Internship Validation / Quality Checks Internship Quality Guidelines : All Internship vacancies posted validated should comply with

following list of Quality requirements. Job Title: Accept the title given by the host organisation unless it is too long, is illegal, is grammatically incorrect or unclear or has any reference to the company name. Use the ampersand symbol in every situation. “&” Example of some incorrect Internship Titles: • Operations Executive Internship (615617) – Word Intern or Internship not permitted in title. • Name of Company HR Officer (616617) - Company name not permitted in Title • Accounting & Tax (617835) – Not grammatically correct. • Law Office Research and Business Development Support (617311) – Title too long Job Code / Manco: Select appropriate Job Code/ Manco for all Internship posts. This will be dictated by the duties of the internship rather than the internship title. Job Description: The Job Description field on Prof is the Learner Outcomes field on the Intern application form. This field must contain details of experience the intern will gain from the internship and the learning the Host organisation will provide. Amend to ensure that the data is in a grammatically correct format. Remove bullet points (if any), Insert capital letters at the beginning of each sentence and commas where appropriate, etc. Change abbreviations which are not widely recognised. Type of Contract: Should be ‘Other’. Required Education: Where Leaving certificate or Junior cert is selected type “or Equivalent” Skills Requirement: Same rule applies as to Job Description. No reference to prior experience permitted. Example of references to experience that is NOT permitted: 2/3 years experience required Previous experience required Experience in a related industry Number of Positions: Must be in compliance with internship guidelines re: number of employees. Experience required: Must show ‘No Experience Minimum/Maximum salary: Must be blank.

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks Job Location: Select location if not already selected. Unless otherwise stated, we assume that the internship is based at company address. Job Type: Default set to internship. Other Information: Ensure application arrangements are inserted in this field as this shows jobseekers how to apply. Contact Centre Vacancy Follow-up: if validated insert Date, ‘V/List’, your initials. Always put the date (including year) first – comment second and initial third. Ensure Ireland box is ticked e.g:
Germany Greece Hungary Iceland Ireland Italy

Change default setting to ‘Closed’
Would you like the details of your company NOT to be shown for this vacancy (a so-called closed vacancy): Closed Open

Display until: Please note closing date defaults to 8 weeks. When validating Internships date should be set to 8 weeks from date of validation to ensure Internship is advertised for full 8 weeks. Company Profile: Select ‘Edit this company’. Number of employees field must be completed – This information is essential to determine if they are eligible for internship and how many placements they are entitled to. If missing, telephone the company and request same. Prior to contacting the company, it is essential to also check the internship details keyed by the company as we may need further information/clarification. Other information required (if not already available) should be requested during this call i.e. ERN number, Description of Company’s activities and Company Type. Insert this information into the appropriate fields. In addition, ‘Modify Location’ and select ‘Industry Type’ and key in your password and ‘Save Company Profile’. If you make contact with the company and it is necessary for them to call you back with the required information, insert a note to this effect in the Vacancy Follow-up field. i.e. Click into the Internship Title, scroll down to the Follow-up field, insert a note.i.e. Date, Details of info you require, what contact you had with the company (left a voicemail etc) and your initials, insert SEE FOLLOW UP in the Internship title. Key in your password and ‘Save Vacancy’. Then immediately close vacancy so that it does not go live on JobBridge site until all information is received.

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks Quality Checks for Internship Opportunities descriptions (Learning Outcomes) field The following Quality checks (detailed below) should only be carried out after a satisfactory validation process. The Internship Learning Outcome (description) must reflect all of the following: • Should not be a one line description • • Should not be a list of duties Should describe the opportunity to learn and practice a wide range of skills either in:

o A specific department o In different departments

and/or and/or

o The business as a whole – depending on the size of the business and nature of the internship opportunity

• •

The Intern should not be required to work unsupervised / alone for extended periods of time (at least one day a week). An overview of how the intern will be supported should be provided e.g.. The intern will be part of the Sales team and supported by the Sales manager Describe training either formal/informal Must not refer to a “job”, e.g., the “The Job will involve”

• •

Also note that the advertisement must not state anywhere that previous experience is required, desirable, etc. No Reply – Emails:All e-mails you send from the jobbridge_noreply@fas.ie will automatically appear in your normal sent Items Folder. Please ensure on a regular basis or at the end of each day you transfer all e-mails sent from jobbridge_noreply@fas.ie are transferred into the sent items folder in the jobbridge_noreply e-mail account.

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

PROCESS FOR HANDLING NEW ONLINE APPLICATIONS FOR JOBBRIDGE PLACEMENTS 1. Organisation submits online application 2. JobBridge Team uses current process to check criteria / other rules / language / etc. 3. JobBridge Team uses quality check guidelines to validate application Displacement/other? Yes Consult with Jobseeker team and liaise with regional mngmnt. As appropriate. No put on Job Bank Meets quality criteria? Yes put on Job Bank No forward to Jobseeker team 4. Jobseeker team reviews Meets quality criteria? Yes put on Job Bank No forward to NCC Mngr 5. NCC Manager reviews Displacement = Send holding email while being checked then either send email “B” below or put on Job Bank when resolved

Meets quality criteria? Yes put on Job Bank No send email “A” below

Role of FÁS/DSP JobBridge – Applications review group (TOR to be agreed) • Comprises NCC Management, ESPU Management, DSP reps

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

• • • •

Will meet weekly Handle appeals from Organisations as a result of process above Spot Checks Ad-hoc, infrequent queries from media, etc.

PROCESS FOR HANDLING CURRENT BACKLOG OF APPLICATIONS FOR JOBBRIDGE PLACEMENTS: • • • • • • Organisation submits online application HO Team uses current process to check criteria / other rules / language / etc. HO Team uses quality check guidelines to validate application If Displacement or Quality issue, refer to NCC Management NCC Management will make decision and send appropriate emails as per the NCC process above

PROCESS FOR HANDLING CURRENT JOBBRIDGE PLACEMENTS REVIEWED BY NCC AND COMMS UNIT: CW and SF to check each and categorise as follows: Unsuitable Title: Job/displacement: Previous experience required: Quality of internship poor: Modify accordingly Remove from Job Bank and send “B” email to organisation Edit advertisement and remove this text 1. If a complaint is received - remove and send email “A” to organisation 2. Where quality is particularly bad - remove and send email “A” to organisation 3. Otherwise, leave as is

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

PROCESS FOR HANDLING JOBBRIDGE ADVERTISEMENTS WHEN CONCERN NOTIFIED / ISSUE RAISED: Refer to NCC Manager (Aidan) • Job/displacement: Email Individual making complaint stating it will be investigated Send holding email to organisation Send to Regional Management to check and inform NCC of outcome If no displacement, leave as is and notify person who raised the issue/concern If displacement, remove from system and send “B” email to organisation Email to Individual making complaint stating it will be investigated Forward to NCC Manager NCC team will check If quality ok, leave as is and notify person who raised the issue/concern Where quality is poor - suspend and send email “A” to organisation

Quality poor:

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

EMAIL “A” To be sent when the quality of the internship is not appropriate (for a new application or one that is advertised): Dear Sir/Madam New applications [We acknowledge receipt of your application for the JobBridge Scheme. We regret to inform you that we are unable to process the application you have submitted as it does not meet the criteria set out for the scheme.] Or Current Adverts [A concern has been raised in relation to the quality of your advertised JobBridge internship.] There is little or no reference made on your application to: 1) The practical skills and learning the intern will gain during the internship 2) The formal or informal training the intern will receive during the internship. or

Please remember the Terms and Conditions of the Job Bridge scheme state: • An internship should provide an intern with a broad and meaningful range of practical workplace experiences within an organisation as a whole as well as the opportunity to practice and learn new skills and to apply skills previously learnt during education/training. • The internship should genuinely enhance/increase the Intern’s ability to obtain future fulltime work. • It should demonstrate that an organisation is willing to support the individual and provide learning opportunities to achieve this. • Prospective interns should not work unsupervised/unaccompanied for extended periods of time. • The host organisation may not state that previous experience is required when advertising an internship under the JobBridge scheme. Should your organisation be in a position to offer an internship that fulfils the above criteria please go to the Job Bridge website www.jobbridge.ie and click onto the “information for Organisations” link, then click onto “Manage Intern” and “click here logon” link. Using your username and password – click on the “Internships link” (highlighted in red) and select the link under Internships “REVIEW DOES NOT MEET CRITERIA” to edit the Learning Outcome field. The learner outcome field must clearly state

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

1. 2. 3. 4.

The Skills the Intern will gain during the internship The Experience the intern will gain during the internship The Training formal or informal the Intern will receive during the internship And ensure the Intern Title matches the Description in the Learner outcomes field of the application form.

Once you have reviewed and edited your Internship placement it is important that you change the title back by removing the standard text in title box. If you do not change the title, the placement will not be reviewed/ processed by the NCC and will cause a significant delay.

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012

Internship Validation / Quality Checks

EMAIL “B” To be sent when the internship is considered to be displacement: Dear Sir/Madam New Application We acknowledge receipt of your application for the JobBridge Scheme. We regret to inform you that we are unable to process the application you have submitted as it does not meet the criteria set out for the scheme: Or Current Adverts A concern has been raised in relation to your advertised JobBridge internship. This internship proposal is being removed from the JobBridge website because it is deemed to be displacement. Should your organisation be in a position to offer an internship, please logon and submit a new application.

If organisation wishes to appeal this decision – appeal to be made to Review Group by organisation within x days. Thank you JobBridge Team

NCC Internship Quality guidelines

Created on: 05August 2011 Updated on: 14 March 2012