r413-8.htm - Student and Volunteer Programs

*Title:*	Student and Volunteer Programs

*Number:*	413.8

*Date:*	July 20, 1998

*Originating Office:*	Human Resources Division, AFM/ARS

*This Replaces:*	ARS Directives 412.4 dated 7/14/90, 413.3 dated 8/30/90, 415.7 dated 6/10/94, 415.9 dated 8/16/93, and 413.7 dated 8/1/90.

*Distribution:*	REE Headquarters, Areas, and Field Locations

This P&P describes the procedures and requirements associated with the employment of students, volunteers, and unpaid trainees, and addresses the participation of REE employees in volunteer activities in schools.

1. Introduction

Student programs are an integral part of sound human resources management. Civil service regulations allow agencies a great deal of flexibility in employing students and volunteers and support the participation of Federal employees in voluntary community service.

2. Student Employment Programs

This program, unofficially referred to as “cooperative education,” provides for employment related to the student's academic program and for noncompetitive conversion to career, career- conditional, or term employment upon graduation. This formally structured program should be used with positions that provide meaningful work experience and reasonable prospects of continued employment.

Agreements. A written agreement must be executed and signed by the student, an official at the educational institution, and the selecting official. The agreement must indicate the nature of the work assignment, work schedule, evaluation procedures, and requirements for conversion. A sample agreement may be found in Appendix B. It is particularly important for the student to understand the terms and conditions of employment as described in the agreement and to realize that conversion to a continuing position is not guaranteed.

Appointments. Students receive an excepted appointment under 5 CFR 213.3202(b). They may serve under this appointment for up to 120 days following completion of their academic requirements. Although there is a time limit on their employment, they are treated like permanent employees.

Benefits. SCEP employees are eligible for health and life insurance, retirement, and leave accrual on the same basis as career employees with comparable tours of duty.Classification. All positions under SCEP are classified as student trainees (i.e., .99 series in the General Schedule or .01 in the Federal Wage System). Standard position descriptions may be used.

Conversion upon graduation. A SCEP employee may be converted to a career, career- conditional, or termSee footnote 1 appointment within 120 days following completion of all course requirements for graduation (the appointment will be career if the student has more than 3 years of substantially continuous service under a SCEP appointment; if the student has less than 3 years of service, the appointment will be career-conditional). Conversion is at the discretion of management; there is no entitlement to continued employment once the academic program has been completed. The student may be converted to any permanent or term position (but not to a temporary position) related to the student's field of study and for which the student is otherwise qualified (e.g., if the conversion is to a higher graded position, time in grade restrictions will apply; students being converted must be U.S. citizens). Written tests, if applicable, are waived.

To be eligible for conversion, the student must have completed 640 hours of career-related work, which equates to 16 weeks of full-time work. Any work performed after the completion of all course work requirements is not creditable. If the student served on a student temporary appointment prior to entering the SCEP program, the prior service may be counted toward the 640-hour requirement provided it was in a career-related position. Prior temporary service under a non-student authority cannot be credited.

If the student is converted to a term position with a not to exceed date of less than 4 years, the appointment may be extended without competition for a maximum of 4 years. While serving on a term basis, the employee may be converted without competition to a career or career-conditional appointment at any time before the term appointment expires.

Documentation. The following documents are needed to process a SCEP appointment (or to convert a STEP employee into SCEP):

For conversion of a SCEP employee after graduation, submit a form SF-52 indicating conversion to a career, career-conditional, or term appointment; a position description; and a copy of the student's transcript.

Terminations. The first year of service under SCEP is a trial period. An employee who does not meet the performance requirements may be terminated on the same basis as probationary employees. Periods of leave without pay in excess of 22 work days will extend the trial period. Terminations due to performance or misconduct after the trial period are subject to adverse action procedures.

Separations due to lack of funds or work are covered by reduction in force procedures. However, SCEP employees will compete only with other SCEP employees and have no placement rights to competitive positions.

A SCEP employee may be terminated without regard to adverse action procedures during the 120 day period following completion of course work requirements, or whenever the employee ceases to be a student. In these cases the employee is no longer eligible for a SCEP appointment.

Supervisors are responsible for monitoring the status of student employees and should periodically request a copy of their transcript (a student copy would be acceptable for this purpose). If the student stops attending classes or otherwise loses eligibility, the supervisor should initiate a form SF-52 to terminate employment.

This program is open to any student who meets the general requirements for student employment (see below under Basic Requirements for Employment). There are no additional requirements.

Appointments. Students are given temporary appointments not to exceed 1 year or for any shorter period of time. There are no restrictions on the number of times this authority may be used to fill a position, the number of times a student may be appointed, or the number of days worked in a year. The STEP program is particularly appropriate for meeting seasonal employment needs.

Benefits. All STEP employees earn sick leave and those with appointments lasting 90 days or more earn annual leave. When a holiday falls on a regularly scheduled workday, STEP employees will be paid for the hours normally worked. Employees with a year of service are eligible for health insurance at full cost (i.e., there is no Government contribution).

Classification. STEP appointments are made to any position in any series for which the student qualifies. Standard position descriptions may be used. Since STEP employees are not trainees, applicants may not be placed in student trainee positions (i.e., .99 positions under the General Schedule or .01 positions in the Federal Wage System).

Conversions. STEP employees may be converted to the SCEP program, provided the students are placed in positions related to their field of study and an agreement is executed with the school. STEP employees are not eligible for conversion to regular continuing positions (unless the student is first converted to a SCEP appointment and subsequently converted).

Documentation. The following documents are needed to process a STEP appointment:

ARS locations making appointments under delegated authority must follow the procedures in the Letter of Authorization.Student Temporary Employment Program handbook.

Terminations. STEP employees may be terminated without adverse action procedures due to performance, conduct, or ceiling or budget constraints. Termination will also occur if employees cease to be students or otherwise fail to meet program requirements. STEP employees who are no longer eligible for the program, for whatever reason, should be terminated without undue delay (in most cases, the end of the pay period or no later than the next pay period).

Age. Participation in the program must conform with age limitations contained in Federal, State, or local laws.

Breaks in program. A “break in program” is defined as a period of time when a student appointee is working, but is unable to attend school, or when the student is neither attending classes nor working at the Agency. Approval or denial of these breaks is left to the supervisor's discretion.

Career Transition Assistance Plan. Student employment is exempt from coverage by the Career Transition Assistance Plan (CTAP).See footnote 2 Appointments may be made without soliciting surplus or displaced employees or reemployment priority candidates. The conversion of a SCEP employee to permanent employment is also exempt from CTAP provisions.

Citizenship. Since student positions are in the excepted service, U. S. citizenship is not required. Aliens from treaty-allied countries and certain other countries may be employed with proper documentation. Students in SCEP must be citizens to be eligible for conversion to permanent employment. For this reason, non-citizens should not be appointed to SCEP positions unless it is reasonably certain that they will attain citizenship by the time they graduate.

Grades. Appointments may be made at any grade for which the student qualifies, either General Schedule or Wage Grade.

Pay. Students in both programs are paid the same rates as competitive employees in the same types of positions. General Schedule employees are eligible for locality pay and, if applicable, special pay rates.

Promotion. Students in both programs are eligible for promotion without competition. There are no grade or career ladder restrictions. Since student appointments are in the excepted service, time in grade restrictions do not apply. For STEP appointees, the action is processed as a conversion to a new appointment at the higher grade with the same not to exceed date as previously specified. For SCEP appointees, the action is processed as a regular promotion.

Qualification requirements. The regular competitive qualification standards will be used for STEP positions. For SCEP appointees, the standard for the target position should be used. If the standard for the target position does not cover the employee's grade, the alternate qualification standard described in Appendix A should be utilized.

Relatives. Relatives of Federal employees may participate in either SCEP or STEP when there is no direct reporting relationship and the relative is not in a position to control or influence the student's employment or advancement (i.e., the same rule applies here that applies to other types of Federal employment).

Summer employment. Both programs may be used for summer employment. STEP and SCEP summer employees are eligible for payment of lodging, subsistence, and transportation at management's discretion.

Tour of duty. Students may work full-time, part-time, alternating periods of work and school, or on a seasonal basis. The work schedule may not interfere with the student's academic schedule. Part-time tours are normally 16 to 32 hours per week. Part-time SCEP employees may work fewer than 16 hours per week, but they may not exceed the 32-hour maximum. STEP employees may work any number of hours acceptable to all parties. Student employees are eligible for flexible tours of duty on the same basis as other employees. SCEP employees with alternating periods of work and school should be placed on leave without pay while in school, and a return to duty action should be processed on their return to work.

Training. Students in both programs are eligible for training and reimbursement of educational expenses at management's discretion. (Contact Human Resources Division [HRD], Employee Development Staff for more information.)

Within Grade increases. All SCEP employees and STEP employees in Wage Grade positions only are eligible for within grade increases. STEP employees in General Schedule positions are not eligible for within grade increases.

Recruitment for student programs may be conducted informally at the local level. Placement offices at educational institutions are usually the best resource. An effort must be made to recruit from sources that reflect the diversity of the population. Student appointments are by far the best mechanism for addressing underrepresentation.

No written announcement or public notice is required. Written tests are waived. Applicants do not have to be ranked or compete for consideration. Students may apply by submitting a resume, curriculum vitae, or a form OF-612, Optional Application for Federal Employment. A form OF-306, Declaration for Federal Employment, is also required before a selection may be finalized.

3. Volunteers and Unpaid Trainees

Section 2272, Title 7 U. S. Code, authorizes USDA agencies to accept voluntary services from the general public, including students, to assist in carrying out Federal programs.

Agencies may also host “unpaid trainees” in a rehabilitation or training program. These trainees arrive via a sponsor, which may be a community organization or an agency of local government. Sponsors will sometimes pay the trainees a small stipend as a measure of additional support.

Aside from the nature of the respective service agreements (see Appendices D and E), there is little difference in how volunteers and unpaid trainees are handled. Volunteers and unpaid trainees are not considered Federal employees for any purpose except liability (see below for details). As a result, there are few hiring restrictions. In effecting these types of appointments, HRD is not required to complete a personnel action: No form SF-52 is needed, nor are any documents submitted to HRD. Volunteers and/or unpaid trainees may not be used to displace Federal employees.

Age. Participation in volunteer programs must conform with age limitations contained in Federal, State, or local laws.

Agreements. Volunteers must sign a Statement of Understanding (Appendix D) clearly describing the terms and conditions of service. Due to liability considerations, an agreement must be signed for all volunteer service, however brief in duration that service may be.

If the participant is an unpaid trainee, the sponsoring organization must sign a master agreement covering all of the trainees assigned to REE. Appendix E is a sample agreement for use with a community organization (the organization may have an equivalent form for its own use). If the trainee is planning to work in one of the ARS Area or location offices or facilities, the Location Administrative Officer may sign an agreement on behalf of the Agency, provided the agreement does not require any form of compensation or reimbursement, or imply an obligation to employ the individual at the completion of training, or impose any unreasonable restrictions on the trainee's termination.

Duties. Volunteers/trainees may be assigned any duties commensurate with their abilities. Many of these people lack the training and expertise to operate machinery, handle potentially hazardous materials, or work with animals or scientific equipment. Supervisors must bear this in mind when assigning duties. Safety is paramount. The well-being and security of the individual volunteer/trainee, co-workers, the general public, and Federal property must not be jeopardized.

Volunteers/trainees are not legally prohibited from operating motor vehicles, although the operation of such vehicles may be authorized only when no other practical option exists. The supervisor must verify that the participant has a valid driver's license and remind the volunteer that the vehicle may be used for official purposes only. Restrictions on the use of motor vehicles should also be mentioned in the statement of understanding. Since the Agency will be responsible for any mishap that may occur while volunteers are performing their duties, the prudent use of this authority is advised.

Liability. Volunteers are covered by the Tort Claims Act and the Federal Employees Compensation Act. The Agency is responsible for their actions while on duty, the manner in which they carry them out, and any injuries they may incur. Liability for unpaid trainees is similar, but the sponsor generally covers worker's compensation (coverage may vary, however, depending on the provisions of the training agreement).

Time sheets. Accurate records of time and attendance must be kept for all volunteers and unpaid trainees. A sample sign-in sheet is provided in Appendix F. For unpaid trainees, the sponsoring organization may have an attendance form of its own which may be used instead of the sample form. Copies of any documents sent to the sponsor should be retained.

Tour of duty. Volunteers or unpaid trainees may be given any tour of duty that falls within the regular duty hours at the location. They should not be allowed to work without supervision.

These records are to be maintained indefinitely at the location where the volunteer or trainee is assigned. In the event that a claim is made at a later date, the dates and nature of service would have to be verified.

4. Hosting Students

Agencies may allow students to visit REE facilities to learn about our work. For example, some organizations arrange for young people to shadow Federal employees for a day or week (e.g., Take Your Child to Work Day), or a school may want to organize an orientation or field trip. These types of activities may play an important part in a young person's academic development and choice of career.

Students of any age or grade level may be “hosted.” As this is an informal arrangement and no work is being performed by the participants, no paperwork is required. The Agency is legally responsible for the safety and well-being of these students while they are on the premises. Consequently, managers need to be alert to any potentially hazardous situations.

These students should not be given any work to do. If work were assigned (i.e., anything more substantial than letting a student use a computer or microscope), the student would have to be regarded as a volunteer, subject to the formal provisions of the volunteer program.

5. Employee Voluntary Services to Outside Organizations

Federal employees are encouraged to offer volunteer services to schools or other non-profit public service community organizations. The use of administrative leave is permitted, with certain restrictions, when the activity is deemed to be consistent with the Agency's mission. Voluntary activities may be considered mission-related if they promote knowledge and interest in agriculture, conservation, the physical and life sciences, food science, statistics, or economics. The volunteer work would also be mission-related if it encouraged young people to seek careers in USDA, or increased their basic academic skills, thereby enabling them to successfully pursue careers in agriculture, science, statistics, or economics. Volunteers typically serve as tutors or mentors, assist with science fairs or extracurricular activities, perform library or clerical work, make presentations, or otherwise assist in the classroom.

A Partnership Agreement must be executed before an employee may be permitted to use administrative leave for voluntary activity. A sample agreement is provided in Appendix G. The agreement serves to document the fact that the work is mission-related.

Supervisors may, at their discretion, authorize up to 2 hours of administrative leave per week or up to 8 hours per month for mission-related volunteer service, subject to the needs of the organization.

6. Summary of Responsibilities

Alternate Qualification Standard

Civil service regulations allow an Agency to develop a standard for student trainee positions or to utilize the published standard for the target position. Whenever possible, the standard for the target position should be used. If the standard for the target position does not cover the grade occupied by the student, as is the case with professional positions below GS-5, the following alternative standard may be used:

GS-1        No particular experience or education required.

GS-2        High school graduation or equivalent, or 3 months of general experience.

GS-3        1 academic year of education above the high school level or 6 months of general experience, or an equivalent combination of both.

GS-4        2 academic years of education above the high school level; or

GS-5 and above: Use the regular competitive standard for the target position as described in OPM's “Qualification Standards for General Schedule Positions.”

General experience is work that demonstrates the applicant's ability to do the job or a familiarity with the subject matter or basic processes of the broad subject area of the occupation.

Specialized experience is work that has equipped the individual with the specific knowledge, skills, and abilities to perform successfully the duties of the position and that is typically in or related to the work of the position being filled.

Education is creditable if it is related to the position and provides the knowledge and skills needed for successful performance. As a general rule, 30 semester hours or 45 quarter hours equal 1 year of undergraduate education.

For positions with typing or office automation in parentheses in the title, the applicant must certify the ability to type 40 words per minute.

Agreement.Student Career Experience Program

This agreement outlines the responsibilities and conditions associated with employment under the Student Career Experience Program.

The Research, Education, and Economics (REE) mission area of the Department of Agriculture (the employer) will provide work experience related to the student's course of study. Compensation will be in accordance with Federal pay schedules. Work schedules will be established by the employer with due regard to the needs of the student. The student will be eligible for benefits, including paid leave, retirement, and health and life insurance. The employer will consider students for conversion to a permanent or term position upon completion of their studies. However, no assurance of permanent employment can be made and none is implied. The employer will consider students for appointment, advancement, and permanent employment in accordance with Federal laws pertaining to equal opportunity.

The educational institution will provide information upon request regarding the student's academic record and agrees to notify the employer of any change in the student's status. The institution may request and receive information concerning the student's work experience and progress on the job.

The student agrees to provide academic records to the employer upon request and to inform the employer of any change in status or field of study. The student understands that advancement is based on performance and will be consistent with civil service requirements. Employment under this appointment may not extend beyond 120 days following the completion of the course requirements for graduation. Conversion to a permanent or term appointment will be at the discretion of management and subject to legal and regulatory requirements (e.g., U. S. Citizenship and a minimum of 640 hours of creditable service are required). Employment may be terminated upon graduation, or when the student ceases to be a student or no longer carries an adequate and appropriate course load. Employment may also be terminated for conduct or performance reasons or as part of a reduction in force.

Name of educational institution (print or type)_________________________________________________________

Institution's representative (name and title)___________________________________________________________

REE Agency selecting official (name and title)_________________________________________________________

Student's name (print or type)_________________________ Date______

Signature___________________ Date_________________

Statement of Understanding

Students hired under this program receive a temporary appointment limited to 1 year or less. A form SF-50, Notice of Personnel Action, will be issued showing the not to exceed (expiration) date of the appointment.

This program requires that the student carry at least a half-time course load at an accredited institution. The student must provide academic records upon request and will notify the Agency of any change in status.

This appointment may be extended at management discretion, provided eligibility requirements continue to be met.

A temporary appointment does not confer eligibility for benefits such as retirement or health or life insurance. However, temporary employees with over 1 year of service may enroll in the Federal Employees Health Benefits Program at full cost (i.e., there is no Government contribution).

Temporary employees earn sick leave. Temporary employees whose appointments last longer than 90 days will also earn annual leave (i.e., vacation time).

A temporary appointment does not confer civil service status, nor does it provide eligibility for permanent employment, transfer, or reinstatement.

Temporary appointments may be terminated at any time without advance notice and without regard to adverse action or reduction in force procedures.

Statement of Understanding.Volunteers

This agreement covers the acceptance of voluntary service under Civil Service Regulation 308.103, 5 Code of Federal Regulations, and Title 7, U. S. Code, Section 2272.

Address___________________________________________________________
_______________________________________________________ Zip _________

I understand that my services are on a voluntary basis without compensation or reimbursement for any incidental expenses. I am permitted access to the work site only during my approved duty hours. I am not considered a Federal employee except for the purposes of the Federal Employees Compensation Act and the Federal Tort Claims Act. I am not eligible for health insurance, life insurance, retirement, or any other benefits. If I am later employed by the Federal Government, my volunteer service may not be credited for civil service retirement purposes, although the experience I gain may be credited to meet qualification requirements for employment.

I understand that I must receive my supervisor's permission before operating any Government equipment or motor vehicle, that the operation of such equipment will be for official purposes only, and that I may be held responsible for any damage. I am not authorized to represent the Agency on any matter or proceeding, nor expend any Government funds. Rights to any inventions developed or discoveries made during the assignment will be determined by the Agency. Prior approval must be obtained before publishing the results of any work, study, or research.

I understand that I serve under the supervision of a Federal official and that my services may be terminated at any time.

If under 18 years of age,
signature of parent / guardian ____________________________ Date _______

Training and Work Experience Agreement
(Unpaid Trainees)

The Research, Education, and Economics (REE) mission area of the Department of Agriculture (host agency) agrees to serve as a work site for training and work experience purposes. The host will provide supplies and equipment for the enrollee's use and assumes responsibility for supervision. Neither the enrollee nor the sponsoring organization will be compensated by the host agency nor will they be reimbursed in any way for services or expenses.

Enrollees in this program are not considered Federal employees and are not entitled to benefits. However, they are covered by the Federal Employees Compensation Act and the Tort Claims Act. The experience and training they receive may be creditable for qualifications purposes if they are later employed by the Federal Government.

This agreement and the services of an enrollee may be terminated by either party with prior notice.

The sponsoring organization agrees that no claims for salaries or expenses will be made.

It is also understood that the enrollees may apply for Federal employment, subject to civil service procedures and regulations, but no offer of employment is made or implied by this agreement.

*ARS Location Administrative Officer or comparable official in other organizations.
**If available, enrollee should sign a copy of the agreement; signature is not mandatory.

Time Sheet for Volunteers

Partnership Agreement

This agreement with _______________ describes the nature and extent of the Research, Education, and Economics (REE) mission area's participation in the school volunteer and community service program.

The REE agencies participate in this program in order to promote knowledge of and interest in agriculture, conservation, the physical and life sciences, food science, economics, statistics, and library science. REE hopes to encourage young people to increase their basic academic skills to enable them to pursue careers in these disciplines and perhaps in the future seek employment with USDA. Participation in this program is consistent with REE's mission.

REE will assist in soliciting employee volunteers. Activities may include classroom presentations and demonstrations, assistance with science fairs and extracurricular activities, library work, clerical assignments, and individual tutoring and mentoring. REE may also invite students to visit REE agency facilities for an on-site orientation or to shadow staff members.

The educational institution will manage the program, arrange assignments, make supplies and facilities available, and provide training and guidance to volunteers as needed. Volunteers serve at the discretion of the educational institution.

REE employees may be excused from their regular duties to participate in this program, subject to supervisory approval and the needs of the Agency. Employee participation in this program is limited to 2 hours per week or a total of 8 hours per month.

Nothing in this agreement shall be construed as requiring the expenditure of funds by either REE or the educational institution.

____________________________________________________ __________ REE Representative Date

___________________________________________________ ____________ Educational Institution Date

__________________________________________________ ____________ Employee Volunteer Date

Footnote: 1 A term appointment is an appointment to a competitive service position intended to last more than 1 year, but less than 4.

Footnote: 2 Under the provisions of CTAP, well-qualified surplus and displaced employees in the local commuting area receive priority consideration when filling vacancies within the Agency.

Date	Time In	Time Out	Hours