HomeMy WebLinkAboutAdministrative Order 2023-08 Adoption of Intern Policy Administrative Order 2023-08
Adoption of City of Bozeman Intern Policy
Pursuant to my authority as City Manager, I hereby adopt the attached City of
Bozeman Intern Policy, hereto attached as Attachment A.
Dated this 26th day of September, 2023.
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e Mihelich, City Manager
BOZ E MANMT
Human Resources
City of Bozeman Intern Policy Rev. 09/2023
I. Purpose and Scope
The City of Bozeman("City") understands the value to the community and to the City in providing paid
work experience, or internships, allowing opportunities for students to work closely with professionals to
gain experience and enhance their academic studies.The purpose of this policy is to provide guidelines for
requesting and hiring student interns.This policy applies to all City departments.
II. Policy
a. A student intern is described by MCA 2-18-101 as a person who has been accepted into, or who is
currently enrolled in,an accredited school,college,or university and may be hired by an agency in
a student intern position without using a competitive selection process. Student interns are not
eligible for earned leave benefits, holiday benefits, or group health insurance benefits. Student
interns have the option to participate in the retirement program. Student interns are covered by the
City's workers' compensation coverage.
b. In accordance with state law, student interns may be discharged at any time with or without cause
and are not eligible to achieve permanent employment status without a competitive selection
process.Student interns are subject to all City policies and procedures in the same manner as short-
term workers.
c. The City offers paid internships only and the associated personnel and operational budget must be
requested by the department as part of the annual staffing plan process. Student interns will be
budgeted and hired at a rate to be determined by Human Resources at an FTE of 0.35. Internship
durations will typically be for the summer break(12 weeks), one (1)semester(15 weeks),or two
(2) semesters (36 weeks). Student interns may not exceed 728 working hours due to budget
restrictions or 12 months in duration during their time with the City in accordance with state law.
d. Student interns seeking academic credit for their internship must work the appropriate minimum
hours per work week to qualify for credit through their accredited school,college,or university.As
these hours vary, it will be up to the student and the supervisor to make sure the necessary hours
are worked, and do not exceed 728 total hours. The student's work hours should be scheduled
during the department's regular working hours. The Human Resources department and/or the
designated supervisor will assist the student with any requirements necessary to gain academic
credit for the internship. The City will not cover any cost associated with gaining academic credit
for an internship.
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e. In order to be considered for a student intern position with the City,the student must be enrolled in
an accredited school, college, or university seeking either an associates, undergraduate degree, or
graduate degree.Applicants will be required to provide a copy of their current transcript along with
their employment application. Any applicant that does not provide a transcript, or other proof of
enrollment,will be automatically disqualified from the recruitment process.Exceptions to this may
be considered when the City accepts an intern from an accredited school, college, or university
through their work study,or other similar program.
f. Students are not permitted to perform union work or to work remotely.
BOZ E MANMT
Human Resources
City of Bozeman Intern Policy Rev. 09/2023
III. Procedure
Requests for a student intern must be submitted using the form attached in Appendix A for consideration
during the annual staffing plan process.
At a minimum,all internship positions will require:
• A copy of the student's current transcript;
o If external advertising is requested for recruiting for the student intern position, the
position will be advertised with local colleges and universities for a minimum of five
(5)business days.
• In accordance with the City's hiring practices,the City will conduct a background check on the
candidate that is selected for the internship. If driving of a City vehicle is required, a Motor
Vehicle Report will be included in the background check.
• Human Resources will notify the Information Technology department of the impending hire
via the HR Updates spreadsheet,and IT will provide the person with the appropriate resources.
• The supervisor will notify Facilities of the impending hire, and Facilities will provide the
person with the appropriate resources.
• Student interns will participate in onboarding conducted by the Human Resources Department.
IV. Responsibility for Review
The Human Resources Director,or designee,shall be responsible for reviewing this policy as needed,or at
least every two(2)years.
BOZ E MANMT
Human Resources
City of Bozeman Intern Policy Rev. 09/2023
Appendix A: Intern Request Form—Staffing Plan
Staffing Plan for FY ## — ## (3 year period)
Department: Click or tap here to enter text.
Purpose: This document provides a presentation of and justification for requested student interns to the
staffing plan for the department.By completing this document,you are verifying that the requested student
intern(s)will not displace any other employees and will not perform union protected work.
Reason for Request.
Work to be Performed: Click or tap here to enter text.
Work Scope: Click or tap here to enter text.
Work Location/Space: Click or tap here to enter text.
Learning Objectives:(colleges and universities require 3 to 6learning objectives for internships receiving academic
credit.)
1. Click or tap here to enter text.
2. Click or tap here to enter text.
3. Click or tap here to enter text.
4. Click or tap here to enter text.
5. Click or tap here to enter text.
6. Click or tap here to enter text.
Department Mentor: Click or tap here to enter text.
Duration: ❑ School Year(end of August to early May)
❑ Fall Semester(end of August to beginning of December)
❑ Spring Semester(early January to early May)
❑ Summer(mid-May to mid-August)
❑ Other:
Student Intern Requests(additions or changes from the currently approved plan):
(List the number of student interns requested, FTE_.35, and year requested.)
FY##
FY##
FY##