4022 DAS Internship Program | ADMINISTRATION-5600-MANUAL

Division of Aging Services (DAS) Internship policy and procedures provide structure and recommendations for DAS' Internship programs.

The purpose of the Division of Aging Services (DAS) Internship Program is to provide a valuable learning experience for college and university students in a related field of study. It offers students an opportunity to work in a professional environment with staff in a non-academic setting.

This chapter describes recommended and required procedures for the use of interns in DAS programs.

Area Agencies on Aging may choose to adopt those DAS internship policies and procedures that are relevant and compatible with their organizational structure.

The Division has two types of internship experiences: a single program internship and a rotational internship.

The Disaster Preparedness Coordinator is responsible for:

If the intern is a social work student, any staff can serve as a task supervisor, but a Master of Social Work (MSW) or Licensed Social Worker (LCSW) must provide at least one hour of Supervision per week.

Internships with DAS are available to students who are enrolled in any accredited college or university and have a defined educational goal for an internship. Students must also meet the following minimum criteria:

DAS Employees who are required to complete an internship for an academic year, are not eligible for DAS Internships. Employees are allowed to apply for internships with other Department of Human Services Divisions or Offices. Employees are also encouraged to discuss a flexible work schedule with their immediate supervisor to accommodate an internship opportunity.

Interns perform without compensation or special consideration for future employment.

Individuals interested in an internship with the Division should visit the DAS website at www.aging.ga.gov and proceed to the “Aging Careers in Georgia” section to complete the pre-application process.

The online form enables each applicant to provide contact information, answer questions about his or her internship preferences, and upload a resume.

After the pre-application information has been reviewed, the candidate will be referred to one or more Section Managers for potential placement. If a Section or Program Manager considers the applicant to be a suitable fit for available internship projects, he or she will schedule a phone interview and/or a face-to-face interview with the applicant.

Section or Program Managers should refer to forms at the end of the document for recommended interview questions. Interviewers should contact the Disaster Preparedness Coordintor immediately after selecting a candidate.

Approval decisions for DAS internships are based on a student’s abilities, demonstrated interest, reference checks, and potential, as well as on DAS' ability to provide compatible projects, appropriate supervision, space, and equipment.

All internship candidates must complete a DHS background check. Candidates must complete the DHS Live Scan Application and make a fingerprinting appointment.

For the fingerprint application, DAS will complete a portion of the Live Scan form and will instruct the candidate to schedule an appointment with a listed Electronic Fingerprinting Technician. The candidate must take the Live Scan form (with the left side completed) to the appointment.

The intern supervisor is not permitted to offer an internship officially to the applicant until DAS receives background clearance from the DHS Office of Human Resources.

The results will be returned to the Disaster Preparedness Coordinator or designated Business Operations Generalist in the Director’s Office. If there is any indication of criminal history, DHS leadership will reference DHS MAN 1300, Policy #504 Criminal History Record Checks to determine if DHS can host the intern.

The intern’s host section must perform the following tasks in preparation for the incoming intern:

Schedule: Establish internship start and end dates and a weekly schedule. Accommodate academic program requirements and availability of supervision. Share start/end dates with the Community Affairs Manager.

Workspace (if applicable): Prepare the intern’s workspace. Identify a cubicle. Identify the computer and printer that the intern will use and consult the DAS IT Manager to complete the DHS Unified Onboarding Request.

Computer and IT: Complete a DHS Unified Onboarding Request to order computer setup. Identify the computer and printer that the intern will use and consult the DAS IT Manager to complete the DHS Unified Onboarding Request.

Access Badge: Request a DHS Access Card to obtain a temporary badge. Complete the DHS Access Card request form and submit it to the Business Operations Generalist in the DAS Business Operations section. The form is located in the DAS intranet section and is also available from the Community Affairs Manager. Request a DHS Access Card to obtain a temporary badge (if applicable). Complete the DHS Access Card request form and submit it to the Business Operations Generalist in the DAS Business Operations section. The form can be found on the DAS intranet.

Information Form: Complete the DHS Unpaid Internship Information Form.

Outlook Groups: Add the intern to relevant DAS Public Computer Groups. Ask the DAS IT Manager to add the intern to the following Outlook listserves:

Learning Management System: Add the intern to the DHS Learning Management System user database. Provide the DAS Training Coordinator with the new intern’s name and email address to ask that the intern be added to LMS.

DAS staff must make interns aware of foreseeable hazardous work, potential risks, and procedures to protect the safety of clients, volunteers, and staff.

If an intern experiences or causes an accident or injury of any kind, the intern must immediately report it to his or her DAS staff supervisor or to another DAS official. The DAS staff person who receives notification is responsible for recording the incident in writing and immediately submitting the information to the appropriate Section Manager and the DAS Deputy Director.

Interns who violate safety standards, who cause hazardous or dangerous situations, or who fail to report such situations are subject to disciplinary action.

Each direct supervisor will evaluate an intern’s performance based on factors including, but not limited to standards regarding:

The direct supervisor must complete any evaluation forms and processes required by the intern’s academic institution.

The direct supervisor must perform the following as part of the offboarding / exit process:
Complete the DHS Unified Offboarding Request to ensure that DHS removes the intern’s access to all agency IT accounts upon departure.