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HomeMy WebLinkAboutFIN 2017-03-07 Item 2B - Discussion - Job Shadow and Internship ProgramCity of Tukwila Allan Ekberg, Mayor TO: Finance Committee FROM: Mia Navarro, Community Engagement Manager CC: Mayor Ekberg DATE: March 1, 2017 SUBJECT: Job Shadow and Internship Program Briefing ISSUE City leadership shares a goal of exposing Tukwila's young people to employment opportunities available at the City, as well as having the City's workforce better represent the broader community. As a way to achieve these goals, the City of Tukwila is developing a job shadow and internship program for high school students in Tukwila. Through this program we have the opportunity to expose local high school students to diverse, living wage careers in city government, and to develop a pipeline of diverse, local candidates for City jobs. BACKGROUND We know that there is interest among Tukwila high school students in internship and job shadow opportunities. In 2016, City staff collected student interest surveys at the Foster High School Career Fair. We received 24 completed surveys, and students could select as many departments as they wanted in either the Summer Internships or Job Shadow categories. Summer Internships # Students Job Shadow # Students Interested Interested Public Works/Engineering & 11 Fire 9 Maintenance Community Development/Building & 10 Mayor's Office 7 Planning Parks 10 Community 7 Development/Building & Planning Police 9 Police 7 Fire 8 Public Works/Engineering & 5 Maintenance Recreation 8 Parks 5 Communications 7 Human Resources 4 Human Resources 5 Communications 4 Mayor's Office 5 Recreation 3 City Clerk's Office 4 Technology and Innovation 3 Services Municipal Court 4 City Clerk's Office 3 91 INFORMATIONAL MEMO Page 2 Summer Internships # Students Job Shadow # Students Interested Interested Technology and Innovation Services 4 Finance 3 Finance 3 Municipal Court 2 In order to ensure a quality experience for the young people participating in the program, as well as for City staff, we have developed the following components as a part of this effort: • Advisory Board. A group of interested parties, including students, school staff, City staff and elected officials will advise staff on program policies and materials. Meeting schedule TBD. Included in this Advisory Board will be a youth leadership team that will provide student-led leadership in the implementation and ongoing development of the program. • Job Shadow Opportunities. Short term, 1-5 days. Students will be paired with at least one mentor, get an overview of the department, and observe one or more staff during the course of a normal work day and or week. This could be an individual or group experience, depending on demand. Each job shadow opportunity will have a set structure, schedule and intended outcomes. For example, "At the end of this job shadow opportunity, students will understand the building permitting process." The Community Engagement Manager will provide support to departments to develop the curriculum and schedule. The process for advertising job shadow opportunities has yet to be developed. • Internships. 4-8 week paid positions where students will be paired with at least one mentor, and assigned tasks and responsibilities. These could be summer internships or after-school internships, depending on the flexibility of the department. Each internship opportunity will be posted as an individual job, students will apply through Neogov, and department staff will complete the recruitment as usual. The internship is as much a learning experience for the student as it is a resource for the department. Internships will be intentionally structured to expose students to a variety of work at the City, and culminate in a project or closing activity. Each internship opportunity will have a set structure, schedule and intended outcomes. For example, "At the end of this internship, students will have practical knowledge of the building permitting process." The Community Engagement Manager will provide support to departments to develop the job description, curriculum and schedule. • HR Hiring Process. High School Interns will go through the same hiring process as other employees. Internship opportunities will be posted in Neogov, using the same guidelines as regular and seasonal hires. Successful candidates will be required to complete the same forms, provide documentation that they are eligible to work in the United States, and complete the new hire check list with their supervisor. In addition, High School Interns will be required to have a completed Parent/School Authorization form, or Parent Authorization for Summer Work form. • Hiring Teens. Per Washington State Department of Labor and Industries (L&I), employees under the age of 18 are restricted in the number of hours they can work, and the types of duties they can perform. L&I provides resources for hiring teens, 22 WA2017 Info Memos\Job shadow and internship program.docx INFORMATIONAL MEMO Page 3 including regulations on the number of hours teens can work, and duties they can and cannot do. Please see littg-,//wwwlni.wa.ggV-/lPUE3-/700-022 -000. df for information on Hours of Work, and a list of prohibited duties for youth under age 14. More information is available on the L&I "How to Hire a Teen" web pages: ors/default.asp • Insurance and Liability. High School Interns are employees, and are covered as such under the City's liability insurance, through Washington Cities Insurance Authority. They are also covered by Labor and Industries for Worker's Compensation. Job Shadow participants are considered volunteers, and are covered as such under the City's liability insurance. • Job Descriptions and Duties. All duties listed in the job description must be performed under direct, close supervision and guidance. All job descriptions will be approved by Human Resources and any applicable union shops. Job descriptions are due to Human Resources at least 30 days prior to desired job posting date. • Foster High School Career Fair. The Foster High School Career Fair is a critical marketing, recruiting and information gathering tool for this program. Each year in the spring, the City has an opportunity to promote job shadow and internship opportunities for both the summer and the school year. It is also a good opportunity to gather information about student interest in order to develop opportunities in line with what students want. In 2017, the Fair will take place on March 30th . • Orientation. All participating youth will participate in an orientation to include an overview of relevant City policies, procedures, facilities, etc. It will also include expectations around dress, behavior and responsibilities. The mayor and members of the City Council will be invited to the orientation. Orientation for internships may be longer than for job shadows. • Regular Cohort Meetings. Interns will meet regularly (schedule TBD) as a cohort for check-ins, networking and learning opportunities. Examples of such opportunities could include exposure to other departments in City government or other issues such as financial literacy. Cohort members will graduate together at the end of the internship period. The Community Engagement Manager will be responsible for the cohort meetings, topics and speakers. • City Mentors. Youth will be paired with a mentor in their department. This mentor would be responsible for assigning work, answering questions, and working with the student and the Community Engagement Manager to ensure that the internship is a positive experience for all involved, especially the student. Mentors should be outgoing, personable, and positive ambassadors for the department where the intern is working and the City has a whole. • Student Support. Students may be very interested in this opportunity, but may need additional support in order to participate. The Community Engagement Manager will work with students and staff to identify potential needs and solutions. For example, the City may need to find or develop a professional clothing bank to support student success in this program. Transportation may also be a barrier that the Community Engagement Manager will work with students and staff at schools to address. WA2017 Info Memos\Job shadow and internship program.docx 23 INFORMATIONAL MEMO Page 4 While the Communications Division is piloting this effort via a digital internship position that is currently posted, the goal is for each department to provide at least one job shadow or one internship opportunity, either during the school year, or the summer, per year. Departments will have flexibility in designing the opportunity(ies), and will have support from the Community Engagement Manager in development and execution, The Community Engagement Manager will be the point of contact for the program, for internal staff, school staff, students, and parents. Interns will be paid out of existing budgets. TIMELINE Phase Description Preliminary Timeline Phase 1 Two internships in the • Job description complete, reviewed and Communications Office approved by Communications staff and HR by February 10, 2017. • Position posted February 16, 2017. • Intern(s) in place on or before March 31, 2017. • Positions end by June 21, 2017. Phase 2 Pilot Summer Job 0 Pilot departments confirmed by February 24, Shadow and Internship 2017. Program 0 Marketing materials, job descriptions, application • Pilot materials, program manual, and student interest departments, per survey complete by March 24, 2017. 2016 student 0 Job descriptions for pilot departments ready by, interest survey and recruit students at, Foster College and include: Public Career Day, March 30, 2017. Works, DCD, 0 Job descriptions and requisitions complete by Fire, Police, March 31, 2017. Communications, 0 Jobs posted by May 1, 2017. Mayor's Office. 0 Schedule orientation by mid-May for inclusion in Other letter to successful candidates. departments are 0 Select and notify successful candidates by May welcome to 31, 2017. participate as 0 Internships begin July 10 and end by August 18, well. 2017. 24 W:12017 Info Memos\Job shadow and internship prograrn.dou INFORMATIONAL MEMO Page 5 Phase Description Preliminary Timeline Phase 3 School Year Job • Record student interest at Foster College and Shadow and Internship Career Day, March 30, 2017. Program • Job descriptions, application materials, etc. • All departments complete and positions posted by August 1, 2017 • Fall and Spring for Fall, and January 16, 2018 for Spring. • Schedule orientation by mid-August and early February, respectively, for inclusion in letter to successful candidates. • Select and notify successful Fall candidates by August 31, 2017, and successful Spring candidates by February 16, 2018. • Fall internships begin September 18, 2017 and end by November 17, 2017. Spring internship begin March 5, 2018 and end by May 4, 2018. Phase 4 Summer Job Shadow • Marketing materials, job descriptions, application and Internship Program materials, program manual, etc. complete by • All departments March 23, 2018. • Pilot businesses • Post positions on or before, and recruit students at, Foster College and Career Day, date TBD, 2018. • Schedule orientation by mid-May for inclusion in letter to successful candidates. • Select and notify successful candidates by May 31, 2018. • Internships begin July 9, 2018 and end by August 17, 2018. Phase 5 School Year Job • Record student interest at Foster College and Shadow and Internship Career Day, date TBD, 2018. Program • Job descriptions, application materials, etc. • All departments complete and positions posted by August 1, 2018 • More businesses for Fall, and January 16, 2019 for Spring. • Schedule orientation by mid-August and early February, respectively, for inclusion in letter to successful candidates. • Select and notify successful Fall candidates by August 31, 2018, and successful Spring candidates by February 16, 2019. • Fall internships begin September 18, 2018 and end by November 17, 2018. Spring internship begin March 5, 2019 and end by May 4, 2019. Add additional area schools and business as we go. WA2017 Info Memos\Job shadow and internship program.docx 25 I A FOR (TRADC-VULMEM0 Page 6 FINANCIAL IMPACT Each department will identify funding for this program within their existing budget. As mentioned above, each department is expected to provide at least one job shadow or internship opportunity, school year or summer, per year. We estimate that interns will receive between $11 and $15 per hour. During the school year, students will work up to 20 hours per week for up to nine weeks. During the summer, students will work up to 30 hours per week for up to six weeks. This results in a maximum cost of an internship of $2,700. Interns will not receive benefits. RECOMMENDATION Information Only. ATTACHMENTS • Teens at work — Facts for Employers, Parents and Teens • Communications High School Internship Job Description 26 WA2017 Info Memos\Job shadow and internship program.docx Teens at Work: Facts for Employers, Parents and Teens This brochure covers all industries other than agriculture Many Washington employers hire workers under the age of 18 to work in restaurants, grocery stores and offices, among other non-agricultural jobs. This brochure answers many questions employers, teen workers and parents have about non-agricultural work rules, permits and conditions for working minors. These requirements also apply to teens working in their family's non-agricultural business. If you have questions this brochure does not answer, visit www.Teenworkers.Lni.wa.gov, email TeenSafety@Lni.wa.gov or call your local Department of Labor & Industries (L&I) office. Forms for employers, parental authorization, fact sheets, and information for teens is available at www.TeenWorkers.Lni.wa.gov. What does an employer have to do to hire minors? Post a current Minor Work Permit endorsement Employers are responsible for getting a Minor Work Permit endorsement on their business license for each work site where they employ minors. They can get one with the business license I ao application. This application can be obtained through the Department of Revenue's Business Licensing Services (www.bls.dor.wa.gov) or any L&I office. The business license with current Minor Work Permit endorsement must be 15 posted, and renewed every year. Keep specific information on file for each minor worker An employer must have the following information about each minor worker on file at the minor's work site: Proof of age The date of birth must be supported by proof. Acceptable forms of proof are: ■ A driver's license or passport. ■ A Social Security card along with either a birth certificate or a baptismal record. ■ A notarized statement of a parent or guardian. Employment description Earliest and latest work hours, total number of hours of work daily and per week and a complete description of duties. A Parent/School Authorizatimi form The Parent/School Authorization form must be completed by the employer, signed by the parent/ guardian, and by a school representative if the student is working during the school year. It must be kept on file at the minor's work site. The employer needs to renew the Parent/School Authorization form when it expires every school year in September, or when the minor's schedule changes. A summer Parent Authorization form can be used during summer break or when a minor has completed their high school requirements. What is the minimum age to work? Youth must be 14 years old to work at non-agricultural jobs. Under limited circumstances and with permission from the county superior court, a child younger than age 14 may be employed in their parents' business. 27 What's the minimum wage for minor workers? When can 16- and 17-year-olds work extra hours? The minimum wage for l6' and l workers is the same ue for adults. Minors under I6 may bepaid 85 percent ofthe state minimum wage. What about meal and rest breaks? Fourteen- and I5-yeur'obd workers may not work more than four hours without o30-mioot uninterrupted meal period. The meal period must be separate from, and io addition tu rest breaks. These minors must be provided a paid rest break ofat least l0 minutes for every two hours worked. When working afour-hour period, they cannot be required to work more than two hours without either aIU'zuioute rest break ora 30-coinote meal period. Sixteen- and l7-vear-oN workers are entitled to an uninterrupted meal period of at least 30minutes when working more than five hours aday. These minors are entitled toat least ul0-minute paid rest break for each four hours worked. They must receive u rest break at least every three hours. If there is "good cause" why oI6-nr needs tu work more hours per week than shown *o the table below, a variance iapossible. Special variance —cphn28 hours per week Many older teens have a reduced school schedule or have shown that they are able bu work additional hours oo top of their school schedule and extracurricular activities. The parents and the school can grant permission to work upto eight extra hours during the school week. They must complete the Special Variance section of the Parent/School Authorization form. Regular variance —more than 28 hours per week lf the extra hours provided bv the special variance are not enough, the business can pursue aregular variance with L&z[ The employer originates the request. The form is available online. What hours are teens under 18 allowed %o work 'n non-agricultural jobs? Hours and schedules minors are permitted to work in non-agricultural jobs Sohno|mmeko 3huuo 16 hours 8duyu 7y/n. 7p.m. (8 hours Sut–Sun] Non«ohou|mmakx 8hnum 40 hours Odoya 7um. 7p.m. (8p.m. June 1tu Labor Day) �16- - Schoo|mmoko 4houre 20 hours Gdayn 7u.m. 10 P.M. (8 hours Ri�Sun] (K8idn�htHi�SoL) School weeks with uspecial 6houm 28 hours 0duyo 7am. 10 P.M. variance from school (8 hours Fh�Sun] (Midnight Fri.–Sat.) Non-school weeks 8houm 48 hours Oduyu 5u.m. Midnight Notes: 1. An adult must supervise minors working after8 p.m. in service occupations, such as restaurants and retail businesses, 2. Overtime rules apply for all hours worked over *oin one week. z These rules also apply m home-schooled teens. Are there exemptions for hours of work? A 16- or 17-year-old may work non-school hours during the school year if he/she is married, a parent, possesses a certificate of educational competence (GED), is registered in accredited college courses or is emancipated under Washington State law. What work activities are teens prohibited from doing in non-agricultural jobs? Experience has shown some jobs are potentially hazardous for young workers. Washington State and federal laws spell out which jobs are prohibited for minor workers. IMPORTANT. All of the following duties are prohibited regardless of the type of industry. This list includes only the main highlights of the child labor regulations. Refer to WAC 296-125-030f or more detail. All minors under 18 are prohibited from doing the following work in any industry: Restaurants, delis and grocery stores (A foodselvice fret sheet is available atwww.Lniwa.gov1 1PU01700-167-000,pdf will; mere colnpleh. inloonation.) ■ Operating meat slicers or powered bakery equipment such as a Hobart mixer. ■ Regular driving of motor vehicles to make deliveries, such as pizza delivery. (No driving on public roads for those 16 or under.) ■ Working at heights greater than 10 feet off the ground or floor level. ■ Loading, operating or unloading of paper balers and compactors. ■ Work in freezers, meat coolers and in preparing meats for sale. ■ Slaughtering, meat packing or food processing. ■ Working alone past 8 p.m. without supervision by someone 18 years or older who is on the premises at all times. Construction and related activities ■ Roofing — All work on or around a roof. ■ Working at heights greater than 10 feet off the ground or floor level. ■ Driving, or working near, a forklift. ■ Wrecking and demolition. ■ Hoists and cranes. ■ Flagging and work on roadways. ■ Trenching or excavating. ■ Boilers or in engine rooms. ■ Power-driven woodworking or metal-forming machines. ■ Earth-moving machines. ■ Explosives and mining. Offier prohihited duties ■ 17-year-olds may drive only under very limited circumstances. See www.TeenWorkers.Lni.wa.gov for more information. ■ Firefighting. ■ Logging and sawmill work. ■ Selling candy, flowers, or other items to motorists on a public roadway. ■ Manufacturing of brick, tile and similar products. ■ Jobs where exposures require the use of respiratory protection or hearing protection. ■ Nurses' aide or nurses' assistant, unless the minor is in a state-certified training program. ■ jobs with possible exposure to bodily fluids, or radioactive and hazardous substances. Additional prohibited duties for minors under age 16 (WikC 296-125-033) ■ House-to-house sales. ■ Cooking and baking. ■ Any power-driven machinery. ■ Construction. ■ Manufacturing. ■ Commercial packing and processing operations. ■ Public messenger. ■ Amusement park rides. ■ Loading or unloading trucks. ■ Transportation, warehouse, storage and work around conveyors. ■ Any work above ground, including ladders. ■ Maintenance and repair in gas stations. What are the penalties for violating non-agricultural child labor laws? Permit revocation L&I can revoke an employer's Minor Work Permit if proper working conditions are not being met or if there are conditions that are detrimental to the health, safety or welfare of minor workers. Penalties L&I can assess civil penalties on employers in violation of child labor laws. The size of the civil penalty depends on the severity of the violation. Violations that result in the death or permanent disability of a child may result in a Class C felony charge. An employer who knowingly or recklessly violates child labor laws may be charged with a gross misdemeanor. Under federal law, child labor violations by employers may be subject to a civil penalty up to $11,000 for each minor worker. 30 Employer checklist Here's a checklist of what an employer needs when hiring a minor: ❑ A Minor Work Permit endorsement ❑ A signed Parent/School Authorization form ❑ Proof of minor's age ❑ Personal data and employment description In Spanish (en Espafiol) This publication is available in Spanish from the Department of Labor & Industries' website: www.Lni.wa.gov/IPUB/700-022-999.pdf en Espafiol Esta publicaci6n esti disponible en espaftol en el sitio del Internet del Departamento de Labor e Industrias: www.Lni.wa.gov/IPUB/700-022-999.pdf IN !I! Email TeenSafety@Lni.wa.gov, call your local L&I office or call toll-free 1-866-219-7321. For information on federal laws, contact the U.S. Department of Labor, Wage and Hour Division, at 206-398-8039. www.youthruies.dol.gov www.osha.gov/SLTC/teenworkers -�J Visit our website: www.TeenWorkers.Lni.wa.gov Other formats for persons with disabilities are available on request. Call 1-800-547-8367 TDD users, call 360-902-5797. L&I is an equal opportunity employer. PUBLICATION F700-022-000 [08-20141 Job Bulletin CITY OF TUKVVILA CityofOppmrtunity - Comanusity of Choke invites applications for the position of: High School Internship for Social and Digital Media ~ Communications Division SALARY: $12.00 /Hour OPENING DATE: 02/16/17 CLOSING DATE: Continuous FLSA: Non-Exempt DESCRIPTION: The City cfTukwila is seeking a High School Student Intern to assist the City's Communications Division with work on various projects related to municipal website and social media content. This is a paid part- time school year internship offering flexible hours that will range from a minimum of 4-hours per week, to a maximum of 16-hours per week for ages 14-15, and a maximum of 20-hours per week for age 16 or older. A cover letter and resume must be attached zo your on-line application to be considered complete. Please note that you cannot attach these items tmyour application after it has been submitted. In 2014, the Communications Division presented the City Communications Plan with the aim of improving communications - both externally and internally - via a variety ofstrategies and tactics. This High School Internship is an excellent opportunity for students with an interest in strategic communications 1u support the work of this Communications Plan while gaining exposure to work in local government. The City of Tukwila embraces the diversity of the community it serves and is an Equal Employment Opportunity Employer. ESSENTIAL DUTIES AND RESPONSIBILITIES: The High School Student Intern will work under direct supervision and guidance based on previous experience and interests. Duties may include: • Assisting with suggestions for providing content for the City's Facebook and Twitter feeds; °Participadng in the development and production of video and other digital media for various uses and audiences; ° Talking with other City departments to determine new websitecontent; • Assisting with review of current wubsiLe content and data to determine the best use of information; • Maintain reasonable, predictable, and regular attendance. KNOWLEDGE, SKILLS AND ABILITIES: * Ability to express ideas clearly, both verbally and in writing; ° Ability to establish and maintain effective working relationships with City staff, business representatives residents, and community groups; entjobs.cvmxumvi|awa0ob-bu|ou^zfm?jumo~1a*z20maxxaregvvndow~n 1/2 2/28/2017 Job Bulletin • Ability to follow direction and City and department policies and procedures. EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS: Minimum Oualifications: • Must be currently enrolled in High School and at least 14 years of age; • Must have a Grade Point Average (GPA) of at least 2.75 Special Requirements: • Successful completion of background and reference check; • Completion of Parent /School Authorization Form; • Verification of identity and employment authorization required; • Verification of GPA requirement Selection Guidelines: These examples are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change. The City of Tukwila is an Equal Employment Opportunity (EEO) employer and does not discriminate in any employer /employee relations based on race, color, religion, creed, sex, sexual orientation, gender identity, national origin, age, marital status, political affiliation, disability, genetic information, veteran's status or any other basis protected by discrimination laws. - The City of Tukwila is a smoke -free working environment. - APPLICATIONS MAY BE FILED ONLINE AT: Position #17 -00008 http: / /www.tukwilawa.gov HIGH SCHOOL INTERNSHIP FOR SOCIAL AND DIGITAL MEDIA - COMMUNICATIONS DIVISION 6200 Southcenter Boulevard BL Tukwila, WA 98188 (206) 433 -1831 ruin )lo n�cmt�d)tuk✓vilawa. ov High School Internship for Social and Digital Media - Communications Division Supplemental Questionnaire * 1. Please explain in one or two paragraphs why you are interested in this position. * 2. Please provide a link to examples of any work you have done on websites, Facebook, Twitter, and /or photography /videography, and describe your role(s) in the project(s). * 3. Take a look at the City ofTukwila's Facebook (City of Tukwila) and Twitter ( @CityofTukwila) pages. In two to four paragraphs please describe what is good about the City's social media presence, and what you might do differently. * Required Question http: / /agency.governm entjobs.com /tukwilawalj ob_bulletin.cfm ?j oblD= 1663200 &sharedWindow =0 32 2/2