Appendix L Internship Program Guide

Introduction

The Division

The Georgia Department of Human Services, Division of Aging Services (DAS) administers a statewide system of services for senior citizens, their families and caregivers. DAS works with other aging agencies and organizations to effectively and efficiently respond to the needs of older adults in Georgia. DAS meets the challenge of Georgia’s growing older population through continued service improvement and innovation.

Purpose

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 outside of an academic setting. The Internship Program assists DAS in finding competent individuals from diverse backgrounds who possess a skill set that meets the future employment needs of the Division. Utilizing an internship program allows the Division to develop individuals into professionals well-suited to work within the aging network. An effective intern will offer assistance, enthusiasm, and current industry knowledge that will foster the mission of the Division. Interns will receive learning and work experience, career development and/or academic credit for their performance in lieu of monetary compensation.

Program Objectives

The program strives to meet the following identified objectives:

  • Provide students with an opportunity to apply the skills, knowledge, theory, and practices learned through their educational career.

  • Provide a positive work environment through mentoring and job shadowing.

  • Increase productivity and efficiency of DAS.

  • Promote future employment interest in the aging network and develop a future workforce.

Chapter 1. Program Structure

Students may apply for placement in one of the programs at DAS or request a rotational internship experience. Selection will be made based upon the candidates' resume, interview evaluation and references.

Students will complete an orientation that will give them a clearer view of the Division, its purpose, mission, goals, etc. It will also address policies and procedures as they pertain to the intern as well as the intern’s responsibilities.

Once interns have been assigned to a program, each will be connected with a task supervisor. The task supervisors will be responsible for defining the intern’s role and responsibilities, mentoring and monitoring the intern’s performance and progress.

Intern placement will be determined based on the availability of space and positions at the time of the application process. The number of interns will vary based upon office dynamics, current workload and other extenuating circumstances.

Types of Internships

Selected candidates will learn about state-level aging administration through educational experiences and meaningful assignments. Interns will have the opportunity to examine trends in the aging and disability field, the structure of Georgia’s statewide network, and ways to prepare for a future career. The Division has two types of internship experiences: a single program internship and a rotational internship. A sample intern job description is available for reference (Appendix A).

Single Program Internship

Participants in a single program internship experience will complete a general orientation and focus on one or two projects within one program during an internship to gain specific understanding and experience in a specific aging program.

Rotational Internship

Participants in rotational experiences will complete a general orientation and short assignments in multiple sections during an internship to gain a broader understanding of the aging services field.

Structural Design

The Community Affairs Manager is responsible for:

  • Establishing and maintaining partnerships with institutions

  • Recruiting candidates for the internship program

  • Promoting the internship program within the agency

  • Assisting task supervisors with space, equipment, and security clearance logistics

The Master of Social Work (MSW) Academic Supervisor is responsible for:

  • Supervision of all students in a bachelor or master of social work program

  • Coordinating with MSW programs during the internship

  • Weekly social work supervision meetings with each intern

  • Assisting the task supervisor, as needed

  • Monitoring performance and productivity of the intern(s)

  • Evaluating the intern’s progress

Program Eligibility

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:

  • Student must be 18 years old and legally eligible to work in the United States

  • Student must be currently enrolled and in good standing with their college/university

  • Student must pass a criminal background check

  • Student must have reliable means of transportation to and from work

Recruitment

The Division encourages students from a variety of disciplines to apply for an internship. Students in current programs are encouraged to apply: Accounting, Adult Education/Training, Business, Communication, Criminal Justice, Finance, Forensics, Gerontology, Government, Human Resources, Law, Public Administration, Public Health, and Social Work. Students from other programs may inquire about opportunities.

Interns are welcome to apply any time of year and can apply to DAS directly, or through their school or government intern program. DAS internships are approved depending on availability of resources to provide a mutually beneficial experience. All Division interns must be approved by the Office of the Division Director. Any individual interested in an internship with the Division should contact the Division at 404-657-5258. Inquiries will be referred to the Community Affairs Manager.

Components of Internships at DAS

A successful Internship Program is not a natural phenomenon, but the result of careful planning and development. In order to make the Internship Program successful, it is essential to view interns and their needs as a prominent part of this process. The development of a strong DAS internship requires the involvement and support of all in the Division.

There are costs and benefits associated with having an intern. An intern may need additional time and attention, but their efforts can extend the work of DAS beyond what it could do otherwise.

The main components of an internship program are:

internship components

Needs Assessment and Project Planning

When considering an intern, reflect on the advantages and disadvantages an intern adds to the program. Consider the following questions:

  1. How do you want to utilize an intern? How can they contribute?

  2. Is there a job which could challenge a student and give them an opportunity to grow?

  3. How do you envision an intern working in your section?

  4. Does DAS have sufficient space and equipment for the individual?

  5. Who can supervise?

How to choose projects appropriate for interns:

  • Is there a specific project on which an intern could focus?

  • What kinds of skill sets does the project need?

  • Will the student gain in knowledge or skill(s) if they work on the project?

  • Can the project be accomplished in three, six, or nine months? If not, can other section staff carry the project to completion?

Students who are studying for a career in the field of Aging are interning so they can gain experience in the type of work they hope to do on a regular basis. If the intern is challenged, and grows in their professional skills and knowledge, then the Aging network can gain a competent, excited individual who is motivated to work for older Georgians. Proper supervision plays an important role in the success of the internship. A supervisor who has neither the appreciation for the program nor the interest in helping develop a student can make the intern reconsider their career path.

Advantages and Disadvantages

Advantages for the supervisor:

  • An intern is an excellent way to make use of talent from colleges and universities to accomplish specific, time-limited projects and tasks which require a high level of understanding and focus.

  • An intern is an extra pair of focused hands that can help move work forward.

  • An intern brings new ideas, energy, and enthusiasm to the work.

  • An intern can help market the program among peers and other audiences.

Advantages for the student:

  • The intern is able to gain practical knowledge and experience directly related totheir major field of study.

  • The intern gains pertinent experience for their resume when applying for positions of employment in the field of aging.

Disadvantages:

  • Students may not be able to work every day, so their project would need to be flexible.

  • Interns may have time constraints, especially in the beginning of their internship.

  • Critical, core work may not always make a suitable project for an intern. Interns are not meant to replace any DAS employee position.

Chapter 2. Screening, Interviewing and Selecting

Screening Process

All internship inquiries must be referred to the Community Affairs Manager. The following will be requested:

  • A résumé

  • A description of the candidate’s school requirements for internships

  • A cover letter that answers the following questions:

    • Why are you interested in exploring aging-services careers?

    • What experiences have you had with older adults or people with disabilities?

    • What do you hope to learn or do as a participant in the program?

Students are selected for an internship based on the application, interview, and demonstrated interest in public service. Once the above information is reviewed, the candidate will be referred to one or more Section Managers for potential placement. The Section or Program Managers will schedule a phone interview and/or a face-to-face interview with the applicant.

Pre-Internship Phone Interview

A phone interview is an optional step in the screening process. A phone interview can be a useful tool to determine if a face-to-face interview is needed. The following are potential phone interview questions:

  1. Describe your interest in an internship with the Georgia Department of Human Services, Division of Aging Services (DAS).

  2. What do you hope to achieve during an internship with DAS?

  3. During what time frame would you like to intern?

  4. List your school’s certification/degree requirements, if any, other requirements, duties, and expectations for your internship supervisor.

  5. If accepted for an internship position, a criminal background check will be conducted. Do you have any concerns about a background check taking place?

  6. Do you have any questions?

Face-to-Face Interview

Face-to-face interviews are an important part of the selection process and should be conducted unless travel prohibits it. If it is not possible to have a face-to-face interview, an online or phone interview must be conducted.

The interviewer should also:

  • Use “what if” situations to learn about a prospective intern’s values and ability to be nonjudgmental.

  • Allow sufficient time and privacy for a thorough, unhurried interview.

  • Use an interview form to make sure all important points are covered and recorded (Appendix C).

  • Be straightforward about the project requirements.

  • Assess the prospective volunteer’s particular capabilities, interests, and experience.

  • Prepare to describe potential assignments.

  • Request professional references and a writing sample.

Review the expectations of the school. Identify school requirements and deadlines. Consider contacting the school internship coordinator to gather additional information about the student.

Have the intern complete the Personal Reference Form located in Appendix B. Then check the references. References should be non-family members with at least one professional reference. (One from the University can be considered a professional reference.)

DHS MAN 1300, Policy #601 provides the types of questions that can be asked of a reference. Reference the official ODIS document at: odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004462

What to look for during interviews:

Desirable Characteristics

Undesirable Characteristics

  • Ability to communicate effectively

  • Positive attitude

  • Interest in and understanding of elders

  • Nonjudgmental personality

  • Prior involvement with older adults or persons with disabilities

  • Experience working with people

  • Professionalism

  • A hidden agenda (expecting a job, an ax to grind)

  • A conflict of interest

  • Inability to commit to work hours

  • Lack of basic knowledge about the aging network

  • Refusal to accept limits of confidentiality

  • Poor references

  • Poor communication and conflict management skills

An effective interview provides prospective interns with:

  • A description of the job,

  • Specific duties and skills required for the job, and

  • Specific training and time requirements.

Tip: An effective interviewer does more listening than talking and asks open-ended questions, allowing the interviewees to express themselves. Both intuition and good observation skills play an important role in the selection process. As the interviewer, take note of body language, grooming, attitude, motivation, sense of humor, enthusiasm, and listening skills.

Selection

  • After the interview, set a date with the intern to confirm or decline the internship.

  • Check the references.

  • Confirm whether the intern meets the program’s needs or not.

  • If the intern is a match, the next step is to get final approval from the Office of the Division Director. Consult the Community Affairs Manager.

  • If the intern is a match and the internship is approved, contact the intern by the agreed-upon date and discuss the internship. Be ready to discuss expectations and a start date.

  • If the intern is not a match, contact the intern by the agreed-upon date and let them know. Provide appropriate constructive feedback.

  • If the proposed intern is part of a school or government intern program, be certain that their program requirements can be approved and met by DAS. If a Memorandum of Understanding or other type of agreement is required by the academic institution, consult the Community Affairs Manager regarding departmental procedures and records of previous agreements with the student’s college or university. The Community Affairs Manager will collaborate with the DAS Chief Financial Officer and DHS Office of Enterprise Development to develop an agreement if one is required. To determine whether a Memorandum of Understanding is required by DHS, refer to the Internship Program Guide developed by the DHS Office of Enterprise Development. DAS representatives must follow the standard internal DAS approval process. Refer to MAN 5600, Section 8003.

  • The Department of Human Services (DHS) is an equal opportunity employer, and does not discriminate on the basis of age, gender, color, disability, national origin, sexual orientation or political affiliation, race or religion. The Division/Office Directors and designees are responsible for ensuring compliance with this policy. Reference odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004408

Chapter 3. Supervision

You never know what seeds you may plant as you mentor interns. The time that you spend with a student may lead to future innovations that help thousands of older adults, or perhaps the intern will simply become a capable, competent aging network professional who is ready, willing and able to help individual clients. Either way, older adults are served, and anyone who supervises an intern has helped make that possible.

There is no “right way” to manage an intern; each supervisor will need to find their own method of supervision. During supervision, a few concepts are important to keep in mind:

  • Create a positive and non-punitive work environment;

  • Be flexible whenever possible;

  • Be inclusive, encouraging all people to intern regardless of race, color, age, disability, national origin, or gender;

  • Set clear expectations;

  • Monitor progress and problems weekly;

  • Communicate a clear problem resolution process; and

  • Give the intern the tools they need to succeed.

Responsibilities/Expectations of an MSW Supervisor

  • Meet weekly with the intern(s) to discuss their internship activities and their academic work;

  • Assist with orientation and training to enable the intern to carry out internship duties;

  • Provide information on DAS policies, procedures, and other applicable information including confidentiality and conflicts of interest policies;

  • Be available;

  • Coordinate and communicate with the task supervisor on the progress of the intern;

  • Coordinate with the academic institution to ensure all program components are accomplished; and

  • Assist with the evaluation of the intern.

Responsibilities/Expectations of a Task Supervisor

  • Review the General Checklist for Intern Supervisors in Appendix L.

  • Plan for the internship; prepare one or two possible projects in writing for the intern;

  • Provide the intern with space to work and access to the equipment needed to do their project;

  • Provide sufficient orientation and training to enable the intern to carry out internship duties;

  • Provide information on DAS policies, procedures, and other applicable information including confidentiality and conflicts of interest policies;

  • Review the project progress and products weekly;

  • Be available to troubleshoot and problem solve;

  • Provide the intern with ongoing educational opportunities0 when possible;

  • Provide opportunities to enhance the intern’s current skills or develop new ones;

  • Be receptive to input on internship program changes and improvements;

  • Evaluate the intern at the end of the internship; and

  • Complete the volunteer / intern exit checklist in Appendix K.

Set Clear Expectations

Clear guidelines from the beginning will enhance the working relationship. Concrete expectations help each person to know what is expected. The following may assist in this process:

  1. Have an agreement for the intern to sign that describes the expectation; edit as needed. (Sample in Appendix D).

  2. Review all the policies referenced in Chapter 4.

  3. If the intern will have access to confidential information, have them signa confidentiality agreement (Available in Appendix H).

  4. Communicate clearly the expectations regarding project deadlines.

  5. Include the intern on appropriate Section-wide emails, announcements, meetings and celebrations.

  6. Provide recognition when the intern completes an assignment or does a good job.

  7. Set clear parameters for when the intern needs approval to engage in next steps.

  8. Verbalize how and when the intern is to communicate with you as their supervisor.

  9. Set a clear chain of command; if the supervisor has to be out of the office or otherwise unavailable, the intern should know whom to contact.

  10. Develop a work plan and timeline in collaboration with the intern (Sample in Appendix G). Schools may have a form that they require for the plan; review their requirements and comply with them.

Pre-Internship Preparation

Background Check

  • A background check must be completed on every internship applicant before a DAS representative can officially offer the applicant an internship. The Community Affairs Manager can assist you with completing background check requirements.

  • All internship applicants must complete a background check. Applicants whose assignment includes direct client contact will also be required to complete a Live Scan fingerprinting appointment.

  • If fingerprinting is required, DAS will complete a portion of the Live Scan form and will instruct the applicant to schedule an appointment with a listed Electronic Fingerprinting Technician. The applicant must take the Live Scan form (with the left side completed) to the appointment.

  • The results will be returned to the Community Affairs Manager or designated Business Operations Generalist in the Director’s Office. If there are any issues, he or she will notify the supervisor. If there is any indication of criminal history then the Division will reference DHS MAN 1300, Policy #504 Criminal History Record Checks to determine if the internship can continue or not. odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004010

  • The task supervisor may officially offer an internship to the applicant if he or she obtains background clearance from the DHS Office of Human Resources.

Directions: How to get to 2 Peachtree

Before the first day, ensure that the intern knows how to get to 2 Peachtree, what time to arrive, and the procedure for getting a visitor’s badge from the security desk.

Access Card

If the intern will be at DAS for three or more months, then the supervisor can request a DHS Access Card. If the intern will be here less than six three months, an Access Card is not issued. Obtain an application from the Community Affairs Manager or designated Business Operations Generalist.

Computer Setup

DAS incurs a charge for each computer setup. The Section Manager must confirm with the Fiscal Administration Section Manager that sufficient funds are in the designated organization code for this expenditure. The Supervisor will need to make the request to the DAS IT Manager to request the setup, using the DHS onboarding request form. The Community Affairs Manager, IT Manager, and designated Business Operations Generalist can assist you with computer setup requests.

Evaluate the work the intern will be engaged in and the type of access the intern will need. Interns are not allowed to use personal email addresses to conduct State business. A DHS email address is required. Additionally, consider if the intern will need access to the J drive or if they only need access to the internet and a minimal computer setup will be sufficient.

If full setup is necessary, then request Outlook setup and creation of an Office 365 account. Be ready to supply the DAS IT Manager with the intern’s name, office phone #, cubicle #, and computer Serial Number.

Request:

  • Desktop computer setup

  • Full access to J drive and configuration of computer utilizing their supervisor’s computer setup as an example.

  • Installation/ connectivity of the printer/ laptop with the Section black and white network printer and/or Section color network printer.

  • Addition of intern to Outlook public groups: DHS_DAS_USERS, DHS_DAS_ALL2PT, and DHS_DAS_Section name.

Reference the DAS new employee checklist for applicable onboarding requirements (MAN 5600, Appendix D.

Schedule: Start Time and Work days

Notify the Community Affairs Manager about the regular days and hours the intern will be in the office. DAS' core work hours are between the hours of 8 a.m. and 5 p.m. Interns may be limited in their work schedule, depending on the time of year they are interning and their class schedule. In the beginning of the internship, the supervisor will need to be in the office when the intern is in the office in order to facilitate training. If the intern’s supervisor regularly teleworks then they may need to adjust their schedule during the internship so that they are in the office to supervise. (DAS encourages each supervisor to designate a backup who will provide guidance to the intern as needed.)

Dress Code

All interns are held to the same standards as employees in regard to appearance. Appearance plays an important role in portraying the professionalism of this agency. Interns are expected to be clean and neat in appearance at all times. As representatives of the State, interns should always present a business-like, professional image. Reference the DHS MAN 1300, Policy #1201 Standards of Conduct and Ethics in Government, Section I at odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004010

Phone list

In order to add the intern to the phone list, email the Program Associate in the DAS Access to Services Section and request the person be added. This phone list is updated monthly.

Work space setup

Determine which cubicle the intern will occupy. If a cubicle is not available in your section, explore whether other cubicles on the floor are available. When the cubicle selection is finalized, remember to clean up the space and make the cubicle warm and inviting. If the cubicle has been used for storage, move all stored items to an alternative location. Ensure the phone is functional and confirm that voice mail does not have a pass code and is ready for the intern.

Weekly Meetings

Set up a weekly time to meet and discuss progress on each project. If the academic program requires a minimum time frame for supervision, be sure to meet this requirement and document your meetings. A Supervision Log is available in Appendix J. Determine the best method of tracking the intern’s activities. For example, reference the Sample Intern Activity log in Appendix I.

Recognition

Interns should be appreciated and recognized for the contribution they make while at DAS. If they contribute to a project, it should be acknowledged once the project is concluded.

Additionally, supervisors should take every advantage of opportunities to mention their progress, accomplishments or contributions. A letter of acknowledgement and a section celebration are encouraged at the end of their internship.

Problem Resolution

When there is a problem, stay focused on the issue(s) at hand. Review the internship plan and contracts if necessary. Establish a work plan for improvements. Provide feedback on progress and determine if a new internship plan is warranted. Communicate with school points of contact when there are issues.

Internship Exiting and Evaluation

Evaluating the internship is an important component of all internships. Determine how to end all outstanding projects and discuss any evaluations that are due. Determine how the internship experience was for the intern, what they learned, and whether they achieved their personal goals for the period. Discuss any suggestions they have for future interns. Set up a final day and time for the internship to end (Sample Exit Checklist in Appendix K).

Chapter 4. Orientation

A man was delivering penguins to the zoo when his van broke down on the highway. A fellow stopped to see if he could be of assistance. “Oh, I’m in some real trouble here.” said the first man, “I’ve got to take these penguins to the zoo today, and now I’m not sure I’ll get there.”

The helpful fellow volunteered to put the penguins in the back of his car and take them to the zoo. The man with car trouble gratefully accepted this offer and promised to get to the zoo as soon as possible.

A little later, the man was on the road again and went immediately to the zoo. He looked everywhere but did not see the helpful fellow or any of the penguins. In a panic, he drove back into town. Just as he was wondering what in the world to do next, he saw the “volunteer” walking across the street with all the penguins waddling along behind him. He ran up and said, “What are you doing here? I thought you were going to take the penguins to the zoo!” and the volunteer replied, “I did, and we had such a good time there, we decided to come into town for ice cream.”

Moral: When working with volunteers, clear instructions and good training are always necessary.

— Unknown

The purpose of orientation is to introduce the intern to the “DAS way,” the people, services, policies, and culture of the agency. The training component focuses on developing the skills and knowledge needed to effectively accomplish the task or project on which the intern will be working.

If there is a New Employee Orientation or a DAS Intern Orientation being scheduled soon after the intern begins their internship, then the intern should attend. After the DAS orientation, the supervisor can determine the additional information the intern may need to learn before beginning their project(s).

If there is no orientation scheduled and one does not seem likely, then the intern’s supervisor will need to orient and train them. Refer to the orientation agenda and checklist in this guide.

Welcome

A day or two before the intern arrives, consider emailing the DAS staff that an intern will be starting. Include in the email their name, school, background, when they will be interning, the section they will be working in and, if known, the project on which they will be working. DAS will often issue a group welcome to all new interns at the start of an academic period. In addition, consider putting up a welcome sign at the front door and at their cubicle (don’t forget to take them down after a day or two). This type of welcome can add to the internship experience and encourage staff to welcome the “new face.”

Orientation Agenda and Checklist

Either the task supervisor or MSW supervisor should conduct an orientation for the intern. A sample orientation agenda and a checklist are available in Appendix E and F.

Floor Tour

The floor tour is an important component of the intern’s orientation to DAS and your section. During the office tour, introduce the intern to everyone you meet, even if passing them in the hallway. In this manner the intern begins to recognize faces and feel a part of the DAS community; and DAS employees will recognize the individual as a new intern. The tour should include not only personal introductions to staff, but also a brief overview of the person’s job description. Don’t skip over the small stuff; sometimes it can be the most important. Items to make sure to include in your tour:

  • Restrooms

  • Location of supplies

  • Copy machine

  • Stairwells and Elevators

  • Coffee Club

  • Refrigerator usage

  • Microwaves

  • Cleaning Dishes

  • Recycling

  • Snack bars and markets

Emergency Procedures

During the orientation process, the supervisor should ensure that the intern understands the procedures for evacuating the building and how to make an advance request for disability-related accommodations (an orange “access assistance” card). A copy of the DAS Emergency Procedures guide can be a helpful resource tool to show evacuation routes and describe expectations. The supervisor should keep the intern’s emergency contact information and alternative phone numbers in easily accessible locations in case of an emergency. The supervisor should also review what the intern should do in case of a winter storm or other natural disaster that limits access to downtown.

Work Days and Hours

On their first official day, reconfirm their hours and days. Once days and hours are set, post these in the cubicle and update their Outlook calendar. The expectations of whom and when to call when the intern is running late or sick should be discussed. It is important to be flexible; often opportunities for learning occur on days the intern is not scheduled to work, but both supervisor and intern should determine if their days can be adjusted to allow for attendance.

Lunch

Be sure to discuss when the intern will take their lunch break, if applicable. Lunch is an important mental break for a person, and the intern should be encouraged to take a break, even if they do not eat a traditional lunch. Consider showing the intern popular lunch options on their first or second day.

Office 365

Each computer has a login page. The login page has a section for a user name and password. IT will provide the username and first-time password for the intern if their computer has been set up in advance of their first day. Be sure to give your intern a copy of their login information.

Be ready to walk your intern through the login process and set time aside to navigate the hard drive and network drives.

Outlook

Be sure that your intern has a copy of their Outlook password and knows that it is separate from their State of Georgia (SOG) password.

Proxy Access

The supervisor must ensure that they have proxy access to the intern’s Outlook account. If other section staff need proxy access, then instruct the intern on how to allow other staff proxy access. Assign Section staff calendar proxy access by going to: File, Account Settings, and Delegate Access.

J Drive

The J Drive is DAS’ shared Drive. Documents that need to be accessed by more than one person can be placed on this drive and made available to the entire Division. The J Drive is accessed by opening the My Computer folder. The J Drive should be shown as one of the drives. Once the intern arrives at the Division and is able to access their computer, give the intern instructions on how to find documents for their orientation. Please remind the Intern that they are free to look at any document on the J drive, but they are not to change any document.

Intranet

The DHS employee intranet is a password-protected online information portal for agency employees. The section for each DHS division or office includes reference documents such as organizational charts, staff lists, and activity calendars. It is available at intranet.dhs.ga.gov/. Staff and interns may use their State of Georgia (SOG) username and password to enter the system.

Telephone

DHS Phone Greeting

Ensure the intern practices good customer service. Use the DHS Phone Greeting that stresses customer service. Answer the phone by stating “Georgia Department of Human Services, Division of Aging Services, this is [insert name]. How may I help you?”

Staff Phone list

There are two available staff phone lists, both of which are helpful tools for interns. One phone list is alphabetical; the other lists staff by section. These are important documents to review during orientation. Remember to add the intern to these lists by emailing the Program Associate in the Access to Services Section.

Policies

Interns are held to the same standards of conduct as employees. They must follow all applicable DHS policies and procedures. Each supervisor should review the policies on ODIS (odis.dhs.ga.gov/) to determine if other policies are appropriate for the intern. The following policies should be reviewed, and supervisors must be certain that interns have reviewed and have a working knowledge of the essential policies: Use of State Property, Activities and Conduct during Work Hours, Code of Ethics for Government Service, the Governor’s Ethics of Executive Order, and Political Activity.

Professionalism

Professionalism is based upon understanding of one’s professional role. Professionalism implies a pride in work, a commitment to quality, a dedication to the interest of the client and a sincere desire to help. Through daily interaction with customers, professionalism is determined by trustworthy, competent, empathetic, respectful and caring behaviors, avoiding the 3 B’s, (Bickering, Backbiting, and Belittling). Corrective feedback is important to continue to build professionalism, but it must be helpful, tactful and include suggestions for change. An intern may need to develop in some of these areas. Hopefully by the end of the internship they will leave with the following being said about them: they are courteous, dependable, cooperative, committed, competent, trustworthy, respectful, act with integrity, considerate and empathetic.

Use of State Property odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004565
Activities and Conduct during Work Hours Reference Human Resources /Personnel Policy #1201, Section G odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004551
Code of Ethics for Government Service odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004552
and the Governor’s Ethics of Executive Order odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004553
Political Activity odis.dhs.state.ga.us/ViewDocument.aspx?docId=3004557

HIPAA

Department of Human Services policy for HIPAA applies to all individuals who are DHS employees, volunteers, trainees, agents and contractors and who perform duties in conjunction with the access, distribution, dissemination, modification and management of protected health information. As volunteers for DAS, interns and other volunteers must receive HIPAA awareness training and should participate in all subsequent training programs for the section or as required by intern assignments.

The Supervisor of the intern should consult with DAS' Training Coordinator to coordinate HIPAA training for the intern if they will be interacting with or have an opportunity to see protected health information.

Georgia Department of Human Services

Every Intern should familiarize themselves with the Organizational structure, Vision, Mission, and Values of the Department of Human Services. Visit the DHS website at www.dhs.ga.gov/.

Division of Aging Services

Every intern should familiarize themselves with the Organizational structure, Vision, Mission, and Values of the Division of Aging Services. Visit the DAS website at aging.georgia.gov/.

Organizational chart

The organizational chart can be found in J:\DAS Employee Resources\Org Charts, as well as on the Intranet.

Oglethorpe Award Application

For a comprehensive overview of the Division of Aging Services' operating principles, review the Division’s successful 2009 Oglethorpe Award Application at aging.georgia.gov/documents/oglethorpe-award-application-compiled. The Georgia Oglethorpe Award is conferred upon government agencies, businesses, nonprofits, and other qualifying organizations that exhibit excellence in strategic planning and operations. Judges assess applicants through the use of observations, interviews, and desk reviews and base applicants' performance on standards established for the Malcolm Baldridge National Award.

State Plan

Reference the Division of Aging Services' State Plan submitted to the Administration on Aging for an overview of the Division of Aging Services. aging.dhs.georgia.gov/publications-0

Appendix A: Duties

Sample Intern Job Description

This is an approved internship position to assist the Division of Aging Services with special projects. Interns are a type of volunteer. Intern projects will vary by section and supervisor.

Responsibilities/Expectations of an Intern:

  • Work with the supervisor to set work times and days.

  • Learn the technology tools used at DAS and utilize them to communicate.

  • When at work, focus on work.

  • Dress appropriately.

  • Act professionally.

  • Be a representative the Department of Human Services and the Division of Aging Services when you are at meetings or in the community.

  • Follow all applicable DHS and program policies including, but not limited to:

    • Use of state equipment

    • Political Activity

    • Lobbying Activities

    • Health Insurance Portability and Accountability Act of 1996, (HIPAA)

    • Confidentiality

  • Develop a working knowledge of the Mission, Vision, and Values of the Department of Human Services and the Division of Aging Services.

  • Communicate clearly with your supervisor and other staff members.

Desired Qualifications:

  • competent

  • reliable

  • able to self-direct

  • able to work independently or as part of a team.

Availability:

Preferably a commitment of at least three months up to 12 months working at least 16 hours (2 days) or more per week.

Compensation:

Stipends are not available.

Appendix B: Professional Reference Information

Please provide the following Professional reference information.

Professional Reference Phone Numbers Company Name/Address

Name

Home:

Work:

Relationship

Cell:

Email:
Professional Reference Phone Numbers Company Name/Address

Name

Home:

Work:

Relationship

Cell:

Email:
Professional Reference Phone Numbers Company Name/Address

Name

Home:

Work:

Relationship

Cell:

Email:

Appendix C: DAS Intern / Volunteer Interview

Name of Prospective Intern/Volunteer:

  1. Why do you want to intern/volunteer with DAS? What attracted you to our agency?

  2. What do you know about the Division?

  3. What are your past experiences with older adults or people with disabilities?

  4. Tell me about any other past internship or volunteer experiences.

  5. When you’re working on a project, what most energizes you and why?

  6. What makes you uncomfortable, annoyed or stressed?

  7. Do you prefer working alone on a project or as part of a group?

  8. What do you hope to gain from this experience? What would be your goals of an internship or volunteer experience? What skills would you want to learn/develop?

  9. What are your strengths and weaknesses in regard to computer skills?

  10. What can I tell you about our agency? Do you have any questions about the opportunity?

  11. If applicable, how many hours and days do you need to work? When would you be able to start? If you are a prospective intern, what are the expectations of your program?

  12. Can you provide references? If applicable to your role, can you also provide a writing sample?

Explain the next steps to the intern/volunteer.

Comment:

*INTERVIEWER ASSESSMENT (*To be completed after interview)

Appearance:

  • Poised, neat □ Acceptable □ Non Acceptable

Comment:

Reactions to Questions:

  • Helpful, interested, volunteered information □ Answers questions

  • Evasive □ Confused

Comment:

Disposition:

  • Outgoing, pleasant, confident □ Reserved

  • Withdrawn, moody □ Suspicious, antagonistic

Comment:

Interpersonal Skills:

  • Adept at dealing with others □ Relatively at ease with others

  • Uncomfortable

Comment:

Recommended Action

  • Suitable for agency at this time

  • Not suitable for agency at this time

Comment:

Appendix D: Sample Intern Responsibilities Agreement

I, ____________________, as an intern for the Department of Human Services, Division of Aging Services agree to the following:

  1. Work a schedule mutually acceptable to the agency and intern and follow all requirements of the DAS internship and, if applicable, any external sponsoring internship program;

  2. Become thoroughly familiar with the policies and procedures set forth by the agency;

  3. Be prompt and reliable in reporting to work and keep an accurate record of hours worked by signing in and out on the appropriate forms;

  4. Attend orientation and training sessions, as required, and undertake continuing education provided by the agency as necessary to maintain competence;

  5. Provide my supervisor advanced written notice of resignation or requesting leave of absence;

  6. Notify my staff supervisor as early as possible if unable to report to work;

  7. Perform with dignity and caution when acting as a representative of theagency;

  8. Avoid entering into any agreements with third parties or assuming any third-party responsibilities on behalf of the agency;

  9. Maintain confidentiality and privacy of all client information, protected health information and all other information deemed confidential by state or federal laws or regulations and by Department or Division policy;

  10. Assist in any temporary job assignments outside those specified in the particular job description should it be beneficial to the agency and within the scope of my time or skills as an intern;

  11. Treat all DAS and DHS staff, and clients with dignity and respect without regard to race, culture, ethnicity, religion, sexual orientation, disability, gender, or age, and follow all nondiscrimination policies of the agency;

  12. Will not use agency affiliation or activities to promote political or religious philosophies;

  13. Problems arising from inter-relationships between interns and partnering agencies will be referred to the Section Manager for resolution and/or to the Division Director when necessary;

  14. Any presentation made to the public on behalf of DAS by interns must be authorized by the Section Manager. A content outline must be presented to assure the most current and accurate information is included; and

  15. Maintain conduct consistent with the Mission, Vision, and Values ofthe Division of Aging Services.

Intern Signature____________________ Date____________________

Intern Supervisor____________________ Date____________________

Appendix E: Orientation Agenda

  1. DAS Business Model

    1. DAS Vision, Mission and Values

    2. DAS Organizational Chart

    3. Client Centered Business Model

  2. Overview of Aging Network and Customers

    1. Federal – Administration on Aging

    2. State - Department of Human Services

    3. DHS - Division of Aging Services

    4. Area Agencies on Aging and Provider Network

    5. Other Customers of DAS

    6. Legal Foundation

      • Federal – Older Americans Act (OAA)

      • State – DAS, APS, CCSP

      • Legislative process and Aging Network (Advocacy)

  3. Emergency Guide

  4. Brief Overview of Program

    • Responsibilities Access to Services

    • Adult Protective Services

    • Director’s Office Fiscal Administration

    • Livable Communities

    • Long-Term Care Ombudsman (LTCO)

    • Georgia Council on Aging and CO-AGE

    • Senior Legal Hotline

    • Public Guardianship Office

    • Forensic Special Initiatives Unit

    • Program Integrity

Appendix F: Orientation Checklist

  • DAS Mission, Vision, Values

  • DHS Mission, Vision, Values

  • Professional Attire, attitude, language, writing / DHS Style Guide

  • Cubicle Dos and Dont’s

  • Open Door Policy, Just ask

  • Open records

  • Tour of floor

  • Emergency Procedures

  • 29th floor

  • Acronym Review

  • Lunch

  • Sick/Vacation

  • Use of State Equipment

  • Political Activity

  • Alcohol/Drugs/Firearms

  • Join our celebrations

  • Stairwell/badge

  • Recycling

  • Coffee Club/Fridge

  • Weekly Supervision/Activity Log/Time Sheets

  • Conflict Resolution

Appendix G: Intern Plan

Name of Intern:

Date:

Contact Information

Primary Phone:

Secondary Phone:

Name of Supervisor:

Organization:

Contact Information

Primary Phone:

Secondary Phone:

Internship Goal: (Including type of work)

Internship

Knowledge, Skills and Abilities to be learned

Internship Site

Start Date

End Date

Complete

Other comments:

Intern and Supervisor have discussed and agreed to this plan. All parties will work to develop sound work habits and marketable skills with special attention to personal and professional development.

Intern Signature:

Supervisor Signature:

Appendix H: Sample Confidentiality Agreement

Division of Aging Services Internship Confidentiality Agreement

This agreement is to signify my understanding that I will be participating in an Internship with the Georgia Department of Human Services, Division of Aging Services (DAS), not for compensation.

I also understand that during my Internship, I may become aware of information, documentary or otherwise, that is confidential and protected from public disclosure by statute, regulation or department policy, and I agree to maintain the confidentiality of such information in accordance with all statutes, regulations and policies.

__________________________________________________
Signature of Intern

__________________________________________________
Date

Appendix I: Sample Intern Activity Log

Date:

Time

Activity Type

Appendix J: Sample Supervision Log

Date/Time:

Type: Individual/Group

Goals of Supervision

1.

2.

3.

Review prior assignments

1.

2.

3.

Discussion of

1.

Cases/Clients/Groups/Consumers/Tasks

2.

3.

Discussion of Competencies

What went well?

Opportunities for growth and improvement

Plans or actions needed before next supervisory session (Who will be responsible for follow up?)

Additional areas of interest for further discussion/follow up

Appendix K: Sample Intern or Volunteer Exit Checklist

Intern/Volunteer:____________________ Ending Date:____________________

Section:____________________ Location/Cube:____________________

  • Computer equipment returned (Laptops, Notebooks)

  • Computer passwords, DAS Data System account and other passwords obtained de-activated (Helpdesk contacted to deactivate their email and access)

  • Telephone Pass Code Reset

  • Cubicles Keys returned

  • ID Badge/card key – (Assistance Needed Card if applicable)

  • Outstanding Travel Expense (if applicable)

  • Final evaluation and all paperwork for the school completed, reviewed and signed

  • Assignment completed and submitted to supervisor or supervisor briefed on the statusof the project

  • Farewell recognition (card, cake with section, as appropriate)

Supervisor/Date____________________ Employee/Date____________________

Keep exit checklist in intern folder.

Appendix L: General Checklist for Intern Supervisors

Space & Equipment

  • Identify an available cubicle, computer, and phone for the intern. Include a locked place and a key for securing valuables.

Assignment Development

  • Write a brief description of the project(s) that you would like to assign to an intern.

  • Determine the skills needed to accomplish the project(s).

  • Assess how much time an intern will need to complete the project(s) and determine whether the assignment requires a full quarter/semester or only a two- to three-week block of work.

  • Discuss your internship needs with the Community Affairs Manager.

Selection

  • Review resumes that the Community Affairs Manager provides. DAS recruits and refers internship candidates each quarter/semester, but feel free to recruit your own candidates. If you independently recruit candidates, make sure that DAS has ample time to process a Memorandum of Understanding with the college or university if needed.

  • If seeking a BSW/MSW student who requires social work supervision, contact DAS' MSW Internship Supervisor.

  • Interview top candidates. A two- to three-person team is ideal. See the DAS Internship Handbook for suggested questions.

  • Collect a signed Criminal Background Check Consent Formfrom each candidate. (If the intern will have direct contact with clients, a Live Scan form is also required.) Submit the form(s) to the Community Affairs Manager for processing.

  • If Live Scan fingerprinting is required, the Community Affairs Manager will obtain a budget code for the request, secure the DAS Deputy Director’s signature, and arrange for the candidate to schedule a fingerprinting date with the Office of Investigative Services.

  • Check and compare candidates' references.

  • Make your selection, notify the Community Affairs Manager, and notify all candidates of selection status.

  • [ ]Ask the Community Affairs Manager or designated Business Operations Generalist in the Director’s Office about the status of the background check. (Follow DHS MAN 1300, Policy #504, if there is an indication of criminal history.)

Preparation

  • Consult the IT Manager about completing and submit an onboarding request for the intern’s computer and phone needs.

  • Coordinate with the Fiscal Administration section’s Business Operations Generalist to apply for the Intern’s ID.

  • Discuss scheduling with the prospective intern – start and end dates plus work days and hours. (The intern may need to complete a minimum number of hours to fulfill academic requirements.)

  • Give your intern’s office phone number and DAS email address to the Access to Services section’s Program Assistant for DAS' contact directory.

Agreement and Recordkeeping

  • The DHS Office of Enterprise Development requires that DHS establish MOUs with universities that supply interns to the agency on a regular basis. (Note that some universities may have multiple department-specific agreements with DAS.).

  • Collect any forms that you will need to fill out and submit to the intern’s academic department. (These may include an internship work plan, midterm and final evaluations, and/or attendance records. Samples are in your handbook.) Record the due dates on your calendar.

  • If the intern will have access to confidential information or contact with clients, require him or her to complete a confidentiality form.

  • If the intern will have access to protected health information, then the intern will also need to complete HIPAA Training. Coordinate with DAS' MSW Internship Supervisor.

Orientation, Supervision, and Evaluation

  • Schedule your intern for one of DAS' existing intern orientations or conduct your own, using the tools provided in the DAS Internship Handbook.

  • Meet weekly with the intern, and always provide an open door at other times.

  • Conduct a midterm evaluation. (Submit evaluation to intern’s academic department if required.)

  • Conduct a final evaluation and submit to intern’s academic department.

Completion

  • Complete an exit checklist for the intern. (See the DAS Internship Handbook.)

  • Thank the intern for his or her contributions to DAS.