26 Orienting Your Intern: Office Basics, Your Policies and Procedures, and Parking and Transportation
We hold an intern orientation to cover LHSI expectations and tips on expectations for any professional workplace. However, you will need to orient interns to your specific site, policies, procedures, and expectations.
Below are some suggestions and resources for orientation to your site. Although this list may not be comprehensive for your specific department, it represents the types of training responsibilities that are left to the supervisor and internship site.
Office Basics
- Desk or workspace, ideas on where to work if your team is remote
- Computer to log into TIME to clock-in/out
- Restrooms, lunch or break area, supply room
- How to handle lunch break (or other regular breaks)- must clock out for a 30 minute break for any block of work over 6 hours
- Special access to the building or room via ID card or keys
- IU Health access through the Crimson card office
- Eskenazi Hospital may require volunteer training to receive a badge
- How to use the copier, voicemail, fax
- Necessary passwords or codes
- Add students to group/departmental email lists
- Any unique supplies or software downloads to work virtually if needed (technology, access, etc)
- Access to personal protective equipment
Policies and Procedures
- Dress code or safety requirements
- Steps to call off sick: who to notify and preferred communication type
- Training and any special safety rules
- Confidentiality issues to consider
- COVID19-related protocol specific to your work
- Vaccine or TB test requirements
Everyday Work
- How to answer the telephone or reply to emails
- Introduction to coworkers and their responsibilities
- Intern’s role within the group
- Schedule of staff meetings and is the intern expected to attend
- What is expected of the intern in the day to day work
- Educational materials to read or review
- First project or task
- What to do during down time or when they run out of work
- Specific deadlines you may be working toward
Transportation and Parking
Most of our internship locations are within easy walking distance or by shuttle if interns are coming from class on the other side of campus. Students with cars generally have student parking passes that may not park in employee parking. They are ineligible for employee passes. The JagLINE or IU Health shuttle routes are typically sufficient if there is no convenient student parking near your location. Discuss parking and/or transportation with your intern. Ask your intern if they will be driving to and from the internship site, and determine what kind of coverage your department can provide if you use non-IU parking.
This also applies if interns are driving to local events or meetings. If an intern is driving to a meeting or you are transporting them to a meeting, they must be clocked in for the duration of the trip as well as the meeting time.
Transportation examples include:
- Campus JagLINE shuttle or IU Health shuttle service and tips on timing or which route to take
- Parking garage validation or discounted garage pass (for non-IU owned parking)
- Parking reimbursement for meetings
- Student discounted IndyGo bus pass (available from the Crimson Card office)
