JobBridge Monitoring Policy/Purpose/Guide

Monitoring Policy Employment Services is committed to the continuous improvement of all its service delivery. Employment Services recognise that key elements of continuous improvement relate to ongoing monitoring and review of schemes. The Standard Agreement (available on the NES Portal for download) is the core of this Monitoring Policy, appendix one. Within this policy there are a number of elements to be monitored. These are contained in the JobBridge Monitoring Checklist. Purpose of this Monitoring Policy The purpose of this policy is to ensure that a consistent and standardised approach to monitoring is implemented. The purpose of the attached monitoring checklist is to ensure that the Standard Agreement has been signed and is being adhered to by the Host Organisation and the Intern. How many Internships will be monitored? Employment Services is committed to monitoring approximately 5% of Internships per region per year, e.g. a region may have 400 Internships over the course of one year, and therefore 20 of these Internships will need to be monitored per year. What is the Monitoring approach? The approach for monitoring JobBridge consists of: • • Part A involves the Host Organisations appointed Mentor. Part B involves conducting a monitoring check with the Intern.

Results of Monitoring Visit to be recorded, on the monitoring checklist, and a copy is sent to Host Organisation, Intern and ESPU (copy to be scanned or posted). How will Internships be selected for Monitoring? Selection will be conducted by each region. ESPU will provide a report broken down by occupational sectors (TBC by IT) of Internships by Region including, internship reference number, PPS numbers, names and contact details of the Intern and the relevant name and contact details from the Host Organisation. Contact will be made in advance with the Host Organisation to arrange a meeting with the mentor (copy of Standard Agreement to be made available at site visit). What information is needed to conduct a monitoring visit?  Print out of the interns NIS record from CSS  Copy of Original Internship Placement Advert (available on CSS by inserting internship reference number)  Copy of Standard Agreement generic version as downloaded from Portal  Copy of JobBridge Monitoring Checklist (attached).

JobBridge, the National Internship Scheme is administered by Employment Services on behalf of The Department of Social Protection

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The Monitoring Checklist Date of Visit: ______________
Host Organisation Name:

Conducted by: __________________
Address:

INTE ref number:

Intern’s Name:

PART A – To be conducted with Host Organisation appointed Mentor

Is the Standard Agreement that has been completed and signed by HO and Intern available for inspection? Yes No Has a Mentor been appointed? If so Who? Yes No

Are the duties and responsibilities in line with the original Internship Placement Advertisement? Yes No Is the Developmental Work Experience Agreement in Appendix one of the Standard Agreement completed and being followed? Yes No Are the Intern’s hours of work in line with the Standard Agreement? Yes No Any other additional information (e.g, in relation to training, work experience, etc.)?

Signed by Host Organisation Mentor: Date:

JobBridge, the National Internship Scheme is administered by Employment Services on behalf of The Department of Social Protection

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PART B – To be conducted with the Intern
Did you receive a copy of the signed Standard Agreement? Yes No Has a Mentor been assigned to you? If so Who? Yes No Are the duties and responsibilities that you are undertaking in line with the original Internship Placement Advertisement you applied for? Yes No Is the Developmental Work Experience Agreement in Appendix one of the Standard Agreement completed and being followed? Yes No Are your hours of work in line with the Standard Agreement? Yes No Any other additional information (e.g, in relation to training, work experience, etc.)?

Signed by Intern: Date:

JobBridge, the National Internship Scheme is administered by Employment Services on behalf of The Department of Social Protection

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Monitoring Report (Copy to be sent to the Host Organisation and Intern)

Date of Visit: _____________
Host Organisation Name:

Conducted by: _________________
Address:

INTE ref number:

Intern’s Name:

Satisfactory:
Select reason for Unsatisfactory finding (s) Standard Agreement not completed and./or unavailable for inspection No Mentor appointed. Duties and responsibilities not in line with Internship Placement Advertisement Developmental Work Experience Agreement not completed and/or being followed Intern’s hours of work not in line with the Standard Agreement Signed: Contact Details: Date:

Unsatisfactory:
Follow-up Action Required Standard Agreement to be completed and agreed with the Intern and same to be confirmed to me within 5 days. Follow-up monitoring visit within 2 months Mentor appointed and notified to Intern and same to be confirmed to me (including contact details of mentor) If both HO and Intern are satisfied that this is ok – no further action required. If not, mentor to meet intern and agree duties and responsibilities for remainder of internship. Same to be confirmed to me within 5 days. Mentor to meet intern and agree Development Work Experience for remainder of internship. Same to be confirmed to me within 5 days. Mentor to meet intern and agree hours of work in line with Standard Agreement for remainder of internship. Same to be confirmed to me within 5 days.

__________________________________________________________ __________________________________________________________ ___________________________________________________________ ___________________________________________________________

Employment Services reserves the right to conduct monitoring visits over the duration of the JobBridge internship

JobBridge, the National Internship Scheme is administered by Employment Services on behalf of The Department of Social Protection

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Guideline for Conducting a Visit
Steps: Companies to be monitored will be identified by ES Regions using the Report supplied by IT. Print required documents for visit:     Print out of the interns NIS record from CSS Copy of Original Internship Placement Advert (available on CSS) Copy of Standard Agreement generic version as downloaded from Portal Copy of JobBridge Monitoring Checklist

Check the CSS to see if Host Organisation (HO) has submitted on-line monthly compliance form for this internship, and remind HO of the requirement to do so if appropriate. Use the Monitoring Check list to conduct the visit. Meet the Mentor and the Intern separately. At the beginning of the meeting with the Mentor and the Intern, both should be informed of the following: If a difference in how the internship is progressing is articulated during the monitoring visit, this will be noted in the Monitoring Report and a meeting between the 2 parties to discuss same will be required within 5 days of the monitoring visit. Note: The purpose of visit is to check compliance with the JobBridge Standard Agreement – it is not intended that the person conducting the monitoring visit will intervene or mediate between the Host Organisation and the Intern. If in exceptional circumstances, an issue arises that is outside the scope of the monitoring visit, this should be discussed with their manager. Such issues may be referred to an external agency or followed up by Employment Services as appropriate. The ES Manager can liaise with the relevant RD or JobBridge Team in Head Office if required In the case of non-compliance, the Monitoring Report should be used to identify the non-compliance and select the required action. A copy of the Monitoring Report should be sent to the Host Organisation and the Intern. A copy of the completed check-list and Monitoring Report should be scanned and emailed or posted to ESPU.
JobBridge, the National Internship Scheme is administered by Employment Services on behalf of The Department of Social Protection

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