"Internship Contract Termination Letter Template"
GUIDELINES FOR RUNNING INTERNSHIPS -1- Table of Contents 1. Introduction to Internships …….……………………………………… Page 3 2. Objectives of Internships …………..………………………………….. Page 3 3. Beneficiaries of Internships Programmes ………………………… Page 4 4. Preparation for Internships Programmes …..………….………… Page 4 5. Managing Internship Programmes ...………………………………. Page 5 6. Internship Contract ……………………………………………….……... Page 6 7. Interns’ Allowances ………………………………………………..……. Page 7 8. Keeping of Records..………………………………………………….….. Page 8 9. Completion of a Internship Programme .…………………………. Page 8 10. Internships Funding Application Process ……………………….. Page 8 -2- 1. INTRODUCTION TO INTERNSHIPS Internship Programmes These are structured work-based programmes designed by Employers, aimed at affording unemployed graduates and those who completed National Diplomas; work experience in companies in the Insurance sector. Internship Programmes give students workplace experience or an opportunity to practice the work skills that they have studied and will practice in future in their chosen occupations. Training Providers are normally not involved, unless the employer has products that the Interns need to be trained on. Work-Based Experience These programmes are aimed at students who are enrolled at a tertiary education institution (FET Colleges) for a SAQA registered qualification and are required to obtain practical experience as part of their study programme before they can acquire a certificate. In both cases interns should be unemployed and between the ages of 18 and 35 years. NOTE: An Internship is not a Learnership. It does not lead to a formal qualification. It is a work based experience programme and culminates in a testimonial letter indicating the work areas to which the intern was exposed. 2. OBJECTIVES OF INTERNSHIPS Internships objectives include to: 2.1 Resolve the general shortage of qualified and skilled people in the workforce by encouraging graduates to equip themselves with the necessary practical experience; 2.2 Assist in meeting the strategic staffing needs of the companies in the Insurance Sector by providing practical and accelerated work experience programmes that expose interns to specific occupations; 2.3 Provide unemployed graduates with valuable work experience and skills to enhance their employability; 2.4 Address the problem of youth unemployment, especially tertiary (university and FET College) graduates by providing them with work experience opportunities; 2.5 Provide opportunities for students to acquire their qualifications if it is the qualification requirement to acquire workplace component for completion; 2.6 Contribute to accelerated service delivery through the improved introduction of skilled personnel in the workplace; -3- 2.7 Improve equitable access to employment for rural and marginalised groups such as women and the disabled; 2.8 Contribute to life long learning; 2.9 Increase awareness among students of job and career opportunities in the Insurance Sector; 2.10 Support companies and learners to maximise experience obtained during Learnerships. 3. BENEFICIARIES OF INTERNSHIP PROGRAMMES The targeted groups for funding made available by the INSETA for Internships Programmes are: 3.1 Unemployed South African graduates from FET Colleges and Universities who have completed their Degrees or 3 years National Diplomas. 3.2 Unemployed learners who have completed Matric and a Certificate, e.g. a Learnership. 3.3 Unemployed learners who need workplace experience in the areas of their study in order to meet the requirements of the qualification. 4. PREPARATION FOR INTERNSHIP PROGRAMMES The internship programme should take account of the following principles: 4.1 Fit for Purpose The programme should provide appropriate and relevant work experience commensurate with the Interns’ qualification. The programme must be aligned with human resource planning of the organisation. Posts identified for Internship Programmes must contribute to the strategic staffing needs of the organisation and/or the department concerned. Interns should not be recruited to replace permanent employees. Internship programmes should be developed and managed to address the particular needs of the company and/or department. 4.2 Promotion of Equity The programme should build inclusivity by widening access and opportunity for people from diverse backgrounds. Interns must be selected on the basis of the need for demographic representation and with reference to equity legislation. The NSDS Equity Principle must be adhered to; i.e. 85% Black, 54% Female and 4% Disabled. Transparent recruitment and selection policy procedures and systems must be adhered to. -4- 4.3 Capacity to implement an Internship Programme Internship programmes must take into account the company or department’s capacity to accommodate interns in terms of the budget, mentorship capabilities and physical resources. The organisation and/or departments must make reasonable attempts to accommodate and integrate interns into their culture. There must be assessment processes, which may include Performance Reviews, to support the Internship Programme. The organisation’s training committees if any, must assist in the Internship Programme. 4.4 Strategic issues to be considered Core business of the organisation and/or department Key short- to medium term strategic plans of the organisation Determine and prioritise strategic occupational needs that warrant an Internship Programme Determine the organisation’s strategic staffing needs and the job profiles for these occupations and positions. Identify the competency profiles required for these positions (skills, knowledge and attributes) for recruitment purposes. 4.5 Planning framework for an Internship Programme The planning framework should incorporate a number of elements including the following: Content of the programme to ensure that interns obtain the experience and build the necessary competence in the identified occupations Programme to be structured to meet the needs of the organisation and of the interns Education and training institutions be requested to assist in the development and rollout of the programme where necessary Determine which of the organisation’s or department’s strategic occupational needs interns can contribute to. Determine if the resources at your disposal are sufficient to implement the programme. Identify and get the buy-in of mentors who will support the Interns through the programme; Establish the time frames for the Internship Programme as this affects funding. In instances where an appeal to host the students comes from an FET College’ the latter will determine the content of the Internship Programme in line with the qualification towards which the learner is studying. -5- 4.6 Recruiting and Managing Interns: Intern selection criteria should include a commitment or desire by the Interns to follow a career in the Insurance Sector; Commitment or desire by the Line Managers Interns to host and mentor the Interns; Decide how to recruit interns and decide on the selection criteria; Determine how to acknowledge interns’ performance and participation in the programme. Establish conditions of service and remuneration of persons entering into internships in the public service. Draw up a contract for the duration of the Internship Programme Design a completion exit strategy. 5. INTERNSHIP CONTRACT An Internship Contract is entered into between the Employer the learners who will be involved in the Internship Programme. 5.1 Contents of the contract 5.1.1 The Internship contracts must indicate, among others, the following important elements: Details of Employer Details of the Intern Details of the Guardian if the Intern is a minor Leave due to the Intern Remuneration to be paid to the Intern Date on which remuneration will be made Start and End date of the Internship Programme 5.1.2 All pages of this Contract must be initialled by the two parties and the last page be signed by both. Failure to do this renders the contract invalid and will not be accepted by INSETA as a valid contract. 5.1.3 If the Intern is a minor, the latter's parent or guardian must sign the agreement on behalf of the learner. 5.1.4 The Internship contract must be concluded before the start of the Internship Programme and submitted to INSETA. 5.2 Substituting an Intern INSETA will approve the substitution of the intern only within the first three months of commencement of the Internship Programme. All documents pertaining to the substitute Intern must be submitted to INSETA within two weeks of replacement. -6- 5.3 Terminating a Learnership Agreement INSETA will approve the termination of an Internship Contract if: - 5.3.1 the employer and Intern have agreed to terminate the contract; 5.3.2 the employee has terminated the contract of employment with the employer; 5.3.3 the employer or the learner has applied on good cause to terminate the contract and the other party has had an opportunity to make representations as to why the contract should or should not be terminated; or 5.3.4 the Intern is fairly dismissed for a reason related to the Intern’s conduct or capacity as an employee; 5.3.5 the Intern has been absent for a month from the workplace without good cause; A notification of Termination of a Internship Programme must be submitted to the INSETA by the employer within a month of termination; on a Termination Report template available on the INSETA website; stating out the reasons for the termination. 6. INTERNS’ ALLOWANCES No learner may be paid less than the applicable allowance specified in the INSETA Internships Funding Policy. The Intern’s stipend is not subject to Income Tax. In line with the INSETA Internships Funding Policy, the following amounts are payable to Interns for the duration of an Internship Programme: R4 000.00 is payable monthly to Unemployed graduates from FET Colleges and Universities who have completed their Degrees or 3 years National Diplomas. R3 000.00 is payable monthly to Unemployed learners who have completed Matric and a Certificate, e.g. a Learnership. 6.1 An employer must pay to an Intern any remuneration:- 6.1.1 in South African currency; 6.1.2 in cash or by direct deposit into an account designated by the learner. 6.2 Any remuneration paid must be given to the Intern:- 6.2.1 at the workplace or at a place agreed to by the learner; 6.3 In a sealed envelope which becomes the property of the learner. 6.4 An employer must pay remuneration not later than seven days after month end or the last day of the Learnership. -7- 7. KEEPING OF RECORDS Every employer must keep all Internship records at their premises for a period of three years after completion of an Internship Programme; in case they are needed by INSETA Auditors. 8. COMPLETION OF AN INTERNSHIP PROGRAMME On completion of an Internship Programme, an Intern is entitled to a Certificate of Service from the employer, indicating the following:- 8.1 the Intern's full name; 8.2 the name and address of the employer; 8.3 a description of the training and workplace experience the Intern was exposed to during the Internship Programme; 8.4 the date of commencement and date of termination of the Intern’s contract with the employer; 8.5 the reason why the Intern was not offered employment at the end of the Internship Programme. 9. INTERNSHIPS FUNDING APPLICATION PROCESS 9.1 The employer operating in the insurance sector submits Internships Grant Application to INSETA online during the open funding window. 9.2 INSETA Learning Division reviews the Internships Grant Application and makes recommendations for the provisional allocation of funds. 9.3 INSETA communicates provisional allocation of funds and the Internship reference number (IWGA-number), to the Applicant. 9.4 The applicant submits the following documents to INSETA within three months of receipt of notification for provisional funding allocation: Letter to proof Employer’s financial stability; Employer’s proof of bank details (Cancelled cheque or Bank Statement); In case of non-levy paying SMMEs, proof of learners’ banking details; Programme Plan outlining what the learner will be doing during the Internship/WBE; Internship Contract duly signed by Intern and Employer. Certified copy of the Interns’ ID Certified copies of Interns’ Certificates -8- In case of non-levy paying SMMEs, monthly attendance register to confirm that the Interns are still in the programme. 9.5 Midway into the Internship/WBE, the Employer submits Progress Reports, duly signed by the Employer and the Interns, to the INSETA Learning Division. Once the reports are evaluated, the Learning Division commences with the payment process. 9.6 On completion of the Internship, the Employer submits Closure Reports, duly signed by the Employer and the Interns, to the INSETA Learning Division within a month of the completion date. Once the reports are evaluated and are found complete, the Learning Division commences with the payment process. PLEASE NOTE: Internship Grants will only be paid out on progress milestones and on submission of reports complete to INSETA. In case of Levy-paying companies, proof of payment of learners’ stipends must be submitted with the reports. Information of placement of Interns at the end of the Internship Programme must be submitted together with the Closure Report. Any reports submitted without the required documents will be deemed incomplete and no grant payment will be made against incomplete reports. INSETA reserves the right to conduct Site Visits before allocation of Internships grants and anytime during progression of the Internship Programme. Reporting Templates are available on the INSETA website. -9-