SCA CONSERVATION INTERNSHIP HANDBOOK WELCOME

Transcription

1 SCA CONSERVATION INTERNSHIP HANDBOOK WELCOME

2 Congratulations! I am pleased to welcome you as an SCA Conservation Intern! Based on reports from the thousands of interns who have served before you, you can expect to have a challenging and rewarding experience. Equally important, you will be making a vital contribution to the conservation efforts in the area you will be working. This manual will help you prepare for your new position. In addition, there are enrollment forms which must be completed and returned prior to the start of your internship. SCA assigns the highest priority to your safety. Please read the safety advisories in this manual. Take full advantage of training opportunities you will receive from professional agency staff and always follow the safety guidelines and instructions provided by your supervisor. Lastly, please recognize that you may be most exposed to serious injury when pursuing recreational opportunities during off-duty hours. Safety awareness and practices should extend to leisure time activities in addition to your professional responsibilities. Let me welcome you personally into the SCA family. If you have any questions or problems during your internship, please do not hesitate to contact your assigned Advisor. Good luck to you! Rob Terry Operations Director for Conservation Internships

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4 Quick Links Topic Index Click on the links below to go directly to each topic. If you are using a paper version, turn to the page for the section listed on the right to find information about each topic. Topic AmeriCorps Chase Card Conflict Resolution Conservation Ethic Emergency Resources End of Service Enrollment Forms Health Insurance Housing Leadership Living Allowance Committing to Service Time Logs Travel Information Uniforms Worker s Compensation Where to find the topic in the handbook Section 6: Getting to Work Section 7: Wrapping Up Section 3: Accept an Internship Section 6: Getting to Work Section 6: Getting to Work Section 3: Accept an Internship

5 SCA CONSERVATION INTERNSHIP HANDBOOK ACCEPT AN INTERNSHIP

6 3. Accept an Internship Click on the links below or turn to the following pages for more details about these tasks. Get to know your SCA Intern Handbook This is your go-to resource for getting inspired, keeping track of logistics and making the most of your SCA experience. We recommend printing it out to use throughout your internship. Notes and Questions Have a conversation with your Host Site Partner Now that you have accepted your position, it s time to begin developing a professional relationship with the people who will be directly overseeing your internship. Be sure to address the topics in this section. Complete and Sign All Enrollment Forms This can be the hardest part of the internship for some people. Get off on the right foot by being proactive about these important details. See this section for detailed information about all things paperwork. Plan Your Travel to Your Site The trip to your site is the first leg of your internship journey. Read this section for logistical details about how to set up your trip with SCA. Move on to The Adventure Begins for tips on making the trip memorable. Know How Your Advisor Can Help Your SCA Advisor is here to be a resource for you throughout your SCA experience. Check out this section to learn more. Plan Your Finances Your Chase card and uniform may take 2 to 4 weeks to arrive at your site. Plan to bring at least one month s living expenses to pay for food, gas, etc. until you receive your first stipend. Stay Connected and Get Excited If you ve made it this far, you ve done the hard work of preparing for your internship and are almost ready to begin. Stay connected and get excited: Visit jointhesca.org, SCA s social networking site Like SCA on Facebook Follow SCA on Twitter

7 Have a conversation with your host site partner This is your chance to learn more about the experience you are about to embark on, as well as to show your site that you are proactive, professional and committed to your position. Confirm the start and end dates of your position. Think about any obligations that you have at the end of your internship (like the start of school or sports programs) and discuss these with your site partner up front. Confirmed Start Date: Confirmed End Date: Discuss your arrival at the site. Where? When? How? Notes on Arrival: Handy Lingo Host site: The organization that you will be working with directly. SCA host sites can be nonprofits, government agencies or even corporations. Host site partner: The person at the host site who is working directly with the SCA to make your internship happen. Host site supervisor: The person who will work with you on a day to day basis, outline your tasks and approve your time logs. Learn about the specifics of your position. Is there special gear that you need to bring or that will be provided? What are the housing arrangements like? Is there a grocery store/bank/laundromat/etc. nearby? Notes on Position Specifics: Other questions you would like to ask. Other Questions to Ask:

8 Complete and Sign All Enrollment Forms Get off on the right foot by doing your paperwork right away. For more detailed information about each of the paperwork documents, check out the Paperwork Appendix. Notes and Questions Complete the Background Check Request Form This document will be ed to you by Easy Backgrounds shortly after you accept your position. Complete the Electronic I-9 Form The I-9 is the document the federal government uses to confirm that you are eligible to legally work in the United States. You will receive three s from the Guardian corporation with information about how to complete the I-9 electronically. Read and Sign All Other Enrollment Forms All of your other required enrollment documents (including AmeriCorps documents if applicable) will be sent to you in a single from SCA Enrollment. Register for the Required SCA Webinar Training Visit the webpage below for scheduled dates and to register for this one hour live webinar. Tips for Completing Your Paperwork Do it right away Completing your paperwork right away makes it more likely that you will be able to begin your internship as scheduled, receive your living and travel allowances on time, and focus on the more exciting parts of preparing for your experience. A word of caution: If your paperwork is not complete by two weeks before the start date of your position, you may not be able to start your position on the scheduled start date! Read before you sign This is an important life practice. Know what you are agreeing to and make sure that the information is accurate! If something doesn t look right, contact your SCA Advisor. Field Approved! Monitor your progress in MySCA. When your status in the Prepare for Service Tab changes to Field Approved, it means that: a. Your background check has cleared b. Your I-9 is complete c. You have signed all of your enrollment forms d. You are cleared to begin service. If you are within two weeks of your start date and your status is still listed as Field Prep, contact your SCA Advisor.

9 Plan Your Travel Most SCA interns are eligible for a Travel Benefit that assists in the cost of travel to and from the internship site. The information below explains the travel benefits that you are eligible for and the steps you ll need to take to use those benefits. Don t forget that this is where your internship experience begins. Make the most of it! Standard Travel Benefits You are eligible for up to $650 for the cost of travel to and from your internship site.* You are also eligible for up to $50 round trip in baggage check costs. Save your baggage receipts! *See exceptions below. Non-Standard Travel Benefits In some circumstances, interns are eligible for more or less than the $650 standard. Click on the links below if one of these situations applies to your position. If you are reading this document offline, simply turn ahead to the Non-Standard Travel Benefits page. Car is Required Position is in Alaska or Hawaii Remote Location Position Offered to You Required Training at You Live Local Less than 2 Weeks Different Site Prior to Start To the Position Before the Start Date Book Your Travel Click on the images below for directions on how to book your travel through SCA. If you are reading this offline, skip to the Directions for Booking Your Travel page. Plane Ferry Train Bus Car

10 Get Reimbursed for Travel All Travel Reimbursements will be placed on your SCA Chase card. Submit the Intern Travel Budget Form with your enrollment paperwork. Submit eligible receipts to your SCA Advisor by fax, mail or within 4 weeks after travel. Travel Notes and Questions Receive your travel reimbursements on your Chase card in two installments: one with your next scheduled living allowance and one at the end of your internship. Commuting Travel Benefit Are you going to be driving from home or your internship housing to your service site everyday? If your daily commute is more than 10 miles each way (more than 20 miles round trip), you may be eligible for a commuting travel allowance. If you think that you are in this situation, but do not see commuting travel on your COA document, contact your SCA Advisor. Forfeiting your Travel Benefit If you withdraw from your SCA internship position after SCA has purchased your travel, you may be required to repay SCA the cost of your travel. If you leave your position before your scheduled end date, you will forfeit your return travel funds and may be required to repay SCA any funds that you have already received. You will be responsible for paying all costs of your return travel. Termination from your Position If you are terminated from your position, SCA will pay your return travel costs. This is the chance to learn and grow. I will be working in different environments, with all different types of people, seeing new places and things, and spending time with my mom. You can t replicate these experiences in the classroom. -Oliver Davis

11 Non-Standard Travel Benefits Car is Required If the position description states that a car is required for your position, you will be eligible for the following travel benefits: Mileage reimbursement for the roundtrip distance from your home address to the site and back* Hotel reimbursement at $60 per night for up to 8 nights round trip ** Position is in Alaska or Hawaii If your position is in Alaska or Hawaii, you will be eligible for up to $1050 in round trip travel benefits. Remote Location Travel costs for travel to and from positions in remote areas will be approved on a case by case basis. Remote areas are locations that may not have easy access to major airports, passable roads, etc. As you plan your travel, communicate with your site partner or site supervisor to determine whether or not your position is in a location that is challenging to get to. Position Offered to You Less than 2 Weeks Before the Start Date Purchasing plane tickets close to the date of travel can be very expensive. If you were selected to your position close to the position start date and you are travelling by plane, you may be eligible for additional travel funds. Required Training at Different Site Prior to Start Some SCA positions require interns to travel to a central location for trainings before travelling to the actual position location. In these cases, special arrangements have been made to cover travel to the training site as well as travel from the training site to the position site. If you are in a position with this benefit, you should be informed of it during your interview or in the position description. You Live Local to the Position Some positions seek candidates who live close enough to the position site to commute from home each day. These positions are usually labeled as Local Only. If you are in a Local Only position, you will not be eligible for the travel benefit for the cost of travel to and from your site. However, you may be eligible to receive Commuting Travel benefits. * SCA s current rate for mileage reimbursement is 19 cents per mile. ** You are not expected to drive more than 8 hours in a day. To estimate how many hotel nights you will need, determine the estimated driving time to your site and divide by 8 to determine your number of days of travel. Subtract 1 from this number to determine your number of hotel nights needed.

12 Directions for Booking Your Travel Travelling by Plane or Train Follow the steps below to set up travel by plane or train. Confirm your start date and arrival details with your site. Complete Section 1 of the Travel Budget Form in your enrollment paperwork. Make note that you are travelling by plane or train. Follow the directions on the Egencia Guidelines page to set up your tickets (the Egencia page can also be found in the appendix of this handbook. Save your luggage receipts and get up to $50 in reimbursements!* Within 4 weeks after travel, submit luggage receipts to your SCA Advisor by fax, mail or . Receive your luggage reimbursement on your Chase card in two installments: one with your next scheduled living allowance and one at the end of your internship.** See the Standard and Non-Standard Travel Coverage sections above to determine the maximum travel costs you are eligible for. Flight changes are expensive. You will be responsible for any flight change fees charged by Egencia (generally a $150 minimum) as well as the change in the cost of the flight. Make sure to confirm your travel dates with your site before booking your flight. Travelling by Car If you are travelling by car, you will need to pay your travel costs up front and then get reimbursed by the SCA. Follow the steps below to submit your reimbursement for car travel. Confirm your start date and arrival details with your site. Complete the appropriate section of the Travel Budget Form a. Section 1 if car is not required for the position b. Section 2 if a car is required for the position Plan your route (Check out The Adventure Begins section for inspiration) Receive your travel reimbursement on your Chase card in two installments: one with your next scheduled living allowance and one at the end of your internship.** See the Standard and Non-Standard Travel Coverage sections above to determine the maximum reimbursement you are eligible for. Travelling by Bus or Ferry If you are travelling by bus or ferry, you will need to pay for your travel costs up front and then get reimbursed by the SCA. Follow the steps below to submit your reimbursement for bus or ferry travel. Confirm your start date and arrival details with your site. Complete Section 1 of the Travel Budget Form. Check Other and write in bus, ferry, etc. Book and pay for your travel. Save your travel receipts! Within 4 weeks after you travel, submit your receipts to your SCA Advisor by fax, mail or . Receive your travel reimbursement on your Chase card in two installments: one with your next scheduled living allowance and one at the end of your internship.** See the Standard and Non-Standard Travel Coverage sections above to determine the maximum reimbursement you are eligible for. * If you have air travel that has been approved by SCA, you will be eligible to be reimbursed up to $50 round trip for luggage fees. **During periods of high volume or if you submitted your Intern Travel Form less than 2 weeks before your start date, it may be 3-4 weeks after your start date before you receive your first travel reimbursement.

13 Know How Your Advisor Can Help You Your Advisor is your main point of contact with the SCA throughout your internship. If you are unsure of who to ask about something, your Advisor is a good person to start with. Your Advisor can help you with a variety of issues including, but not limited to, the following. Notes and Questions Pre-Internship Logistics, including: Planning travel to and from your site Paperwork Chase card and living allowance AmeriCorps Using MySCA Questions and Concerns During Your Internship Related To: Insurance and Worker s Compensation Changes to your position dates Changes to your travel plans Challenges with your site or site partner Living allowance, commuting allowance, and housing allowance Chase card AmeriCorps Time Logs Using MySCA End of Internship Transition, including: Exit paperwork Advisor Line Return travel plans x1498 Final timelogs Using MySCA Updating your application for future positions Who is my Advisor? When you accepted your position, an Advisor was assigned to you based on the location of your position. Your Advisor s name is listed on the COA document in your enrollment forms. How can I reach my Advisor? Advisors are available to help during regular business hours. Call the SCA Advisor Line at ext or login to MySCA and click the Contact SCA or Contact My Advisor button on the top of your MySCA homepage. Will I always have the same Advisor? Not necessarily. Your current Advisor will work with you until 30 days after the end of your position. When you accept a new position, you will be assigned to the Advisor for the region that the position is in. When you are not engaged in field service, the whole SCA advising team will be available to support you and answer your questions.

14 SCA CONSERVATION INTERNSHIP HANDBOOK THE ADVENTURE BEGINS

15 4. The Adventure Begins You are about to take part in an American rite of passage the Great American Road Trip. Whether you re travelling by car, plane, boat or train; across mountains and oceans or just down the road, your SCA adventure begins with the physical and metaphorical transition into your new position. Before You Travel Visit jointhesca.org Read travel blogs from other SCA members Write your own travel blog. Be sure to tag it Road Trip Ask questions about must see sites, good routes and places to stay Make yourself a packing list Bring one month s living expenses (just in case your SCA Chase card is delayed) Pack appropriate shoes and clothing for your internship If you re driving, make sure your car is up for the journey before setting off. Tell a trusted mechanic about your plans and ask them to give it a once over. Print out this handbook and bring it with you if you aren t going to have access to the internet at your site Explore Twenty years from now you will be more disappointed by the things you didn t do than by the ones you did do. So throw off the bowlines, sail away from the safe harbor. Catch the trade winds in your sails. Explore. Dream. Discover. - Mark Twain Here are some tips for making the trip transformative: o Plan extra travel days and savor the journey o Make a must-see list of things to do and see along the way o Eat Local: try the regional delicacies at farmer s markets, diners and local coffee shops o Forget Google Earth: look out your window o Get inspired by the greats (Visit jointhesca.org to join SCA s Conservation Book Club) o Pack snacks o Ponder the big questions of life o Talk to one new person everywhere you go o Make a road trip play list (Share your playlist or get ideas on the Road Trip forum in jointhesca.org) o Meditate in a beautiful place o Leave enough time to check out roadside attractions (Like the world s largest ball of twine in Kansas!) o Take photos, keep a journal, write a blog o Open your mind to possibility