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Home My WebLink AboutEDB_High School Internship Policy EXECUTIVE SUMMARY AGENDA ITEM: High School Internship Program Date: April 25,2022 BACKGROUND: Clay County Utility Authority (CCUA) management desires to formalize and revitalize the high school internship program with the Clay County District Schools (CCDS). A significant challenge facing utilities is the critical and unprecedented staff shortage in the water and wastewater industry needed to operate and maintain our essential infrastructure.In the next five to ten years,water and wastewater sector workers will be eligible to retire at levels that could stress our ability to operate this critical infrastructure. CCUA's collaboration with the CCDS through a high school internship program provides a great opportunity to employ and train Clay County students moving toward graduation while developing our workforce long- term. Since 2016, CCUA has partnered with CCDS to offer internship opportunities to selected students that provide an understanding of the operations of a public utility, water treatment, and protection of c environmental resources. CCDS professionals have done an outstanding job preparing students and communicating the skills and knowledge necessary to enter the workforce. The CCUA High School o Internship Program compliments their hard work and dedication by offering selected students' valuable firsthand experience in their field of interest as well as valuable professional skills, including z communication, self-advocacy, and the ability to effectively work with other people in a professional setting.CCUA intends for the interns to apply the knowledge gained and skills learned to be applied toward either future careers in the utility industry or advanced education at the college or university level. Throughout the years the program has proven to be a beneficial resource as we have successfully obtained and retained 3 internship participants, one Water Operator and two Wastewater Operators. As you know, starting in the spring of 2020, COVID-19 caused severe disruption to everyday life around the world including the high school internship program. In moving beyond the operating parameters induced by COVID-19, CCUA management identified a need to revitalize and formalize the high school internship program. CCUA's updated mission statement includes the development of a highly trained professional workforce for ready for tomorrow's challenges. Our efforts developing that workforce centers on programs that ensure we continue to obtain and retain Clay County's most precious resource, the people that live here. In coordination with Kelly Mosley, CTE Supervisor and David Broskie, Superintendent for Clay County District Schools, the attached High School Internship Policy has been carefully crafted, reviewed, and submitted for the Board of Supervisors consideration and approval. RECOMMENDATION: Staff respectfully request the Board of Supervisors approve the High School Internship Program Policy. ATTACHMENTS: EXHIBIT A-HIGH SCHOOL INTERNSHIP PROGRAM POLICY EXHIBIT B—HIGH SCHOOL INTERNSHIP STUDENT PACKAGE c ),Ni covN � T` Exhibit A Gr'��T POLICY & PROCEDURES _ High School Internship Program Effective Date: May 03, 2022 Revision Date: N/A PURPOSE The Clay County Utility Authority"CCUA"is partnering with Clay County District Schools "CCDS" to provide a high school internship program. CCUA will hire a maximum of five (5) student interns each school year. Students from CCDS should demonstrate an interest in learning and developing skills in applied environmental sciences, water treatment, wastewater treatment, engineering sciences, geographical information systems (GIS), information technology (IT), or general business. Students will apply the skills learned in jobs that support and sustain the local community through CCUA's mission as a public water supply utility. Interns will gain an understanding of the operations of a public utility, water treatment, and protection of environmental resources. CCUA intends for the interns to apply the knowledge gained and skills learned to be applied toward either future careers in the utility industry or advanced education at the college or university level. POLICY During this eight-month internship program (October to June) interns will gain a fundamental understanding of the utility industry, valuable, and practical experience. Interns will hone their leadership and communication skills as well as make professional connections while under the supervision of a trained CCUA staff member. Community engagement is integral to CCUA's overall mission. Interns will be encouraged to research and create proposals to CCUA's management on possible outreach opportunities within their own school and community. Application Process - Application packages for the High School Internship program will be accepted beginning August 1st through Sept 15th of each school year. The application package must include a completed CCUA internship application, cover letter, resume, Part I and II of the CCUA Internship Recommendation forms. Incomplete application packages will not be accepted. Interviews -Interviews will be conducted beginning in October with the Human Resources department and the corresponding department head. Offer of Internship—A decision will be provided to all internship applicants and an offer of internship will be provided to the most qualified candidate, no later than five business days following the final interview. All internship offers are contingent on the CCUA new hire background screening process, which includes review of criminal history and driving history (for applicants over the age of 18 years old) and drug and alcohol screening. Orientation - An intern will be provided with an abbreviated orientation program that will highlight key aspects of the position the intern will be engaged in as well as all company policies with which he or she will be expected to conform during the specific term of employment. Department Orientation-Each intern will be provided with an in-depth review of department functions and activities and the interaction of these activities with the work the intern will be performing. The Page 1 of 3 High School Internship Program—Cont. Exhibit A department review will be conducted by the department head supervisor and during the first week of employment. Work Schedule —The internship is a part-time position beginning in October and concluding in June. At managements request, the Executive Director may approve an extension from June to August. The normal weekly schedule will be Monday through Friday, generally from 2:00 PM to 5:00 PM. Schedules may differ due to holidays or field operations, but interns will be informed of the changes in advance. Skills Development and Educational Benefits — Interns will be provided the opportunity to receive valuable firsthand experience in their field of interest as well as valuable professional skills including but not limited to the following: • Exposure to careers and applicable skills related to either water and wastewater treatment, engineering, GIS, IT, or general business • Exposure to a public utility's public health and safety mission • Public speaking and professional written communications • Using or maintaining equipment used for utility operations • Working in both office and field environments • Independent professional work and time management • Working with diverse peers in small groups Final Presentation - Interns will synthesize their experience by creating and delivering a professional PowerPoint presentation to CCUA, CCDS, staff and community members. The Intern is responsible for coordinating the completion of this requirement with their immediate supervisor.Presentations will be conducted in May, prior to end of the school year. Presentation dates shall be determined by HR. Available Internships—CCUA management will select a maximum of five high school interns, one per each field listed below: • Wastewater Treatment • Water Treatment • Engineering or GIS • IT • Executive (General Business) ELIGIBILITY To be considered eligible for the High School Internship program applicants must meet the requirements below: • Must be entering their Junior or Senior year at a Clay County High School and in good standing • Must maintain a minimum GPA as follows: o Minimum 2.5 GPA or higher for Water or Wastewater Treatment operations intern positions o Minimum 3.0 GPA or higher for Executive, Engineering, GIS, or IT intern positions • Age 16-18 years old • Must be legally authorized to work in the United States PRODEDURES &RESPONSIBILITIES Human Resources • New Hire Notification - The HR department will process the new hire notification to ensure the workstation(if applicable) is fully operational and any needed technology is available prior to the intern's start date. • Organization Orientation—Conduct tour of main office and introduction to department leaders and staff • Out-Processing Interview— Conduct final interview on the day preceding the interns last day of work. Page 2 of 3 High School Internship Program—Cont. Exhibit A • Final Presentation—Coordinate, schedule, and communicate final intern presentation dates to applicable CCUA and CCDS staff. Department Head • Department Orientation - Facilitate department orientation • Monthly Progress Report - Review of monthly progress reports and submittal to the Human Resources Department • Final Report - Review of final report and submittal to the Human Resources Department Immediate Supervisor • Progress Reports — Prepare and provide a narrative report of the intern's assignments and progress at the close of each month to the department head. • Final Report and Out-Processing - In the week in which an intern's assignment ends, the department head will provide a final progress report to the department head. Student Intern • Final Presentation - Interns will synthesize their experience by creating and delivering a professional PowerPoint presentation to CCUA, CCDS, staff and community members. The Intern is responsible for coordinating the completion of this requirement with their immediate supervisor. Presentations will be conducted in May, prior to end of the school year. OTHER RELATED MATERIAL High School Internship Student Package Internship Job Descriptions CHANGE LOG Date of Change Description of Change Page 3 of 3 Exhibit B (; )011,111-44 ik. --z-- i*, - «)111116114' } .S - i .,\' , I n \ —�� .. rd S. -- . i IIII . IP , C 0 thci, •- ..-...../..' A.P"4"4.1114ki (1\-:fil. 111.0.111 II (-‘40 111 AUTOHIGH SCHOOL INTERNSHIP PROGRAM 3176 Old Jennings Road Middleburg , FL 32068 https ://www . clayutility . org VatibitB' C C OV‘t e r - 4► teC rsr\p • COO p,�s \r erts • bout eau��em \e ..••P � sty R credo E\�� ork S ps ,m p etas ab\e \rt Pc cess 2•••• .,,•....• ••• ••.,,.P� ert & P \eot\o ut\es ?age ...•• ..•• e\opro ...Se ra\ D ?age 3'••• \s D ev Esser o\cage 4 •••••''' .s��\ ••••�''' and rpa Page ur�'�`aCy \\cap'° r Foci e 5..•••••'' \ nor S rip Ppp \\cat\o \ age p os ecrs ppp ,m pt. e 6••' � terrsr p ... ••\r PC t�or F° t. \\ age .\r ,... rsOp P erda o� F P P age � • •,.. \rter Rec da��°r eon\\st er Gr 0 e �� • •••'' ''' cor�'m at\ r ?age •...••• ''• •...•••••' \ Re p\\� l'Page r r •• to Pa ,.. rag e �' Page pa c1 Exhibit B About Intern s JW i • y, 'NNW. A :r The Clay County Utility Authority "CCUA" is partnering with the Clay County School District "CCSD" to provide a high school internship program. CCUA will hire a maximum of six (6) student interns. Students from the CCSD should demonstrate an interest in learning and developing skills in applied environmental sciences, water treatment, wastewater treatment, engineering sciences, Geographical Information System "GIS", information technology "IT", or general business. Students will apply the skills learned in jobs that support and sustain the local community through CCUA's mission as a public water supply utility. Interns will gain an understanding of the operations of a public utility, water treatment, and protection of environmental resources. CCUA intends for the interns to apply the knowledge gained and skills learned to be applied toward either future careers in the utility industry or advanced education at the college or university level. Page Exhibit B • Eligibility Requirements To be considered eligible for the High School Internship program applicants must meet the requirements below: • Must be entering their Junior or Senior year at a Clay County High School and in good standing • Must maintain 2.5 minimum GPA or higher for Water or Wastewater Treatment operations intern positions and 3.0 minimum GPA or higher for Executive, Engineering, GIS, or IT intern positions • Age 16-18 years old • Must be legally authorized to work in the 119 United States Page 3 Exhibit B Program Details During this eight-month internship program (October to June) interns will gain a fundamental understanding of the utility industry, valuable, and practical experience. Student interns will hone their leadership and communication skills as well as make professional connections while under the supervision of a trained CCUA staff member. Community engagement is integral to CCUA's overall mission. Interns will be I encouraged to research and create proposals to CCUA management on possible outreach opportunities within their own school and community. At the conclusion of the internship program, students will synthesize their experience by creating and delivering a professional PowerPoint presentation to CCUA and CCSD staff and community members. to Work Schedule This position is part-time — October through June. However, at management's request, the Executive V/OrL Director may approve an extension n SC hedu from June to August. The normal Schedule 'e ition weekly schedule will be Monday S— Mond S�Pery;S through Friday, generally from 2:00 �_� Tuesda Endn9oae- __� wednesda PM to 5:00 PM. Schedules may differ �_� Thursda aft due to holidays or field operations, m Sundaes -�� but students will be informed of the _ changes in advance. Page 4 xhib' ' • Exposure to careers and applicable .,r skills related to either water and a11 v IIIIL wastewater treatment, engineering, r!i ti Ill GIS, IT, or general business dv} Skll - Exposure to a public utility's public .,I health and safety mission D evelo tit Public speakingand P"3 b e ,. written communications • Using or maintaining equipment used for utility operations .11 • Working in both office and field environments 1 • Independent professional work and time management • Working with diverse peers in small groups O Available M¢ .9 . . .t,111111 � 4 y,,, • so ,aN�, • ) i, Interns ips sk, Ess , Cs it 4. INTERNS ,<�y • Executive (General Business) , `` • GIS WANTED _, O. fs, • Engineering 4 'i :AD 1r‘ • IT —_ `'� • Wastewater Treatment — • Water Treatment - Page 5 Exhibit B selection Process Application packages for the High School Internship program will be accepted beginning August 1st through Sept 15th of each year. The application package must include a completed CCUA Internship Application , cover letter, resume, Part I and II of the CCUA Internship Recommendation Forms. Incomplete application packages will not be accepted . Interviews will be conducted beginning in October with the Human Resources department and the corresponding department manager. Selected applicants will be required to submit to pre-employment drug/alcohol and background screening • t• 11' ' t � l CJ Page 6 Exhibit B INTERNSHIP POSITION SUMMARY ESSENTIAL llUTIES • Under the direct supervision �oi a CCUA e ti Senior Leadership Team member, the Executive Intern explore and clarify career options in various business, engineering, and operational fields. I W • Assist with various clerical, administrative, organization, and • problem-solving tasks. 1111 i I II I I lii meetings, • Assist in schedulingmeetin s i - 11 - — • P. conferences, teleconferences, etc. ' ' 1111 •� • Assist in obtaining and analyzing information, preparing reports, and I - research materials. lilt • Assist in the coordination of data inputs, evaluation, and records. I • Assist in the coordination of budget and performance reports. to Under the direct supervision of the IT .CQ ra I Manager the GIS Intern is responsible for l-Informatio . assisting with help desk tickets, data entry, general support to the IT Systems department. loh 1 'u } f Z 4 _4 - -- • Assist with help desk tickets • Assist with data entry and editing ;�4 • Perform other duties, as needed 4 I ). `^4.' fir`. ::, S • , ff '' The Engineer Intern is •responsible assisting in the planning, development and design of potable water, wastewater, ,. / and reclaimed water projects and programs under the direction of the Assistant Chief Engineer. �'� �' ' • Assist with quality control by -tom "\ ► 4 reviewing plans and performing r �� quantity take offs `A, It`,,,; • Assist in the coordination and design • of capital projects impacting CCUA /•" • Assist in the coordination and design of capital projects impacting CCUA Engineerin • Assist in preparing, submitting, and -e--" coordinating various permit applications with jurisdictional agencies to ' • Perform other duties, as needed Information Under the direct supervision of the IT Manager the GIS Intern is responsible for Technology assisting with help desk tickets, data entry, general support to the IT department. a,. r i • Assist with help desk tickets • •. ,� - • Assist with data entry and editing • Perform other duties, as needed '.-- -fti...iiN lar ' 1 ALI I , .4.41K 4V I].biiiiy 4 1 i - - . . . 1;41 4 i 1,1101MEMIll 1 Page 9 Under the direct supervision o'i. ne Chief \\/astewater Wastewater Operator the High School Wastewater Intern will assist in a variety Treutnienli of work associated with the daily functions of wastewater department operations. ' ``w Assist with sampling/testing COKE TO ;,..iv„,_ �log h-- TIGER • Assist with data entry and editing ,`I; • Document scanning • Perform other duties, as needed At to ri :arlt 0.1 p4 ' . - . .w • - sac. _... Under the direct supervision of the Chief Water Operator the High School Water Intern will assist in a variety of duties V f - iiilassociated with the daily operations of .. - ' • the water department. 4 • Assist with sampling/testing • Assist with data entry and editing i • Document scanning • • ~ • Perform other duties, as needed Ir.. m _ ,_ Water . ., IImen, i ,4: .-fly '� ate.•,Qs. ..*,}„,,,,r,,o,,,, q,, h. , k : .,, , Page 10 Exhibit B INTERNSHIP ; APPLICATION PACKAGE Exhibit B 0,p,.� covtiT` '' Internship Program Application Form ��iTyAU TNO`' 3176 Old Jennings Road, Middleburg, FL 32068 Phone: (904) 272-5999 STUDENT INFORMATION (First Name) (Middle) (Last Name) (Address) (City) (Zip) (Date of Birth) (Grade in 2021/2022) (Home Telephone) (Cell Phone) (E-Mail) PARENT/GUARDIAN INFORMATION (required for students under the age of 18 years old) to 1. (First Name) (Middle) (Last Name) (Address) (City) (Zip) (Home Telephone) (Cell Phone) (Work Phone) 2. (First Name) (Middle) (Last Name) (Address) (City) (Zip) (Home Telephone) (Cell Phone) (Work Phone) PROGRAM I am a(an) Academy/Program student at High School, and wish to apply for the following internship opportunity: Wastewater Treatment Water Treatment Engineering GIS Information Technology Page 12 Exhibit B VERIFICATIONS I can provide the required identification and employment eligibility documentation to an employer in the form of: ❑Social Security Card ❑FL Drivers License ❑Birth Certificate I have read the Clay County Utility Authority High School Internship policy and understand that I will be required to comply with the policy in its entirety for the duration of the internship program. I have spoken to my school guidance counselor, parent, Academy Instructor, teachers, College and Career Coach, and work-based learning coordinator, and have obtained their required approvals as evidenced below. Student Printed Name Student Signature Date WE, THE UNDERSIGNED, have approved the aforementioned student for a work-based learning experience as indicated above. Parent/Guardian Name (printed) Parent/Guardian Signature (if applicable) Date CTE Teacher Name (printed) CTE Teacher Signature Date to College and Career Coach Name (printed) College and Career Coach Signature Date The Following Student Data Has Been Verified By School Guidance Counselor or College and Career Coach: Grade Point Average GPA (unwtd.)GPA (wtd.) Attendance and tardy records show a minimum of 90%or better attendance Days tardy , Days absent (E)and (U) On pace with my Clay or FL Virtual course(s)f—I yes,I—I no On target for graduation eyes,nno Current schedule start and ending times M T W R F Discipline Record shows proper behavior yes,[lno If no, please describe disciplinary issues: Page 13 .( COU '- Exhibit B iipo C.?? • ___:_y,<> High School Internship Recommendation - Part I The following information must by completed by a Clay County School District staff member.The forms shall be treated as confidential and returned in a sealed envelope. Your Full Name: Phone Number: E-mail: Full Name of Student you are Recommending: Relationship to Student: Part I. Please prepare a letter of recommendation for the student listed above. Include the following questions and respond as completely and candidly as possible. 1. For how long and in what capacity have you known the student? 2. What are the student's most outstanding abilities or characteristics? 3. In what areas can this student show improvement? 4. Do you have any reservations or concerns about the student's potential to succeed in this experience? 5. Any additional comments you feel would help us to evaluate this candidate. Page 14 Exhibit B G • �'� �`� �TYAUTV O High School Internship Recommendation - Part II Student's Full Name: Part II. We realize that sometimes it is difficult to assign a number to human skills and strengths, but please attempt to rate the student in the following areas, according to the scale provided. Wherever possible, compare the applicant to other employees, volunteers, or students you have supervised or taught in comparable positions. Scale: 1 =Needs Improvement 2 = Satisfactory 3 =Very Satisfactory 4 = Superior NA=No opportunity to judge Communication Skills 1 2 3 4 NA Speaks clearly and articulately Writes clearly and articulately Clear reasoning ability Self-confidence when speaking to a group Job Skills 1 2 3 4 NA Organizational ability Quickness in learning a new skill Professionalism on the job Ability to work independently Ability to work in a group Common sense and good judgment Time management skills Interpersonal Skills 1 2 3 4 NA Willingness to accept instruction ME__ Ability to get along with other students/teammates Patience with others Maturity when working with/for others Ability to change behavior to accommodate others Ability to work with people of different backgrounds Full Name & Title: (Print) Signature: Date: Page 15 -_- Exhibit B ,.. �-ItY A UTNO�`� High School Internship Application Checklist To apply for the Clay County Utility Authority "CCUA" High School Internship Program, please submit the following items: ❑ CCUA Internship Application Form ❑ Cover Letter ❑ Resume ❑ CCUA Internship Recommendation Form Part I ❑ CCUA Internship Recommendation Form Part II Please address your application package to Human Resources—Clay County Utility Authority High School Internship Program, Attn: Kimberly Richardson. You may deliver your application to the main office located at 3176 Old Jennings Road, Middleburg, FL 32068. Applications are due by 5:00 p.m., September 15th. Late and/or incomplete applications will not be considered. Page 16