Co-op/Intern Education Placement Program Policies
The Commonwealth of Kentucky does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation or gender identity, ancestry, age, disability or veteran status in employment or the provision of services. Reasonable accommodations are available upon request.
The Co-op/Intern Educational Placement Program serves as a recruiting tool for agencies that cannot find potential employees with appropriate skills in order to fill their vacant positions. The program helps agencies meet their short-term staffing needs in critical skill areas. It also serves as a mechanism for Kentucky students to obtain practical on-the-job experience and academic credit as part of their educational experience.
In order for students to participate in the Kentucky State Government Cooperative Education and Internship Program, the Personnel Cabinet will require that the student receive academic credit and the educational institution supply proof of said credit to the Personnel Cabinet. The following policies and procedures furnished by the Personnel Cabinet are to be followed in placing students in (interim) Co-op or Intern positions. ^Top
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Policies |
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Source of Funds^Top
Positions can be volunteer or paid at the agencies discretion. Funds for the payment of student salaries must come from the agency's budget or funds provided by work-study (Non-P-1) from the educational institution involved.
Work Study Programs (Non-P1) that are non-paid and not reimbursed to the state agency by the educational institution are non-authorized programs under these policies. Such programs carry similar names, such as Cooperative Education, Internships, Externships and others.
Sponsorship of Students^Top
State agencies must request applications for Co-op/Intern students from the Personnel Cabinet. Secondary or post-secondary schools must sponsor students possessing the needed skills. Those schools wishing to sponsor Co-op/Intern students may do so by contacting the Personnel Cabinet who in turn will provide appropriate referrals to interested agencies.
Students Eligible to Participate^Top
Agencies may consider students:
- Enrolled on a full-time basis at an accredited Kentucky post-secondary school or other educational institution approved by the Kentucky Personnel Cabinet. Must be participating in a full-time cooperative education/ internship program and must receive at least 3 credit hours per semester.
OR
- Enrolled full-time and be in their junior or senior year of high school and have been certified by their school as being enrolled in a program or course of study for which practical, on-the- job experience is an integral part.
OR
- Enrolled full-time as a law student at an accredited law school.
And
- Working toward a diploma, degree or certificate in a field that relates directly to the co-op/ intern position for which they are being considered.
- In good standing with the school with at least a 2.5 grade point average. This grade point average must be maintained throughout the period the student is working in a co-op/intern position.
- In compliance with state and federal child labor law requirements with respect to age and working hours. Co-op/Intern positions can be paid or unpaid positions
Selection of Students^Top
State agencies may use the following criteria in their selection process:
- The students' area of study and their special skills or abilities should be utilized in the Co-op/Intern position.
- The students' interest in working for State Government upon completion of their course of study should be considered.
- Recommendations of the campus Co-op/Intern coordinator.
Equal Employment Opportunity^Top
Positive measures shall be implemented in agencies to insure that race, color, religion, sex, national origin, sexual orientation or gender identity, ancestry, age, disability or veteran status are not factors in selecting students for participation.
The same job performance standards, time and attendance regulations, and state rules and regulations apply for Co-op/Intern students. Where appropriate, the agency should attempt to provide work experiences which will enhance the students' classroom studies.
The student has no obligation to return upon graduation to the agency for which he or she worked. Neither does the agency have an obligation to hire the student once he or she has graduated. If the student's job performance is good, the agency is encouraged to hire and retain the student as a regular employee.
In order to be hired in a Merit System position, the student is required to compete according to procedures established under the merit system.
Exceptions in the Public Interest^Top
Exceptions to these policies may be justified and granted by the appointing authority if approved by the Personnel Cabinet.
Forms^Top
The following forms are used for Co-op/Intern Placements:
Records^Top
The Personnel Cabinet will maintain individual employment files on students placed under the guidelines of this Program. Files for Non-P-1 students are not authorized by or the responsibility of the Personnel Cabinet.
As a condition of the Program, most educational institutions have an agreement with students for the release of any performance evaluations or any other job related information.
Procedures for Application and Placement^Top
The student applies for Co-op/Intern placement following the procedures required by his or her educational institution and the hiring agency. An educational institution may initiate a request for student placement by contacting the Co-op/Intern Coordinator in the Personnel Cabinet.
The agency sends a request for student applications to the Co-op/Intern Coordinator in the Personnel Cabinet. The request should include a brief job description and the academic major required for the position.
The Personnel Cabinet will retain the applications of qualified students for the agency's review. If an agency already has a student in mind, please direct the student to complete an online application in the Career Opportunities System and self-nominate to the Co-op/Intern Program posting. Students must also submit the Academic Credit Agreement form and an unofficial copy of their transcripts to the Co-op/Intern Program Coordinator.
The agency interviews qualified students for the position.
The agency informs the Personnel Cabinet of its selection.
The educational institution is required to supply proof of the academic credit received by the student to the Personnel Cabinet.
Co-op/Intern Benefits^Top
Shall receive holiday pay for the hours the student is scheduled to work.
Shall receive overtime for hours worked beyond 40 in a workweek.
Shall accrue one sick day per month if the student works full-time hours.
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Responsibilities of the Supervisor |
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Orientation of Co-op/Intern Students^Top
All supervisors should provide orientation for Co-op/Intern students during the first week of employment. The orientation should include the following:
Introduce students to co-workers.
Inform students of the person(s) he/she should contact for information.
Explain to students about his/her Co-op/Intern assignment. Explain all aspects of the task and expectations. Explain how performance will be evaluated and how often this will occur.
Make student aware of organizational structure, policies, and procedures that he/she needs to know in order to do a more efficient job.
Provide tours for students of the facilities and an explanation of the equipment he/she will use.
Encourage students to participate in agency meetings, events, training and decision making conferences.
Familiarize students with available community resources: housing, churches, restaurants, transportation, recreation, social events, organizations, etc.
Supervisors are encouraged to be flexible with the Co-op/Intern's needs for time off the job for testing and other requirements of the educational institutions. All arrangements must conform to agency rules, regulations and policies.
Job Assignments^Top
Make sure students know job expectations and the timeframe he/she has to complete each project.
Assignments should be challenging, varied, stimulating and measurable.
Students should provide written and oral reports on their assignments if requested.
The supervisor should encourage students to continually review their assignments and determine if he/she can suggest better ways to improve the process.
Appraisal^Top
The supervisor will work with the educational institutions to determine appropriate academic evaluation tools to be used on the job or use the Personnel Cabinet's evaluation tool for Co-op/Intern students.
A copy of the final performance evaluation of Co-op/Intern students should be sent to the Personnel Cabinet's Co-op/Intern Coordinator and to the educational institution.
Co-op/Intern Responsibility^Top
Prior to accepting an assignment, Co-op/Intern students should check with their academic advisors, or other appropriate persons, to insure that they can receive academic credit for their Co-op/Intern experience.
Co-op/Intern students must register with their institution's co-op/intern office.
Co-op/Intern students must conform to all agency rules, regulations, policies and safety rules.
General Information^Top
If you have not been informed of the rules, regulations and policies of your agency please consult your supervisor.
Salary Range Guide (Effective May 1, 2004)
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Pay Grade 48 Varies
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Contact Us |
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If you have any questions, please contact the Personnel Cabinet's Co-op/Intern Coordinator:
Rebekah Singleton
Personnel Cabinet
Department of Personnel Administration
Division of Career Opportunities
State Office Building, 1st Floor
501 High Street
Frankfort, Kentucky 40601
(502) 564-8030
(502) 564-0512 (Fax)
E-mail: rebekah.singleton@ky.gov
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