SOP 104.56: Student Internships

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Student Internships|Policy Name:Student Internships|Policy Name:Student Internships|
|Policy Number: 104.56|Effective Date: 9/11/2018|Page Number: 1 of 4|
|Authority:
Commissioner
|Originating Division:
Administration & Finance
(HR) Division|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

It shall be the policy of the Georgia Department of Corrections (GDC) to encourage
units within GDC to utilize local universities, colleges, and technical colleges to
provide internship opportunities to interested and qualified students.

II . Authority:

A. GDC Board Rule: 125-3-4-.08; and

B. GDC Standard Operating Procedures (SOPs): 104.12, Fingerprinting Employees;
104.21, Americans with Disabilities Act, Title 1; 104.48, Appearance and Dress;
104.52, Criminal History Record Information; and 104.54, GDC Identification
Cards.

III. Definitions:

A. Intern - A high school student, college and university student or post graduate

adult, undergoing supervised practical training. Position may be paid or unpaid
and will be considered temporary employment.

B. Accreditation - A process of validation in which colleges, university and other

institutions of high learning are evaluated.

C. Local Intern Coordinator - The employee identified by the Appointing Authority

(AA) to oversee the student internship program in an office/center or prison.

D. Intern Supervisor - The employee designated by the Coordinator to provide direct

supervision to the student intern.

E. Centralized Coordinator - The Employment Services Manager assigned to

Corrections Human Resources Management (CHRM) to oversee this program and
serve as a resource/contact to field sites and accredited colleges/universities.

F. Student - A person who is studying at a school or college.

IV. Statement of Policy and Applicable Procedures :

A. Appointing Authorities will follow SOP 104.09 Filling a Vacancy to have vacant

intern positions posted on the Department Employment Website
[(www.GDCJOBS.com).](http://www.gdcjobs.com/)

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Student Internships|Policy Name:Student Internships|Policy Name:Student Internships|
|Policy Number: 104.56|Effective Date: 9/11/2018|Page Number: 2 of 4|
|Authority:
Commissioner
|Originating Division:
Administration & Finance
(HR) Division|Access Listing:
Level I: All Access
|

B. A student who is interested in applying for an internship position may send an

email to [interns@gdc.ga.gov and provide the following information: Name, Name](mailto:interns@gdc.ga.gov)
of college or university of current enrollment, Major, Degree Level (Bachelor’s or
Master’s), Current Year Level (Junior or Senior), Type of Internship the student is
seeking (Counselor or Business), General vicinity of location desired for
internship.

1. The student shall be scheduled for an interview with the interested supervisor

in the area in which the intern will be assigned.

2. If selected, the intern shall complete a GCIC/NCIC Consent Form.

3. Local guidelines for safety and security shall be explained to the intern.

4. The intern shall read and complete any required GDC documents and/or

training outlining compliance with GDC SOPs. Review of Employee Standard
of Conduct Acknowledgment Statement (Attachment 1) will be obtained and
filed.

5. The intern shall receive an orientation to the office rules and to the area

assigned.

6. The intern shall be supervised by a GDC employee or authorized contractor

while performing assigned duties.

7. The intern shall be required to obtain and wear a GDC Identification (ID) Card

and/or a GDC Locator Card. Issued cards shall be returned to GDC upon
completion of the internship.

C. The AA shall designate an employee to serve as the Local Intern Coordinator. It

is suggested that within a facility, the Deputy Warden for Care and Treatment,
Deputy Warden of Administration or Assistant Superintendent be appointed. In
other offices, a supervisor selected by the office manager shall be appointed to
serve as Local Intern Coordinator.

D. The Local Intern Coordinator shall:

1. Assess the need for an intern and provide the appropriate placement within
the office/center/prison.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Student Internships|Policy Name:Student Internships|Policy Name:Student Internships|
|Policy Number: 104.56|Effective Date: 9/11/2018|Page Number: 3 of 4|
|Authority:
Commissioner
|Originating Division:
Administration & Finance
(HR) Division|Access Listing:
Level I: All Access
|

2. Oversee the recruitment, screening, and selection of all interns to ensure that:

a. Eligible high school students are rising seniors;

b. University/College or Technical School must meet the standards for

accreditation before an intern can be recruited;

c. All required criminal history and personal reference checks have been
satisfactorily completed;

d. The duties performed by the intern are consistent with the education

requirements of the intern’s school program; and

e. The needs of the office are provided to the intern in advance of the

internship and properly met by the intern throughout its duration.

3. Maintain a system for the official identification of interns by coordinating the
issuance of a GDC Locator Card and GDC Official Identification Card with
the local imaging facility.

4. Provide orientation for all interns.

5. Complete any required paperwork provided by the intern’s university, college

or technical school within the timeframe requested.

6. Post a dated schedule of hours the intern will be expected to be present and

actively participating in the operation of the office, center or prison.

7. The supervisor will ensure that work hours are maintained in accordance with

the GDC employee timekeeping system.

8. Ensure that the intern is meeting the expectations established by the college or

university and the office. If not, discussion should be held with the intern and
college/university official regarding termination of the internship.

E. The Intern Supervisor shall:

1. Supervise the intern who provides work in his/her program area.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Student Internships|Policy Name:Student Internships|Policy Name:Student Internships|
|Policy Number: 104.56|Effective Date: 9/11/2018|Page Number: 4 of 4|
|Authority:
Commissioner
|Originating Division:
Administration & Finance
(HR) Division|Access Listing:
Level I: All Access
|

2. Maintain a record of duties performed by the intern and forward them as
requested to the Local Intern Coordinator.

3. Assist the Local Intern Coordinator in providing training and feedback

appropriate to the intern’s program area.

F. The CHRM Employment Services Manager will serve as the Centralized

Coordinator for the program and shall ensure that internship positions are
announced on [gdcjobs.com](http://www.gdcjobs.com/jsp/index.jsp) as well as provide consultation to sites regarding
internships.

G. Should problems occur during the internship or circumstances arise which do not

allow for the continued use of interns at a specific site, the internship program or
the individual internship may be discontinued at any point.

H. Discontinuation of internship will be based upon SOP 104.47 Employee Standards

of Conduct.

V. Attachments: None.

VI. Record Retention of Forms Relevant to this Policy: None.