UCI’s Criteria for a Career-Related Professional Development
Activity
“ Related to the development of skills, knowledge and abilities which
prepare the employee for additional assignments or positions which the employee
can
reasonably expect to attain within the University. Employees are responsible
for communicating their interest in such development to the supervisors
and/or department heads and for engaging them in consultation on development
programs
for achieving those career goals. ”
Definitions
Within the context of these guidelines,
• the volunteering employee is called the intern;
• the activities performed by the intern are collectively called the internship;
• the department in which the internship is performed is called the host
department.
Guidelines
1. The intern shall be a career staff employee who has passed probation,
and who has a performance evaluation rating of Meets Expectations or above.
2. The internship shall meet the UCI’s criteria for a career-related
professional development activity and the employee shall consult with his
or her own supervisor about the internship.
3. During the internship, the intern may not perform any tasks that are
listed as regular duties in the employee’s position description.
4. The department head of the host department shall determine:
a. The qualifications required of the intern;
b. If the host department is able to allocate the resources, especially
departmental staff’s time, necessary to accommodate the internship.
The department shall not receive any additional resources from the library
in order to enable the internship. However, the employee may use funding
available from the Staff Professional Development Fund http://hr.lib.uci.edu/professionaldevelopment/stfdvfnd.pdf for
funding of related workshops, training manuals, etc.
5. The department head of the host department and the intern shall jointly
create a written proposal for the internship that includes descriptions of:
a. the activities that the intern will be performing;
b. the total number of hours to be spent by the intern on the internship
c. the start and end dates of the internship;
d. the specific hours that the intern will spend on the internship (i.e.
a schedule of hours).
Both the department head of the host department and the intern shall sign
this document, indicating their agreement with its terms.
6. At the intern’s request, the intern’s supervisor may approve,
in order to assist the intern in performing the internship:
a. For non-exempt employees, released time from the intern’s normal
number of working hours, in accordance with the Guidelines for Granting Released
Time to Non-Exempt Staff Employees (http://hr.lib.uci.edu/professionaldevelopment/staffReleaseTime.php)
b. A shift in the schedule of the intern’s regular working hours.
If either or both of these are being requested, the intern’s supervisor
and the department head of the host department may coordinate together the
details of the internship in order to minimize the impact on the intern’s
regular work unit.
These approvals shall be in writing and shall be appended to the proposal
described in no. 4.
Even if the intern is not requesting any time adjustments from the intern’s
supervisor, the intern should inform his or her supervisor of the internship
as a courtesy and so that the supervisor knows about the intern’s career
development plans.
7. The complete proposal shall be submitted to the Associate University
Librarian for Administrative Services (AUL/AS), who has final approval of
the internship. The AUL/AS shall review the proposal primarily for compliance
with the guidelines.
8. Copies of the approved proposal shall be sent by the AUL/AS to the intern,
the intern’s supervisor, the department head of the host department,
the supervisory AUL of the host department., and the supervisory AUL of the
intern.
August 25, 2006
