Physical Facilities, Physical and Capital Planning, and University Sustainability
Student and Intern Employment Procedure

Physical Facilities, Physical and Capital Planning, and University Sustainability Departments
 
PHYSICAL FACILITIES STUDENT AND INTERN EMPLOYMENT
PROCEDURE PF11.06
Responsible /Issuing Office:  Physical Facilities Human Resources

In order to develop a shared understanding and ensure consistency of implementation throughout the Physical Facilities, Physical and Capital Planning and University Sustainability organizations, the following procedure will be utilized as the basis of the student and intern employment process.
_________________________________________________________________________________________

Definitions

For the purposes of Physical Facilities, Physical and Capital Planning and University Sustainability operations, the following definitions will be applied to the employment of students and interns.

Student Employee

Primarily focused upon task completion to address Physical Facilities business needs
Student employees will assist the Physical Facilities, Physical and Capital Planning and University Sustainability organizations by completing tasks that address identified business needs while deriving the peripheral benefit of exposure to a professional work environment. In order to be eligible for student employment, an individual must be enrolled at an academic institution; preferably Purdue University. Student work hours may be restricted in alignment with course load.

When employing graduate students, Physical Facilities, Physical and Capital Planning and University Sustainability will utilize the University’s established policies and guidelines as described in the “Purdue University Graduate Student Employment Manual.”

Intern

Primarily focused upon academic engagement and education while supporting Physical Facilities
business needs
Internships function in support of the University’s academic programs by providing Purdue University students with practical experience in their professional field of study. Each intern shall work directly with an internship coordinator (the intern’s supervisor) in the Physical Facilities, Physical and Capital Planning or University Sustainability organizations who will be responsible for the completion of the “Internship Planning and Authorization Form” and provide the intern with substantive tasks and projects that function in alignment with the intern’s academic program and goals. Each internship coordinator shall be responsible for the supervision of the intern(s) they employ.

Purdue University undergraduate students at the sophomore level or above may be considered for internships. Intern work hours and the duration of the internship will be collaboratively determined by the intern, internship coordinator, and the intern’s designated academic department contact prior to the initiation of the internship.

Process

A “Request to Fill” form must be completed for each prospective student employee unless a blanket departmental authorization for student employment has been granted. The maximum duration of a student employee appointment is 12 months at which time the appointment must be renewed if an extension is desired. The hiring of student employees is contingent upon the availability of sufficient departmental funds.

An “Internship Planning and Authorization Form” must be collaboratively completed by the prospective intern (if identified at the time of form completion), internship coordinator and the designated academic department contact. Additionally, a “Request to Fill” form must be completed for each internship with which monetary compensation is associated. The maximum duration of an intern appointment is 12 months at which time the appointment must be renewed if an extension is desired. The hiring of interns is contingent upon the availability of sufficient funds and the approval of a completed “Internship Planning and Authorization Form.” For internships designated as “for credit only/without pay”, a completed “Internship Planning and Authorization Form” must be routed for Physical Facilities administrative approval. The completed “Request to Fill” and “Internship Planning and Authorization Form” must be routed together for Physical Facilities administrative approval for internships with which monetary compensation is associated.

All aforementioned forms must be completed, routed and approved by involved parties in accordance with the timelines outlined in the “Timelines for Implementation and Review” section of this procedure.

Classification and Pay Ranges/Rates

When classifying and determining the appropriate rate of pay for undergraduate student employees, Physical Facilities, Physical and Capital Planning and University Sustainability will utilize the University’s established guidelines as described in the “Purdue University Student Wage and Position Classification Guide.”

The following leveling grid should be utilized in the process of determining an undergraduate student employee’s classification.

Level	Supervision Received	Education Required	Experience Required	Judgment	Analysis	Discretion (Decisions)
1	Direct	Nothing specific	None to some limited experience required	None to some judgment	None to Auditing/verifying predetermined data, simple analysis	Few decisions
2	Direct to General	Some general college coursework	Some specialized skills may be required	Exercise some judgment	Analysis of facts to determine logical answers	Make general decisions on quality, tolerances, operations, set-up sequences, standardized procedures
3	General	Some specialized college coursework	Some specialized skills or experience/training	Use of initiative and judgment in solving problems	Evaluate factors, results, data or trends	Pass on information to others or instruct student employees with details of a particular job
4	General/ Indirect	Specialized college coursework	Specialized skills, experience and/or training	Frequent exercise of initiative, judgment dealing with complex problems, may be in a specialty area	Research data and/or use specialized knowledge to determine alternatives or make recommendations	Assigns, reviews work, acts as group leader/functional supervisor of other students

The associated current Physical Facilities undergraduate student employee pay scale appears below.

Pay Level	Physical Facilities Hiring Range
1	7.25 - 8.83
2	8.00 - 11.60
3	9.00 - 15.30
4	10.50 - 19.85

When employing graduate students, Physical Facilities, Physical and Capital Planning and University Sustainability will utilize the University’s established policies and guidelines as described in the “Purdue University Graduate Student Employment Manual.”

Interns may be classified as “new” or “returning” on the basis of their prior internship experiences in Physical
Facilities, Physical and Capital Planning or University Sustainability. The rate of pay for a new intern will be in the range of $14.00- $15.00 per hour. Incremental annual increases for returning interns, not to exceed a dollar per year, should be considered. Internships “for credit only/without pay” may be pursued upon the agreement of all involved parties by completing and submitting the “Internship Planning and Authorization Form.”

With the exception of the specific University requirements associated with graduate student employment, additional forms of compensation including but not limited to housing, registration, fees and moving allowances will not be provided.

Timelines for Implementation and Review

As of August 1, 2011 all prospective student employees and interns must be employed using the definitions, processes, classifications and pay ranges outlined in this procedure.

As of August 1, 2011, proposals for prospective intern positions must be completed using the “Internship Planning and Authorization Form” and submitted to the Associate Director of Human Resources, Housing and Food Services/Physical Facilities in accordance with the following timeline.

Time of ProposedIntern Employment	Deadline for Proposal Submission
Fall Semester	May 1st
Spring Semester	November 1st
Summer	March 1st

The content of this procedure will be reviewed and updated as appropriate on an annual basis by February 1st.