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Job Shadows and Internships Evidence SE5-1, Job Shadow Policy Job Shadows and Internships This Policy is Applicable to: Big Rapids, Continuing Care, Corporate, Gerber, Ludington, Outpatient/Physician Practices, Pennock, Priority Health, Reed City, SH GR Hospitals, SHMG, United/Kelsey, Zeeland Reference #: 6602 Version #: 2 Original Effective Date: 7/14/2013 for nursing and 7/21/2013 for operations Version Effective: 12/27/15 Functional Area: Human Resources, Talent Acquisition 1. Purpose A wide variety of career pathways are available in health care. Experiential learning opportunities are mutually beneficial to the organization and the community. Participants explore career opportunities, observe best practices and develop an industry understanding. Spectrum Health benefits by facilitating development of a talent pipeline while being socially responsible within the communities in which it serves. 2. Definitions Affiliation Agreement: A contract between Spectrum Health and an educational institution outlining the terms and liabilities under which learners enrolled in the educational institution engage with Spectrum Health for unpaid learning opportunities. Paid Internship: A formal program to provide a practical experience for learners of an occupation or a profession typically lasting a semester in duration where compensation is issued. This learning experience is hands-on and is intended to produce meaningful work for the organization while the learner receives coaching from an employee. Learners should be enrolled in an academic program or have completed education requirements within the previous year. An affiliation agreement is not required as the learner is an employee. Unpaid Internship or Externship: A formal program to provide a practical experience for learners of an occupation or a profession typically lasting a semester in duration, where compensation is not issued. This learning experience is intended for the benefit of the learner where the organization receives no immediate benefit and its operations may actually be impeded. This experience may involve hands-on work. The intern/extern should not displace the work of regular employees. Learners should be enrolled in an academic program. An affiliation agreement is required. Job Shadow: A short term, hands-off, observation experience lasting no more than eight hours in duration where an adult or student, 14 years or older and in grade nine or above is allowed to observe a professional and inquire about their career. Page 1 of 3 Evidence SE5-1, Job Shadow Policy 3. Responsibilities Talent Acquisition Responsibilities • Serves as a liaison between Spectrum Health and educational partners such as colleges, universities and training institutions. • Establishes master affiliation agreements. • Partners with departments to align internships and job shadow experiences. • Manages Spectrum Health on-boarding requirements. • Recruits and selects interns and job shadows. Leadership Responsibilities • Evaluates definitions and creates internship and job shadow opportunities accordingly. • Partners with Talent Acquisition to identify strategic needs and opportunities for internships and job shadows to develop talent pipelines. 4. Compliance This policy applies to all Spectrum Health employees. If this policy directly conflicts with the provisions of an applicable collective bargaining agreement, the negotiated provision in the collective bargaining agreement will control for covered members. 5. Policy 5.1. General Information • Experiential learning opportunities are generally based on organizational objectives and not driven by learner request. • Some departments or areas of the organization, primarily highly acute clinical environments, may not allow interns or job shadows or may require individuals be 18 years of age for participation. • Internships are intended to be differentiated from volunteer opportunities. Volunteer opportunities are coordinated through Volunteer Services. Employee volunteer activities must be unrelated to their regular work and without direct or implied consequence to their employment terms, status or opportunities. 5.2. Advertising and Selection • Paid internship opportunities are posted on the Spectrum Health careers page. These interns are selected in accordance with the Employee Selection and Hiring and Employment Screening policies by Talent Acquisition and the hiring manager. • Unpaid internships are promoted through educational partners where there are affiliation agreements in place. Spectrum Health and the educational partners will determine the appropriate selection methodology for placement of the learners. • Job shadow placements are identified through a matching opportunity where the desires of a student are matched with operational areas within Spectrum Health interested in hosting an experience. 5.3. On-boarding • Paid interns are required to follow the Employment Screening policy and are on-boarded as an employee of Spectrum Health. Page 2 of 3 Evidence SE5-1, Job Shadow Policy • Unpaid interns are required to follow the standards outlined in the affiliation agreement between their educational institution and Spectrum Health. • Job shadows, due to their short term duration, have less stringent on-boarding requirements. On-boarding Requirements Background Position Type Health Assessment Orientation Check iChat (by Written Orientation (by Job Shadow Not Required Spectrum Health) Spectrum Health) Paid Per Employment Per Employment Screening Internship Employee Orientation Screening Policy Policy (Employee) Per Affiliation Agreement: Employee Orientation appropriate health screening, Unpaid iChat (by preferred; Fast Track annual TB, clinical student Internship Spectrum Health) Orientation an option requirements (by Educational (by Spectrum Health) Partner) 6. Revisions Spectrum Health reserves the right to alter, amend, modify or eliminate this policy at any time without prior written notice. 7. Policy Development and Approval Document Owner: Anne DeWys, Director, Talent Acquisition Writer(s) (formerly Author): Anne DeWys, Director, Talent Acquisition Reviewer(s): David Beach, Vice President, Human Resources Thea Reigler, Vice President, Human Resources Pam Ries, Vice President, Total Value Roger Jansen, Sr. Vice President, Human Resources Approver: Richard C. Breon, President and CEO, Spectrum Health 8. Keywords hire, hiring, interview, candidate, internal, transfer, hiring manager, selection, offers, employment offers, affirmative action, equal employment opportunity, equal opportunity, eeo, aap, reinstate, rehire, retire, retirement Page 3 of 3 .
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