2017 Intern Partner Handbook June 12 August 4. Celebrating 10 Years. Education is Freedom Program Design and Implementation.

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1 Presenting Sponsor Founding Sponsor Education is Freedom Program Design and Implementation 2017 Intern Partner Handbook June 12 August 4 Celebrating 10 Years Copyright Educa1on is Freedom, 2015 All rights reserved.

2 Dear Colleagues, Welcome Thank you so much for participating in the 2017 Mayor s Intern Fellows Program (MIFP)! Your support of Dallas area high school students, and our business and philanthropic communities as a whole is greatly appreciated. We know that welcoming a high school intern into your organization over the summer takes time and preparation, but I want to assure you that it s well worth it. This year marks the MIFP s 10 th year anniversary! We are so excited to celebrate all that has been accomplished, while looking ahead to preparing the next generations of future professionals. Throughout these years of learning, one thing we know for sure is that hosting an intern this summer will provide students a professional learning experience of a lifetime. By the time the student starts their internship, Education is Freedom (EIF) has guided each intern successfully through a rigorous application and interview process, and provided them more than 40 hours of classroom training. However, we fully understand that the real, meaningful, learning happens at your workplace. Year after year, students share stories with us of how much they ve learned, how much guidance and support they have received from their supervisor, and perhaps most importantly, how they now view being a professional as attainable for themselves. This is the type of learning that will undoubtedly impact their futures, both professionally and personally. As a program participant ourselves here at EIF, I d love to say that we participate solely to impact the lives of Dallas youth. But the truth is, each year, EIF gains a great deal from each and every intern. Our interns bring a fresh perspective, insight into the next generation of professionals, contagious excitement about the work, and so much more. In fact, each year our organization grows stronger as a result of having interns. Whether this is your first year or tenth year participating in MIFP, the EIF team is honored to partner with you along this amazing journey. Please know that we are here to support you every step of the way and encourage you to share your thoughts and ideas with us, as we continuously work to strengthen the program. Again, thank you for your commitment to shaping Dallas aspiring professionals and I m looking forward to another successful program year! Table Of Contents Page 1 Welcome Page 2 Our Story Page 2 Our Team Page 3 Your Intern Fellow Page 3 Workforce Development Training Page 4 MIFP Process Page 4 Critical Dates Page 5 Organization s Key Actions Page 6 Suggested Intern Tasks / Assignments Page 7 Preparing for your Intern Page 10 Payroll / Time Reporting Page 11 Intern Mentoring Page 11 MIFP Program Sponsors Kind Regards, Marcia Page President & CEO, Educa1on is Freedom 1.

3 Our Story The Mayor's Intern Fellows Program (MIFP) is an eight-week, paid summer internship program that introduces Dallas high school students to careers and employment opportunities in industries and companies where they have expressed interest. Modeled after the prestigious White House Fellows, MIFP prepares motivated students to become the leaders of tomorrow. To qualify for the program students must be at least 16 years of age, be rising juniors or seniors at a Dallas public or charter high school or Richardson ISD, and be eligible to work in the United States. Students must also have at least a 3.0 grade point average (at least 85%), have a solid attendance record and be recommended to the program by their high school principal or counselor. Since its inception in 2008, MIFP has provided 1,783 students with internships. Mayor Mike Rawlings' 2016 program was the largest, most far reaching in program history with 1,930 students representing 47 high schools applying for the program and 930 qualifying for the competitive Job Fair held in April. A record-breaking 385 students were provided summer internships at major corporations, small businesses, government agencies and nonprofits. Selected interns worked in a variety of fields including accounting, advertising/marketing, architecture, banking, education, engineering, government, healthcare, hospitality, law, public relations, technology, nonprofits and governmental agencies. Facilitated by Education is Freedom (EIF), the program provides extensive professional training to all students who apply, and additional leadership development to those selected as interns. As internships draw to a close in August, students and their employers, program sponsors and other area dignitaries join the Mayor at an impressive Intern Fellows Luncheon celebrating the scholars and their outstanding accomplishments. 2. Our Team Intern Selection Intern Program Job Fair Summer Internship Education is Freedom Team Companies / Non-profits with 1 or 2 interns: Shannon Page: spage@educationisfreedom.org Companies / Non-profits with 3 or more interns: Linda Flores: lflores@educationisfreedom.org Registration Billing Sponsorship Luncheon The Reeds PRC Team Companies: Angela Shellene: ashellene@thereedsprc.com Non-profits: Jenny Brumfield: jbrumfield@thereedsprc.com Please note: During the summer internship (June 12 August 4), you will have an Education is Freedom Intern Advisor assigned to your company / nonprofit. They will be your point of contact for the entire summer internship.

4 Your Intern Fellow Workforce Development Training Applica1on Process Workforce Development Training Job Fair Prepared Intern Fellow (40 hours) All Intern Fellows: Ø Currently attend a Dallas Public or Charter School Ø Currently attend a Richardson ISD High School and live in the City of Dallas Ø Current Sophomore or Junior in High School Ø Ability to work in the US by June 11, 2017 Ø 16 years of age by June 11, 2017 Ø 3.0 (85%) Cumulative GPA Ø Solid attendance record Ø Letter of Recommendation Ø Campus leadership approval Ø 40 hours of workforce readiness training 3. Leadership Development Community Service

5 Table MIFP Of Process Contents MIFP Your Critical Team Dates Sign up for Intern Company Resume Selec1on Review on-line scholar resumes March 8, 2017 Select scholars to interview at Job Fair due March 18, 2017 Luncheon Receive Welcome LeVer Summer Internship Access to Online Portal Job Fair RSVP to avend Job Fair March 31, 2017 Job Fair April 7, Dallas, HyaV Regency Dallas. 9:00am 3:30pm Scholar Leadership Development The Process Starts Here Scholar Selec1on for Interviews Scholar Hiring / Onboarding Select scholar(s) for offer lever due April 14, 2017 Submit company onboarding paperwork April 24, 2017 Receive signed scholar offer lever May 26, 2017 Intern Fellows Onboarding Job Fair Internship First Day of Internship June 12, 2017** Last Day of Internship August 5, 2017** Present Scholars with Offer LeVers Scholar Selec1on for Hire Since becoming Mayor I am absolutely convinced that by making an investment in the education of our youth we are indeed making an investment in Dallas and our future workforce. Celebratory Luncheon Receive with Luncheon details July 3, 2017 Celebratory Luncheon July 27, Dallas Omni Dallas Hotel. 12:00pm 1:30pm - Mayor Mike Rawlings 4. **Some dates may vary depending on students academic school calendar

6 Organization s Key Actions Organization s Key Actions 1. Intern Review & Interview Selection: What: Process of reviewing resumes and determining which scholars intern partners would like to interview at the MIFP Job Fair. When: March 8 March 18, 2017 Why: With hundreds of eligible scholars, companies have a variety of options when it comes to identifying exceptional Intern. This process allows our intern partners to narrow down their options by filtering through a variety of relevant categories; including grade, area of interest and experiences. Although intern partners will still ultimately interview scholars they did not pre-select, the early identification allows companies to reduce the huge number of eligible scholars to a much more manageable number. 4 ways you can select your candidates to interview or hire: 1. Use the MIFP online resume search 2. Use the MIFP bulk resume review 3. No pre-selected interviews. Interview students that walk up at the job fair only. 4. Do not attend the job fair, select intern fellow(s) to hire based on resumes In addition, intern partners will be asked to interview students they did not pre-select. As part of the process for educating scholars, we would like all scholars to participate in at least one corporate interview. So we ask all intern partners to interview additional scholars for their development. During the job fair, scholars will also have the option of walking up to your table and asking you if s/he can interview with your organization. Scholars will receive a list of intern partners that are participating in the job fair. Please be prepared to interview some top scholars who are interested in working at your organization. 65% of the internships went to scholars who walked up and requested an interview. Schedule: Registration / Set-Up: 8:30am 9:00am Group A: 9:00am 10:45am Group B: 10:45am 12:30pm Lunch: 12:30pm 1:30pm Group C: 1:30pm 3:15pm Take Down: 3:15pm 3:30pm Lunch will be provided at the job fair. 2. Job Fair: What: An all day event where intern partners interview eligible scholars, many of which have been selected through the intern review and selection process. When: April 7, Dallas Hyatt Regency Hotel. 9:00am 3:30pm Deadline to sign up for the MIFP Job Fair is March 31, Why: The MIFP Job Fair serves two purposes. First, it allows participating intern partners to interview scholars prior to making their final selections. In some instances, a resume does not tell the entire story of a student s potential, this gives students an opportunity to sell themselves and hopefully receive one of the limited prestigious opportunities. Secondly, the MIFP is committed to all students. The job fair gives our young people a chance to go through the process of a rigorous corporate interview. Although many of these scholars will not be selected, it will nonetheless, provide them with a unique first time experience that will serve as a catalyst for future success. 5.

7 Organization s Key Actions Organization s Key Actions 3. Intern Fellow Selection: What: Intern Partners identifying scholar(s) they would like to hire for the Summer 2017 internship after the job fair ensure that all of these barriers are alleviated so that scholars are prepared to start work on the first day of the MIFP. When: Intern Partners hiring selections are due April 14, Intern Partners will be notified of their final 2017 Intern Fellow(s) on May 26, We will also assist students in accessing and completing the on-boarding paperwork that your organization requires in order to be hired. When submitting your on-boarding requirements, please include a due date. We want to ensure all Intern Fellows are set up and ready to go on day one of the internship. Why: After reviewing resumes and interviewing scholars, intern partners must narrow down their list and determine which scholar(s) they would like to hire. Because there are so many intern partners and qualified students, you will be asked to rank your top 5-6 choices. The MIFP will then begin extending offers to the students as you have them ranked. If a scholar declines or for some reason is no longer eligible to participate in the program, we will extend the offer to your next available option. May 26, 2017, we will notify the you who your 2017 Intern Fellow(s) will be. At that time, we will begin your on-boarding process that was submitted to EIF on April 24, Intern Fellow On-boarding: What: Process of collecting all requisite paperwork for scholars to be prepared to start work on Day 1 When: Onboarding paperwork / process is due April 24, We will have students begin completing their on-boarding paperwork May 26, Why: For many students, this will be their first job and certainly their initial indoctrination into a corporate environment. Because of this, many of them will have to go through additional measures prior to starting work, such as the attainment of a state ID or driver s license. The focus of this period is to 6.

8 Preparing for your Intern Mayor s Intern Fellows Program Mission: To introduce exemplary Dallas high school students to future careers, professional employment opportunities and valuable workplace skills while providing area companies, nonprofits and government entities a meaningful way to make an investment in the youth of Dallas and its future workforce. Definition of an Internship: (Wikipedia) An internship consists of an exchange of services for experience between the student and an organiza1on. Students can also use an internship to determine if they have an interest in a par1cular career or to create a network of contacts. Initial planning for your Intern Fellow(s): To maximize your high school student internship experience advance planning is the key to a success. Being proac1ve, creates a posi1ve learning environment for both the intern and the organiza1on. Remember, you are designing what you would like for your company s internship program to look like. Ask yourself, If I was a student intern, what would I like to learn, what experiences would I like to gain or how would you maximize this internship? Design your organiza.on s internship program Below are some sugges1ons to consider while designing the program for your Intern Fellow(s) this summer: 1. Research. Speak to your counterparts, MIFP program partners, follow-up with supervisors of your program last year to determine what would work well in your environment. 7. Preparing for your 2. Placement. Determine which departments your Intern Fellows(s) will work. Identify the supervisor for each Intern Fellow you are hiring. Create a job description. 3. On-Boarding. Contact your Human Resources department to determine the on-boarding process and paperwork needed to hire your Intern Fellow(s). Also, request the deadline by which you will need to submit all completed paperwork to Human Resources so that you Intern Fellow can start on June 12, Timeline. Work with your Intern Fellow s supervisor to determine what work load, projects, orientations, meetings, trainings, lunches, site visits, etc. are scheduled during the 8 week internship. Obtain the necessary approvals for your Intern Fellow(s) to participate in any of the above learning experiences. Create an 8 week schedule / timeline for your Intern Fellow(s). 5. Skills Needed. Based on your timeline, determine the level of skills needed. Please ensure when interviewing your candidates, you select students with those skills. If the students do not have those skills, determine if there are some reference materials or a simple training for your Intern Fellow(s). 6. Logistics. Coordinate logistics prior to the Intern Fellow's arrival. Be sure to arrange for workspace, phone use, a mailbox, accounts, payroll forms, security clearance, parking permits, and any other needs. 7. Orientation. Your program should cover the basics, including an overview of corporate philosophy, an office tour, and introductions to staff. You will also want to review the dress code, hours, and other relevant office policies. This can be handled through a formal program (if you have several interns starting on the same day) or as more informal meetings with a mentor or supervisor.

9 Preparing for your Intern 8. Feedback. EIF will provide an Intern Advisor for your organization and Intern Fellow(s). As part of the program, the Intern Advisor will contact the supervisor for Intern performance feedback during week 3 or 4. We will also ask the supervisor to complete a student performance evaluation during week 7 and a final program evaluation at the end of the internship. 9. Graduation. Congratulations, your Intern Fellow has completed the internship at your organization! Intern Fellows love recognition from organizations on their last day. Some suggestions would be a certificate of completion, a thank you card signed by the team, going away luncheon, flowers / small gift, hand shakes of thanks by the team, framed picture with the team, etc. Suggested Intern Tasks / Assignments Ø The supervisor should instruct the Intern Fellow(s) regarding the confidential nature of the department s business and inform the Intern Fellow of security policies (locked files, etc.). Ø The supervisor and Intern Fellow(s) should review the overall tasks, project, specific objectives, job responsibilities and job assignment as soon as possible after the Intern Fellow(s) start the assignment. Ø The supervisor should discuss time keeping, the payroll system and how the Intern Fellow(s) will get paid. 10. Contacting your Intern Fellow: Prior to the start of the internship, reach out to your Intern Fellow(s) through or phone to welcome them to your team. Please provide them with information they may need for their first day of the job. 13. Day 1 of the Internship: There are many ways you can show your excitement for the first day of the internship. Several organizations have decorated their work space, taken the Intern Fellow(s) to lunch, given the Intern Fellow(s) a welcome card, taken a selfie with the Intern Fellow(s) and placed on their social media page, etc. In addition: Ø The supervisor should acquaint the Intern Fellow with department personnel and give a general tour of the work area, including exits, restrooms, coatroom, break areas, parking areas, supply cabinets, stock rooms, service areas, cafeteria, ATMs, mail drop/pick up areas, telephone systems and office support. Ø The supervisor should arrange for a comprehensive safety orientation, ethics and compliance orientation, photo / media releases and review of security policies. Ø The supervisor and Intern Fellow should agree on an appropriate work schedule. 8. Suggested Intern Task / Assignments Unique opportunities ensure that the MIFP remains an elite intern program providing students life altering opportunities that exceed the value of a paycheck. In previous years, many organizations have managed to make the intern experience extremely fruitful for their students. Those that have been most successful are internships that involve a high level of student engagement across multiple platforms. This includes exposing interns to team building activities, leadership opportunities, and other relevant professional development. Additionally, students in post internship evaluations often indicate the opportunity to meet and shadow executives is perhaps one of the most meaningful activities of the summer.

10 Suggested Intern Tasks / Assignments Special Assignment: Below are some sample special company / nonprofit internships: Company Partners overview: Some of our partners/ associations create a traveling internship. This internship allows students to rotate bi-weekly to different companies in their associations. This way, students are able to see various experiences within an industry. Company Department overview: Some of our partners create an internal department rotation internship. This internship allows students to rotate bi-weekly to different departments within their companies. Intern Fellows are able to see how important every position within a company helps to contribute to the success of the organization. Special Project: Some of our partners provided an 8-week long project for their intern(s). The Intern Fellows were responsible for every aspect of the project. At the end of their internship, they had to present the results to a team at the organization. Sample projects included: social media campaign, marketing campaign for a certain product or event, product analysis of goods or services, newly designed filing system, program design for end users, create training workshops, design work, etc. Additional Tasks / Assignments Clerical Duties: Ø Filing and/or sorting paper documents Ø Recording minutes for meetings Ø Answering telephones Ø Greeting office visitors Ø Providing general administrative support 9. Suggested Intern Tasks / Assignments Ø Fostering a quality customer service environment Ø Organizing supply closets Ø Creating Check Requests Ø Taking Inventory of items Ø Copying Ø Conducting Minor internet research Ø Preparing documents for HR New Hire paperwork Ø Editing legal briefs Ø Cleaning and preparing medical supplies for surgery Computer Duties: Ø Installing basic updates on PCs Ø Organizing data and editing spreadsheets data collection, sorting, extracting, etc. Ø PowerPoint creating slides for presentations Ø Assisting with data entry Ø Keeping an journal Ø Sending s to field leadership Ø Maintaining of company social media sites Projects: Ø Assisting with the creation of programs and events Ø Conducting training Ø Observing surgeries and other medical procedures Ø Observing patient visits with surgeon Ø Helping to organize company-wide events Ø Writing for internal and external newsletters Mentoring / Job Shadowing: Ø Attending project meetings with mentor and mentoring groups Ø Participating in Job Shadow Rotation Ø Providing administrative support for corporate executives

11 Preparing for your Intern Miscellaneous Duties: Ø File room or project lab cleanup Ø Running documents between groups or team members Ø General office work Payroll / Time Reporting Payroll: Organizations will hire the Intern Fellow directly and put them on their internal payroll systems. The Intern Fellow will follow all payroll processing rules set up by your organization. Mentoring Conversations: Some our our partners held meetings to speak to their interns about a variety of topics: Ø Future goals Ø College / University interests Ø Areas of improvement and helped to craft a plan to work on improvement areas Ø DFW all of the opportunities to learn outside of a 5 mile radius to their homes Ø Provided one-on-one meetings or trainings to build on a vast areas of workforce development topics, helping the Intern Fellows take it to the next level. Student Journaling and Assignments: As part of the Mayor s Intern Fellows Program, your Intern Fellow will have to journal about their experiences, as well as, perform weekly assignments. These assignments are put in place to assist your Intern Fellow with becoming acclimated to their work environment and removing the barriers that they often have of becoming a true member of their team. Intern Hours: Intern work schedule will be determined by your organization. Please communicate the work schedule with your Intern Fellow and their Intern Advisor. Recording Time: It is the Intern Fellow s responsibility to keep track of their hours each pay period and have their supervisor approve their work hours. Please review your pay schedule process with your intern. Holidays: Intern Fellows do not get paid for holidays. 10. Overtime: Ø It is the Intern Fellow s responsibility to get all additional work hours approved before working any overtime. Ø Interns should not work more than 40 hours a week.

12 Intern Mentoring MIFP Program Sponsors Intern Advisor: An MIFP Intern Advisor will be assigned to your organization and Intern Fellow(s). The role of the Intern Advisor is to coach, develop, and mentor our Intern Fellows, as well as, act as the first level point of contact between our intern partners and the Intern Fellows. The Intern Advisor will: Ø Contact the Intern Fellow s immediate supervisor to set up a scheduled visit to discuss the work performance of the Intern Fellow. These meetings can be weekly, bi-weekly or monthly, depending on your organization s preferred frequency of contact. Ø Visit with Intern Fellows once a week. (more if needed) Communication will be in person, via , text or over the phone. Ø Mentor the Intern Fellows through their journaling, assignments and on-thejob training. Intern Fellows Performance Reviews / Feedback: We ask that you provide continuous feedback throughout the internship both positive and negative. You can do this directly with your Intern Fellow or through your MIFP Intern Advisor. During the last 2 weeks of the internship, you will be asked to complete a final assessment on your Intern Fellow. This information will be communicated to your intern and to their campus leadership. MIFP Program Evaluation: We will ask that all participating companies and nonprofits complete the MIFP program evaluation immediately after the internship. This information will be used by our program development team to improve the program going forward. 11.