting up to 25 pounds. o Manual dexterity sufficient to operate a computer keyboard and calculator. o Requires normal range of hearing and vision.

**This job description should not be construed to imply that these requirements are the exclusive standards of the position. All employees may be required to follow any other instructions, cross train in other positions and to perform other duties as required by workloads.**

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STEP 3: INTERN RECRUITMENT

There are many avenues for recruiting interns including working directly with colleges and universities, posting online advertisements or working with the Greater Grads program through the Greater Oklahoma City Chamber.

While the Chamber will work with your organization in order to find applicants by promoting your internship to students in higher education institutions, the applicants will apply directly to you and the hiring decision will be yours.

The Greater Grads program provides participating companies exclusive avenues for recruiting interns including: • Greater Grads Career Fair, exclusively for companies hiring Oklahoma positions • Chamber members may post intern job descriptions at www.GreaterGrads.com • Coordination with area colleges and universities. Most area colleges and universities have someone that will connect you with potential interns. If you have a specific university you would like to work with, please contact Elisa Milbourn at (405)297-8951 or emilbourn@okcchamber.com.

Other avenues for recruiting interns include: • Career services at any of the central Oklahoma colleges and universities can help you post your internships on the university website. Depending on the school, you may be able to interview on campus.

• Advertising in newspapers (both campus and local) • Professional organizations’ websites • Student organizations • Word of mouth. Ask current employees if they know any good intern candidates.

• Offer to speak to university classes or groups about your area of expertise. You can mention your organization’s opportunities.

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Sample Recruitment Materials Samples of recruitment materials have been included on pages 16-17. Feel free to use them as guides to develop your own internship program.

Join america’s champion of naturaL Gas

Our employees are our most valuable assets. That’s why we provide state-of-the-art facilities and amenities, and outstanding benefits and compensation packages to recruit the best to help us fuel America’s future. Our corporate campus features: • Our own Reservoir Technology Center

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• Hollywood-style 3-D Visualization Room

• Health Center and pharmacy

• 72,000-square-foot fitness center

• 32,000-square-foot child development center

Want to be a part of the energy solution?

Stop by our booth to speak with a Chesapeake representative.

Learn more at chk.com.

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Internship Application: www.greatergrads.com

Web Design - Assist Chamber interactive media staff in web design and content management (experience in HTML and Photoshop required).

Economic Development – Work with economic development professionals on tradeshows, proposals and special projects.

Convention & Visitors Bureau – Assist with a variety of visitor and convention tasks and activities including sports, tourism, marketing and public relations.

AVAILABLE INTERNSHIPS

• learn about new job opportunities.

• be in the middle of the action as OKC grows.

• network with professionals at events and meetings.

• get the scoop on the latest Oklahoma City news.

WORK WITH US AND:

Employment Application: www.okcchamber.com

Marketing & Communications – Help organize events, write for publications and research market trends.

Education & Workforce Development – Develop a plan to attract students to the Greater Grads Career Fair as well as maintain communications with committee members and partner organizations.

Graphic Design – Work alongside professional designers to produce invitations, ads and publications (knowledge of PC-based Microsoft and Adobe InDesign software required).

405-297-8900

Facebook.com/greaterokchamber | Twitter.com/okcchamber

www.okcchamber.com | www.visitokc.org | www.greaterokc.tv

Be part of the vision for Oklahoma City’s future.

The voice of the business community and the visionary organization in the region

GREATER OKLAHOMA CITY CHAMBER

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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.

EVALUATING STUDENT RESUMÉS 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 having a part-time job.

• Some employers recognize significant volunteer or community service as valuable work experience.

4. What extracurricular activities 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?

After evaluating resumes and qualifications, it is important to interview candidates. This can be done either via phone interview or face-to-face interview. It is a critical step that will help confirm the selection process and provides a valuable interviewing experience for the potential intern.

See pages 19-20 for sample interview questions.

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

Sample Interview Questions 1. Describe your background and qualifications.

2. Why did you choose your current major?

3. Are you familiar with (particular software)?

4. What experience do 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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Sample Interview Form

INTERN INTERVIEW QUESTIONS How did you find out about All Sports & our internship?

Why do you want to do an internship – specifically with All Sports?

What are your plans after graduation?

How will this internship help you with your future career?

What skills do you have that you could contribute to All Sports?

What is an obstacle you have faced (school, work, extracurricular activities)? How did you overcome it?

Tell me about a time that you had to work under pressure. How do you handle those situations?

Describe your best and worst boss.

How would you measure success?

Do you have any problems with working in a group setting?

What do you like to do; your hobbies?

INTERNSHIP DETAILS: Overview of All Sports & the organization -

Non-profit

-

Function in OKC

-

History

-

Members & Board

-

Sooner State Games

Internship functions: assigned staff member, examples of job responsibilities, etc.

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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 reinforce expectations 2. The intern to ask questions 3. The goals of the internship to be clearly established 4. The process for problem solving during the period of the internship 5. The methods for intern evaluation The intern orientation is also a good opportunity to review the company dress code and other policies. A sample intern orientation agenda can be found on page 22.

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. The supervision is valuable to both them employer and the intern. 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.

A mentor or project team can help the intern begin building 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.

Enrolling your summer interns in the Chamber’s InternOKC program also provides networking and professional development opportunities. The connections created through these types of interactions will benefit the intern in the long term. Please see page 35 for more information on the Chamber’s InternOKC program.

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Sample Intern Supervisor Orientation Guide

What To Do On Day 1 Day 1 The two main intern start dates for summer 2013 are May 21st and June 4th. When the interns arrive at the reception desk, Human Resources will be there to help with security badges and take them to orientation. Orientation will be held in Room 101. Supervisors and/or mentors will be able to pick up their interns at the orientation room at 11:30 am. We encourage you to take your intern to lunch on their first day. You will receive a calendar invitation with this information to remind you of your intern’s start date.

Intern Orientation Agenda: 8:30-8:40 am

Welcome!

8:40-9:10am

Security Badges

9:10-9:40 am

On-Boarding Paperwork

BREAK 9:45-10:00 am

Intern Program Overview

10:00-10:10am

Security/Parking

10:10-10:35am Safety 10:35-10:45am

Information Systems (IT)

10:45-10:50am

Dress Code

10:50-11:00am

Payroll and Intern Time Sheets

11:00-11:05am

Corporate Housing

11:05-11:15am

Fitness Center/ Gym Membership

BREAK

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11:20-11:30am

Contacts and Employee Attributes

11:30-11:45am

Meet your supervisors and mentors!

Here are samples that will help your organization develop a mentor framework that benefits the company and the intern.

SAMPLE GENERAL INTERN MENTOR GUIDELINES – THE OKLAHOMAN

Each intern is paired immediately with a staff member from his or her newsroom department. Mentors are staff members who are enthusiastic, good teachers and allow the intern reasonable access. Newsroom department heads recommend mentors, but other staff members have been used as mentors for several years.

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 writing, editing, the newsroom, The Oklahoman, 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 stories that they are writing or editing. 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 told: “Remember that some may need more help than others.”

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

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

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 an intern can learn what is acceptable in a work place. Dress codes vary across companies and across different industries. Because clothing is a personal choice, it is best to provide specific guidelines for your interns during the interview or orientation process. A sample dress code policy is available on page 24. A sample dress code guideline document is available on page 49-60 of the appendix.

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Sample Dress Code Policy

DRESS CODE POLICY

We trust our employees and interns to use good judgment when dressing for work or an event where they are representing Chesapeake.

The company has spent time and resources developing our reputation in the community, and we expect you to reinforce this standard and put a positive face with Chesapeake. We want everyone to take pride in their career at Chesapeake, and this is reflected in the way you dress and behave.

Business casual Business casual incorporates a comfortable, relaxed look while maintaining a professional business image. Not all casual clothes are appropriate for the workplace, such as clothing you would wear to the beach, while doing yard work, on a date, attending a sporting event or exercising.

Appropriate men’s Monday through Thursday attire • • • • • •

Solid or subtle patterned collared shirts Sports coat Polo-styled knits Button-front shirts Khaki slacks Dress slacks

Appropriate women’s Monday through Thursday attire: • Cardigan sets that are not too tight or revealing • Tops should overlap the waistline enough to cover your skin when arms are raised or when leaning over

• Button-up collared shirts or blouses (buttons should not gap, but lay flat) • Dress slacks • Khaki slacks • Skirts that are split at or below the knee • Dress and skirt lengths should be no shorter than three inches above the knee • Sleeveless dresses and tops with straps that cover the shoulder (A jacket or cardigan cover is preferred.)

• Hosiery is not essential, but recommended if your skirt is knee length or shorter

DRESS CODE POLICY

As a Chesapeake intern, you are an extension of the company’s brand and image. From your attitude to your shoes, your presence tells the company’s story and helps shape our reputation throughout the communities where we operate.

Casual Friday dress On Fridays Chesapeake has a more casual dress guideline, which should still look professional and polished. Dress can be comfortable, but not sloppy. Employees are permitted to wear denim on Fridays only, but you may need to forgo wearing jeans if you have a meeting with an executive or outside contact on a Friday or if Chesapeake’s board of directors are on campus.

Appropriate men’s Friday attire • • • •

Nice jeans with no tears or fading Casual slacks Nice, clean tennis shoes Untucked shirts if the bottom is even and without shirttail

Appropriate women’s Friday attire • Tops should overlap the waistline enough to cover your skin when arms are raised or when leaning over • Nice jeans with no tears or fading • Casual slacks • Nice, clean tennis shoes • Denim suits or skirts • Capri pants/gauchos

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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.

PERFORMANCE EVALUATION 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. This also is a positive way to conclude the internship for the student. The supervisor, mentor or project team should review what is working and what changes or improvements need to be made by discussing the following: • The interns’ performance based on the job description • Whether additional training is required • Review of expectations and if they are still appropriate • Positive feedback on what is working and correct problems

For Intern: • What were the intern best skills?

• What areas can the intern improve?

• Did the intern adapt to the employer culture?

INTERN EVALUATION OF EMPLOYER The exit or final evaluation provides important feedback to the employer and intern. Feedback can determine ways to improve internship procedures.

Interns may be asked:

• What new skills did you learn?

• Did you receive consistent feedback throughout the period of the internship?

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

• Do you view your company as a potential employer upon graduation?

• Would you recommend this experience to your friends?

• What would you add or change to improve the experience?

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EMPLOYER EVALUATION OF INTERNSHIP Following the conclusion of an internship the team involved with the internship program 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 (space, equipment, compensation supervision)?

• Are there other areas of the company where internships could be developed?

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Sample Evaluation Forms 2012 Intern/Full Time Graduate Recommendation

Intern Name: Supervisor Name: Mentor Name: Division: Business Unit: (If Applicable)

Discipline School Year 2012-2013

Discipline A Discipline F

Discipline B Discipline C Other_________________

Freshman Sophomore Master’s/MBA PhD

Junior

Discipline D

Senior

Brief Project Description(s):

Did the intern demonstrate an appropriate level of initiative and require the level of supervision appropriate for their project and experience level? Why or Why Not? Did the intern not meet, meet some but not all, fully meet, exceed, or perform exceptionally your overall expectations? Please provide justification for your answer.

What notable strengths or skills did your intern exhibit during the internship?

What areas of development would you recommend for your intern based on his or her performance?

What makes this intern an asset to our company?

Would You Recommend for a Return Internship?

Would You Recommend for a Full-Time Hire? (for graduating interns only):

Yes

No

Yes

No

Additional comments regarding your recommendation are extremely helpful in considering the intern’s future with the company. Please provide additional reasons for consideration below: Is the intern open to any location?

Yes

No

Location Preference(s) If no, what locations or areas is the intern not willing to work?

Supervisor

Date:

Manager

Date:

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Name:______________________________________________________________________________ Position: ____________________________________________________________________________ Semester of Service: __________________________________________________________________ Days / Hours: ________________________________________________________________________ Total Hours Worked: __________________________________________________________________ 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 decisions _____ 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 & independence _____ Definitely not interested & independent Quality of work _____ Excellent _____ Above average _____ Average _____ Below average _____ Poor Dependability _____ Excellent _____ Above average _____ Average _____ Below average _____ Poor

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Attendance _____ Regular _____ Irregular Technical Skills _____ Excellent _____ Above average _____ Average _____ Below average _____ Poor Professional appearance and behavior _____ Excellent _____ Above average _____ Average _____ Below average _____ Poor Overall Performance ____ Excellent ____ Above average _____ Average _____ Below average _____ Poor

Strengths:

Supervisors: ________________________ ________________________ Intern: ________________________

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. An employer that incorrectly classifies an individual as an intern rather than an employee may face serious consequences, including liability for discrimination, harassment, back taxes, interest, penalties, benefits and workers’ compensation premiums.

The rights and the obligations of the intern and the company may not be limited to those set out in your internship program. Rights and obligations may arise out of state or federal employment laws including, but not limited to, Oklahoma’s Workers’ Compensation Act, Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, and the Age Discrimination in Employment Act. 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 employee in similar ways, a determination that an intern is not an employee under one law does not necessarily mean the intern is not an employee under another law. Whether an intern is an employee will depend generally upon two things: 1.

2.

How does the state or federal law define employment for the purpose of the rights and obligations set forth in the law1?

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.

1. See Oklahoma and Federal Employment Law Manual, Survival Guide #7, (The State Chamber 2001) which contains information and criteria used under state and federal to determine who is an employee.

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COMPENSATION In planning to allocate financial resources for your internship program, compensation must be considered.

In some industries, unpaid internships are quite common.

In others, internships can be very well-paid. In each particular case, the employer needs to look at what is appropriate or the standard for the particular industry.

If you are not able to budget for an hourly wage, you may consider offering a monthly or semester-based stipend to the student, providing a housing allowance, or reimbursing mileage, parking or other expenses.

Benefits to interns 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. The two most important questions an employer will face are: 1. Paid or unpaid 2. Academic 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.

In addition to the company, specific circumstances, you should also look at the federal and state regulations related to interns. Your decisions on how to handle compensation should be discussed with a human resources or legal professional. Below is a brief overview of the federal guidelines.

Fair Labor Standards Act (FLSA) compliance • “Who Benefits” – FLSA requires employers to pay interns at least minimum wage plus overtime if the company benefits at all from interns conducting “productive work.”

• If the intern is promised a full-time position at the end of the internship, the internship then becomes a probationary period and, at this point, the intern is treated like an employee and should be compensated as such.

• If the intern is replacing a regular employee, it may be an indication that the intern is being treated like an employee.

• Some companies prefer to pay interns a stipend or to make a donation to the school or chapter to thank them for the intern’s services. These may be viable alternatives in some cases; however, the company must still comply with FLSA requirements. If 30

the company has determined it is required to compensate the interns according to FLSA, then the stipend must be equivalent to an hourly rate of at least the minimum wage for all hours worked. A donation would not be appropriate in this situation because no remuneration would go to the student. If a company feels that no direct compensation of the student is required under FLSA, then a stipend or donation of any amount can also be given.

SOCIAL MEDIA As social media continues to become an integrated part of everyday life, companies have instituted social media policies to ensure employees are representing themselves and the company in a positive light when interacting online. Interns should be expected to follow the same guidelines and policies as full-time employees. A sample social media policy is available on page 33.

CREDIT OR NON-CREDIT This decision is best left up to the intern. Let the student make his/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/her professor or advisor’s requirements. These requirements vary greatly between universities, departments and even professors within a single department.

As an employer, you should not make dramatic changes to your expectations or requirements of the intern but you should be flexible in order to accommodate the wide variety of situations related to earning credit.

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. In 31

most instances, the student should know what needs to be done before he/she can accept an internship.

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 nondisclosure 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.

Summer 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 for giving clear, accurate direction and following up with corrective feedback if the work is unsatisfactory. At the conclusion of the internship, there is no obligation to return the student 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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Sample Social Media Policy

SOCIAL MEDIA POLICY Social media consist of mobile and web-based tools that convert broadcast media monologues (one to many) into social media dialogues (many to many). Examples of social media include, but are not limited to:

Social networking sites, microblogs and media casting platforms, such as:

SOCIAL MEDIA POLICY

• • • • •

Facebook LinkedIn MySpace Twitter YouTube

Social news and bookmarking sites, such as: • Delicious • Digg • StumbleUpon

Closed-network platforms, such as: • AOL Instant Messenger • Google Chat • Yammer

Personal blogs, message boards and forums For employees choosing to engage in social media activities, such use is limited to outside of the company’s core business hours and must be in compliance with this policy.

Employees are still subject to the company’s existing policies including, but not limited to the Chesapeake Code of Business Conduct and Ethics, IT Acceptable Use Policy, Employment Policies Manual and Confidentiality Agreement, as well as the company’s Media Relations Guidelines and Crisis Communications Plan.

Employees are strictly prohibited from commenting on and/or using any of the following:

Confidential financial information, such as: • Chesapeake’s corporate expenditures, future business performance, business plans, well results, leasing activities, acquisition targets or geological prospects • Statements about an upcoming quarter, future periods or information about joint venture partners including conversations with Wall Street analysts, members of the media or other third parties (including friends)

Rumors and/or gossip: • Employees must not explicitly and/or subtly deny or affirm in any way • Employees must be clear in any online activity that their views and opinions about work-related matters are their own, have not been reviewed by Chesapeake, and do not necessarily represent the views and opinions of the company

ENFORCEMENT Any information an employee creates, transmits, downloads, exchanges or discusses using company property may be accessed by the company at any time without prior notice. Any employee who does not comply with this policy may be subject to termination of employment and/or civil or criminal charges, federal investigation or other legal action.

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FREQUENTLY ASKED QUESTIONS Should we offer academic credit?

Most companies find that it is very easy to offer academic credit. The student should be responsible for making all arrangements and relaying any information from the university advisor to you. In most cases, the paperwork is minimal and is not time consuming.

How do I find an intern?

Post your internship job description on GreaterGrads.com. The website attracts students from across the state of Oklahoma. Need more help or prefer a student from a specific university? Call Elisa Milbourn at (405) 297-8951 to connect you with career service offices at those schools. You may also purchase a booth at the Greater Grads Career Fair, which attracts students from all universities in central Oklahoma.

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 social media.

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). Many companies offer a longer orientation which may include time with the executive in charge, a tour of the facilities, training and lunch.

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 and be much better prepared for his/her career.

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2013 INTERN OKC PROGRAM

College students who complete an internship are more likely to stay in our community after graduation. Register your summer interns for InternOKC, a series of weekly lunches where interns network with peers and discover why Oklahoma City is the perfect place to live, work and play. The cost to register summer interns for the program is $75 per intern, which includes lunch at each session.

Register by visiting www.GreaterGrads.com and click on “For Employers� to enroll summer interns.

For more information on internships or InternOKC, contact Elisa Milbourn at (405) 297-8951 or emilbourn@okcchamber.com.

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SAMPLE FORMS Samples of some useful human resource forms have been included on pages 36-45. Feel free to use them and others in this toolkit to develop your own internship program.

Sample Internship Waiver I certify I am offering my services to <the company> on a volunteer basis.

I understand I will receive no pay, benefits or other privileges of employment of any kind for my services. I further understand I am not eligible for workerâ&#x20AC;&#x2122;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 I have not been promised and have no expectation I will receive a paid position as a result of my volunteer work.

I certify I am a bona fide student at____________________________ _____ (institution) and I intend 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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Sample Confidentiality Agreement 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.

W I T N E S S E T H: 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 hereby 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

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Student and/or any third party to whom a disclosure has been made. 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 provisions. 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 the laws of the State of Oklahoma, 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 the express, written agreement of the Parties.

ACCEPTED AND AGREED: STUDENT By:_____________________________________________________________________________ Name:__________________________________________________________________________ Interns full name COMPANY By:_____________________________________________________________________________ Director – Human Resources Date:___________________________________________________________________________

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Sample Intern Contact Information 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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Sample Intern Application Form

Application for Internship

Spring Semester: November 15, 2012 / Summer: April 15, 2013 / Fall Semester: July 15, 2013 Name: ______________________________________________________________________________________ Address: ___________________________________________________________________________________ Contact Information: Phone: _______________________________________________________________ Email: ___________________________________________________________________ College/University: ___________________________________________________________________________ Major:________________________________________ Minor:_______________________________________ Expected date of graduation (month/year): _______________________________________________________ Which semester are you applying for:

Spring 2013

Summer 2013

Fall 2013

Will you be doing this intership for course credit? __________________________________________________ Activities/Interests: __________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Special skills or abilities: ______________________________________________________________________ ______________________________________________________________________________________________ ___________________________________________________________________________________________ Computer skills: _____________________________________________________________________________ ___________________________________________________________________________________________ What are your qualiď&#x192;&#x17E;cations to work as an intern at the All Sports Association? ___________________________________________________________________________________________ ____________________________________________________________________________________________

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What do you expect to learn and experience at the All Sports Association: ___________________________________________________________________________________________ ___________________________________________________________________________________________ ____________________________________________________________________________________________ Previous work experience: _____________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Previous volunteer experience: _________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________

ALL INFORMATION ON THIS APPLICATION IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. IF SELECTED FOR AN INTERNSHIP AT THE ALL SPORTS ASSOCIATION, I AGREE TO ABIDE BY THE RULES AND REGULATIONS OF THE OKLAHOMA CITY ALL SPORTS ASSOCIATION AND I AGREE TO WORK THE ENTIRE TERM OF THE INTERNSHIP, INCLUDING ALL EVENTS IN THAT PARTICULAR SEMESTER. SIGNATURE ________________________________

DATE _____________________________

Application Deadlines Spring Semester: November 15, 2012 / Summer: April 15, 2013 / Fall Semester: July 15, 2013 Mail completed application & resume to the All Sports Association (Attn: Claire) or e-mail to claire@okcallsports.org PROVIDE REFERENCES UPON REQUEST.

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Sample Intern Request Form (Internal Use)

CHESAPEAKE ENERGY CORPORATION – INTERN REQUEST FORM Date Company Department Number of interns requested Classification Preferred major(s) Preferred school(s) Intern job description

Intern location Supervisor Mentor

PROJECTED PROJECTS 1.

2.

3.

4.

If intern is eligible for full time position upon completion of internship, will he/she be considered for a full time position? Yes ■ No Full time position title Requestor name Department head name Signature

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Sample Intern Job Description Form

Position Title Employment Type: Internship Qualifications:

Job Overview:

Major Responsibilities:

Employee Attributes:

Opportunities: Locations: Intern Recruiting Philosophy: Conditions of Employment:

We are an Equal Opportunity Employer.

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Sample Intern Goals Setting Form

INTERN GOALS FORMâ&#x20AC;&#x201D;SUMMER 2012 Name:

Intern Type:

Division/Area:

Supervisor:

Mentor:

Intern: Considering your workplan, expectations from your supervisor and/or mentor, and personal development, please list your overall goals for your internship. Feel free to work with your supervisor or mentor to develop the goals. Examples of ideas for your goals include task completions, demonstration of the Employee Attributes, project completion, developing skills on a software application to name a few. Please note that your performance on these goals should be a consideration for the end of summer internship evaluation process. There is no requirement for the number of goals that you set. After completion, please submit your goals to your supervisor and mentor.

Intern Goals 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

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2012 Intern Goals Setting Form.doc

Sample Intern Project Plan

SUMMER INTERN PROJECT PLAN (INSERT NAME) SUMMER INTERN PROGRAM OBJECTIVE:

(DEPARTMENT/AREA) SUMMER 2012

OFFICE WORK       FIELD WORK      COMPLETION WORK        GENERAL       PROJECT 

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APPENDIX

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U.S. Department of Labor Wage and Hour Division (April 2010)

Fact Sheet #71: Internship Programs Under The Fair Labor Standards Act This fact sheet provides general information to help determine whether interns must be paid the minimum wage and overtime under the Fair Labor Standards Act for the services that they provide to “for-profit” private sector employers.

Background The Fair Labor Standards Act (FLSA) defines the term “employ” very broadly as including to “suffer or permit to work.” Covered and non-exempt individuals who are “suffered or permitted” to work must be compensated under the law for the services they perform for an employer. Internships in the “for-profit” private sector will most often be viewed as employment, unless the test described below relating to trainees is met. Interns in the “for-profit” private sector who qualify as employees rather than trainees typically must be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek.

The Test For Unpaid Interns There are some circumstances under which individuals who participate in “for-profit” private sector internships or training programs may do so without compensation. The Supreme Court has held that the term "suffer or permit to work" cannot be interpreted so as to make a person whose work serves only his or her own interest an employee of another who provides aid or instruction. This may apply to interns who receive training for their own educational benefit if the training meets certain criteria. The determination of whether an internship or training program meets this exclusion depends upon all of the facts and circumstances of each such program.

The following six criteria must be applied when making this determination: 1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment; 2. The internship experience is for the benefit of the intern; 3. The intern does not displace regular employees, but works under close supervision of existing staff; 4. The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded; 5. The intern is not necessarily entitled to a job at the conclusion of the internship; and 6. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship.

If all of the factors listed above are met, an employment relationship does not exist under the FLSA, and the Act’s minimum wage and overtime provisions do not apply to the intern. This exclusion from the definition of employment is necessarily quite narrow because the FLSA’s definition of “employ” is very broad. Some of the most commonly discussed factors for “for-profit” private sector internship programs are considered below.

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Similar To An Education Environment And The Primary Beneficiary Of The Activity In general, the more an internship program is structured around a classroom or academic experience as opposed to the employer’s actual operations, the more likely the internship will be viewed as an extension of the individual’s educational experience (this often occurs where a college or university exercises oversight over the internship program and provides educational credit). The more the internship provides the individual with skills that can be used in multiple employment settings, as opposed to skills particular to one employer’s operation, the more likely the intern would be viewed as receiving training. Under these circumstances the intern does not perform the routine work of the business on a regular and recurring basis, and the business is not dependent upon the work of the intern. On the other hand, if the interns are engaged in the operations of the employer or are performing productive work (for example, filing, performing other clerical work, or assisting customers), then the fact that they may be receiving some benefits in the form of a new skill or improved work habits will not exclude them from the FLSA’s minimum wage and overtime requirements because the employer benefits from the interns’ work.

Displacement And Supervision Issues If an employer uses interns as substitutes for regular workers or to augment its existing workforce during specific time periods, these interns should be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek. If the employer would have hired additional employees or required existing staff to work additional hours had the interns not performed the work, then the interns will be viewed as employees and entitled compensation under the FLSA. Conversely, if the employer is providing job shadowing opportunities that allow an intern to learn certain functions under the close and constant supervision of regular employees, but the intern performs no or minimal work, the activity is more likely to be viewed as a bona fide education experience. On the other hand, if the intern receives the same level of supervision as the employer’s regular workforce, this would suggest an employment relationship, rather than training.

Job Entitlement The internship should be of a fixed duration, established prior to the outset of the internship. Further, unpaid internships generally should not be used by the employer as a trial period for individuals seeking employment at the conclusion of the internship period. If an intern is placed with the employer for a trial period with the expectation that he or she will then be hired on a permanent basis, that individual generally would be considered an employee under the FLSA. Where to Obtain Additional Information This publication is for general information and is not to be considered in the same light as official statements of position contained in the regulations.

For additional information, visit our Wage and Hour Division Website: http://www.wagehour.dol.gov and/or call our toll-free information and helpline, available 8 a.m. to 5 p.m. in your time zone, 1-8664USWAGE (1-866-487-9243).

U.S. Department of Labor Frances Perkins Building 200 Constitution Avenue, NW Washington, DC 20210

1-866-4-USWAGE TTY: 1-866-487-9243 Contact Us

The FLSA makes a special exception under certain circumstances for individuals who volunteer to perform services for a state or local government agency and for individuals who volunteer for humanitarian purposes for private non-profit food banks. WHD also recognizes an exception for individuals who volunteer their time, freely and without anticipation of compensation for religious, charitable, civic, or humanitarian purposes to non-profit organizations. Unpaid internships in the public sector and for non-profit charitable organizations, where the intern volunteers without expectation of compensation, are generally permissible. WHD is reviewing the need for additional guidance on internships in the public and non-profit sectors.

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C H E S A P E A K E

E N E r G y

C o r P o r A T I o N

GUIDELINES

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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CHESAPEAKE ENERGY CORPORATION

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2012 College Internship Program Guide for Interns College Internship Program

Goal: The goal of the Loveâ&#x20AC;&#x2122;s College Internship Program is to provide college level students with the opportunity to learn and work in a professional business setting. This will help to develop studentâ&#x20AC;&#x2122;s knowledge in their area of interest and teach them how to apply the information learned in school Intern Eligibility: Interns will be required to be currently enrolled in a two or four year college program and must be earning a degree related to the internship position. Those that have already graduated will not be accepted into the program. Also, interns cannot work in the same department or report to the same manager as a family member.

Supervisors: Each intern will work with a supervisor who will delegate their tasks and projects.

They will provide support and guidance for the duration of the internship. At the end of the intern program the supervisor will be required to submit a final evaluation on the intern to HR. The intern will also complete a survey regarding the internship program.

Pay and benefits: All college internship positions will be temporary hourly positions and will be paid bi-weekly. These positions will not be eligible for benefits such as vacation, sick pay or group health plans, but may participate in company functions and events.

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2012 College Internship Program What is an Internship? An internship is defined as a monitored work experience in which students have learning goals and reflect actively on what they are learning throughout the experience. This internship is to help students gain relevant experience and knowledge in their field of study. The learning activities will include; development of objectives, meetings, observations, task management, evaluations and presentations. This is an experience, not just a job.

Intern Orientation:          

The Corporate HR department will on board each intern on their first day This will be an opportunity for the interns to meet each other PowerPoint Presentation about the overview of Love’s organizations and their assigned projects Guest speaker from Senior Management Review all necessary policies and the Intern handbook HR will provide the interns with a calendar of intern events and deadlines Q&A Guided Tour Lunch with Executives and Management Each intern will introduce themselves; tell where they are from, what University they attend, their degree, when they graduate, and what department they are interning in

Goal Setting: Each intern will meet with their supervisor to discuss their learning goals, projects and objectives.   

Supervisors will show the intern what project/tasks they will be working on throughout the duration of the internship; asking for examples of similar completed projects will help Understanding the manager’s expectations and the deadlines that are associated with the interns work Supervisors will identify the other employees that can assist the intern if they are out of the office

Meetings/Feedback: Supervisors will need to meet regularly with the intern to make sure that they are on task and in line with their deadlines.  

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If the intern should have questions about their project they must be sure to ask their supervisor or the employees they are working with for clarification, everyone is here to help them If the supervisor provides the intern with constructive criticism, they should not take it to heart, the supervisor just wants to make sure that they understand and know what needs to be changed

Training: We encourage interns to attend classroom training throughout their experience.  

Each intern will need to attend one in-class training workshop during the duration of the summer internship; trainings will be announced through email This will not only give you a look into training in the corporate world but will also provide knowledge outside of school

Intern Social Event:    

Luncheon with Love’s Management Team, Intern Mentors and other college interns Five Greater Grad Luncheon Sessions from the Oklahoma City Greater Chamber of Commerce As a group we will go on outings with the other interns and supervisors to a fun event Interns should go to lunch with their teammates, this is a way for them to get to know others and be able to ask questions about their field of work

Presentations:    

At the end of the summer, each intern will present a five to seven minute PowerPoint Presentation to their department supervisors, executives and other management The presentation will cover the day-to-day responsibilities and duties throughout the internship and how the work/project added value to the Company Each intern will be given an outline of what items need to be covered during the presentation, PowerPoint templates, examples of previous presentations and will also be able to practice two times before the day of presentations This presentation will help to judge the overall experience of the intern and provide valuable feedback to the managers and HR team

Evaluations:  

At the end of the summer the supervisors will complete an evaluation based on their intern’s performance over the duration of the intern program The intern will also complete an evaluation on their overall experience as an intern with Love’s. This information will only be provided to HR.

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College Internship Descriptions

Accounting This position will assist the accounting departments in day-to-day accounting functions for Loveâ&#x20AC;&#x2122;s. Responsibilities will include developing reports, analyzing project trend lines, providing quality compliance support and assisting with financial accounting.

Corporate Human Resources This position will assist the human resources department with new system integrations.

Responsibilities will include assisting with the implementation of a new HRIS system, onboarding processes and special projects.

Corporate Information Technology This position will perform a variety of tasks and projects that address the needs of Corporate IT departments. Responsibilities will include; system administration, desktop/laptop support, inventory management, network support, application development and project management.

Corporate Wellness This position will provide support to the corporate benefits department in areas of employee health and wellness. Responsibilities will include developing wellness communication for the corporate office, assisting with wellness initiatives and providing support for corporate challenge.

Environmental This position will provide support to the environmental and central purchasing department.

Responsibilities will include assisting environmental divisional mangers, maintain databases, arrange equipment testing and assisting with site research.

Field Human Resources This position will work with the employee relations, field recruiting and training departments in assisting them with employee needs. Responsibilities will include updating store forms, creating training materials, assisting with job postings, managing drug screens and background checks.

Field Information Technology This position will perform a variety of tasks to assist the needs of Field IT Departments.

Responsibilities include administration of Point-of-Sale systems, store desktop computer support, project management, testing software, and quality assurance.

Graphic Design This position will perform a variety of tasks and projects to assist the marketing department.

Responsibilities will include developing internal and external marketing projects, assisting the creative services team, and creating and maintaining information in Photoshop, Illustrator, InDesign and DreamWeaver.

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College Internship Descriptions

Loyalty This position will assist the loyalty and marketing departments in the development of marketing operations processes.

Responsibilities will include creating and maintaining marketing information, develop internal and external loyalty marketing projects and assisting with current marketing projects.

Merchandising This position will assist the merchandising department with initiatives and promotions.

Responsibilities include developing internal and external supply chain performance KPIs, analyzing value, performance of floor plans and space to save KPIs, and analyze merchandising initiatives.

Risk Management This position will assist with compliance activities related to employee health and safety.

Responsibilities will include; researching incidents, assisting with claims, assist with workerâ&#x20AC;&#x2122;s compensation claims and other various administrative tasks for the risk department.

Safety This position will work directly with the Safety department on compliance issues such as health and safety. Responsibilities will include developing, updating and maintaining training materials for field employees.

Tax Accounting This position will work with the Tax Department on preparing and analyzing various returns and reports. Responsibilities will include; assisting with tax returns dictated by different state and federal regulations, review expense reports and assisting the department with various accounting projects.

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Sample Intern Orientation Checklist

Checklist for Interns Supervisor

Acclimation

Follow up

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Have you discussed with your manager the project or assignment you will be working on?

Are you aware of your supervisorâ&#x20AC;&#x2122;s performance expectations?

Are there any important meetings you will be regularly attending?

Have you been trained on what programs and systems you will be using?

Do you know where the bathroom, break room and print area are?

Did you meet with the rest of the team?

Did you get your desk setup and have all your supplies?

Are you familiar with clocking in and out, timesheets and who to go to if there is a mistake?

Are you aware that you need to wear your badge all times while in the office?

Do you know your supervisorâ&#x20AC;&#x2122;s number in case you cannot make it to work?

Are you familiar with your computer, the intranet, email and passwords?

Do you know how to use your phone / voicemail (ext.) - Dial 9-1 and the area code to call outside of office.

Do you need any resources to help you to complete your tasks?

Ask for feedback about your work, what is correct and what items need additional work Have your supervisor review your PowerPoint presentation before it is submitted

Do you know who to call if you have problems with...

Computer Payroll Security Badge Phone Printers (paper jam or not connected to printer)

ext. 2600 Donna Curlee ext. 2600 ext. 2600 ext. 2600

Other numbers Jessica Ramirez, HR Manager Heather Hebert, HR Coordinator Whitney Benge, Training Coordinator Patrice Harris, Corporate Recruiter

ext. ext. ext. ext.

6171 2415 8070 8137

Sample Internship Calendar

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GREATER OKLAHOMA CITY CHAMBER’S GREATER GRADS

WWW.GREATERGRADS.COM