Human Resources and
the Careers
Service.
TUoS Graduate Internship Scheme Guidelines and Timeline 2014/15
As part of our Employability Strategy, the University will again be funding a Graduate Intern
scheme for 2014/15. The internships will provide valuable opportunities for work experience in
designated “trainee” roles delivering specific projects.
Up to 18 Graduate Internships will be funded during 2014/15. The Internships will be for a
period of six months full-time, paid £15,765 per annum pro-rata (equivalent to Grade 3.1) and
will be offered across a range of departments. Central funding is available for the first three
months of these 18 placements, with recruiting departments being responsible for funding the
remaining three months. This will be a cost of approximately £4875 (including on costs).
Departments will be able to extend the placement if required, for a maximum additional period
of six months, but at their own cost.
In addition there will be the opportunity to appoint an additional 7 graduate interns, across
departments, who will be 100% funded by recruiting departments. The full Graduate Intern
cohort for 2014/15 across the University will therefore be 25.
The Graduate Internship Steering Group will continue to oversee, develop and monitor the
scheme and its processes and the current members are:

Tracy Wray – Deputy Director of Human Resources

Pat McGrath – Director of ACS

Valerie Cotter – Director of Faculty Operations (Arts & Humanities)

Steve Fish - Director of Careers Service

Katie Bryan – HR Adviser (HR Operations)

Dan Newberry – HR Adviser (Staff Development)

Sara Patel– HR Assistant (Staff Development)

Phil Wallace – HR Assistant (Staff Development)
The Graduate Intern Scheme will, as before, only be available to recent University of Sheffield
Graduates (who have graduated within the last year) who are eligible to work within the UK.
Internships will be based on the delivery of a specific, time limited project which must be
described by recruiting departments as part of their application for an intern.
Interns will be:

Recruited through an agreed central process managed by each recruiting departments
with support from HR. HR will provide a standard selection pack which will include a
generic job description, interview questions, assessment criteria and interview record
sheet

Given an induction and Graduate Development programme (a detailed programme will
be coordinated centrally but will require departmental input for certain elements)

Given an outline of their Internship activities and set clear objectives against the
project(s) deliverables

Offered appropriate support and supervision from the recruiting department

Have a mentor assigned to them

Given a reference letter at the end of the Internship detailing what has been completed
during their employment

Offered the opportunity to provide feedback on their experience
Process

Letter on behalf of the Intern Steering Group inviting Faculties/Departments to request
an Internship (through submission of a standard proforma/application)

Where appropriate, departments may wish to “share” an Intern with another
department – either splitting the placement into two blocks of three months by
department, or the individual working 50/50 throughout their Internship across
departments. Where this is proposed, one department must act as the lead for
managing the Intern’s performance throughout the period, and both departmental
cost codes must be provided

Departments should submit a fully completed application form and ATJ (About the Job)
and submit this as part of their application for a Graduate Intern placement within the
given timeframe.

Decisions will be made by the Steering Group as to which Internships will be approved
using the information provided by the recruiting departments. For this reason the
application form and ATJ should be fully completed

Departments that have been successful in their application to host a Graduate intern
will be informed and ask to complete the e-Recruitment process to raise the requisition

Internship vacancies will be advertised via the Careers Service with a link to erecruitment for access to the standard application form

Recruiters within departments should commence short-listing for their departmental
selection panel

A standard selection process has been developed by the Project Steering Group and
support provided by HR

Departments will shortlist and interview applicants (a full pack for selection, including
interview questions will be provided)

The Careers Service will offer follow-up support to those candidates not short-listed for
interview

Departments will follow normal procedures for selection and offer of the position to the
successful candidate

The recruiter should process the Request to Appoint and Work Health Assessment
questionnaire for the successful applicant – this will allow HR to process the contract of
employment

For candidates not selected following interview, departments will offer feedback and
the Careers Service will provide on-going support

Interns will be employed on a fixed term contract and will be subject to standard terms
and conditions

A centrally organised induction programme will be developed and delivered.* Dates will
be provided at the start of the Internship. This will include a pre-start welcome event, to
which line managers and mentors will also be invited

Departments will be responsible for organising the Interns’ induction programme at
the department, team and role level

A centrally organised development programme will be developed and delivered. * Dates
will be provided at the start of the Internship

Interns will have a specific line manager who is responsible for all aspects of their
performance

Departments will agree frequency of meetings with line manager

Interns will also have access to an internal mentor who will be available on a regular
basis, to provide wider personal and career development support as required

Interns will have access to Careers Service support throughout their Internships

All internships will commence on 1 December 2014 and last a minimum of six months.
Departments will be responsible for funding any extension to the initial six month fixed
term contract

Departments, in conjunction with HR and the Careers Service, will offer Interns a review
meeting at the end of their placement. Here interns can reflect on their experience and
the departments can offer feedback on the Intern’s performance at work

Departments will provide a reference for Interns outlining the tasks they completed
during their Internship (a standard template will be provided)

There will be a closing/celebratory event at the end of the Internship, organised
centrally

The Steering Group will conduct an evaluation survey of the TUoS Graduate Internship
Programme.
Timeline for Implementation
Activity
Timescales
Final Date to receive fully completed application form
4 September 2014
and ATJ (About the Job) from Departments, for a
Graduate Intern placement
Steering Group meet to decide Graduate Interns and
10 September 2014
Confirmation of placements to Departments.
Ask for any further project details/any clarification
required by steering group (if required)
Recruiter
within
departments
to
complete
the
10 – 17 September 2014
appropriate requisition through e-Recruitment for the
internship
(guidance
to
be
issued
to
successful
departments)
All posts to be fully completed and approved through
18 September 2014
e-Recruitment. Final Check.
Advertisements placed by the Careers Service
22 September 2014 (or as soon
as possible thereafter)
Internships Close
Thursday 9 October 2014
Selection activity takes place within departments;
Starting
w/c
Monday
13
October;
1)Recruiter; 10-17 October
1) Internal
departmental
selection
process
(shortlisting)
2)Recruiter; 20 October (or earlier)
2) Invite to Interviews to be
issued
3)Recruiter/Selection panel; w/c 27 October 2014
3) Interviews to commence
4) Recruiter; by Friday 7 November 2014
4) Successful applicant to
be confirmed to HR
5) Recruiter; by Thursday 13 November 2014
5) RTA (request to appoint)
and WHA (work health
assessment)
to
be
processed for successful
applicants
through
Recruitment
Full list of appointees available and HR to process and
w/c 17 November 2014
issue contracts of employment.
Internships Start (or as soon as possible thereafter).
Monday 1 December 2014
Departmental inductions to commence.
Central Intern welcome event
Centrally
organised
learning
Thursday 4 December 2014
and
development
December 2014 to May 2015
programme (1/2 day per month)
Evaluation of pilot scheme to include Interns, Managers
June 2015
and mentors
If you require any further information at this stage please e-mail graduateintern@sheffield.ac.uk
e-