ER Policy PDF

Comprehensive supervise training plan Purpose - Friolo Scope - Galanido, Lady Action and Responsibilities - bascon Definition - tabio Procedures - Pono and De los Santos Appendices - Caligner Exemption statement - Espina Purpose The purpose of this policy is to outline a structured approach beginn...

Comprehensive supervise training plan Purpose - Friolo Scope - Galanido, Lady Action and Responsibilities - bascon Definition - tabio Procedures - Pono and De los Santos Appendices - Caligner Exemption statement - Espina Purpose The purpose of this policy is to outline a structured approach beginning from orienting interns to assisting them with functional rotations throughout their internship. It sets clear expectations and communication protocols to guarantee interns are successfully assimilated into the company. Its goals are to provide interns with meaningful exposure to different functions within departments, facilitate hands-on learning, and establish mechanisms for tracking progress, receiving feedback, and reflecting on their development. It also provides an avenue to apply and test theoretical knowledge from the classroom to the real world. The overall goal is to ensure a smooth, enriching experience that supports both the intern's growth and the organization's objectives. Scope 1. Geographical Coverage: This policy is applicable to all office locations, regional branches, or project sites within the Philippines where the organization hosts interns. Interns may be assigned to any site based on the organization's operational needs. 2. Departments and Functions: This policy applies to all departments and operational units within the organization, including both central and regional offices in the Philippines. It covers all relevant sectors, such as technical, administrative, and operational functions, to provide comprehensive exposure and learning for interns. 3. Eligibility: The policy applies to all interns enrolled in accredited Philippine higher education institutions (HEIs), technical vocational institutions (TVIs), or government-sponsored internship programs (e.g., Government Internship Program). It includes undergraduate and graduate-level interns, as well as technical and vocational trainees, who meet the organization's internship qualifications and are engaged for a minimum period as set by the organization. 4. Duration of Internship: The policy covers the entire internship duration, typically ranging from a few months to a year, as per the internship agreement with the higher education institution (HEI) or host  training establishment (HTE). The job rotation timeline will be structured to ensure that interns gain substantial experience in multiple roles or departments. 5. Compliance with Philippine Laws and Guidelines: The policy aligns with all relevant national legislation, such as the "Interns’ Rights and Welfare Act" (S.B. No. 377), labor laws, and education policies in the Philippines. It also ensures compliance with the guidelines of institutions such as the Commission on Higher Education (CHED), Technical Education and Skills Development Authority (TESDA), and other regulatory bodies. Action and Responsibilities 1. Compliance with Labor Code: Action: Make sure that all internship activities, including opportunities for cross-functional exposure, adhere to the Fair Labor Standards Act (FLSA) and applicable state labor regulations. Responsibility: Supervisors and HR need to ensure that cross-functional tasks are mainly educational and do not substitute for the responsibilities of regular employees. Legal Considerations: Fair Labor Standards Act (FLSA): In the case of unpaid internships, the organization must confirm that the intern is the "primary beneficiary" of the experience. This evaluation requires that the internship offers educational advantages and does not lead to the replacement of paid employees. 2. Equal Opportunity and Non-Discrimination Title VII of the Civil Rights Act of 1964 protects people from employment discrimination based on: race, color Religion, sex, including pregnancy, childbirth, and related conditions, sexual orientation national origin which extends to internships and workplace training programs. The main legislation in the Philippines that safeguards the rights of individuals with disabilities is the Magna Carta for Disabled Persons, officially known as the Republic Act (R.A.) No. 7277. 3. Occupational Safety and Health Compliance  Action: Make certain that interns receive comprehensive training in occupational safety procedures when transitioning through various departments, particularly in high-risk areas such as operations or technical divisions. Responsibility: Department supervisors are responsible for delivering training on health and safety regulations pertinent to each role, ensuring that interns adhere to all safety protocols. Legal Considerations: Occupational Safety and Health Act (OSHA): Mandates that employers maintain a safe working environment, which includes interns. Supervisors must ensure that interns receive safety training for any potential hazards they might face. 4. Supervision and Mentorship Action: Ensure consistent supervision and mentorship throughout the intern’s cross-functional rotation to support their learning and development. Responsibility: Each department must designate a mentor or assist the intern address any questions, and ensure that the tasks align with the intern’s learning goals. Legal Considerations: Training Agreements: If the internship is for academic credit, the organization must adhere to the educational institution's requirements for mentorship and supervision, which may include providing written evaluations of the intern’s performance. 5. Compensation and Work Hours Compliance Action: Confirm that paid interns are compensated according to federal and state minimum wage laws while ensuring that unpaid internships comply with FLSA guidelines regarding non-employee status. Responsibility: HR must monitor intern work hours to guarantee that paid interns are compensated for all hours worked and that unpaid interns do not perform tasks that would typically require compensation. Legal Considerations: Fair Labor Standards Act (FLSA): Paid interns must receive at least the federal minimum wage (or higher if mandated by state law) for all hours worked. For unpaid internships, the work must satisfy FLSA criteria, ensuring the intern is the primary beneficiary of the arrangement.  Overtime Laws: Interns who work over 40 hours a week must be compensated for overtime at the legally required rate under federal and state laws. 6. Confidentiality and Data Protection Action: Ensure that interns understand their responsibilities regarding confidentiality and data protection during their rotations. Responsibility: Supervisors must ensure that interns sign confidentiality agreements and receive training on managing sensitive information, especially in departments like finance, legal, or HR. Legal Considerations: Non-Disclosure Agreements (NDAs): Interns must sign NDAs if they will access proprietary or confidential information to protect intellectual property and sensitive business data. Data Protection Laws: Interns with access to personal data must comply with regulations such as the General Data Protection Regulation (GDPR) in Europe or the California Consumer Privacy Act (CCPA) in the U.S. 7. Feedback and Evaluation Action: Hold regular feedback sessions and evaluations during and after cross-functional rotations to assess the intern's performance and learning outcomes. Responsibility: Department heads must provide feedback on the intern’s work, while HR should conduct a final review at the end of the internship. Legal Considerations: Equal Opportunity in Evaluation: Feedback and evaluations must be conducted in accordance with anti-discrimination laws, ensuring that all interns are evaluated fairly based on their performance and learning objectives. 8. Exit Process and Post-Internship Opportunities Action: Establish a structured exit process for interns completing the program, including exit interviews and consideration for future employment opportunities.  Responsibility: HR must document the intern’s experience, gather feedback, and offer guidance on potential next steps in their career path. Legal Considerations: Employment Law Compliance: Interns must receive final paychecks and any accrued benefits in line with federal and state labor laws regarding timely wage payment. Non-Compete Agreements: In certain cases, the organization may require interns to sign non-compete agreements if they were exposed to proprietary business strategies during their rotations. Guidelines: 1.) Guided by the agreement signed by the interns, the HTE, and the HEI, all interns will be assigned to a specific department based on the requirements set by the former. 2.) All interns must complete a two-day orientation program before starting their internship. The orientation will cover work environment issues, such as ethics and anti-harassment policies. 3.) Interns, the training supervisor, and department head must sign an Intern Orientation Form within 48 hours of completing the orientation. 4.) Interns shall be informed of clearly outlined duties, specific to their assigned department, affixing their signature as proof of acceptance and acknowledgment of these duties. Important Note: The outlined duties shall be made known to the interns prior to deployment 5.) To ensure a comprehensive internship experience, interns will be exposed to different units within their assigned department through a cross-functional exposure process. A point person will be assigned to oversee each phase of the rotation.  6.) Based on the intern's performance, and departmental needs, they may be rotated to other units for exposure to different functions. Important Note: The duration of cross-functional exposure may vary depending on the intern's program, the department's needs, and the intern's performance. However, it is generally recommended that interns spend a minimum of 4 weeks in each unit. 7.) Interns who do not meet the criteria for advancement to another unit will remain in their current assignments for a maximum of one month. Continued exposure in the current role for more than one month will ensure advancement to another facet. 8.) Regular evaluations will be conducted on a bi-weekly basis for every 2 weeks, to assess the intern's performance, progress, and satisfaction with their assigned department. Feedback will be provided to help determine the eligibility of interns to be endorsed to another unit. Note: The evaluation shall be conducted by the immediate supervisor of the intern or the point person assigned to each unit. 9.) Pursuant to the guidelines stated above and to ensure effective implementation of this policy, the company will be requiring interns to render at least 480 hours of service in the company. An intern may choose to go beyond the minimum if he/she so desires. Exemption Statement Trainees / Probationary Employees: Individuals who are employed by the company in a trainee capacity (not classified as interns or on-the-job trainees) are exempt from this policy. These trainees may have specific roles and responsibilities that do not align with the objectives of cross-functional exposure as outlined in this policy. Duration of Exemption: This exemption applies throughout the duration of their employment with the company, ensuring that their training and development needs are met through tailored programs that align with their specific job functions and responsibilities. Review and Revision: The exemption status will be reviewed periodically to ensure that it remains relevant and effective, taking into account any changes in organizational structure, training needs, or employment classifications. The Human Resources department will be responsible for conducting these reviews and making any necessary adjustments to maintain alignment with the company’s goals and employee development strategies. Communication of Exemption: All affected employees will be informed of their exemption status during the onboarding process and through regular updates from their supervisors to ensure clarity regarding their training path and expectations. Definition of Terms Interns Interns refer to students or recent graduates undergoing practical training in a professional setting, usually as part of their educational curriculum. The intern’s role is defined by specific responsibilities and organized training procedures. Training Supervisor A training supervisor is a professional individual who oversees the internship experience within an organization. This role ensures that interns receive the necessary guidance, support, and evaluation throughout their training duration. Department Head The Department Head is a high-level professional responsible for supervising and managing both supervisors and interns. They play a crucial role in overseeing the internship experience within the organization. They ensure that departmental operations are aligned with the broader objectives of the organization. Internship An internship is a work experience period for students and graduates to gain relevant skills and apply classroom knowledge in real settings. It is also known as practicum, field practice, or on-the-job training, but is distinct from apprenticeship or leanership. Department A department is a functional unit within an organization, responsible for specific tasks, operations, and objectives that contribute to the overall mission of the organization. Unit A unit is a subdivision within a department that focuses on a particular task, function, or project and ensures organized and efficient operations within the broader department structure. Cross-Functional Exposure Cross-functional Exposure refers to the exposure or rotation an intern receives from different departments which allows them to gain diverse experiences and insights. This practice is crucial for developing a well-rounded skillset and understanding the togetherness of the organizational roles. Bi-weekly Bi-weekly refers to a phenomenon or event that takes place every two weeks. In an internship program, this is used to describe the frequency of evaluations and assessments conducted for interns. Advancement Advancement is the process of moving forward or progressing to a higher level within an organization, particularly in an internship program. This progression encompasses opportunities for interns to develop new skillsets, and responsibilities and can potentially transition to different roles or departments. Pre-internship orientation pre-internship orientation is a structured and detailed workplace introduction program to inform and prepare interns for their upcoming roles within an organization. This typically occurs before interns are deployed to their specific departments. Appendix A Flowchart CROSS FUNCTIONAL EXPOSURE POLICY FOR INTERNS Appendix B: Sample Intern Evaluation Form Personal Information Name: Department: Supervisor: Intern Performance Evaluation 5 - Outstanding | 4 - Excellent | 3 - Good | 2 - Fair | 1 - Poor RATIN G JOB KNOWLEDGE Demonstrate proficiency in the skills required for their role Effectively apply their knowledge and skills to complete assigned tasks Understands concepts and applies the knowledge on the job Ability to contribute to the department’s goals COMMUNICATION AND COLLABORATION Actively listen to instructions and feedback provided Communicate ideas and updates to colleagues and supervisors Collaborate with team members on group projects or tasks Demonstrates good verbal and written communication skills INITIATIVE AND PROACTIVENESS Demonstrates ability to analyze problems and seek solutions Proactively seek out additional tasks or responsibilities Effectively prioritize tasks and manage their workload Effectively participates in meetings and group settings PROFESSIONALISM AND WORK ETHICS Reports to work as scheduled and on time Exhibit professionalism in their interactions with colleagues and supervisors? Adhere to company policies and procedures Dresses appropriately and projects a professional appearance OVERALL PERFORMANCE 5 - Very Satisfied | 4 - Satisfied | 3 - Neutral | 2 - Dissatisfied | 1 - Very Dissatisfied How satisfied are you overall with the intern's performance during their internship? To what extent has the intern met or exceeded your expectations for their role? How likely are you to recommend this intern for future opportunities or roles? How well did the intern contribute to the team's overall goals and objectives? How well did the intern contribute to the team's overall goals and objectives? Readiness for Reassignment or Training Conclusion Overall Performance in Current Role Rating: ____ Comments: ___________________________________________________________ Potential for Growth in Another Department: Rating: ____ Comments: ___________________________________________________________ Suitability for Continued Training or Reassignment: (Please select one) ___ Recommend to Continue Training ___ Recommend for Assignment to Another Department ___ Recommend for Conclusion of Training Signature: __________________________ Evaluator Signature: ________________________ Date: ________________________ Sample Intern Performance Evaluation Form. https://www.oregon.gov/das/HR/Documents/Performance%20Evaluation%20Form%20Sample. docx Intern Performance Report Template. https://we360.ai/templates/intern-performance-report-template