Intern Program
Guidebook
Fleet & Family Readiness
Commander Navy Installations Command
Fleet & Family Readiness Training (N947)
Intern Program
5720 Integrity Drive
Millington, Tennessee 38055
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Fleet & Family Readiness Training
Intern Program Guidebook June 2014
COMMANDER NAVY INSTALLATIONS COMMAND
FLEET & FAMILY READINESS
INTERN PROGRAM GUIDEBOOK
Contents
INTRODUCTION ............................................................................................................................................. 4
Internship Options .................................................................................................................................... 4
FFR INTERN PROGRAM ROLES AND RESPONSIBILITIES ................................................................................ 5
Intern......................................................................................................................................................... 5
Intern Program Coordinator ..................................................................................................................... 6
Intern Supervisor ...................................................................................................................................... 7
Intern Mentor ........................................................................................................................................... 8
INTERNSHIP GUIDELINES ............................................................................................................................ 10
Recruit FFR Intern ................................................................................................................................... 10
Classify/Screen Intern Candidate ............................................................................................................ 11
Select, Accept and Place FFR Intern ........................................................................................................ 12
Develop FFR Intern.................................................................................................................................. 13
STUDENT VOLUNTEER (OPTION A) ............................................................................................................. 15
Required Documents: Student Volunteer (Option A) ............................................................................ 16
Volunteer Services Agreement ............................................................................................................... 17
DD Form 2793Appendix to DD Form 2793 ................................................................................................. 18
Ethical Conduct Principles, Rev 8/9/2011 ............................................................................................... 19
Receipt of Ethical Conduct Principles ..................................................................................................... 22
Acceptance of Volunteer Service Agreement ......................................................................................... 23
Intern Medical Screening Statement ...................................................................................................... 24
Questionnaire for Public Trust Positions (SF85P) ................................................................................... 25
Authorization for Release of Information (SF85P) .................................................................................. 32
Authorization for Release of Medical Information (SF85P) .................................................................... 33
Continuation Sheet for Questionnaires (SF86, SF85P and SF85) ............................................................ 34
TEMPORARY FLEXIBLE EMPLOYEE (OPTION B) GUIDELINES....................................................................... 36
Intern Recruitment (Announcements and Advertising) ......................................................................... 37
Position Description ................................................................................................................................ 38
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Crediting Plan .......................................................................................................................................... 42
Vacancy Recruitment File ....................................................................................................................... 44
Application Process ................................................................................................................................. 45
Selection of Candidate ............................................................................................................................ 45
Phone Interview Process......................................................................................................................... 45
Selection/Offer........................................................................................................................................ 45
Equal Employment Opportunity ............................................................................................................. 46
PROGRAM EVALUATION ............................................................................................................................. 47
Internship Student Evaluation ................................................................................................................ 48
Intern Mentor and Program Evaluation.................................................................................................. 49
INTERN MENTOR AND PROGRAM EVALUATION .................................................................................... 49
Intern Accomplishments Report ............................................................................................................. 50
INTERN ACCOMPLISHMENTS REPORT .................................................................................................... 50
Appendix ..................................................................................................................................................... 51
Appendix 1: OPNAV INSTRUCTION 5380.1C .......................................................................................... 52
Appendix 2: Checklist FFR Interns .......................................................................................................... 59
Appendix 3: Welcome Aboard Letter..................................................................................................... 60
Appendix 4: FFR Intern Program Indoctrination Checklist..................................................................... 61
Appendix 5: Intern Cost Analysis Worksheet ......................................................................................... 62
Appendix 6: Special Project Planning Worksheet .................................................................................. 63
Appendix 7: Special Project Planning Worksheet-Time Line ................................................................. 65
Appendix 8: Special Project After Action Report .................................................................................... 66
Appendix 9: Military Extension Internship Program .............................................................................. 67
Intern Selection and Placement .......................................................................................................... 67
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Intern Program Guidebook June 2014
COMMANDER NAVY INSTALLATIONS COMMAND
FLEET AND FAMILY READINESS
INTERN PROGRAM GUIDEBOOK
INTRODUCTION
The goal of the Fleet and Family Readiness (FFR) Intern Program is to prepare students for significant
professional and managerial positions within the FFR organization. Navy FFR internships provide college
students the opportunity to apply educational concepts to real-world situations as they discover a
possible career path and complete academic requirements for their degree.
An internship is a minimum of 12 weeks and a maximum of 16 weeks. The internship duration depends
upon the academic requirements of the student. The internship places each student under the care and
supervision of a FFR qualified mentor, who guides and supports them as they learn first-hand what it
takes to deliver quality programs and services to Sailors and their families. The academic requirements
of each student, as well as the region/installation FFR program needs are taken into account when
establishing guidelines, procedures and learning opportunities to ensure a win-win experience for all.
This Guidebook was established to promote standardized FFR internship administrative and program
practices/procedures on how to recruit, classify, accept, supervise, and develop student interns.
This Guidebook is available on the CNIC G2 N947 website and is reviewed annually or on as needed basis
to ensure compliance with all federal, DOD or Navy policies.
Internship Options
Except for Child and Youth Programs (CYP) who has a partnership with the Department of Defense
(DOD) via Purdue Military Extension Internship Program, FFR internships are currently not centrally
funded. Regions/installations will decide to accept non-paid FFR interns as Student Volunteers (Option
A) or paid FFR interns as Temporary Flexible (Option B) Employees.
Using the Student Volunteer is recommended for students residing within the commuting area. The
Student Volunteer must comply with CNIC’s rules, policies, and obligations such as safety rules and
business practices.
Using the Temporary Flexible Employee is recommended when the intern does not live within the local
commuting area. The Temporary Flexible Employee is funded either locally or regionally. The
Temporary Flexible Employee is processed as a new hire, required to present all needed documentation
to be eligible for the position, and must comply with CNIC’s rules, policies, and obligations such as safety
rules and business practices.
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FFR INTERN PROGRAM ROLES AND RESPONSIBILITIES
Intern
FFR Interns are expected to work alongside FFR service providers, and adhere to FFR procedures and
directives, while applying theories, skills and knowledge gained through their college/university degree
program.
 THE INTERN RESPONSIBILITIES INCLUDE:
Complete FFR and academic assignments and evaluations
Submit necessary paperwork for timely internship experience
Take initiative to request or identify the necessary living and transportation arrangements needed
to report for internship
Define broad professional goals and identify specific training classes of interest
Meet regularly with Mentor/FFR Internship Coordinator to establish performance expectations
and receive feedback
Show initiative and display professional behavior in all circumstances
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Intern Program Coordinator
A successful FFR region/installation administrative practice is to task someone with the collateral duty of
FFR Intern Program Coordinator.
The FFR Intern Program Coordinator plays a vital role in planning, coordinating and executing recruiting,
hiring, training, day-to-day program management, and placing student interns in mutually beneficial
internship experiences.

FFR INTERN PROGRAM COORDINATOR RESPONSIBIITIES INCLUDE:
Act as region/installation FFR internship program point of contact
Establish network of contacts with local colleges/universities to promote FFR Intern Program
Answer FFR Intern Program Questions
Manage FFR Intern Program processes
 Recruit
 Classify
 Screen
 Interview
 Select/Accept/Place
 Process required Student Volunteer (Option A) paper work
 Process required Temporary Flexible Employee (Option B) paper work
Match qualified FFR Mentor with Interns
Schedule FFR Mentoring Process learning event (coming soon to G2)
Manage Mentor/Intern records
Arrange for Background Check and Installation Access
Monitor Mentor Performance
Arrange for office space, work station and assistive technology
Schedule Installation Orientation
Schedule FFR Orientation and Tour
Schedule Star Service Training
Respond to Region, Installation and/or Headquarters requests for information
Compile required FFR Intern Program reports and collect Mentor/Intern feedback
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Intern Supervisor
A successful FFR Intern Supervisor practice is to directly supervise the day-to-day activities of the intern.
Therefore identifying appropriately qualified supervisors is important to the success of the student’s
internship.

FFR INTERN SUPERVISOR RESPONSIBILITIES INCLUDE:
Provide FFR program orientation and arrange for any site-specific security, safety, and other
related briefings and/or trainings
Introduce intern to FFR’s customer service, procedures, program operations procedures,
directives, planning and evaluation, as it relates to the Navy mission
Establish Intern work schedule and determine assign projects, etc.
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Intern Mentor
The FFR Intern Mentor fully understands and supports the intent of an internship as a practical setting to
develop specific professional skills and knowledge, primarily for the academic benefit of the intern.
NOTE: The role of the FFR Intern Mentor and the FFR Intern Program Coordinator could be one in the
same.
THE FFR INTERN MENTOR RESPONSIBILITIES INCLUDE:

Pre-Intern Arrival
Congratulate and welcome – establish rapport prior to arrival (See Appendix 2: Welcome Aboard Letter )
Offer information and advice about installation& duties
 Dress code at work and on base
 Weather
 Telecommunication
 Time zone
 What to bring
 Working hours
 Driving-cellphone use/colors/taps
Discuss ideas and expectations to identify assignments and projects prior to arrival
Share information about assignments and projects and encourage the student to think about what prep work or
research they could do prior to arrival
Answer questions promptly to ease fears and concerns
Prepare employees and co-workers for the intern’s arrival
 Explain internship purpose and duration
 Explain the intern’s role and primary responsibilities
 Share what you know about them and answer questions

Upon Intern Arrival – Celebrate!
Meet, greet and welcome intern as soon as possible -- if you are unable to meet them upon arrival, leave a welcome
note with contact information
Take intern on a mini orientation tour
Assign intern a buddy to help them learn the ropes and meet people within their program
Introduce Intern to as many FFR colleagues as possible

During Internship
Consult with the Intern about internship goals and objectives and all college/university requirements to determine
which topics in the Intern Weekly Learning and Service Plan are the most important and the appropriate timing of
the plan
Acquaint Intern with career opportunities within FFR, encourage self-discovery and professional development
Schedule Star Service: Creating Stellar Customer Relations and any available learning events that will benefit the
intern/installation/region
Work with the Intern to identify and discuss professional development opportunities as well as academic
requirements which through steady communication and management-level assignments allow the intern to apply
learned academic principles
Provide ongoing observation, feedback and guidance regarding Intern’s academic requirements and assignments

Post Internship
Complete Intern Final Evaluation and review with intern
Verify volunteer hours contributed and sign Student Volunteer Agreement (Option A)
Recognize Intern’s accomplishments
Provide letter of appreciation
Stay in touch with intern regarding career opportunities within Navy FFR
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THEN THE FFR DEPARTMENT WILL:
IF THE FFR INTERN IS
ACCEPTED AS A:
Department of Defense (funded)
Military Extension Internship Program
Intern
Coordinate Intern placement according to appropriate
available placement locations identified by the Child and
Youth Programs Regional Advisory Board (RAB) member
request for each term (see Appendix 8 for Military
Extension Internship Program guidance)
Student Volunteer
(Option A)
Follow the Student Volunteer (Option A) guidelines,
Ensure the following required Student Volunteer
(5 U.S.C. 3111) documents are processed:
 Volunteer Agreement
 Ethical Conduct Principles
 Navy Fleet and Family Readiness Acceptance of
Volunteer Service Agreement
 Medical Screening Form
 Background Check
 Common Access Card (CAC) (if applicable, see
NAVADMIN 196/09)
Temporary Flexible Employee
(Option B)
Follow the Temporary Flexible Employees (Option B)
guidelines. Process the appropriate Temporary Flexible
Employee new hire documents in accordance with NAF
Human Resources practices
Note: Any FFR Intern who is selected and placed within a
non-NAF FFR program must do so utilizing the
Memorandum of Agreement (MOA) or 10 USC 2492
process.
NOTE: An internship location may choose to have Department of Defense Military Extension Internship
Program Interns, Student Volunteers, and Temporary Flexible Employees or all of the above as a part of
the Intern Program. When choosing to have Military Extension Internship Program Interns, Student
Volunteers and Temporary Flexible Employees in the program, make sure the right conclusion is made
when determining the classification of student interns. Reaching the wrong conclusion concerning
whether a student intern should be a Student Volunteer or a Temporary Flexible Employee can mean
liability under the federal and state wage and hour laws, federal and state discrimination laws, worker’s
compensation laws, tax laws and employee benefit laws.
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INTERNSHIP GUIDELINES
Recruit FFR Intern
FFR Departments who desire to accept Interns throughout the fiscal year are encouraged to submit
appropriate justification with their annual budget input for FFR Director or manager approval. (See
Appendix 4 Intern Cost Analysis Worksheet)
FFR Departments can provide updated internship opportunities and point of contact information to the
Commander, Navy Installations Command (CNIC) FFR Intern Program Coordinator (N947) to post on the
mwrnavy.org website internship tab.
The Intern Recruitment poster and video are also available on the website.
FFR Departments are encouraged to establish a network of contacts in relevant majors at local
colleges/universities. These marketing materials can be used for recruiting at your local
college/university.
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Classify/Screen Intern Candidate
FFR Interns MUST meet the following basic eligibility criteria:

Screening Eligibility Criteria
Enrolled in a college/university
Majoring in childcare, youth development, recreation, management, food and beverage,
community activities or a similar FFR program
GPA (in major FFR program area of study) of at least 2.5/4.0 and in good academic standing
Completed at least four semesters of college classes by the beginning of internship
Pursuing a professional career similar to their major
Willing to participate in an interview process
Internship is sanctioned by their college/university for credit hours
United States citizen or permanent resident
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Select, Accept and Place FFR Intern
Intern selections are based upon the combined outcome of the application package, telephone
interview and criteria set forth in the internship opportunity description, with the intent of placing the
best suited student in an intern experience that will be mutually beneficial to the student and to the FFR
activity.
NOTE: BY REQUEST …The CNIC FFR Intern Program Coordinator (N947) will assist to recruit, screen,
select and place interns at a region/installation or in a specific program e.g., Child and Youth or Navy
Lodging.
Any FFR Intern who is selected and placed within a non-NAF FFR program must do so utilizing the
Memorandum of Agreement (MOA) or 10 USC 2492 process.
OCONUS Internships can be set up through the CNIC FFR Intern Program Coordinator (N947). Students
who wish to go abroad for an internship will be responsible for:
 travel to/from the internship site
 lodging and living expenses
 securing their own health and travel insurance to cover dental, medical and emergency
travel
 repatriation
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Develop FFR Intern
The following forms may be used to create a standardized Intern Development Process.
The sample FFR Internship Learning and Service Plan serves as a typical weekly internship curriculum.
FFR INTERNSHIP LEARNING AND SERVICE PLAN
1
TOPIC
MENTOR
Welcome Aboard…Base and FFR Activity Familiarization
Orient the Intern to FFR (refer to the FFR Intern Program
Indoctrination Checklist, Appendix 4).
2
Assess Needs
Meet with Intern to discuss how FFR discovers what the
customer wants/needs and discuss any special projects
and assignment.
3
Develop Plans, Goals and Objectives
Meet with Intern to discuss setting goals and objectives
and begin narrowing down special project ideas.
Develop and Execute Programs
Meet with Intern to discuss programming for target
population. Work with Intern to choose a special project
to take place during Week 11.
4
5
6
Ensure Extraordinary Performance and Behavior
Meet with Intern to discuss customer service and how
achieving extraordinary customer relations improve
customer satisfaction, the bottom line and more
importantly, the morale of the community.
Manage Budget and Funds
Meet with Intern to discuss setting individual
program/event budgets and how they relate to the Fiscal
Year budgeting process. Also talk about how budget
execution is monitored throughout the year and any
activity self-sufficiency goals.
INTERN
Begin On-the-Job-Training (OJT) in primary
FFR activity:
• observe overall operation
• what employees do
how/what customers use
OJT: work alongside front-line facility
employees to see/experience what they do
and how they do it—review/learn procedures
for most common tasks.
OJT: work alongside program leader(s) to
assist in implementing a program(s) and
continue facility OJT.
OJT: Set up a meeting with different FFR
Program Managers in those areas that attract
your program area’s same target customer
and get an overview of their operations and
programs and views on target customer
participation or lack thereof. Continue
facility/program OJT in assigned program area
shadowing designated lead to discover their
procedures and challenges.
OJT: Observe supervisor and employee
interactions. Meet with a FFR activity
manager from a program area you don’t know
much about or are not very interested in—
find out about operations, programs and
services; discover why that activity is
important and to whom; how does it broadly
contribute overall to improving the morale of
the community?
OJT: Continue facility/program OJT, taking the
lead in implementing scheduled programs.
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FFR INTERNSHIP LEARNING AND SERVICE PLAN, CONTINUED
7
8
9
10
11
12
13
Manage Staff
Meet with Intern to discuss the hiring situation facing the
activity and organization—eligible employment pool,
NAF-vs-GS, SOFA issues. Discuss how to determine
appropriate staffing levels and schedule employees for
shifts/programs. Discuss careers in Navy FFR…what’s the
next step?
Manage Supplies and Equipment
Meet with Intern to discuss purchasing, inventory
management and disposition of property as it relates to
the activity.
Manage the Physical Plant
Meet with Intern to discuss monitoring and inspection of
the facility and proper disposition of property as it relates
to the facility.
Oversee Administration
Meet with Intern to discuss regulations, instructions,
department/activity SOP’s etc. Review pertinent DOD,
SECNAV, BUPERS, etc. instructions to illustrate the topics
mandated and those which offer flexibility. Also discuss
the Week 8 meeting with the other FFR manager—what
did you learn?
Promote Your FFR Program
Meet with Intern to discuss target population advertising
—what seems to work and what doesn’t. Discuss
facility/program procedures for requesting marketing
materials.
Evaluate Program, Activities and Events
Meet with Intern to discuss the importance of evaluating
operations and programs. What do we do with what we
learn?
Wrap Up
Meet with Intern to discuss the internship experience:

What went well?

What would you do differently?

What did you learn that you feel you will be able
to use in any job?

The special project
Assignment: complete Special Project After Action
Report and intern program and mentor evaluations (See
template on following pages).
OJT: prepare a bi-weekly facility/program
staff schedule and facility/program OJT.
OJT: Conduct a physical inventory of activity
property. Continue facility/program OJT,
completing tasks independently whenever
appropriate.
OJT: Continue facility/program OJT.
OJT: Continue facility/program OJT.
OJT: Meet with the Marketing Department to
discover what they do, how they create print
materials and what materials are available
upon request. Continue facility/program OJT,
taking initiative to implement new knowledge,
skills and behaviors.
OJT: Continue facility/program OJT.
OJT: Assist the intern with the search for FFR
jobs.
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STUDENT VOLUNTEER (OPTION A)
Interns selected as Student Volunteers MUST reside in the local commuting and/or pay travel to and
living expenses at a non-commuting location. Student Volunteers will not receive a stipend or other
type of unauthorized compensation. A DD 2793 Volunteer Agreement for APF activities and NAFIs will
be executed, as applicable, in accordance with OPNAVINST 5380.1C and DoDI 1100.21. Volunteers shall
be considered employees of the Federal Government only for purposes relating to compensation of
employees for work-related injuries or claims for damages or loss as specified in 10 U.S.C Section
1588(d)(2).

CRITERIA FOR ACCEPTING A STUDENT VOLUNTEER (OPTION A):
The internship, even though it includes actual operation of the facilities of the employer, is
similar to training which would be given in an educational environment
The internship is for the benefit of the intern
The intern does not displace regular employees, but works under close supervision of existing
staff and management
The intern is not guaranteed a job at the conclusion of the internship period
The employer that provides the training derives no immediate advantages from the activities of
the intern; and on occasion its operations may actually be impeded
The employer and the intern understand the intern is not entitled to wages for the time spent
in the internship
NOTE: If Intern is not a Volunteer then the Intern must be classified as a Temporary Flexible employee.
An employee must earn at least the minimum wage set by the program and must be paid overtime for
hours worked in excess of 40 per week. If the intern does not meet ALL of the criteria above for a
Student Volunteer, see Temporary Flexible Employee.
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Required Documents: Student Volunteer (Option A)
Student Volunteer Interns are required to complete the following documents. All documents must be
retained by the FFR Internship Coordinator or the Intern Mentor for three years following the
termination of volunteer service by the organization receiving the service. After that period, a summary
of each volunteer’s service may be electronically maintained at the activity until no longer needed.

REQUIRED STUDENT VOLUNTEER DOCUMENTS CHECKLIST
Volunteer Agreement For Appropriated Funds Activities/NonAppropriated Funds Instrumentalities
Description: To document voluntary service provided by an individual, including the hours of service performed,
and to obtain agreement from the volunteer on the conditions for accepting the performance of voluntary service.
All volunteers for appropriated or nonappropriated funds activities shall sign the appropriate part FF Form 2793.
The acceptance of volunteer services shall be acknowledged on this document before an individual is allowed to
provide volunteer services. A copy of the signed volunteer agreement should be given to the volunteer prior to
commencing volunteer service.
PART II of the Volunteer Agreement shall be completed at the end of the volunteer’s service in order to document
the dates of the volunteer service. A copy of the completed volunteer agreement shall be given to the volunteer
upon termination of service.
Ethical Conduct Principles
Description: Outlines basic acceptable conduct expectations. Student Volunteer Intern must sign and return to
FFR Internship Coordinator and/or Internship Mentor
Acceptance of Volunteer Service Agreement
Description: Outlines the authority to accept Student Volunteer Interns, conditions of service and terms of
voluntary service, including information on any authorized reimbursement. This form shall be signed by the
student and designated FFR Internship Coordinator/Mentor.
Intern Medical Screening Statement
Description: Student Volunteer Intern must sign a confirmation of acceptable health status for type of voluntary
service they are to perform during the internship.
Proof of Medical Insurance
Description: Student Volunteer Intern must obtain personal medical insurance that will cover personal illness or
injury sustained outside of voluntary service performance. Coverage must be valid for geographic location of the
internship installation.
Certifications
Description: Student Volunteer Intern must provide proof of CPR and First Aid Certification and any other
certifications required for internship by local FFR Department
Background Check
Description: Student Volunteer Intern is required to have a background check. Includes Standard Form 85P,
Questionnaire for Public Trust Positions; Standard Form 86A, Continuation Sheet for Questionnaires (Page); and
Standard Form 87A, Fingerprint Card. Background checks must be initiated prior to start of internship.
Optional Guidance for a Volunteer Needing a Common Access Card (CAC)
Logical Access Credentials NAVADMIN 196/09
The purpose of the R 292136Z JUN 09 message is to announce a pilot program to issue logical access credentials to
DOD volunteers having a verified requirement for access to DOD computers/networks in order to fulfill their
designated support mission. See NAVADMIN 196/09 (CNO WASHINGTON DC 292136Z JUN 09), Subject: Issuance
of Logical Access Credentials to Certain Volunteer Personnel
NOTE: Violation of Navy, Volunteer Agreement, Ethical Conduct Principles and/or the Navy, FFR
Acceptance of Volunteer Services Agreement on the part of the Student Volunteer may be grounds for
termination of the volunteer services. The college/university and the student will be notified in advance
of the termination and will be provided with an explanation outlining the reason(s) for the separation.
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Volunteer Services Agreement
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DD Form 2793Appendix to DD Form 2793
Appendix to DD Form 2793
I acknowledge receipt of a copy of OPNAVINST 5380.1C, Acceptance and Use of Voluntary Services in the
Navy and understand that the standards and limitations of this Instruction, particularly listed in
Paragraph 6(b)-(d), will be adhered to at all times.
In accordance with OPNAVINST 5380.1C, Paragraph 6(g), I have been provided with a clear written
description of my duties and scope of responsibilities. Beginning and ending dates have been annotated
on the DD Form 2793.
In accordance with OPNAVINST 5380.1C, Paragraph 6(h), I am 18 years of age or older, or 16-18 years of
age with parental consent.
In accordance with OPNAVINST 5380.1C, Paragraph 6(i), I understand that I will be subject to the
Department of Defense Joint Ethics Regulation. I have been informed that this regulation can be
accessed at http://www.dod.mil/dodgc/defense_ethics
_____________________________________________
Signature
Date
The following reimbursements have been authorized:
Expense
Authorized?
Maximum
Yes/No
Allowable
Mileage
Parking
Tolls
Public Transportation
Telephone Long Distance
Other Travel (List)
Comments
Child Care
Other: (List)
Total
A claim for reimbursement may be filed at any time after incurring expenses, but in no event may be
filed later than 30 days after completion or termination of the voluntary services. The claim will be filed
using Standard Form (SF) 1164. All applicable receipts, invoices, and proof of expenses will be attached
to the request for reimbursement.
Reimbursements may be subject to government funding lapses/shutdowns or other fiscal restriction.
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Ethical Conduct Principles, Rev 8/9/2011
A. The nature of many of the activities supported by NAF is such that the civilian employees and
assigned military personnel must exemplify the highest standard of personal conduct and integrity.
B. The Standards of Conduct are rules designed to assist in maintaining a high level of integrity and
foster public confidence in Government activities. DOD 5500.7-R, Joint Ethic Regulation (JER)
provides these rules and is the regulation for all government APF and NAF employees.
C. Management must ensure that NAF employees are fully acquainted with regulations and instructions
listed above upon employment and annually thereafter.
D. In order to maintain the public’s confidence in our institutional and individual integrity, all DON
personnel will read, be familiar with and comply with DOD 5500.7-R (JER). Employees will avoid
any action, whether or not specifically prohibited by the rules of conduct, which might result in, or
reasonably be expected to create an appearance of violation of the JER. Employees are public
servants and their actions must not violate any of the following:
(1)
Public service is a public trust, requiring employees to place loyalty to the Constitution, the
laws and ethical principles above private gain.
(2)
Employees shall not use public office for private gain.
(3)
Employees shall act impartially and not give preferential treatment to any private organization
or individual.
(4)
Employees shall not knowingly make unauthorized commitments or promises of any kind
purporting to bind the Government.
(5)
Employee shall not misuse Government resources or information.
(6)
Disclose waste, fraud, mismanagement, and corruption to appropriate authorities. At
CNI, the best starting place is the CNIC IG and CNI’s 24 hour Hotline. (888) 850-7559
or (202) 433-2346, email: [email protected] or fax (202) 4332096.
(7)
Employee shall not impede Government efficiency or economy.
(8)
Employees shall not lose complete independence or individual impartiality.
(9)
Employees shall not make a government decision outside official channels.
(10) Employees shall not do anything that will adversely affect the confidence of the public
in the integrity of the government.
(11) Employee shall not engage in any activity or acquire or retain any financial or
association interest that conflicts or appears to conflict with the public interest of the
U.S. as it relates to the employee’s duties.
(12) Employees shall not accept gratuities from DOD contractors unless specifically
authorized by law or regulation.
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(13) Employees shall not use their official position to improperly influence any person to
provide any private benefits.
(14) Employees shall not use inside information to further a private gain.
(15) Employees shall not wrongfully use rank, title or position for commercial purposes.
(16) Employees shall not accept or engage in outside employment or activities, including
seeking or negotiating for employment that conflicts with official Government duties or
which may discredit the Navy.
(17) Employees shall not take or use Government property or services for other than
officially approved purposes. All NAF employees have a duty to protect and conserve
Federal property, including equipment supplies and other property entrusted to or
issued to them. They cannot directly or indirectly use or allow the use of government
property for other than official approved activities (this includes property leased to the
government).
(18) Employees shall not give gifts to superiors or accept them from your subordinates when
it is not appropriate to do so.
(19) Employees shall not conduct official business with persons whose participation in the
transaction would violate law or regulations.
(20) Employees shall not make private promises of any kind binding upon the duties of
office or the Government.
(21) Employees shall not engage in business with the Government, whether directly or
indirectly, inconsistent with the conscientious performance of duty.
(22) Employees shall not engage in financial transactions using nonpublic Government
information or allow the improper use of such information to further any private
interest.
(23) Employees shall not hold financial interests that conflict with the conscientious
performance of duty.
E. All NAF employees shall do the following:
(1)
Seek ways to promote efficiency and economy in Government operations.
(2)
Preserve the public’s confidence in the Navy and its personnel by exercising public
office, as a public trust.
(3)
Put loyalty to the highest moral principles and to country above loyalty to persons,
party or Government department.
(4)
Uphold the Constitution, laws and regulations of the U.S. and never be a party to their
evasion.
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(5)
Give a gull day’s labor or a full day’s pay, providing earnest effort to the performance
of duties.
(6)
Ensure that they never discriminate unfairly by the dispensing of special favors of
privileges to anyone, whether for remuneration or not, and never accept for himself or
herself or for family members, favors or benefits under circumstances which might be
constructed by reasonable persons as influencing the performance of Government
duties.
(7)
Expose corruption wherever discovered. Personnel are strongly encouraged to seek the
advice of agency ethics officials located in the legal office, on the installation,
whenever questions arise.
(8)
Satisfy in good faith their obligations as citizens, including all financial obligations,
especially those such as Federal, state or local taxes that are imposed by law.
(9)
Adhere to all laws and regulations that provide equal opportunity for all Americans
regardless of race, color, religion, sex, national origin, age or handicap.
(10) Use assigned government equipment including computers for official business only.
This includes only sending emails involving official Government business, not
forwarding or send chain letters, not accessing any improper or pornographic web sites
and not installing freeware, shareware, demo or trial software (P2P or otherwise) on
their PC’s. Only approved government licensed software is permitted. Users are not to
install unauthorized software from downloads, emails, web sites or other storage media
(CD’s, DVD’s, external drives, etc). This includes but is not limited to such things as
screensavers, unapproved web browsers add-ons and plug-ins or personally owned
software on government owned computers.
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Receipt of Ethical Conduct Principles
ETHICAL CONDUCT PRINCIPLES
This certifies that the undersigned received a briefing and copy of the Ethical Conduct
Principles. I understand that I am responsible for abiding by the ethical principles established by
Executive Order 12674 and the DOD Joint Ethics Regulations and strictly adhering to the
conduct requirements specified therein. I acknowledge my responsibility to set a personal
example for fellow employees by performing my official duties within the highest ethical
standards and in a manner so as to facilitate Federal government efficiency and economy. I
acknowledge my responsibility to familiarize myself with the requirements of these directives
and to report suspected violations of ethics regulations.
______________________________________
Signature
_________________________
Date
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Acceptance of Volunteer Service Agreement
COMMANDER NAVY INSTALLATION COMMAND
FLEET AND FAMILY READINESS
ACCEPTANCE OF VOLUNTEER SERVICE AGREEMENT
Last Name:
First Name:
Middle Initial:
Internship Start Date:
Internship End Date:
Installation:
FFR Program:
Welcome aboard! This letter documents the start of your volunteer student service internship with Fleet &
Family Readiness (FFR) program named above. Additionally, it provides notice of the conditions of service
and the terms of your voluntary service.
1. In order to establish eligibility I understand and agree that:
a. Under 5 U.S.C § 3111, a student volunteer is not a Federal employee for any purposes other than injury
compensation and law related to the Federal Tort Claims Act. Service is not creditable for leave or any
other employee benefits.
b. I am a student at , pursuing a degree in and am completing this _____ internship for credit toward my
degree.
c. My services are being provided to___________________________.
d. I will remain with my host FFR Department for the full term of my internship unless separation is
approved by the Navy FFR Intern Program Coordinator or the FFR Intern Mentor.
e. I agree that if the internship is terminated for cause, I may be responsible to reimburse my host FFR
Department for the agreed upon amount.
f. I agree to complete the required student internship assignments and evaluations as set forth by my host
FFR Department, FFR Intern Mentor and/or the FFR Intern Coordinator.
g. I understand and agree that I will receive no pay, salary, compensation, or remuneration for my services,
nor will I receive any reimbursement for travel, lodging, subsistence, nor will I receive goods or services
as value in kind for any of my voluntary services. Notwithstanding foregoing, I understand that I may be
authorized some reimbursement for minor and incidental work-related expenses, or in accordance with
funded orders issued for Temporary Duty travel away from my principle workplace, but only as
authorized by OPNAVINST 5380.1C.
2. I have completed both DD Form 2793 (Volunteer Agreement for Appropriated Fund
Activities/Nonappropriated Fund Instrumentalities) and CNIC Form 2793-N. If any provision of this
agreement conflicts with the terms and conditions of DD Form 2793, CNIC Form 2793-N, or any Federal
Statute, DOD Directive/Instruction, or Navy Instruction, the aforesaid forms, statutes, and instructions will
be controlling.
3. My signature below asserts my agreement to the terms listed above.
Intern Signature
Date
Signature of FFR Representative
Date
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Intern Medical Screening Statement
COMMANDER NAVY INSTALLATION COMMAND
FLEET AND FAMILY READINESS
INTERN MEDICAL SCREENING STATEMENT
Student:
Installation:
The student above has been selected to participate in the Navy Fleet and Family Readiness (FFR) Intern
Program at a stateside installation.
The student must complete and sign this form. A physician signature is not needed.
Brief description of type of work/activity to be performed in the course of internship:
Planning and implementing sedentary and physical recreation activities in a community setting. Activities
and events may occur indoors or outdoors. Activities and events may occur in a variety of weather
conditions. Intern’s primary mode of transportation will be walking or other forms of self-powered
conveyance. Prospective intern should not require routine physician’s care. Access to prescription
medications is not available.
Functional Requirements
 Moderate lifting, 15-44 pounds
 Moderate carrying, 15-45 pounds
 Reaching above shoulder
 Use of fingers
 Walking
 Standing
 Repeated bending
 Operation of motor vehicle
 Ability for rapid mental and muscular
coordination simultaneously
 Eyesight required (aid permitted)
 Hearing (aid permitted)
Environmental Factors
 Outside and inside
 Excessive heat or cold
 Excessive humidity
 Excessive dampness or chilling
 Dry atmospheric conditions
 Excessive noise, intermittent
 Dust
 Fumes, smoke, or gases
 Electrical energy
 Slippery or uneven walking surfaces
 Working around moving objects or vehicles
 Working closely with others
 Working alone
 Protracted or irregular hours of work
_____I have read the description above and will be able to perform all work/activities listed.
_____I have read the description above and will be able to perform some of the work/activities listed. Please
specify the activities/work that cannot be performed:_____________________
Intern Signature:
For Official Use Only – Privacy Sensitive:
Any misuse or unauthorized disclosure may result in both civil and criminal penalties.
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Questionnaire for Public Trust Positions (SF85P)
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Authorization for Release of Information (SF85P)
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Authorization for Release of Medical Information (SF85P)
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Continuation Sheet for Questionnaires (SF86, SF85P and SF85)
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TEMPORARY FLEXIBLE EMPLOYEE (OPTION B) GUIDELINES
The NAF Human Resources (HR) office will be responsible for recruiting, classifying and accepting
Temporary Flexible Employees. Practices for the Intern Program should align with all local HR policies
and be within the scope of standard NAF Human Resources policy per the CNIC Instruction 5300.2. The
authority to select and approve recruitment for positions is delegated to the head of the activity for
positions under their cognizance. The head of the employing activity may re-delegate this authority to
lower supervisory levels at their discretion.
Students selected as Temporary Flexible Employees are processed by the NAF Human Resources office
either at the region or the installation as a new hire and required to submit all required documentation
to be eligible for the position. A Temporary Flexible Employee will be officially placed on the payroll of
the employing activity and must comply with CNIC’s rules, policies, and obligations such as safety rules
and business practices. A Temporary Flexible Employee is not eligible to participate in CNIC benefit
programs, nor are they entitled to earn or use leave including military leave, court leave, sick or annual
leave.
Any Temporary Flexible Employee whose salary is resourced with NAF shall be assigned duties primarily
in support of non-appropriated activities and Non-Appropriated Funds Instrumentality operations.
NOTE: Violation of rules, policies or business practices will result in the termination of a Temporary
Flexible Employee and requires a written notification to the employee. Processing Disciplinary action for
Temporary Flexible Employees is discussed in detail in the CNIC Instruction 5300.2, Section 509, page 521. Dismissal from an internship will result in an incomplete internship experience and employee may
be responsible for reimbursing the NAFI for any cost incurred.

NAF HUMAN RESOURCES OFFICE RESPONSIBILITIES:
Maintain responsibility for executing the recruitment strategy for developing a pool of
applicants
Deliver staffing and classification services to selecting official prior to announcing a job vacancy
Provide assistance to hiring authority in development of interview questions and/or
development of rating criteria
Process all personnel actions, including, but not limited to, hiring, promotions, terminations,
reassignments, transfers, recruitment incentives, etc.
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Intern Recruitment (Announcements and Advertising)
Intern opportunities should be listed with local college and university career service centers. Specific
web sites newspaper and trade journal advertisements related to the area of the internship may also be
used to advertise and recruit candidates. All recruitments should be limited to the local commuting
area.
Intern recruitment announcements and advertising should be effected at least 14 calendar days prior to
commencing the selection process in order to allow interested candidates time to apply and compete.
The local Human Resources will rate and rank applications once the application period has expired or
the first cut-off date has passed. A numerical value will be assigned to each eligible application based on
the established Crediting Plan. Unsolicited applications/resumes may be accepted and maintained
within the opening, cut-off and closing dates and included in the competitive process. A Student Trainee
(NF-0199-02) Position Description and Crediting Plan is available for hiring under the Temporary Flex
Employee (Option B).
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Position Description
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FLEET FAMILY READINESS
COMMANDER NAVY INSTALLATIONS COMMAND
Student Trainee NF-0199-02
INTRODUCTION
Incumbent is assigned to a Fleet and Family Readiness (F&FR) activity
(e.g. Outdoor Recreation, Single Sailor Program, Community Activities,
ITT Office, Fitness, Athletics, Youth Activities, Food/beverage, etc.)
at [Installation] in [Installation location]. Performs and/or assists
in the operation of the assigned program. Based on established
policies, incumbent carries out assigned phases of designated activity
applying an understanding of the interest and needs of program
participants. Student Trainee may be assigned specific projects to
complete and may rotate between various working areas.
Typical assignments may include but may not be limited to establishing
schedules of events; applying rules and regulations in supervising
indoor and outdoor activities; setting up the facility or venue;
scheduling and conducting tours and field trips. Demonstrates
procedures common to the activities, and instructs in the use of
related equipment. Conducts instructional classes in assigned area.
Helps to plan and coordinate details of activities and maintains
related supplies. Assist in planning, scheduling and publicizing
various activities to attract and motivate participants. Ensures
adherence to safety rules and regulations.
May coordinate, in conjunction with supervisor, a special project
within a program area which may include the planning, research,
development and establishment of a Plan of Action and Milestones
(POA&M) for its implementation.
Performs other related duties as assigned.
This position is located at [Installation] in [Installation location].
The primary functions of this position are to serve as a temporary
flex employee assisting in a variety of short term assignments at the
guidance of the assigned Branch staff.
KNOWLEDGE REQUIRED
Must be a currently enrolled junior, senior, and/or graduate student in
an accredited college or university pursuing a Bachelor's degree or
Graduate degree with a GPA of at least 2.5/4.0 with a major related to
the area of work assignment. Knowledge of and ability to apply
standard procedures and operations in area assigned. Ability to
communicate orally and in writing with assigned program participants.
General knowledge in computer software and hardware.
SUPERVISORY CONTROLS
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The supervisor provides continuing or individual assignments by
indicating what is to be done, limitations, and priority of
assignments. The supervisor provides specific instructions for new,
difficult, or unusual assignments. The employee uses initiative in
carrying out recurring assignments, but refers problems and
unfamiliar situations to the supervisor.
GUIDELINES
Procedures for doing the work have been established and a number of
specific guidelines are available. Employee may determine which of
several established alternatives to use. Situations to which the
existing guidelines cannot be applied are referred to the supervisor.
COMPLEXITY
The work includes various duties involving different and unrelated
processes and methods. The decision regarding what needs to be done
depends upon the subject, or issues involved in each assignment and
the chosen course of action may have to be selected from many
alternatives.
SCOPE AND EFFECT
The work involves the execution of specific rules, regulations, or
procedures and typically comprises a complete segment of an
assignment. The service affects the accuracy and reliability of
services.
PERSONAL CONTACTS
Contacts are with coworkers, employees throughout the organization and
FFR customers.
PURPOSE OF CONTACTS
Contacts are for the purpose of providing or obtaining information.
PHYSICAL DEMANDS
While some work is sedentary in nature, there is frequent walking,
stooping, stretching and bending involved, and some recurrent
lifting and carrying of moderately heavy items.
WORK ENVIRONMENT
Work is both in an office and outdoor setting, exposed to loud
noises of many people, cold/hot/humid weather. Duties will require
traveling to various facilities requiring normal safety
precautions. Work schedule may involve evening, weekend and holiday
hours.
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SPECIAL REQUIREMENT(S)
May be required to obtain and maintain a National Agency Check
(NAC) background screening.
Physical for position requirements may be required, i.e. proof of
immunizations.
Must possess a valid driver’s license.
Must have current or complete First Aid and CPR certifications.
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Crediting Plan
Student Trainee NF-0199-02
YES/NO: Must be a currently enrolled junior, senior, and/or graduate student in an accredited college or
university pursuing a Bachelor's degree or Graduate degree with a GPA of at least 2.5/4.0 with a major
related to the area of work assignment.
Factor 1: Automated Office Equipment Experience: Knowledge and proficiency in operating
computers, utilizing (MS Office products – Excel, Word, Outlook, PowerPoint).
5 POINTS: Proven proficiency in all MS Office products – Excel, Word, Outlook, PowerPoint.
3 POINTS: Proven proficiency in 3 MS Office products –Word, Outlook, PowerPoint .
1 POINT: Proven proficiency in 2 MS Office products –Word, PowerPoint .
Factor 2: Ability to communicate orally and in writing.
5 POINTS: 3 years experience in above
3 POINTS: 2 years experience in the above
1 POINT: 1 year experience in the above
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Student Trainee NF-0199-02
CREDITING PLAN
NAME
_________________________
Signature of Rater
Y/N
1
2
3
Total
Misc/Comments
__________________________
Date
* INDICATES CANDIDATE HAS VETERAN’S PREFERENCE
**INDICATES CANDIDATE HAS SPOUSAL PREFERENCE
***INDICATES CANDIDATE IN OUT OF AREA OF CONSIDERATION
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Vacancy Recruitment File
A Vacancy Recruitment File should be created for each vacancy announcement. In order that the most
suitable and qualified persons are selected by the employing activity; the heads of employing activities
will ensure established recruitment procedures are followed. A Vacancy Recruitment file will be
established for each vacancy announcement and the File will be maintained for two years.

VACANCY RECRUITMENT FILES SHOULD INCLUDE:
Written document signed by the delegated approving official that includes:
 Salary range (according to the Student Trainee Position Description (PD)
 Proposed area of consideration
 Whether or not commercial advertising is proposed
Current PD
Copy of any advertisements
Copy of the vacancy announcement and any amendments used
Copy of all applications received including the selected applicant’s application. The selected
applicant’s application will also be filed in their Official Personnel File (OPF)
Copy of the crediting plan used to rate and rank applicants
Rating and ranking sheet indicating the rating for each applicant
Reference checks for the selected applicant
Approved selection memorandum and the offer letter
Copies of the written notification(s) sent to the non-selected applicants
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Application Process
The servicing Human Resources (HR) Office will screen applications according to the process for the
employing activity. Below are some best practice guidelines for the servicing Human Resource Office to
follow while selecting the Temporary Flexible Employee for the Student Trainee Position.
Selection of Candidate
The standard process for selection by the servicing HR Office will apply for Interns. A score box should
be prepared and forwarded on to the Hiring Manager and/or Selecting Official to determine a cut-off.
Once a cut-off is determined a Certificate of Eligibility and the resumes will be forwarded to the Hiring
Manager. There is an option to name select or conduct interviews.
Phone Interview Process
For positions requiring a telephone interview for selection, the Hiring Manager and/or Selecting Official
will appoint three or more panel members of the same or higher grade-level as the position being filled.
The best–qualified applicant will be forwarded to the Selecting Official. The decision to interview bestqualified candidates is discretionary (not mandatory), however it is highly encouraged.
Upon completion of the telephone interviews, the panel members must summarize their ratings and
decide the best qualified candidate based on numerical ratings. All supporting documents, except the
individual panel members’ notes, must be returned to the servicing HR office for inclusion in the
Vacancy Recruitment File. The panel chairperson must prepare a memo to the Selecting Official with
the recommended selection.
Selection/Offer
Once final selection is made, and before any job offer is made, the servicing HR Office shall conduct
reference checks on the prospective selectee to include current or previous supervisor input and
applicable education requirements. Once all references are confirmed and determined favorable, the
Selecting Official will forward a selection memo with recommended salary offer to the employing
activity for final approval. Lastly, upon satisfactory verification of employment, an offer may be
extended. Ensure Student Trainees are hired as a NAF Temporary Flexible Employee at a rate of pay
consistent with the NF-0199-02 Student Trainee classification and local wage standards.
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Equal Employment Opportunity
The Equal Employment Opportunity (EEO) Program is designed to ensure a fair and full opportunity for
all employees regardless of race, sex, age, color, religion, national origin, or disability. Every
management and supervisory level employee shall take positive action to achieve these goals. The
CNICINST 5300.2, DONINST 1400.25 and DOD 1401.01-M contain overall NAF policy on EEO issues.

TO THE MAXIMUM EXTENT POSSIBLE THE HEAD OF EACH NAF ACTIVITY WILL:
Provide sufficient resources to administer EEO program in a positive and effective manner
Conduct a continuing campaign to eradicate every form of prejudice or discrimination based
upon race, color, religion, age, sex, physical or mental disability or national
origin, from Human Resources policies and practices and working conditions, to include taking
disciplinary action against employees who engage in discriminatory practices or sexual
harassment
Communicate this policy and employment needs to all sources of job candidates
Provide for the prompt, fair, and impartial consideration and disposition of complaints
involving issues of discrimination
Establish a procedure for periodically evaluating the effectiveness of the overall EEO effort
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PROGRAM EVALUATION
The Internship Student Evaluation and the FFR Intern Mentor and Program Evaluation forms are
available to evaluate the FFR Intern Program, the intern and the internship experience. Submit the
completed forms to the local FFR Intern Mentor or Coordinator after the internship is complete.
The Internship Student Evaluation is completed by the FFR Intern Mentor and discussed with the Intern
before the Intern’s departure. The form is signed by both the intern and the FFR Intern Mentor and
submitted to the local FFR Intern Coordinator after the internship is complete.
The Intern Mentor and Program Evaluation and Intern Accomplishments Report are completed by the
Intern and returned to the FFR Intern Mentor Coordinator before departing the installation.
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Internship Student Evaluation
COMMANDER NAVY INSTALLATION COMMAND
FLEET AND FAMILY READINESS
INTERNSHIP STUDENT EVALUATION
Intern:
Intern Mentor:
Installation:
FFR Program Area
Internship Start Date:
Internship End Date:
Use the following scale to rate the intern and include comments to support overall ratings
In this section, rate intern on the
following professional qualities:
1.
Ability to plan
2.
Ability to problem solve
3.
Ability to communicate orally
4.
Ability to produce accurate reports
5.
Follows through with tasks and
responsibilities as assigned
Less than
Satisfactory
Minimally
Satisfactory
Satisfactory
Highly
Satisfactor
y
Outstanding
Yes
No
Maybe
In this section, please rate your intern on the following personal qualities:
6.
Working relationship with staff
7.
Working relationship with customers
8.
Willingness to accept assignments
9.
Accepts constructive feedback and
criticism and makes every effort to
improve
10.
Uses good judgment
11.
Assumes leadership
12.
Attitude
13.
Punctual
14.
Dresses Professionally
15.
If given a choice, would you choose this Intern again?
Additional comments and suggestions are encouraged:
Intern Signature:
Intern Mentor Signature:
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Intern Mentor and Program Evaluation
COMMANDER NAVY INSTALLATION COMMAND
FLEET AND FAMILY READINESS
INTERN MENTOR AND PROGRAM EVALUATION
Intern:
Intern Mentor:
Installation:
FFR Program Area:
Internship Start Date:
Internship End Date:
Overall, how would you rate your
experience at Fleet & Family Readiness?
Less than
Satisfactory
Minimally
Satisfactory
Satisfactory
Highly
Satisfactory
Outstanding
Explain your rating.
1.
In what area, or areas, do you think FFR could improve the intern program? What suggestions for improvement do
you have?
2.
What was the most valuable aspect of your internship?
3.
What was the least valuable aspect of your internship?
4.
What, if anything, do you wish you had learned or been exposed to during your internship that?
5.
Are you interested in career opportunities with FFR as a result of your internship?
Yes
No
6.
Would you recommend FFR to your friends or classmates as a good place to pursue an internship?
Yes
No
In this section, please rate your FFR
Intern Mentor on the following:
Strongly
Agree
Somewhat
Agree
Neutral
Somewhat
Disagree
Strongly
Disagree
7.
Degree of program area knowledge
1
2
3
4
5
8.
Ability to offer meaningful and constructive
feedback
1
2
3
4
5
9.
Ability to clearly communicate direction and
suggestions for improvement
1
2
3
4
5
10.
Ability to ensure job duties and responsibilities
were clearly defined
1
2
3
4
5
11.
Ability to ensure the proper training in order
to perform job effectively
1
2
3
4
5
12.
Made him/herself available to offer guidance
and support when needed
1
2
3
4
5
13.
If given a choice, would you choose this Intern Mentor again
Yes
No
Maybe
Additional comments and suggestions are encouraged:
Intern Signature:
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Intern Accomplishments Report
COMMANDER NAVY INSTALLATION COMMAND
FLEET AND FAMILY READINESS
INTERN ACCOMPLISHMENTS REPORT
Intern:
Intern Mentor:
Installation:
FFR Program Area:
Internship Start Date:
Internship End Date:
1. Describe and briefly evaluate the accomplished and effectiveness of the major significant Intern
Program activities (e.g., learning events attended, developmental assignments, special projects
accomplished).
2. List any leadership development self-study activities completed (e.g. books read, audio tapes used)
3. Did you achieve the objectives that were initially described in your Goals and Objectives? Explain
any modification to or deviations from that plan.
4. List any leadership skills, major knowledge or behaviors you developed as a result of the Intern
Program activities.
5. What specific leaderships skills, organizational knowledge or personal behaviors not already
addressed in your Goals and Objectives, do you think need additional emphasis?
6. Describe any problems or barriers and the causes you encountered while trying to accomplish your
planned Goals and Objectives.
7. Other comments.
Intern Signature:
Date:
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Appendix
Appendix 1: OPNAV INSTRUCTION 5380.1C
Appendix 2: Checklist FFR Interns
Appendix 3: Welcome Aboard Letter
Appendix 4: FFR Intern Program Indoctrination Checklist
Appendix 5: Intern Cost Analysis Worksheet
Appendix 6: Special Project Planning Worksheet
Appendix 7: Special Project Planning Worksheet-TimeLine
Appendix 8: Special Project After Action Report
Appendix 9: Military Extension Internship Program
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Appendix 1: OPNAV INSTRUCTION 5380.1C
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Appendix 2: Checklist FFR Interns

TO DO
Welcome Aboard Package

Welcome letters from FFR Director, Intern Coordinator and Intern Mentor (see Sample
Welcome Aboard letter)
 Installation information
 Customers served
 Internship Need to Know details
 Housing information
 Proposed FFR Internship Learning and Service Plan
Identification card for base and authorized facility access during internship
Vehicle access to the installation USA only
Computer access (If applicable) for the purpose of completing internship assignments and
communication with college/university faculty during internship.
Camera pass as needed aboard the installation
Indoctrination to include and not limited to the following:







Introduction to FFR program, organization, base and local area – (e.g., speed limit,
photography restrictions, personal safety and security)
Supervisor expectations, requirements and goals
FFR program projects and assignments
Work schedule
Government procedures, requirements and protocol
Procedures to document hours for Volunteer Service (Option A) or Payroll (Option B)
Appropriate use of government facilities, supplies, equipment, computers, official mail,
and telephones to accomplish assigned duties
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Appendix 3: Welcome Aboard Letter
Prepare on Letterhead
Dear Name of Intern
Congratulations on your selection as a Navy Fleet & Family Readiness (FFR) intern. Let
me introduce myself. I am the your title for your command/department. I will be your
internship mentor. We are extremely pleased you will be joining us for the session/year
season.
Describe the climate and geographical environment. Also include work and recreational
attire they should be sure to bring. e.g., Located in the Oriente Province on the southeast corner of Cuba, Naval
Station Guantanamo Bay (GTMO) is about 400 air miles from Miami, Fla. The base is in the Caribbean and has an excellent
climate, a relatively short rainy season, and beaches with swimming, diving, snorkeling, fishing, and boating opportunities. The
waters of the bay flow between the two sides of the base. The attire for work should include a polo shirt, khaki shorts, and
comfortable tennis shoes every day.
The leeward side houses all flight operations and the windward side houses the larger portion of the base operations including the
housing units, limited temporary lodging, schools, the NEX/Commissary (NEXMART) complex, and Fleet and Family Support
Center. It also houses the major share of the recreation facilities, contractor sites, the Naval Hospital, and most other services.
Succinctly describe your program, size of population, etc. e.g.
The General Recreation Intern will gain
an all-inclusive perspective of FFR as they spend time working in all FFR programs and facilities. Some of the program the General
Recreation Intern will likely encounter will include Outdoor Recreation, Liberty Programs, Sporting Events and Special Events. The
intern will be exposed to all Fleet and Family Readiness programs and the importance of interaction between all programs to
enhance and ensure the military, families, retirees, and civilians receive the best service while stationed at NS Guantanamo Bay
(GTMO).
We serve Joint Services personnel, DoD Civilians, family members, contract personnel, and local national employees. Major
Commands include: Naval Station, Naval Hospital, Marine Corps Security Force Company, Joint Task Force-GTMO, Naval Atlantic
Meteorology and Oceanography Detachment, Personnel Support Activity Detachment, Naval Computer and Telecommunications
Area Master Station Atlantic Detachment, Navy Broadcast Service and Naval Mobile Construction Battalion. The population on
base is about 3,000 including military, civilians, and their families.
Describe in general what the intern will be doing. e.g.
The intern will spend time at the Liberty Center
planning activities for the single sailors such as Guitar Hero, play station and Wii tournaments, work at the Marina giving scuba
diving lessons, and assisting with the 4th of July base wide event.
Inform the intern about your policy on visitors from home and personal time—how much can
they expect? e.g. visits from family members is not allowed at NS Guantanamo Bay due to the heighten security on the
base. Personal time and university assignments should be discussed with your mentor before the start date of the internship.
It is my pleasure to welcome you aboard. Please don’t hesitate to contact me at phone
number, e-mail address, cellular phone number (for travel day emergencies) and mailing
address if you have any questions prior to your arrival.
Sincerely,
FFR Intern Mentor
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Appendix 4: FFR Intern Program Indoctrination Checklist
FFR Departments may want to use the following FFR Internship Indoctrination Checklist to assist with
intern indoctrination. This form can be used for Student Volunteer or Temporary Flexible Employee
interns and signed off by FFR Intern Mentor to receive credit for completing the FFR internship:

FFR INTERN PROGRAM INDOCTRINATION CHECKLIST
Orientation to FFR (complete within first week)









Introduction to the FFR organization, region/installation and local area
Review office and government procedures including protocol
Meet FFR program staff
Review expectations, academic requirements and internship goals
Review applicable FFR policies
Review scheduling, personal time and visitor policies
Tour installation facilities
Discuss use of government facilities, supplies, computers, telephones, etc.
Discuss personal safety/security and speed limits while on base
Attend Meetings with:





Supervisors
FFR Program Staff
Advisory Committee
Commanding Officer/Executive Officer
Command Master Chief
Programming-Leadership
 Conduct at least one FFR program/workshop or special event
Observation
 Tour all Family Readiness program facilities
 Tour Fleet Readiness program facilities
Intern Signature:
Date:
FFR Intern Mentor Signature:
Date:
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Appendix 5: Intern Cost Analysis Worksheet
FFR Departments may want to use the following Intern Cost Analysis Worksheet to assist program
managers to budget for an intern. The following estimates are based on data collected from CNIC
Millington, TN. This worksheet is an example of the basic cost associated with the recruitment of a
Intern. All costs may vary depending on location.
INTERN COST ANALYSIS WORKSHEET
COST ELEMENTS
Recruiting
Expenses
Intern Salary
Cost Center 5614 Semester Spring 2012
Cost for
an Intern
$300
Proposed Management Actions/Briefing Items:
(HR staff members or FFR Intern Coordinator’s
time) Recruit, rate/rank & advertise a position
externally (Average time 8 hours)
(480 hours @ $7.25 per hour…based on
classification)
(Supplies used by Intern e.g. Pens, pencils,
staplers etc.)
(Health/Dental/Life Insurance and Retirement
Plans)
(Fee for the actual CAC with the Microchip)
$3,480
$25
Supplies
0
Benefits
CAC (if applicable)
$15
Space
$500
(NMCI seat, phone, desktop/laptop etc.)
$125
(Cost may vary depending on location and the
agency used to process background checks)
(Mailings to universities, printing, advertising on
line, pamphlets, DVDs etc. based on local
Memphis, TN area)
(HR staff member or FFR Coordinators time)
Secure CAC, resolve security issues-(Average
time 4 hours)
Other Equipment
Background Check
Advertising &
Promotions
$300
$60
Other Expenses
***EXPENSE
$4,805
(Total expense to have an intern in the
program)
Notes:
Use blank paper for additional notes.
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Appendix 6: Special Project Planning Worksheet
The Special Project Planning Worksheet which includes the Special Project After-Action Report and any
backup documentation (e.g., promotional material, photos, etc.) can be used for submitted by either
Student Volunteer or Temporary Flexible Employee interns to receive credit for completing the FFR
internship:
SPECIAL PROJECT PLANNING WORKSHEET
Page ____ of ____
NO.
1.
Activity, Event, Service Name:
2.
Activity Goal:
3.
Dates:
Begin:
Begin:
End:
End:
4.
Times:
Begin:
Begin:
End:
End:
5.
Location(s) where this activity,
event or service will be
held/provided:
6.
Alternate locations or other
contingencies:
7.
Activity Format:
Competitions
Trips and Outings
Skills/Knowledge Sessions
Voluntary Service
Other
8.
Anticipated attendance/
participation numbers:
9.
Target Population/Audience
Description:
10.
Program Highlights:
11.
Activity/Agenda Schedule:
Maximum:
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SPECIAL PROJECT PLANNING WORKSHEET
Page ____ of ____
NO.
12.
Restrictions:
13.
Safety, Sanitation, HAZMAT,
Health, and Risk. (Is a
Hold Harmless Agreement
needed?)
14.
Support Requirements (supplies,
equipment, etc.)
15.
Support Personnel (staffing
numbers and positions):
16.
Budget Breakdown: (accounting
details of income & expense by
SAP Acct #s.)
17.
Promotion/Publicity:
(methods & needs)
18.
Evaluation Plan:
19.
Appropriate References
20.
Other/Notes:
Income:
Acct #
$
Income $
- Expense $
Expense:
Acct #
= Profit/<Loss> $
$
.
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Appendix 7: Special Project Planning Worksheet-Time Line
SPECIAL PROJECT PLANNING WORKSHEET - TIME LINE
Task, Step, or Actions:
Date/Time
Due:
Assigned To:
Actions
To-Date:
Date/Time
Completed:
NOTES:
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Appendix 8: Special Project After Action Report
SPECIAL PROJECT AFTER ACTION REPORT
Student Name:
Intern Session:
Supervisor Name:
Installation:
Event/Activity:
Date:
Time:
# of Participants:
Total Profit or <Loss>:
Weather Conditions:
Describe Event:
What went well?
What could have been improved?
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Appendix 9: Military Extension Internship Program
A partnership between the Cooperative Extension System and the Department of Defense has provided
the funding for the Purdue Military Extension Internship Program (MEIP). Through this initiative,
students and recent graduates will have the opportunity to develop professional skills in childcare and
youth development through practical work experience with military children, youth, and families. The
MEIP places students in internships within Air Force, Army, or Navy childcare and youth development
programs.
Purdue University coordinates three (3) MEIP internship cohorts per calendar year: Spring, Summer,
and Fall. Purdue University collects and reviews all candidate applications submitted for each term,
screens for program eligibility, and forwards prospective candidates to branch points-of-contact for
additional consideration. Purdue University coordinates intern and mentor orientation for each cohort
cycle, program evaluation, and monitors intern experiences.
For program consideration applicants must meet the following qualifications:

Military Extension Internship Program Eligibility Criteria
Be a U.S. citizen or permanent resident
Have a GPA of at least 2.75/4.0
Have completed at least five (5) semesters of college classes by the beginning of the internship
Be majoring in childcare, youth development, recreation, management, or a similar program
Plan to pursue a professional career similar to your major such as those within education, child
or youth programs, or family services
Intern Selection and Placement
The N926 Navy Point of Contact (POC) for the MEIP coordinates the selection and placement of interns
within Navy Child and Youth Programs (CYP) where interns work with children and youth, ages 6 weeks
to 18 years old as CYP Interns for 10-12 weeks. The Navy POC will be responsible for developing and
providing regulatory policy, guidance and direction to respective interns and mentors identified to
participate with the program.
The Navy POC works with CYP Regional Advisory Board Members to identify prospective CONUS or
OCONUS intern placement locations and mentors prior to each cohort. Upon conclusion of an interview
process each cycle intern and mentor matches are facilitated by the POC and FFR Intern Program
Coordinator. The Navy POC for the Military Extension Internship Program can be contacted at 901-8746692.
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