Job ShadowExternship Internship andor Volunteer Opportunities

SANILAC COUNTY COMMUNITY MENTAL HEALTH AUTHORITY

*You will find three 3 separate policies below: Job Shadow Opportunities/Externships Internships and Volunteers. Please review the policy that pertains to your request.

ADMINISTRATIVE POLICY: JOB SHADOW OPPORTUNITIES/EXTERNSHIPS

The Agency promotes working in the behavioral health field. To support this belief the Agency encourages and supports providing community members opportunities to job shadow at the Agency. This will allow community members to gauge their interest in future careers with the Agency and additionally aid the Agency in succession planning. This policy serves to outline the requirements to apply for a job shadow experience and outlines the requirements and expectations of an externship/community member job shadow which will be referred to as externship throughout the remainder of this policy.

APPLICATION Requirements:

All externs must be:

• 16 years of age or older.
• All externs must meet with the Recipient Rights Officer or designee prior to the event to receive a brief inservice on confidentiality.
• Each extern will be required to sign the Agency Confidentiality Statement (Form #0061. Externs under the age of 18 years must have their parent/responsible party cosign the statement.

Externships are a form of onthejob learning that allows interested community members to closely follow observe and at times support staff performing the tasks related to their role.

Externs are community members who participate in job shadowing offered by an employer. They are not employees covered by the Fair Labor Standards Act (FLSA). Community members that participate in an externship with the Agency do not receive compensation for their time.

In order for Agency staff to participate in this program they must be in good standing with the Agency to be considered for an externship experience. One externship experience may be completed each rolling calendar year. At no time shall an externship be approved beyond a oneweek period. Each request will require approval within the program by the Supervisor Officer and HR Manager. A meet and greet will be required along with background screening.

Sanilac CMH will create and allow for experiences for externs as the department can support. The ability to host externs will be based on many factors including but not limited to staffing levels demands within the department and fit of the extern.

Externs who are approved for an externship with the Agency are not guaranteed future employment and will not be compensated or receive benefits. The program will be purely educational. Externs do not have the ability to perform work but may do small office tasks or help with projects.

Supervisors are responsible for ensuring that experiences follow these requirements:

• The training is similar to what would be given in a vocational school or in academic educational instruction.
• The training is for the benefit of the trainees or students.
• The trainees or students do not displace regular employees but work under their close observation.
• The employer that provides the training derives no significant advantage from the activities of the trainees or students and the employers operations may be impeded.
• The trainees or students are not entitled to a job at the end of the training period.
• The employer and the trainees or students understand that the time spent in training will not entitle the extern to wages.

The assigned Supervisor or his/her designee will be onsite whenever the extern is present.

At no time will externs have access to confidential files or information without a release of information. A meeting where specific individual information is discussed will be strictly forbidden without an appropriate release and prior approval of the immediate supervisor.

Externs are insured through the Agencys professional liability policy. Criminal activity negligence or behavior proven to differ significantly from that likely to be exercised by a reasonable person under the identical circumstances may leave the extern open to personal liability. Supervisors will apprise each student of his/her liability while shadowing at the Agency.

At the completion of their experience a written evaluation of their performance will be completed by their immediate Supervisor and placed in the individuals Personnel File.

ADMINISTRATIVE POLICY: INTERNSHIPS

This policy serves to outline the application process for internships held at Sanilac County Community Mental Health Authority for both internal staff and external candidates.

To apply for an internship position applicants must submit the following items to the Human Resources Department a minimum of 30 days prior to the expected start date of the internship:
1. A copy of the persons resume.
2. A written letter explaining the type of position their expectations of the position the start and end dates (approximate) of the internship and the number of hours being requested.
3. A copy of the liability insurance policy covering the intern (usually provided through college).
4. A statement from the college on the internship requirements (i.e. hours duties etc..
5. If an internal employee then a request for paid time needs to be outlined in the letter explaining the hours and job functions requested for compensation.
6. If an internal employee if a flex schedule or education leave is requested this must be listed in the request letter including the number of hours per week to flex and day of week flex will be used/or day(s) off.

In addition interns will be required to have a criminal background pulled and cleared by HR prior to starting their experience complete an application that outlines their credentials/work experience and acknowledges/gives consent to background checks and issue a copy of a TB tested completed within the last year prior to approval.
Once the above information is submitted to the Human Resources Department the information will be reviewed by the Human Resources Manager Program Officer and Supervisor of the student. If approved the name and length of internship will be forwarded to the Union Chairperson.
The candidate will be notified by the Human Resources Manager on their start date. If declined by Management a letter will be sent by HR notifying the candidate of the decision. All interns will be required to meet the Agency requirements for all staff. This includes background checks and training requirements.
External internship applicants will be unpaid for the full duration of the internship.

Current staff requesting an internship will be subject to the following regarding compensation:
If the college accepts the current position and Sanilac CMH as a placement site then Sanilac CMH may also approve as a paid internship.
Job duties performed in other departments or job titles will not be considered for compensation.
Flex schedules may be authorized for staff to work in different departments for an internship.

Interns will perform duties under the supervision of their site Supervisor. When an intern requests and can be credentialed as part of their learning experience they will have the ability to bill for services under the direct advisement of their supervisor. The ability to be credentialed to bill within the Agency is solely at the discretion of the intern if they wish to enhance their learning experience. This allows for experience with our EMR and direct facetoface time. Interns that choose to be credentialed will not replace or affect staffing requirements. Choosing to bill as an intern to enhance a learning experience does not constitute paid worktime.
When an intern is not credentialed they will participate in facetoface interventions with facetoface supervision and the credentialed clinician supervising the intern will bill for the session. This may occur through individual sessions group therapy sessions and home visits (ACT Clinic Services Departments). Interns may rotate between positions/duties within multiple departments.

Sanilac CMH Supervisors and employees may participate in the internship process. Officers and Supervisors may be requested to supervise interns. Supervisors may decline an internship if their workload does not allow the time to supervise an internship effectively. Masters Level employees may provide internship supervision if they meet the licensure requirement of the school. The Supervisor for the intern will be paid their regular compensation and conduct supervision during business hours. If Sanilac CMH does not have the staff credentials to meet the internship requirements the intern request will be automatically denied.

Employees that intend to count hours toward CMH worked time or work in another department within Sanilac CMH are required to follow the internship process. Staff that request internships outside of Sanilac CMH will be required to submit an Educational Leave Request when time off or a flex schedule is required.

Interns will be issued an Agency email address in order to remain connected with the Agency and assist with learning the Agencys culture and communication means. The need for a device/laptop will be determined and communicated to IT by the site supervisor. When a device is not issued interns will have the ability to view email through the online website during off hours should they choose or have access to the computer lab during intern hours. Internships that are clinical in nature will be granted OASIS access and training. Interns that are hosted administratively will be granted access to the correlating jobs systems i.e. HRIS/Payroll/Accounting software etc. Access may be restricted situationally/when needed per the supervisor. Interns that are with the Agency for more than 30 days will be required to complete Relias computer training. These tools will be granted to allow for a wellrounded learning experience for the student; in certain instances the intern will determine which tools they will utilize to help them with development in their degree.

1. MDHHS is providing a stipend of up to $15000 to eligible students completing internships. The application process closes on August 26 2024 so act fast and apply if this is of interest and apply now.

Applicants must:

1. Be pursuing a doctorate masters or bachelors degree at an accredited college or university in the United States that would lead to the following behavioral health professions: Behavior Analyst Marriage or Family Therapist Social Worker Professional Counselor and/or Psychologist.
2. Have secured an unpaid internship in Michigan which must be at one of or contracted by the following behavioral health settings:Community Mental Health agency Prepaid Inpatient Health Plans (PIHP) Tribal Health Centers Indian Health Service/Tribally Operated Facility or Program/Urban Indian Clinic or Public School.

Visit this link for more details on MDHHS Internship Stipend Program POLICY: VOLUNTEERS

PURPOSE
The Agency encourages the use of volunteers when appropriate. This policy serves to outline the requirements for a volunteer and the process for bringing a volunteer onboard.

A member of the Administrative Committee will make the final determination for the utilization of a particular volunteer after a careful review of the individuals qualifications.
All volunteers will be assigned to a specific Supervisor who will be responsible for their work. Volunteers must submit an application and consent for background check (prior to volunteering onsite) to the Human Resources Department who will establish a personnel file for the volunteer. The volunteers immediate Supervisor is responsible for completing the Orientation Checklist with him/her during the first week of service.
For a volunteer assignment that exceeds ten working days in any sixmonth period the immediate Supervisor will develop a written job description for that position and place it in the volunteers Personnel File.

Volunteers will be trained in their job function by their assigned Supervisor or other formal training mechanisms. The Supervisor or his designee will clearly explain each task that the volunteer is asked to complete. When appropriate the volunteer will receive a written description of his duties and time commitment requirements.
The assigned Supervisor or his designee will be on the site whenever the volunteer is present.
Their assigned Supervisor will outline all limitations associated with their volunteer status. At no time will volunteers have access to confidential files or information without a release of information. A meeting where specific individual information is discussed will be strictly forbidden to volunteers without an appropriate release and prior approval of the immediate supervisor. Volunteers cannot be used for any position paid by the Agency.

Volunteers are insured through the Agencys professional liability policy. Criminal activity negligence or behavior proven to differ significantly from that likely to be exercised by a reasonable person under the identical circumstances may leave the volunteer open to personal liability. Supervisors will apprise each volunteer of his/her liability while volunteering for the Agency.

Volunteers are not eligible for hourly wages employee fringe benefits including life insurance retirement and the dental plan. With supervisor approval volunteers will be eligible for mileage reimbursement when using their personal vehicles on business required by the Agency. Volunteers will be reimbursed for appropriate business expenses (meals etc. incurred in the performance of assigned volunteer activities or expenses for approved activities. Volunteers must submit receipts for all amounts requested.
At the time they are assigned volunteers will be apprised in writing of any financial reimbursement they can expect to receive for their volunteer efforts.
At the completion of their volunteer commitment (or at least yearly for longterm volunteers) a written evaluation of their performance will be completed by their immediate Supervisor or the Agency CEO and placed in the individuals Personnel File.

The CEO or his designee may waive these standards for casual contact of less than 8 hours. The following guidelines will need to be followed in this situation:

Volunteers must be 16 years of age or older.

All volunteers must meet with the Recipient Rights Officer or designee prior to the event to receive a brief inservice on confidentiality. Each volunteer will be required to sign the Agency Confidentiality Statement (Form #0061. Volunteers under the age of 18 years must have their parent/responsible party cosign the statement.