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«New Employee Paperwork – Unpaid Interns (paid interns use temp new hire paperwork) Unpaid interns participate with the County in an educational or ...»

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New Employee Paperwork – Unpaid Interns

(paid interns use temp new hire paperwork)

Unpaid interns participate with the County in an educational or academic capacity designed to provide

students with professional experience in the continuance of their education and training.

Paid interns are trained under the supervision of an experienced and high performing employee while

learning a professional or trade for a defined period of time and the learning experience may or may

not be for academic credit.

If you have an unpaid intern that will be working a total of 40 hours or more overall please follow the directions in section 1 or 2, whichever applies. If you have an unpaid intern that will be working less than 40 hours overall please follow the directions in section 3.

This packet has information, paperwork, orientations and tests that must be completed by interns of the Health Department (HD). This cover page will serve as a checklist for supervisors and interns.

Section 1:

Unpaid interns working a total of 40 hours or more overall or whose hours are going to be tracked in PeopleSoft without a formal school contract (i.e. health

educators, EHS):

(Hours not tracked in PeopleSoft need to be reported to Heather Edwards through the volunteer coordinator in the bureau or location) Interview Process  Visit the Salt Lake County Internship Process Overview for more information about the intern process.

 Visit the Salt Lake County Recruitment and Interviewing Websites for reminders and ideas about interviewing.

 Make sure there is a current job description on file at County HR for the intern position you are hiring.

 If interviewing, Sign Reference Release check during interview process.

Candidate Selected and Accepted Position Supervisor  New Hire Personnel Action Form has been completed and sent through the chain of command.

 Visit the Salt Lake County Set Up for Success New Employee Onboarding website for more information and helpful tips on how to successfully onboard your new intern.

 Fill out and sign the Internship Agreement and send to April Sosa in Health Administration.

 Have the intern read the Sexual Harassment Prevention form.

ajs 5.18.16  Have the intern read and sign Employee & Volunteer Confidentiality Acknowledgment and send to Cathy McCabe in Health Administration.

 If applicable, have the intern fill out and sign Conflict of Interest Disclosure Statement and send to April Sosa in Health Administration. This document must be notarized.

Intern  Create a job profile on www.slco.org  Complete an Online Application  Complete New Hire Temporary/Seasonal Information form and send to April Sosa in Health Administration.

Required Trainings  The following trainings listed below are required for your new hire unpaid intern.

 Harassment Prevention & Ethics Training at www.university.slco.org  If applicable, Bloodborne Pathogen Training at www.university.slco.org  If applicable, Defensive Driving www.university.slco.org the access code is SLCO and Activity code assigned to the intern.

Section 2:

Unpaid interns working a total of 40 hours or more overall or whose hours are going to be tracked in PeopleSoft with a school contract (i.e. nursing and dietitian

students):

(Hours not tracked in PeopleSoft need to be reported to Heather Edwards through the volunteer coordinator in the bureau or location) Supervisor  Visit the Salt Lake County Internship Process Overview for more information about the intern process.

 Fill out and sign the Internship Agreement and send to April Sosa in Health Administration.

 Have the intern read the Sexual Harassment Prevention form.

 Have the intern read and sign Employee & Volunteer Confidentiality Acknowledgment and send to Cathy McCabe in Health Administration.

Intern (if working a total of 40 hours or more, or hours are going to be tracked in PeopleSoft)  Create a job profile on www.slco.org ajs 5.18.16

Section 3:

Unpaid interns working less than 40 hours total:

(Hours not tracked in PeopleSoft need to be reported to Heather Edwards through the volunteer coordinator in the bureau or location) Supervisor  Visit the Salt Lake County Internship Process Overview for more information about the intern process.

 Fill out and sign the Internship Agreement and send to April Sosa in Health Administration.

 Have the intern read the Sexual Harassment Prevention form.

 Have the intern read and sign Employee & Volunteer Confidentiality Acknowledgment and send to Cathy McCabe in Health Administration.

Dietitian Interns needing access to the Vision Program  Supervisor submit a Help Desk ticket for access for the intern.

–  –  –

This agreement should be completed by county employees assigned to supervise an intern as well as by every intern performing an internship with Salt Lake County (regardless of whether they are in a paid or unpaid status).

Interns are individuals currently enrolled or recently graduated from high school, trade school or a recognized college or university who perform internships from which they will gain knowledge, skills, networking opportunities, and/or further understanding of a particular industry from on-site experience. In some cases, interns might also earn academic credit.





To be completed by the intern’s supervisor:

–  –  –

Please list at least three learning objectives to be achieved during this internship below.

1. __________________________________________________________________________________

2. __________________________________________________________________________________

3. __________________________________________________________________________________

NOTE: It is expected that as the supervisor, you will provide guidance, evaluation and feedback to your intern in order to facilitate the learning process.

06/04/2015

To be completed by the intern:

If I am offered an internship with Salt Lake County, I agree to complete the required training and to conduct the internship activities in a professional manner and to the best of my ability. I will be responsible for communicating any scheduling needs or internship issues with my supervisor. And I will expect to receive frequent and constructive feedback about my performance.

For Unpaid Interns Only: While receiving training, the undersigned unpaid intern, authorized by the Division Director, shall be deemed an employee of Salt Lake County only for the purpose of the following liabilities and insurance coverage.

A. Properly licensed operation of County vehicles or equipment B. Workers Compensation for Interns not contractually covered by their schools (generally any non-medical related internship) *Students in Nursing or other medically related specialties are provided workers compensations by their school.

For Paid Interns Only: As a paid intern, I am eligible to receive worker’s compensation benefits for any injuries sustained while in the performance of county internship.

If I, as a Salt Lake County intern, will be driving on county business or transporting clients while using my personal vehicle, in the event of a car accident, I shall immediately contact my own insurance carrier and report the accident;

damages due to accidents must be covered by my own insurance carrier. If I am involved in an accident while on County business I must also file a report with County Risk Management according to Salt Lake County Wide Policy 1011, Accident Reporting. Upon request, the County Volunteer Coordinator will provide assistance to complete this report.

Salt Lake County is under no obligation to offer any employment to the student prior to or after graduation. Likewise, the student is under no obligation to the employer after completion of the prescribed internship period(s) for an Internship.

I have read and understand the sexual harassment prevention & ethics training and discrimination information. (Initial) I have read and understand all the Countywide policies and agree to comply with them during my internship. (Initial) I have read and understand all the County Human Resources Policies and agree to comply with them during my internship. (Initial) If necessary, I have submitted a Statutory Ethical and Disclosure form. (Initial)

RELEASE OF CLAIMS

With an understanding of the County’s legal obligations and my rights as an intern, the undersigned intern, hereby releases Salt Lake County, its agents and employees from any and all existing or possible actions, causes of action, claims, demands, damages, costs, fees, and expenses of any kind, known or unknown, on account of or in any way arising from or related to the internship, or any County decision or action related to the internship other than stated above.

Intern Signature: ______________________________

Parent or Guardian signature if under 18: _____________________________

Signature of Agency Representative: _________________________________ Date: ______________

-----------------------------------------Salt Lake County is an equal opportunity employer providing internship and employment opportunities without regard to age, race, gender, ethnicity, religion, national origin, sexual orientation or disability.

06/04/2015

SEXUAL HARASSMENT AND DISCRIMINATION PREVENTION FOR VOLUNTEERS

Harassment is a form of discrimination which is prohibited by federal law and Salt Lake County policy.

Discrimination and harassment on the basis of a person’s Race, Color, Religion, National Origin, Sexual Orientation, Marital Status or Sex is prohibited under County policy. Sexual harassment is a form of sex discrimination.

Volunteers, Sexual Harassment or Discrimination is NOT to be taken lightly, anyone engaging in conduct prohibited by law could be held personally liable!

Sexual harassment is defined under Federal Law and County Policy 5730 as:

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of

a sexual nature when:

(1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, (2) submission to or rejection of such conduct by such individual is used as the bases for employment decisions affecting such individual, or (3) such conduct has the purpose or effect fo unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.

The three elements are:

FIRST, the conduct must be of a sexual nature. This means either words, physical ontact or gestures.

SECOND, the conduct must be unwelcome.

THIRD, a job related factor must also be present:

A. Submission to the unwelcome conduct is a condition of employment.

B. Submission to the unwelcome sexual activities results in a positive or negative employment decision.

C. The unwelcome sexual conduct may also interfere with work performance and create a hostile, intimidating or offensive working environment.

In summary, sexual harassment is unwelcome sexual conduct that affects the victim’s working conditions.

Preventing HarassmentThe first line of prevention is to avoid doing or saying anything that might offend someone.

The second line of prevention is to report incidents of harassment or discrimination under County policy.

You may report to: Any supervisor in your area, the County EEO Manager 468-2622, the County Personnel Director, your Volunteer Coordinator, the County Mayor, any County Council member, or Utah Anitdiscrimiantion Division.

Salt Lake County will not tolerate any sexual harassment in the workplace and policy provides for immediate investigation with appropriate discipline for anyone who engages in harassment.

EMPLOYEE & VOLUNTEER CONFIDENTIALITY ACKNOWLEDGMENT

I. Private, Controlled and Protected Records Under GRAMA and Protected Health Information Governed By HIPAA Most County records are classified as public, private, controlled, or protected by the Utah Government records Access and Management Act (GRAMA), Salt Lake County Ordinance, and Salt Lake Countywide Policy. Other records containing Protected Health Information (generally including medical information) are protected by federal regulations adopted under the Health Insurance Portability and accountability Act of 1996 (HIPAA). GRAMA, County Ordinance and Policy, and HIPAA govern the release of records and the information in the records even after a person’s employment or volunteer status with the County end.

II. County Ownership of Information on County Computers, Voice Mail and Telephones County employees and volunteers must protect private, controlled, or protected records and information under GRAMA and Protected Health Information under HIPAA on all County communication systems such as e-mail, internet access, FAX, voice mail, and telephones. All information on County computers and telephones is considered property of the County.

III. Protecting Private, Protected, and Controlled Information Under GRAMA and Protected Health Information Under HIPAA.

A. I understand that GRAMA requires that private, protected, and controlled information be released only in compliance with GRAMA and County Ordinance and Policy. I also understand that Protected Health Information governed by HIPAA may be disclosed only in compliance with HIPAA regulations.

Disclosure, release or use not permitted by statute, ordinance, policy, or regulation may subject the employee or volunteer to criminal or civil action. Such information may also not be destroyed except in compliance with county records retention policies and approved methods. Failure to comply with GRAMA, County Ordinance, County Policy, and HIPAA may also result in disciplinary action.

B. I acknowledge that I have received instruction concerning how to protect Private, Protected, or Controlled Information under GRAMA and Protected Health Information under HIPAA as follows.



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