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Privacy and Security Notice

203.07 Students, Co-Op Programs, and Mentoring

  1. GENERAL GUIDELINES

Jefferson Lab employs qualified students in a variety of student programs under terms and conditions described below.

    1. Student Interns

Student interns must be full-time students at accredited colleges or universities with a cumulative grade point average of at least 2.5 (4.0 scale) and must be able to work up to 20 hours per week during the school year and up to 40 hours per week during holidays and breaks.

    1. Student Co-Ops

Student Co-Ops must be full-time students at accredited colleges or universities with a cumulative grade point average of at least 3.0 (4.0 scale). Co-Op students will work 40 hours during a semester in which they are dedicated exclusively to the Lab. Course credits may be given based upon the home institution guidelines. Housing assistance may be available to students for the duration of the semester.

    1. Work-Study Interns

Jefferson Lab employs qualified high school students in a work/study intern program. It is separate from Science Education's Summer Honors Intern Program (SHIP) or other Science Education programs (see Administrative Policy 601 Outreach Programs). High school student interns must be full-time students with a cumulative grade point average of at least 2.5 and must be able to work up to 20 hours per week during the school year and up to 40 hours per week during holidays and breaks.

    1. Unpaid Positions

Unpaid externships and Mentorships, between JSA/JLab employees or staff on bridge or joint appointments with local colleges and universities, and students wishing to work at the Laboratory may be approved for the purpose of supporting student knowledge and growth. Prior to initiation, Mentorships shall be reported to, and must be approved by, the appropriate Associate Director, or Deputy Associate Director, and the Human Resources Manager. Under the conditions described in F.1. below, dependents of JLab employees are eligible for unpaid externships and Mentorships.

    1. Student Externs

Student externs are full time students at accredited colleges and universities with a cumulative grade point average of at least 2.5 (4.0 scale) and must be able to work up to 20 hours per week during the school year. Students are not paid by Jefferson Lab, but may receive pay through the home institutions.

    1. Dependent Eligibility

Dependents of JLab employees are eligible for student internships, provided they meet the qualifications, are not assigned to the employees’ department, work area, or management chain of command, and are approved for the internship/externship by the appropriate Associate Director, or Deputy Associate Director, and the Human Resources Manager.

  1. HAZARD ANALYSIS AND SAFETY RESPONSIBILITIES OF SPONSORS, MENTORS AND SUPERVISORS
    1. This section applies to all students working at Jefferson Lab regardless of classification (user, employee, visitor, undergraduate, high school, graduate student, etc.).
    2. The sponsor shall assign a Mentor/Supervisor to each student using the online registration form. The Mentor/Supervisor shall be a JSA employee who is knowledgeable of the work the student will be performing and who accepts responsibility for overseeing the student and ensuring he/she is appropriately trained and able to work safely.
    3. Mentors/Supervisors shall evaluate their students’ proposed activities and locations for potential hazards and create a Skill Requirements List (SRL) using the Job Task Analysis (JTA) tool. Task planning shall be in accordance with ES&H Manual Chapter 3000 series. Mentors/Supervisors should remember that students will have little or no practical work experience nor any hazard-recognition skills for equipment and processes new to them. They may need on-the-job observation and coaching to a greater degree than would a new employee with prior experience.
    4. Mentors/Supervisors are required to take Student Mentor Training (MGT 202)
    5. If the Mentor/Supervisor will not be on site or able to closely supervise the student, the Sponsor will reassign this responsibility to another qualified JLab employee to act as the Mentor/Supervisor.
    6. If the student is re-assigned to another location or another task, the sponsor shall determine whether the Mentor/Supervisor responsibilities need to be reassigned.

There is an important additional consideration with students less than 18 years of age. By law, a minor may not be assigned to work with certain types of hazardous machinery and equipment unless the student is part of an approved apprenticeship program or an equivalent training plan approved by his or her school and parent or legal guardian.

Students under the age of 18 shall not enter a radiologically-controlled area unescorted. Exceptions are possible but rare; contact the Radiation Control Group for additional information.

  1. MENTORSHIP GUIDELINES
    1. Upon being advised that a Mentorship is to be initiated, the Human Resources Manager or his/her designee shall ensure that the JLab Mentor has reviewed Administrative Policy 208.01 Standards of Conduct and understands his/her responsibility for ensuring the Mentorship relationship remains professional and within appropriate guidelines.

  2. COLLEGE STUDENT INTERN/EXTERN GUIDELINES
    1. Supervisors requesting college student interns must submit an approved Critical Hire Justification to Human Resources via the Lab's web-based recruiting system.
    2. Students must have a cumulative GPA of at least 2.5 (4.0 scale) in order to be considered for an intern position. Student interns/externs must maintain at least a 2.5 GPA each semester. A student whose GPA falls below the requisite during any semester will be placed on probation for the following semester. Unless the student brings his/her GPA up to at least 2.5 by the end of the semester on probation, employment with the Lab will be terminated at the end of that semester.
    3. An up-to-date transcript (official or unofficial) must be submitted to the JLab Human Resources Student Program Coordinator within two weeks after the end of each semester. Failure to report transcripts will lead to disciplinary actions such as suspension or termination.
    4. With the exception of 4.c. below, students must maintain full-time status at their school of study. While each university may be unique, Jefferson Lab will follow the general classification guidelines listed below. Universities on a quarterly classification or those that deviate from the guidelines listed will be evaluated on a case by case basis by Human Resources.
      1. Undergraduates: full-time = 12 or more semester hours for fall/spring.
      2. Graduate students: full-time = 9 or more semester hours for fall/spring.
      3. Occasionally graduate students who have completed all their course work but need to defend a thesis or complete a master's project will be taking fewer than 9 hours. A decision as to whether such students will be allowed to continue working at the Lab as a student intern shall be made on a case-by-case basis.
    5. Any changes in the student's academic status must be reported to the JLab Student Program Coordinator within two weeks of the status change. A student whose academic status changes to less than full-time will no longer be eligible for his/her position with Jefferson Lab.
    6. Student interns will be paid at the rate currently established by Jefferson Lab.  Regardless of the degree program in which the student intern is enrolled, pay will be based on the type of work he/she is expected to perform for the Lab; i.e., technical or nontechnical. Externs are not paid.
    7. The JLab Student Program Coordinator will periodically solicit feedback from Mentors/Supervisors of student interns/externs regarding their performance on the job.
    8. College student interns may continue in their intern positions for up to three months after satisfactory completion of course requirements for diploma/degree.

 

  1. HIGH SCHOOL STUDENT INTERN GUIDELINES
    1. Employees requesting high school student interns not associated with a Science Education Student Program must:
      1. Submit an approved Critical Hire Justification form via the Lab's web-based recruiting system.
      2. Interview applicants and select students.
      3. Be willing to Mentor each student and support the student’s professional growth.
      4. Provide scheduled evaluation reports of the student's progress to the JLab Student Program Coordinator and the school's Student Program Coordinator.
    2. Candidates for the High School Student Intern Program must have completed the sophomore year of high school, be at least 16 years of age, and be recommended by their school.
    3. Students must have a cumulative GPA of at least 2.5 (4.0 scale) in order to be considered for an intern position. High School student interns must maintain at least a 2.5 GPA each semester. A student whose GPA falls below the requisite during any semester will be placed on probation for the following semester. Unless the student brings his/her GPA up to at least 2.5, employment with the Lab will be terminated at the end of that semester.
    4. Compensation for participants in the program will be at the rate established by Human Resources for high school students and paid by the Department in which the student is working.
    5. High school student interns may continue in their positions for up to three months after satisfactory completion of course requirements for a diploma.
    6. All students must complete and adhere to the Student Safety Training Program provided by the Science Education Department.
  1. CO-OP GUIDELINES
    1. Supervisors requesting Co-Op students must submit an approved Critical Hire Justification to Human Resources via the Lab's web-based recruiting system. To be eligible for a Jefferson Lab Co-Op position, the student applicant must be enrolled in the Co-Op program offered at their home institution and must be classified as a sophomore level or higher. Co-Op positions are one semester in length. A Current Co-Op student will need to reapply for each semester position.
    2. Co-Op students must have a cumulative GPA of at least 3.0 (4.0 scale) in order to be considered for a Co-Op position. Co-Op students must maintain at least a 3.0 GPA each semester.
    3. Co-Op students must work a full 40 hours a week at Jefferson Lab for the duration of the Co-Op semester. The Co-Op student’s home institution may offer academic credit for their time spent working at Jefferson Lab per the home institution’s guidelines.
    4. Any changes in the Co-Op student's academic status must be reported to the JLab Student Program Coordinator within two weeks of the status change.
    5. Co-Op students will be paid at the rate currently established by Jefferson Lab.  Regardless of the degree program in which the Co-Op student is enrolled, pay will be based on the type of work he/she is expected to perform for the Lab; i.e., technical or nontechnical.
    6. The JLab Student Program Coordinator will periodically solicit feedback from Mentors/Supervisors of Co-Op students regarding their performance on the job.
  1. UNPAID EXTERNSHIP
    1. Unpaid Externship for students wishing to work at the Laboratory may be approved for the purpose of supporting student knowledge and growth. With pre-approval by the appropriate Associate Director, or Deputy Associate Director, and the Human Resources Manager, dependents of JLab employees are eligible for such unpaid Externship, provided the Mentor is outside the employee's department, work area, and management chain of command.
  1. BEHAVIORAL GUIDELINES
    1. All students in all programs are expected to adhere to the Administrative Policy 208.01 Standards of Conduct. These guidelines may cover, but are not limited to, the following:
      1. Avoidance of behavior that could be perceived as inappropriate and/or unprofessional, particularly when Mentor and student are of different genders
      2. Work space issues
      3. Student performance evaluation expectations.
      4. Procedures for discussing problems that arise in the working relationship
    1. Any issues of improper behavior shall be immediately reported to the Human Resources Manager or designee, who will promptly investigate and recommend appropriate resolution to the relevant Associate Director.
    2. If disciplinary action is required for resolution of an issue and the individual is a JSA employee, Administrative Policy 208.02 Corrective Actions shall be followed. If the individual is an employee of another institution, the Human Resources Manager shall advise the proper authorities at that institution and coordinate additional steps with them.
    3. In externship/Mentorship arrangements, as well as other relationships between students and staff members, it is the responsibility of the staff member to ensure that the relationship between Mentor/Supervisor and student remains professional and objective.

 

  1. INPROCESSING AND BADGING
  1. All students at the Lab, except visitors, must have badges. Badges will be issued only when the badging process, (including registration, receipt of tax form and identification, entry into JList and completion of all required training) is complete. Responsible parties must also verify that the student is at least 18 years of age or notify badging officials of any student under the age of 18.
  2. The badge of any student under the age of 18 will have a special designation to alert staff members that he/she may not access potentially hazardous parts of the site.
  3. Any student under the age of 18 must attend a special orientation in the Computer Center regarding what he/she can and cannot do online or with a computer on the Laboratory site. The Mentor/Supervisor is responsible for signing for the student's computer account.
  1. WORK HOURS
    1. Jefferson Lab's typical hours of operation are 8:00 a.m. to 5:00 p.m., Monday through Friday. The student's work schedule is determined by his/her Mentor/Supervisor. The regular workday generally includes a 60-minute meal period. Meal periods are unpaid and are not recorded as time worked.
    2. Students are expected to work up to 20 hours per week during the semester and may work up to 40 hours per week during breaks from classes (summer, spring, and winter break).
  1. LEAVE BENEFITS
    1. Students are not eligible for vacation or sick leave.
    2. Students are not paid for designated holidays.

 

  1. SEPARATION FROM JEFFERSON LAB
    1. Students who plan to resign from their employment at JLab/JSA shall give their Mentors/Supervisors at least a two-week (10 working days) written notice to enable prompt action to recruit replacements for their positions. Copies of the resignation letter must be forwarded to Human Resources and the JLab Student Program Coordinator.
    2. The JLab Student Program Coordinator will provide a copy of the Student Separation Checklist to the Mentor/Supervisor for completion on the student's last day of work. The completed form should then be returned to the JLab Student Program Coordinator.

     

    Exhibits

    203.01-3

    JSA Employment Interviewee Evaluation

    203.04-1

    Six-Month Probationary Appraisal Form

    203.04-2

    Final Probationary Appraisal Form

    203.05-1

    Visa Options for Foreign Scholars

     

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