OTC:Winter Park CampusWork-Based Activities Instructional Plan

(Job Shadowing, Internships and Externships)

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Orange Technical College: Winter Park Campus

Work-Based Activities Instructional Plan

(Job Shadowing, Internships and Externships)

Contents

Recommended Procedures to Follow in Establishing a Job Shadowing Experience.......5

Job Shadow Experience Form..................................................................................6

Recommended Procedures for Establishing a Student Internship or Externship............7

Liability Concerns.............................................................................................................10

OCPS Equal Employment OpportunityStatement...........................................................11

OTC: Winter Park Campus Training Site Assignment Form for Internship/Externship/Clinicals................................................................................12

OTC: Winter Park Campus Training Site Information.................................................13

OTC: Winter Park Campus Work Experience Site Training Agreement.......................14

OTC: Winter Park Campus Work Experience Training Plan.......................................15

OTC: Winter Park Campus Work Experience Liability Waivers...................................16

OTC: Winter Park Campus Work Experience Time Sheet..........................................17

OTC: Winter Park Campus Final Evaluation of Work Experience Assignment.............18

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Philosophy

Work based learning and externships create an opportunity for students to interact with professionals in the company. The student gains experience in an actual work setting, works with an adult mentor, learns about career options, and gets first-hand exposure to materials and equipment used in business and industry. The student observes demonstrations of work processes, learns new technical skills, and develops self-confidence about his/her ability to succeed in a high-skill, high-wage job. Students complete basic competencies in class and then, through the use of a detailed training plan, continue to complete their programs through work experiences. Options may vary by program.

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Types of Work-Based Activities

1. Job Shadowing: A short-term (usually off-campus) learning experience for student observation of training program-related activities performed by employees at a business or industry. The student will not perform any work activities while completing this assignment.

2. Internships/Externships/Clinicals: A method of training in which a business/industry (employer) provides an off-campus, short-term, hands-on learning opportunity for the student to interact in a reality-based setting related to the training program. The student is supervised at all times by the sponsor’s employee/designee.

3. Work-Based Projects: Projects and/or activities that students participate in so that they can gain real world experience. These projects may take place in the classroom or off-site.

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Job ShadowingStudents enrolled in a technical program are encouraged to complete at least one job shadow as part of their educational experience. The Job Shadowing program offers students a short-term off-campus learning experience for student observation of training program- related activities by employees at an off-campus business or industry. The student will not perform any work activities while completing this assignment. One or more job shadowing experiences may be assigned during the student’s training program.

OBJECTIVES

To promote and sustain interest in the occupation as a realistic career goal. To aid in student retention by showing relevance of classroom learning activities to

employment responsibilities.

Recommended Procedures to Follow in Establishing a Job Shadowing Experience

1. Review the purpose of the activity with the student.

2. Identify the observation to be accomplished.

3. Set the time frame for the observation (1-2 hours average).

4. Contact the work site supervisor (or have the student contact the individual) to confirm agreement to host the student for this experience and establish the date/s and time/s most convenient for the employer.

5. Prepare a Job Shadow Experience form for the student to complete.

6. Confirm the assignment with the student: address, phone, date, time, contact person, directions to site, mode of travel, dress code, expected behavior, etc.

7. Document the completed job shadow experience in the student’s record.

8. Have the student prepare a thank-you letter to be mailed to the employer.

9. Solicit feedback on the student’s attitude and behavior from the employer.

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Job Shadow Experience Form(to be completed by student immediately after job shadow experience)

Student’s Name ___________________________________________________

Date of Assignment__________________Time assigned from______to_______

Business Name____________________________________________________

Address/City/ZIP __________________________________________________

Contact Person/Title _______________________________________________

Phone No. _______________________________________________________

Directions:

Complete the following:

1. Describe the type of business/industry visited. (main product/service)

2. List any specialized/unique equipment or procedures which you observed.

3. Describe the safety/security procedures you saw.

4. Do you feel this job shadow experience was helpful to your training? (Explain why it was good or why it was not?)

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Internships/Externships/ClinicalsSome programs, like Medical Assisting and Pharmacy Technician, require an externship or clinical experience as part of the completion requirements of the program. Other programs highly recommend internship/externship/clinical experiences so that students will gain a realistic perspective of the performance requirements in the business/industry setting. Our goal is for all students to have a work-based experience as part of their educational program.

OBJECTIVES

To provide the student with realistic overall perspective of performance requirements in a business/industry setting.

To provide the student with competency in the operation of state-of-the-art or specialized equipment that may not be available in the school setting.

To provide the student with skills previously mastered in the training program.

To provide the institution with objective input from potential employers or customers of program graduates.

Recommended Procedures for Establishing a Student Internship or Externship

1. Establish the length of time (number of hours) for the student’s work experience according to:

a. Program accreditation requirements (if applicable).b. Recommendations of the program advisory committee.c. Length may range from 40 to 240 hours offered in continuous or

intermittent time periods depending on requirements of the program.

2. Identify the location (job site) for the student’s work experience. a. Sites may be located from previous experiences, referrals from other site

supervisors, requests received from employers interested in becoming a training site, and through student contacts/ preferences.

b. New sites: The instructor will call and arrange for a site visit to establish contact with the employer/designee to ensure the job site is appropriate to the program. All potential sites must be referred to the administrator supervising the program for further processing.

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i. For a site to be approved as a qualified training site, the on-site supervisor MUST agree with and adhere to the following statement:

If the site cannot agree with and adhere to the policy, the instructor MUST contact the administrator supervising the program immediately.

ii. Complete the Training Site Information formiii. Identify the on-site supervisor who will be responsible for

supervising the student and who will be the instructor’s contact.iv. Review the requirements and obligations with the work site

supervisor.

3. Confirm the site with the work site supervisor.a. Set date/s and duty times available for student interns/externs.b. Students should not be assigned during non-school hours unless the

coordinator/instructor is willing to be on call. Students are not assigned during student holidays.

c. Provide copies of the student’s final evaluation form, attendance sheet, training plan forms for the site supervisor’s review.

d. Complete and sign the Site Training Agreement with the designated supervisor.

4. Select the student/s for their work experience assignment.a. Evaluate the site information received and identify the student(s) to

be assigned to a work experience site. Attempt to meet students’ requests regarding location and type of experiences desired. Avoid assigning more than one student to the same site for the same time frame.

b. Prepare a packet for the student. Review the student’s responsibilities, the Time Sheet, the Work Experience Evaluation form, the Training Plan expectations and Work Experience Site Training Agreement Form with the student.

c. Confirm student’s method of transportation to and from the training site.

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The School Board of Orange County, Florida, does not discriminate in admission or access to, or treatment or employment in its programs and activities, on the basis of race, color, religion, age, sex, national origin, marital status, disability, genetic information, sexual orientation, gender identity or expression, or any other reason prohibited by law. The following individuals at the Ronald Blocker Educational Leadership Center, 445 W. Amelia Street, Orlando, Florida 32801, attend to compliance matters: ADA Coordinator & Equal Employment Opportunity (EEO) Supervisor: Carianne Reggio; Section 504 Coordinator: Latonia Green; Title IX Coordinator: Matthew Fitzpatrick. (407.317.3200)

! ! ! IMPORTANT !! !

d. Have the student complete the Student Work Experience Liability Waiver and file it in the student’s record.

e. Complete the Training Site Assignment Form and student’s work schedule.* Keep a copy in the student’s file. Confirm that the student understands the information on site location, contact, and duty time, rules and regulations.

*For work experiences more than two weeks in length, it is advisable to schedule the student to return to class one day each week to continue program requirements, share experiences with peers, update resume and portfolio, submit attendance and other records, practice competencies, conduct peer evaluations/mentor newer students and/or complete any other assignments required by the instructor. A specific schedule of activities for students should be prepared for these in-class days. The return-to-class day is determined by the needs of the program and in agreement with the training site supervisor.

5. Visit the Training Site. a. Arrange to call or visit and observe the student at the training site a

minimum of once every two weeks. (Check with the site supervisor on optimum times and days, whether it’s acceptable to “drop by” or if he/she prefers advance notification.)

b. CAUTION: These visits are essential! The purpose of the site visit is to ensure the student is performing acceptably, to meet informally with the site supervisor and to counsel the student if any problems are detected. The visit provides the instructor an opportunity to network and establish a relationship with the industry partner in addition to seeing the student “in action.” Ongoing communication with the site supervisor is essential for a positive work-based experience.

c. It is a good idea to give the student and the site supervisor your school, home, and/or cell number for emergency contact.

6. Complete the Final Evaluationa. The training site supervisor will complete the final Work Experience

Evaluation form during the last week of the student’s work experience assignment. It is recommended that the student be present at the evaluation. Some site supervisors, however, are uncomfortable with this and prefer to meet with the instructor alone. In any case, the instructor must review the evaluation with the student.

b. File a copy of the student’s evaluation and time sheet in the student record. These are legal documents. Give a copy of the evaluation to the student if requested. Document the hours in the student’s training record.

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Liability Concerns Personal Injury - students participating in an unpaid work experience are

covered by personal accident insurance available through the School. If the student has declined the school insurance in favor of other personal or governmental health/accident insurance, then that insurance is in effect. If the student has declined all health/accident insurance coverage, then the student is responsible for any medical expenses incurred. (See liability waiver form.)

Accidental Injury en route to work experience site – The student must accept responsibility for liability through auto insurance coverage, if using personal transportation. (See transportation liability form.)

Damage to Equipment and/or Supplies – The school has no insurance coverage for accidental damage involving the sponsor’s equipment or supplies. The sponsor is encouraged to take precautions to orient the student initially and to provide close supervision for the duration of the work experience assignment.

Drug Screening - Students should be willing to submit to drug screening if requested by the employer.

Forms Required: (see attachments)

Training Site Assignment Form

Training Site Information

Work Experience Site Training Agreement

Work Experience Training Plan

Work Experience Liability Waivers

Work Experience Time Sheet

Final Evaluation of Work Experience Assignment

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OCPS Equal Employment Opportunity

Statement

For a site to be approved as a qualified training site, the on-site supervisor MUST agree with and adhere to the following statement:

If the site cannot agree with and adhere to the policy, the instructor MUST contact the administrator over the program immediately.

Date:______________

Site Supervisor Name: ________________________________________________

Signature: _________________________________________________________

Instructor Signature: _________________________________________________

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The School Board of Orange County, Florida, does not discriminate in admission or access to, or treatment or employment in its programs and activities, on the basis of race, color, religion, age, sex, national origin, marital status, disability, genetic information, sexual orientation, gender identity or expression, or any other reason prohibited by law. The following individuals at the Ronald Blocker Educational Leadership Center, 445 W. Amelia Street, Orlando, Florida 32801, attend to compliance matters: ADA Coordinator & Equal Employment Opportunity (EEO) Supervisor: Carianne Reggio; Section 504 Coordinator: Latonia Green; Title IX Coordinator: Matthew Fitzpatrick. (407.317.3200)

OTC: Winter Park CampusTraining Site Assignment Form

For Internship/Externship/Clinicals

Student’s Name___________________________Program_______________

Start Date _____________ End Date ____________ = _________Total Hours

Duty Hours: _____ M _____ T _____ W _____ R _____ F

Lunch Time: ____________________________________________________

Business Name__________________________________________________

Address ________________________________________________________

City/ZIP ________________________________________________________

Contact Person/Title ______________________________________________

Phone __________________________________________________________

Directions to Training Site:

Special Instructions:

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OTC: Winter Park CampusTraining Site Information

LocationBusinessAddressCity/ZIPPhoneFAXEmail

Site Supervisor/Primary Contact Person

Name ___________________________ Title_____________________

Phone ______________________ Email _______________________

Preliminary interview required before placement of student at the site?

Health requirements/drug testing?

Names/titles of personnel with whom the student will be in contact

Student parking - location Work site dress code

Hours of operation (open during lunch hours?) (lunch room/facilities for employees)

Bus Route? Y N Route#____

Best time for instructor/coordinator to visit_________ (prefer call ahead or drop in)

What specific competencies will students be allowed to practice under supervision?

Specialized equipment available (list)

Number of offices/workrooms/work areas

Other (info to help Career Advisor match student’s skills level to the site)

Completed by_______________ Date ________________

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OTC: Winter Park CampusWork Experience Site Training Agreement

Work experience internships and externships are planned to develop student academically, economically and socially. There are responsibilities to the school and to the business community that must be considered when accepting students into these programs.

The student agrees:1. To demonstrate a serious commitment to the experience and to develop

awareness of its impact on my future.2. To participate in a work experience at an approved business/industry site to my

career focus.3. To be responsible for my own transportation to the work experience site.4. To be punctual and regular in attendance.5. To notify my instructor and work site supervisor in case of absence.6. To perform any duties required of the work experience in such a manner that I

will bring credit upon myself, my school and the program.7. To notify my school-based coordinator/instructor immediately of any changes in

the work site experience.

______________________________________ _______________Student’s Signature Date

The training site sponsor agrees with the following:

To provide a valuable work experience for the student

Name of Business__________________________________________________Address __________________________________________________________City, ZIP__________________________________________________________Phone ___________________________________________________________

______________________________________ _______________Training Site Employer/Designee’s Signature Date

______________________________________ _______________Coordinator/Instructor’s Signature Date

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OTC: Winter Park CampusWork Experience Training Plan

Program______________________________________________________________

Student ______________________________________________________________

Training Site Supervisor__________________________________________________

Learning experiences expected for student to accomplish at this training site.(List specific competencies or Outcomes from Curriculum Frameworks)

Supervisor’sInitials

(indicates agreement to be accomplished)

Date

Microsoft Office Suite (Word, Excel, PowerPoint, Access & Outlook)Customer ServiceFile Management

Time Mangement

Multi-line Phones

Phone Ettiquette

Keyboarding/Typing

Organizational Charts

Business Meetings (Meeting Minutes)

Other Skills as related to the Site

Instructor’s Name___________________________________Date_________________

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OTC: Winter Park CampusWork Experience Liability Waivers

Documentation of Health Insurance Liability

Students entering an unpaid work experience as part of their training program must (a) show evidence of health/accident insurance coverage or (b) sign a waiver acknowledging lack of health insurance coverage and agreeing to assume any and all expenses as a result of injury or illness during this training activity. Inexpensive school accident insurance coverage during training hours is available, and applications are available in the Admissions Office.

I, ______________________, a student at OTC: Winter Park Campus, understand that it is highly recommended that I have adequate health/accident insurance coverage for this phase of my training. I hereby:

___ provide evidence of private, group or government sponsored health/accident insurance coverage. Copy of insurance card is attached.

___ submit evidence of my paid application for school accident insurance.

___recognize the risks and decline to carry health/accident insurance and will assume responsibility for any medical expenses related to any injury/s sustained by me during this work experience training.

Documentation of Transportation Liability

I understand that transportation to and from the work experience location will be my own responsibility, and I accept the personal liability involved.

____If using personal transportation, I hereby verify that I have both a valid driver’s license and personal automobile insurance in effect as of this date. Copies of both are attached.

____ I will be using public transportation to travel to and from my training site.

____ I have made other transportation arrangements (explain)_____________________

Student’s Signature________________________________Date___________________

School Representative, Title_________________________Date___________________

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OTC: Winter Park CampusWork Experience Time Sheet

Student_____________________________________________________

Program ____________________________________________________

DATE TIME IN TIME OUT TOTAL HOURS PRIMARY TASKS

Training Site: ___________________________________________________________

Total Hours for this time period = ________

Site Supervisor’s Signature ____________________________Date _________________

Student’s Signature __________________________________Date_________________

Instructor’s Signature__________________________________Date_________________

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OTC: Winter Park CampusFinal Evaluation of Work Experience Assignment

Student __________________________________Date_____________________Assignment Dates: From _____________ To ___________Training Site ________________________Supervisor__________________________

The purpose of this evaluation is to provide feedback necessary to improve the student’s on-the-job performance. Using the rating scale below, mark the appropriate number to the right of the competency to indicate the level of performance.

4=Excellent 3=Good 2= Average 1=Poor 0=Unsatisfactory N/A=Does not apply

Competency/Skill RatingAppearance: Dressed appropriately, appeared clean and well groomedCommunication (oral): Used correct grammar, spoke clearly, listened attentivelyCommunication (written): Exhibited effective written skills, displayed neat and legible handwritingDependability: Maintained acceptable attendance, arrived on time, completed tasks on time, took reasonable care of equipment and materialsDiscretion: Recognized and respected confidentiality, exhibited ethical behaviorMaturity: Approached tasks in a serious manner, accepted constructive criticismCooperation: Respected others, adhered to rules and policies, worked well with othersAttitude: Displayed willingness to undertake tasks (pleasant or unpleasant), maintained enthusiasm, displayed initiative, courteous to othersSensitivity: Related to a variety of people, showed respect for others and their propertyQuality of work: Was neat, accurate, followed instructions, met work specificationsQuantity of work: Was consistent in work productivity, showed initiativeReliability: Accepted responsibility, followed safety, security, and/or sanitary proceduresAptitude for job: Displayed job skill knowledge and performance consistent with entry-level abilities.Other:

Comments:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Site Supervisor _______________________________________Date_______________(Signature and Title)

Instructor____________________________________________Date_______________(Signature)

Student _____________________________________________ Date______________(Signature)

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