Internship Program Policy

Holon Foundation is committed to developing the next generation of conservation professionals and providing meaningful, equitable opportunities for learning and growth. This Internship Program Policy establishes a comprehensive framework governing all Holon Foundation internship programs. The policy ensures alignment with our 501(c)(3) mission, legal compliance, and commitment to intern welfare and professional development.

1. Purpose & Scope

This policy establishes the framework for all Holon Foundation internship programs, including conservation fieldwork internships, administrative internships, and technology-focused internships. The policy serves to:

• Align intern recruitment, employment, and supervision with Holon Foundation's 501(c)(3) mission in conservation and community engagement
• Ensure compliance with federal labor law (Fair Labor Standards Act, FLSA), Department of Labor guidance, and state labor regulations
• Establish equitable compensation and support structures for all interns
• Create consistent supervision, mentorship, and professional development standards
• Protect intern safety in fieldwork and organizational settings
• Establish clear performance evaluation and graduation criteria

This policy applies to all internship placements within Holon Foundation, whether conducted in-house or through partnerships with educational institutions.

2. Intern Classification

Holon Foundation recognizes two distinct internship models with different employment and legal classifications:

Model A: Paid W-2 Employee Internship

Classification: Interns are classified as employees and issued W-2 tax forms at year-end. Paid internships are subject to federal and state minimum wage requirements, overtime regulations, and all employment taxes.

• Eligibility: Open to candidates of any background (high school students, undergraduates, graduates, career switchers)
• Typical Rationale: Positions involving significant contribution to Foundation operations, skilled fieldwork, or administrative roles where intern labor directly benefits the organization
• Legal Requirement: Must comply with the Fair Labor Standards Act (FLSA). Interns must receive minimum wage and are entitled to overtime compensation if working over 40 hours/week
• Compensation: Minimum $18/hour, paid biweekly. Overtime at 1.5x rate for hours exceeding 40/week
• Benefits Consideration: Depending on hours and duration, may be eligible for health insurance, retirement planning, or other employee benefits

Model B: Unpaid Academic Credit Internship

Classification: Interns are non-employees enrolled in formal academic credit programs through partnership universities. No wages are paid; instead, interns receive college credit toward degree requirements. These internships must meet Department of Labor guidelines for unpaid internships.

• Eligibility: Restricted to students actively enrolled in degree-granting institutions with formal internship programs
• Legal Requirement: Must satisfy all six prongs of the DOL's Unpaid Internship test to avoid FLSA classification as employees
• Typical Rationale: Experiential learning integrated into academic curriculum; primary benefit is educational, not operational
• Compensation Model: $0 wages; instead, interns receive housing reimbursement, travel reimbursement, and meal support totaling approximately $2,000-3,000 for a 10-week program
• University Coordination: Requires formal internship agreement signed by Holon Foundation, university, and student

3. Compensation & Support Structure

Paid Model Compensation

• Minimum Wage: $18/hour (exceeds Texas minimum wage of $7.25/hour)
• Overtime: 1.5x hourly rate for any hours exceeding 40 hours per week
• Pay Schedule: Biweekly
• Tax Documentation: W-2 form issued by January 31 following the year worked
• Payroll Withholding: All applicable federal, state, and FICA taxes withheld per IRS regulations

Unpaid Model Support

• Housing Reimbursement: $1,000-1,200 per 10-week program for interns relocating to Houston area
• Travel Reimbursement: Ground transportation to/from Houston; mileage reimbursed at IRS standard rate for those driving
• Meal Support: $400-500 per program period for meal expenses during fieldwork
• Parking & Local Transportation: Campus/office parking permits covered; local transit pass provided if needed
• Total Value: Approximately $2,000-3,000 per program period

All Interns Receive

• Professional development resources and skill-building workshops
• Conservation fieldwork equipment and safety gear (boots, PPE kit, etc.)
• Access to Holon Foundation's professional networks and post-internship job placement support
• Letter of recommendation and employment verification documentation

4. Duration & Scheduling

Program Duration

• Standard Program Length: 10 weeks (consecutive)
• Optional Extended Programs: Up to 20 weeks for advanced interns with demonstrated competency
• Flexible Timing: Programs typically run summer (June-August) or fall (September-November) to align with academic calendars and conservation season

Scheduling Requirements

• Weekly Hours: 15-20 hours per week, documented in time-tracking system
• 4-Day Structure: 3.75-5 hours per day, 4 days per week (with one day off for recovery and professional development)
• Fieldwork Schedule: Conservation fieldwork typically conducted Tuesday-Friday; Mondays reserved for planning, training, and indoor work
• Schedule Flexibility: Specific daily schedules accommodated for academic obligations, family needs, or disability accommodations
• No Overnight Deployments: All work day-based (return to home/housing each evening) unless explicitly agreed to by intern and supervisor

5. Supervision & Mentorship

Holon Foundation employs a triadic mentorship model to ensure comprehensive support and professional development:

Tier 1: Operational Supervisor

Day-to-day supervisor responsible for task assignment, technical instruction, and immediate feedback.

• Provides direct instruction on conservation fieldwork, tools, and procedures
• Evaluates technical competency and adherence to safety protocols
• Documents performance via weekly check-ins
• Available for questions and problem-solving in the field

Tier 2: Career Mentor

Senior staff member guiding long-term professional development and career trajectory.

• Meets with intern biweekly to discuss career goals and development
• Connects intern with professional networks and job opportunities
• Provides portfolio development and resume guidance
• Writes final letter of recommendation or introduction to employers

Tier 3: Peer Mentor

Fellow intern or recent graduate providing social support and peer perspective.

• Assists with onboarding and social integration
• Models professional behavior and conservation ethics
• Serves as informal counselor for workplace concerns
• Available for non-urgent questions and encouragement

Supervision Frequency

• Operational Supervisor: Daily contact during fieldwork; weekly formal check-in
• Career Mentor: Biweekly scheduled meeting (30 minutes minimum)
• Peer Mentor: Informal, on-demand availability

6. Performance Evaluation

Interns receive formal performance evaluation at two critical milestones:

Mid-Program Evaluation (Week 5)

• Operational supervisor provides written feedback on technical competency and safety compliance
• Career mentor discusses professional development progress
• Combined feedback shared with intern in formal meeting
• Opportunity to adjust workload, responsibilities, or support based on performance
• Used to identify struggling interns and provide additional coaching

End-of-Program Evaluation (Week 10)

• Comprehensive assessment across five evaluation dimensions (see below)
• Formal meeting with operational supervisor and career mentor
• Letter of recommendation provided for employment/academic purposes
• Capstone project assessed and documented
• Results recorded in intern file for reference and verification

Five-Dimension Evaluation Rubric

1. Technical Competency

• Mastery of conservation fieldwork skills (plant identification, soil sampling, survey protocols)
• Proper use of equipment and tools
• Accuracy in data collection and record-keeping
• Rated: Novice / Developing / Proficient / Advanced

2. Technological Fluency

• Ability to use GPS, GIS software, and data management systems
• Proficiency with digital fieldwork platforms and communication tools
• Problem-solving with technology
• Rated: Novice / Developing / Proficient / Advanced

3. Communication & Teamwork

• Clear communication with supervisors, peers, and stakeholders
• Collaboration in team-based conservation projects
• Active listening and receptiveness to feedback
• Rated: Novice / Developing / Proficient / Advanced

4. Professionalism & Safety Compliance

• Adherence to safety protocols in fieldwork and office settings
• Reliability, punctuality, and professional conduct
• Respect for organizational values and ethical standards
• Rated: Novice / Developing / Proficient / Advanced

5. Capstone Quality

• Quality and completeness of intern capstone project (conservation proposal, research paper, field site improvement)
• Creativity and independence demonstrated
• Significance of contribution to Foundation's conservation goals
• Rated: Below Expectations / Meets Expectations / Exceeds Expectations

7. Termination & Early Separation

Grounds for Termination

Holon Foundation may terminate an internship before the scheduled end date for the following reasons:

• Serious Safety Violations: Refusal to comply with safety protocols, reckless behavior, or actions endangering self/others
• Repeated Policy Violations: Three documented violations of organizational conduct policies (e.g., unprofessional behavior, harassment, discrimination)
• Dishonesty or Misrepresentation: Falsifying timesheets, credentials, or reporting, or plagiarism in capstone work
• Non-Performance: Demonstrated inability or unwillingness to complete assigned tasks after coaching and support
• Legal Issues: Arrest or criminal charges during internship period (organization reserves right to assess impact on program participation)

Exit Procedures

• Intern and supervisor meet to discuss reason for termination
• Final paycheck (for paid interns) includes any accrued wages and expense reimbursements
• Exit documentation completed: timesheets, equipment return, access card/keys
• Final evaluation completed based on work to date (fair assessment, not punitive)
• Intern receives explanation of termination in writing
• Reference/recommendation letter provided only if termination is mutual or performance-based (not safety-based)

Voluntary Early Departure

• Intern may request early departure with two weeks' notice
• Final two weeks documented as paid (for paid interns) or with pro-rata support (for unpaid interns)
• Same exit procedures apply
• Recommendation letter provided for voluntary departure

8. Intellectual Property

All work product created during an internship, including fieldwork data, analysis, written reports, conservation proposals, and creative materials, becomes the property of Holon Foundation upon creation. Interns may:

• Use completed work in personal portfolios for employment/graduate school applications (with Foundation's written permission)
• Include capstone projects in academic transcripts and degree requirements
• Reference projects in interviews and professional discussions
• Request written permission to republish or present work publicly

Holon Foundation may publish intern-contributed research in organizational reports, academic publications, or public materials with appropriate attribution and credit to the intern.

9. Academic Credit Coordination

For unpaid academic credit internships, Holon Foundation coordinates with partner universities to ensure internship requirements align with academic credit criteria.

Required Documentation for Academic Credit

• Formal internship agreement signed by Holon Foundation, university, and student
• Clearly defined learning objectives aligned with academic program
• Weekly time log documenting hours and activities
• Mid-program and end-of-program supervisor evaluations
• Capstone project or final paper meeting university requirements
• Letter of completion from Holon Foundation confirming hours and performance

University Liaison Coordination

• Holon Foundation designates a staff member as primary university contact
• Contact maintains communication with university faculty/internship coordinator
• Ensures all documentation meets university's academic credit standards
• Responds to university inquiries about intern progress within 48 hours

10. Non-Discrimination & Equal Opportunity

Holon Foundation does not discriminate in internship recruitment, selection, or treatment on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, veteran status, or any other legally protected characteristic.

Equal Opportunity Commitment

• All internship positions are advertised through diverse channels to reach candidates from underrepresented communities
• Recruitment includes partnerships with minority-serving institutions and professional organizations serving marginalized communities
• Selection committees receive training in bias-aware hiring practices
• No candidate is excluded based on protected characteristics

Disability Accommodations

Interns with disabilities are entitled to reasonable accommodations to ensure full participation. Examples include:

• Modified fieldwork schedules for medical appointments or mobility limitations
• Assistive technology or equipment (screen readers, mobility aids, etc.)
• Accessible transportation and parking accommodations
• Modified task assignments to accommodate physical or cognitive limitations
• Flexible working arrangements for chronic health conditions

Interns should disclose accommodation needs to their operational supervisor and career mentor. All requests are treated confidentially and assessed promptly.

Discrimination & Harassment Reporting

• Interns may report discrimination or harassment to their career mentor, Program Coordinator, or anonymously to info@holonfoundation.org
• All reports are investigated promptly and confidentially
• Retaliation against interns who report violations is strictly prohibited

Policy Questions & Contact Information

Policy Modifications & Updates

This policy may be updated to reflect changes in labor law, new best practices in internship administration, or evolving organizational needs. Changes will be posted with an updated effective date. Current and prospective interns will be notified of significant policy changes.