Human Resources Manual - 122 - Graduate Internships

1. Graduate internships provide an opportunity for eligible northern graduates to gain relevant and hands-on work experience with Government of the Northwest Territories’ (GNWT) Departments, Boards and Agencies through a one-year internship.  Excluding previous summer student employment, internships are intended to provide the first work experience relevant to the graduate’s field of study.

Information on GNWT graduate internships and the application process is available on the Department of Human Resources website at

http://www.hr.gov.nt.ca/employment/interns/.

 

2. These guidelines, procedures and definitions apply to all GNWT departments, boards and agencies except the Northwest Territories (NWT) Power Corporation.

3. Internships are one-year placements that provide work experiences relevant to northern graduates’ fields of study.
4. Internship funding is funding of $40,000 per year.
5. Corporate Human Resources (CHR) is the Corporate Human Resources Division of the Department of Human Resources.
6. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources.
7. Northern Graduates are persons who:
   1. Were a territorial resident for at least three continuous years immediately prior to graduating from post-secondary institutions located in the NWT and who remained and resided in the NWT following graduation from the institution; or
   2. Attended a post-secondary institution located outside the NWT, but resided in the NWT for at least twelve continuous months immediately prior to attending the post-secondary institute.

8. The Department of Human Resources is responsible for promotion and coordination of the internship program GNWT- wide.
9. Deputy Heads are responsible for promotion and establishment of graduate internship positions in their Department, Board or Agency.
10. There is funding available for a set number of internships each year.  If the number of internships requested by Departments, Boards or Agencies exceeds the number that are funded, regional internships and internships that offer the best and most relevant work experience will receive higher priority.  Departments, Boards or Agencies can fund internship positions internally.
11. Although internships are intended to span a one-year period, in cases where the internship placement ends prior to the completion of the one-year period, the internship funding will be prorated.
12. The graduate internship program does not apply to graduates of nursing, social work or education diplomas or degrees who are entering a job in those professions.
13. Employing Departments, Boards or Agencies will not be eligible for any internship funding for employees returning from an approved education leave.
14. In order to be considered for a graduate internship, eligible northern graduates will meet the following criteria:
    1. Have completed a post-secondary program within the six months prior to being hired;
    2. Were registered in a full course load (normally five courses per semester) for the two semesters prior to graduating (accommodation can be made to recognize special circumstances for disabled students); and
    3. Were registered in a post-secondary program of at least four semesters in length that resulted in a college diploma or university diploma or degree.
15. Special consideration will be given to allow disabled individuals who were attending specialized facilities outside the NWT immediately prior to attending a post-secondary institution to meet the definition of a northern graduate.
16. Position duties, experience and education requirements outlined on the job description must reflect those relevant to a new graduate.  Job descriptions for internships are evaluated in accordance with the Hay system of evaluation and paid according to the appropriate terms and conditions of employment (Collective Agreement or Employee Handbook). 
17. In cases where more than one graduate with relevant education is interested in the same placement, the Affirmative Action Policy is applied.
18. There is no appeal process for internship hiring.  Graduates who have concerns with a decision regarding selection can raise those concerns with
    CHR.
19. Where funded interns are based outside of Yellowknife, the Department, Board or Agency will receive northern allowance support equivalent to the difference between the northern allowance for Yellowknife and that of the community of hire.
20. Northern graduates who accept an internship outside their home community will be supported with removal assistance from their home community to their community of hire.  At the completion of the one-year internship, removal assistance from the community of hire back to their home community is provided. Graduates must complete the term of employment in order to be eligible for removal back to their home community.

21. Each year, CHR will use a variety of advertising methods to market the internship program and to invite potential northern graduates to register for the program with CHR.
22. Potential graduates will be asked to indicate their interest in the Graduate Internship Program by submitting a current resume, a summary of their employment interests and a completed application form.
23. CHR advises each interested graduate that they will be required to provide proof of graduation prior to actually commencing employment. 
24. As potential graduates register, CHR prepares an available graduate list that includes the graduate’s name and their field of study.
25. CHR circulates the list of available graduates to Management and Recruitment Services. 
26. Using the list of available graduates, Management and Recruitment Services works with managers to identify potential placement options and prepare job descriptions.
27. Management and Recruitment Services work with each Department, Board or Agency to prioritize their applications and complete the Northern Graduate Employment Program Internship Application.
28. Management and Recruitment Services submits the job description, the completed Northern Graduate Employment Program Internship Application and departmental priorities to CHR by a date set by CHR.  
29. CHR assesses each application to ensure that the proposed internship will provide the graduate with work experience relevant to their field of study.  Where the internship meets those criteria, CHR approves the application and informs Management and Recruitment Services.

Where the internship does not meet those criteria, CHR advises Management and Recruitment Services that the application is not approved and provides information about the action required to approve the application.  In cases where the job description is returned, Management and Recruitment Services works with managers to adjust the job description.

30. Management and Recruitment Services works with Departments, Boards and Agencies to ensure that the Deputy Head signs finalized job descriptions.
31. An evaluation committee consisting of Department of Human Resources total rewards and recruitment services’ staff review and evaluate finalized job descriptions. 
32. Once an internship position is approved, the manager working with Management and Recruitment Services, reviews the list of registered graduates to find those with the educational background relevant to their internship position.
33. Management and Recruitment Services contacts CHR to ensure the available graduates of interest to the manager are registered and approved by CHR as a match to their internship positions.
34. Once approval of the match is obtained from CHR, Management and Recruitment Services contacts the graduates to determine their interest in the internship position and to provide graduates with the internship job description.
35. Management and Recruitment Services and managers undertake a formal interview process to determine the successful applicant, regardless of the number of graduates being considered for the internship.  The interview process assesses overall suitability for the position.
36. Based on the outcome of the interview process, Management and Recruitment Services and managers determine the successful graduate and advise CHR about the outcome.
37. Management and Recruitment Services extends a verbal job offer to the graduate. 
38. If the verbal job offer is accepted, Management and Recruitment Services sends the successful graduate a letter of offer along with a copy of the job description.
39. Management and Recruitment Services forwards a copy of the letter of offer to CHR. 
40. Prior to the intern commencing employment, Management and Recruitment Services obtains proof of graduation from the graduate and forwards the documentation to CHR.
41. CHR prepares the direct appointment decision papers for all internship positions.
42. On a quarterly basis, CHR will provide an internship contribution to each participating Department, Board or Agency based on the number of active internships.
43. Both the interns and the managers are required to complete an exit interview at the completion of the program for evaluative purposes.