Probation Department Policy/Procedure Manual

3.6 Internship Program

Location Department Wide Operations
Section N/A
Subject 3.6 Internship Program
Purpose Establish a procedure for the use of student interns in the Juvenile and Adult Divisions
Effective Date 8/1/2022
Previous Effective Date

 

GOAL:

The goal of the County of San Luis Obispo Probation Department Internship Program is to provide interested college students with meaningful community corrections work experience while also supporting probation operations in the Juvenile and Adult Divisions.

 

  1. General Program Description:
    1. The Internship Program lasts a minimum of Ninety (90) hours.  Students are expected to work a minimum of eight (8) hours per week.  The program requires both a signed intern contract with the student’s school (if academic credit is desired by the student) and Probation.  It also requires students to submit an internship application, complete a background process, complete and return specific forms, and attend some mandatory county and departmental training.
    2. The Professional Standards Unit (PSU) Supervising Deputy Probation Officer (SDPO) serves as the Internship Program Coordinator (PC).  The Support Services Division Chief Deputy Probation Officer (CDPO) serves as the administrator over the Internship Program. Interns are assigned to designated units in the Adult and Juvenile Divisions following completion of an orientation and training period.  The units will provide additional job specific training and day-to-day supervision and support.  Interns are provided with a tour of Probation Department facilities, including Juvenile Hall, and will have the opportunity to shadow Juvenile Services Officers and/or participate in a ride-along with a Deputy Probation Officer.
  2. Application and Onboarding
    1. Internship Program applications will be accepted year-round by Probation Department Personnel Technicians (DPTs).
    2. DPTs shall open an intern file upon receipt of a completed application.
    3. DPTs shall send a copy of the application to the PC by email.
    4. The PC shall conduct an interview with the applicant and confirm with the applicant that he/she is a current college student and plans to request academic credit from their school (if so, Internship Contract with their school is required).
    5. The PC shall inquire with SDPO liaisons whether there is a need for an intern.
    6. If the PC determines the applicant is an appropriate intern candidate AND there is an available internship assignment, the PC will have the applicant complete a Probation Internship Contract and provide a copy of the contract to their school Internship Coordinator (if applicable).
    7. The PC shall obtain a copy of the applicant’s Internship Contract with their school (if applicable.)
    8. The PC will request approval from the Support Services Division CDPO prior to moving intern candidates into backgrounds. 
    9. The PC shall refer the applicant to the PSU Deputy Probation Officer III (DPO III) for completion of an intern background check.
    10. The DPO III shall send an email to the PC and DPTs with the results of the background check.
    11. If the applicant does not pass the background check, the PC shall notify the intern and the DPTs will close out the intern file.
    12. If the applicant passes the background check, PC shall notify the applicant and DPTs of the internship start date.
    13. DPTs shall complete the Probation Intern New Hire Checklist.
    14. Includes requesting the PSU schedule DHP training and create an intern ID. 
  3. Division Liaison SDPOs, Orientation, Initial Training and Assignment
    1. One SDPO from both the Adult and Juvenile Divisions will be assigned as “Liaisons” to the Intern Program.
    2. Interns shall report to the respective division Liaison SDPO for on-boarding, orientation, and initial training.
      1. Orientation shall include at a minimum a tour of Probation Department facilities and review of the Department organizational chart.
      2. Initial training shall include at a minimum a juvenile probation overview, adult probation overview, confidentiality, Monitor and Criminal Justice Information System.
    3. The Liaison SDPO shall assign interns to one of the designated intern assignments, based on fit and need, and the intern will report to the Supervising Deputy Probation Officer (SDPO) of the unit of assignment following completion of the orientation/training period.
    4. Intern assignments are designated to Departmental units as follows: 
      1. Adult Field Supervision
      2. Adult Pre-Trial and Domestic Violence
      3. Adult Treatment Court
      4. Juvenile Court
      5. Juvenile Field Supervision
      6. Juvenile Placement and Commitment
      7. Additional unit assignments may be added to this list with prior approval of the CDPO of the Internship Program
  4. Ongoing Training, Supervision and Evaluation
    1. The unit SDPO is responsible for assignment specific training and other training as needed for the intern.
      1. SDPO can arrange for the intern to attend scheduled Departmental trainings with approval from the CDPO of their assigned division.
      2. SDPO shall provide opportunity for the intern to observe adult and juvenile court, shadow a Juvenile Services Officer and/or participate in a ride-along with a DPO.
    2. The unit SDPO is responsible for day-to-day supervision and evaluation of the intern.
      1. SDPO is responsible for ensuring the intern is provided meaningful work experience and has a clear understanding of their job duties.
      2. SDPO is responsible for making sure that no more than 20% of the intern’s time is spent on administrative support work (AKA “busy work” such as filing, covering the phone/front desk, running errands, etc…)
      3. SDPO may assign an intern to work directly with specific Deputy Probation Officer(s) as needed/appropriate.
      4. SDPO is responsible for making sure the intern completes Probation Intern Hours Log daily.
      5. SDPO is responsible for emailing Liaison SDPO and PC at the end of each month of the internship with a summary of the intern’s work experience, including hours worked and general performance.
    3. The SDPO is responsible for completing and submitting regular intern evaluations.
      1. The PC shall notify the SDPO when evaluations are due for each student intern.
      2. The SDPO shall forward completed evaluations to the student’s Internship Coordinator (if applicable), and copy the PC, prior to the due date required by the student’s school.
  5. Exiting and Reporting
    1. The PC is responsible for ensuring that interns are properly exited from the intern program including reporting to both the DPTs and the student’s College Intern Coordinator (if applicable).
    2. The PC is responsible for conducting an exit interview with all student interns.
    3. The PC shall notify the DPT of the student’s separation date by email no later than one week prior to separation.
    4. DPT shall complete an Intern Separation Checklist.
    5. The PC shall notify the student’s College Internship Coordinator by email when an internship has ended (if applicable).
      1. If the internship ended prior to the planned completion date, the PC shall include in the email the reasons for the internship ending early (i.e., attendance, poor performance, etc…)
  6. Outreach and Recruitment
    1. The PC is responsible for outreach to Intern Program contacts at Cal Poly, Cuesta College and Hancock College at least two times per calendar year.
    2. The PC is responsible for coordinating with the Liaison SDPOs and Support Services Division CDPO as needed to facilitate attendance at college career fairs or other outreach/recruitment opportunities.