Quick Links for Supervisors

Preparation for Arrival of Intern(s)

• Where, when, and to whom they should report
• Description of standard workday hours (taking into consideration time zone differences)
• Description of the projects/work tasks they will be performing
• Plan a virtual welcoming get-together for your work group (and others as appropriate)
• Send a welcome announcement to your organization and briefly describe the intern’s role
• Plan your schedule on their first day so that you can spend time with them at the beginning and end of the workday
• Ensure they have the tools and information to complete their assignment(s) successfully
• Check in after a few days to make sure they are off to a good start and to answer any questions

Equipment

Discuss with your appropriate management the steps you would normally take as if you were hiring a non-student employee (e.g. temp, casual, regular) – access to your specific systems, providing equipment, etc.

The summer interns will be using WVD (Windows Virtual Desktop). WVD will be provisioned and managed by CIT using the same tools as physical devices. WVD will be Certified Desktop compliant.  Students will use their computers to access WVD. If a student does not have a device, CIT will provide a Chromebook.

“First Day” Checklist

____ Set up Zoom or Teams meetings with intern(s) at the beginning and end of the first workday.

____ Set up a brief Zoom or Teams meeting to introduce intern(s) to other staff members in the department

and/or work area.

____ Make sure intern(s) are clear who the “go to” person is when the supervisor is not available.

____ Review office procedures and guidelines (time away from work, lunch breaks, etc.).

____ Ensure the computer hardware is available and adequate to handle project requirements.

____ Provide guidance to computer system use: include log-on, email, security, and calendaring, as appropriate.

____ Review team names, email addresses, collaboration tools and channels such as Slack or Teams.

____ If there is a dress code, review with the intern.

____ Review when and how they will be paid (nonexempt pay calendar):

http://www.dfa.cornell.edu/payrollservices/information/paycalendars.cfm

____ Discuss “expectations” document provided to the intern(s) and answer any questions.

____ Ensure interns understand that they can speak with HR representative, Tammy Dibble, to voice any concerns that they are not comfortable speaking directly to supervisor about.

Student Employment Policies

Information regarding student employment policies can be found at: FIXTHIS .Please connect with HR (Tammy Dibble, td13) if you are having any concerns or issues around your student intern’s performance.

Time Tracking

Interns are appointed in Workday and are required to record their time worked in Workday by selecting the Time icon. They must enter time as it is worked and submit time entries weekly on every Wednesday. Supervisors are required to approve timecards on a biweekly basis. The Non-Exempt Online resources, including job aids, and tutorials can be found here on the Workday website.

Time Off

Summer interns are NOT eligible to receive paid time away for vacation, HPL (sick or personal), or holiday pay. Therefore, since holidays are unpaid, they should NOT record any hours worked on Wednesday, June 19, 2024 (observance of Juneteenth) and Thursday, July 4, 2024 (observance of Independence Day).

Interns are expected to discuss with their supervisor in advance of planned time away. Time not worked will be unpaid. Supervisors have the discretion to adjust the intern’s work schedule to allow the student to make up time or to meet personal needs (e.g. work evenings, weekends, holidays).

Meal Periods & Rest Breaks

New York State Law sets forth required meal periods for employees in New York State, and Cornell’s guidelines for meal periods and rest breaks, reflects those requirements. The requirement to provide an unpaid meal period is based on the particular shift that an employee works. Meal periods are not counted as hours worked, thus they are unpaid. Managers should ensure their employees are aware of the meal period requirements that pertain to their particular shifts/schedules. Staff and managers should consult the FAQs to determine whether a meal period is required.

Welcome Meeting, Intern Guidelines

There will be a virtual welcome for the interns on Thursday, May 30, 2024 from 9 am to 11am. The interns will be provided a brief orientation and an “expectations” document to acclimate them to the organization. The interns will have an opportunity to participate with members of the Executive team to hear what their hopes are for the intern experiences in your respective areas and for the Executives to hear any questions, etc. from the interns. As their supervisor, you will also be invited to attend. This meeting will also include a small “icebreaker” exercise to help the interns get to know one another.

Summer Learning Program (Weekly Lunches)

The Summer Intern Planning Team members will be facilitating additional programming for the summer interns focused on involving representatives from various campus departments to present their specific area of responsibility. The schedule of the meetings will be made available once completed. Please encourage the interns to be engaged during the meetings (prepare questions to ask).  Additionally, we ask that you request a de-brief from these meetings so that the interns can increase their presentation skills and recognize the need to retain information from the meetings.

Optional Career Readiness programming will be provided to help interested interns learn networking skills and leave the program with an updated resume and LinkedIn profile that includes their summer internship.

Supervisor “Check-in” Session

In July 2024, there will be a quick session with only the supervisors of the interns for a check-in and “how is it going?” discussion. There will be an opportunity to share what is going well and where there are opportunities for enhancement. Additionally, there could be sharing of projects to ensure all the interns are fully engaged.

Closing Events

Friday, August 2, 2024 is the last day of the program. On Thursday, August 1, 2024 there will be a closing meeting with the available members of the Executive Diversity team. Events for the closing day will be virtual and will include some form of an online poster review, submission of an executive summary, and a lunch-time event.  A copy of the Executive Summaries is provided to each member of the previously outlined Executive team.

Details of the closing events will be provided separately, allowing plenty of time for the interns to prepare.

Formal Performance Evaluations

Based on past feedback from interns, both interns and supervisors will be asked to provide formal feedback to one another. The feedback will consist of key items, intended to provide a framework to help the intern in future endeavors and assist the supervisor with future interns. This feedback should be completed prior to the intern’s last day.  The evaluation will be administered via Qualtrics. Information will be provided as the timeframe gets closer.

Intern Feedback Evaluation

The interns will also have an opportunity to provide broad feedback on their experience over the summer. Also included in the Qualtrics survey is an opportunity to provide supervisor feedback, which they may not have provided as part of the formal evaluation.  This information is utilized to guide enhancements for subsequent programs.

Hiring Interns after the Summer Program

This is encouraged as a benefit of this program. Should you have the desire, position, and available funding, please contact Tammy Dibble to discuss the necessary steps.