This Directive was canceled January 8, 2004.

U.S. Department of Transportation
Federal Highway Administration

June 28, 1996

Chapter 2: Employment
Section 1: Summer Employment Program

Par.

1. Purpose

2. Scope

3. Objectives

4. Types of Summer Appointments

5. Stipulations

6. Equal Employment Opportunity

7. Guidelines for Implementing the Summer Program

1. PURPOSE. To establish guidelines, procedures and reporting requirements for the Federal Highway Administration (FHWA) Summer Employment Program.

2. SCOPE. This section applies to all FHWA organizational elements employing personnel under:

   1. Schedule A, Section 316.402(a) and, if applicable, Section 213.3102(o), which applies to members of college or university faculty,

   2. temporary appointments beginning on or after May 13 and terminating on or before September 30.

3. OBJECTIVES. The objectives of the Summer Employment Program include:

   1. providing an opportunity for students to become acquainted with the challenges and opportunities in the FHWA,

   2. developing a reservoir of potential recruits for occupations in short supply for subsequent career employment,

   3. supplementing staffs with temporary help in order to ease the impact of the heavy concentration of vacation schedules during the summer period,

   4. meeting seasonal demands, such as highway projects which can be accomplished more effectively during better weather conditions,

   5. serving as a model employer in providing training and work opportunities to large numbers of economically and educationally disadvantaged youths, and

   6. taking advantage of the availability of faculty members in engineering and research programs and in meeting other employment needs.

4. TYPES OF SUMMER APPOINTMENTS. Appointments may be made utilizing one of the following guidelines:

   1. the temporary appointing authority [316.402(a)],

   2. one of the student employment authorities [Schedule B 213.3202(a)],

   3. non-competitive selection of an individual who has worked for the office during a previous summer [316.402 (a)/Summer Rehire],

   4. Schedule A. 213.3102(o), if appropriate.

5. STIPULATIONS.

   1. The minimum age for appointment is 16 years of age.

   2. The restriction on the appointment of sons and daughters applies. See 5 CFR 338.202(b) and 213.3101(c).

   3. Previous summer employees may be rehired non-competitively in the same kind of position, but only up to GS-4.

   4. Appointments of previous summer employees at GS-5 and above or any new summer appointments must be competitive, and the area of consideration must be open.

   5. Competitive summer vacancies must be listed on the Office of Personnel Management's Federal Job Opportunities Board. The procedures for advertising summer jobs are the same as for all other jobs.

   6. The written examination for all summer employment will be waived.

6. EQUAL EMPLOYMENT OPPORTUNITY. FHWA officials and supervisors shall insure that all summer program activities are conducted in a manner that is consistent with the requirements of the FHWA's Equal Opportunity and Affirmative Action Programs. Summer staffing in each office should reflect a positive effort to hire minority, physically and mentally handicapped youth.

7. GUIDELINES FOR IMPLEMENTING THE SUMMER PROGRAM

   1. Orientation. All summer employees should be given a thorough orientation covering the duties to which they will be assigned, the work performance expectations and mission of the agency and the functions of the office in which they will be working. It may be helpful to discuss the basic requirements for functioning in a work environment, depending upon the background and experience of the employees. The involvement of top level management in the orientation process is encouraged.

   2. Safety. Offices utilizing summer employees shall assure that appropriate procedures are established to insure the safety of these employees. As a minimum the following steps should be taken:

      (1) a safety orientation must be provided for all summer employees. This may be conducted in connection with other orientation activities and should cover the following areas:

      (a) office policies and procedures,

      (b) procedures for reporting accidents and injuries, and

      (c) general safety precautions.

      (2) caution should be exercised in assigning summer employees to duties requiring that they climb structures, work at heights, or lift heavy loads. Employees assigned to such duties should be mentally and physically capable of performing them in a safe manner. Specific instructions and appropriate safety equipment should be given to those employees before each job assignment,

      (3) employees required to operate vehicles or power equipment should be given specific safety instructions and effective supervision, and

      (4) employees required to work outside should be given instructions on safeguards against sunburn, insect bites and other hazards.

   3. Placement and Utilization of Summer Employees. Summer employees should be assigned duties that are, whenever possible, closely related to their vocational interests and abilities. Many of these employees will have limited job experience and skills, and it may be desirable for each office to begin planning for the effective utilization of itssummer work force. Among the things that may be considered during this planning phase are:

      (1) Programmed Work Assignments. Work assignments may be arranged so that the employee develops the skills needed for the proper accomplishment of the work to be performed. Typists, for example, may be given rough drafts of increasing complexity as a means of developing their skills to the degree of competency required for the completion of work in final form.

      (2) Rotational Assignments. Employees who will be assigned to duties that are of a routine nature should be rotated, whenever possible, to duties that are more interesting and conducive to the development of skills.

   4. Incentive Awards and Special Recognition. End of summer cash awards for outstanding summer employees have been an important part of the Summer Employment Program. Offices are encouraged, however, to exercise restraint in making these cash awards so as to insure that the emphasis is placed upon the quality of the recipient's performance rather than upon the quantity of awards granted. As a suggested guideline, cash awards should be limited to a maximum of 25 percent of summer employees assigned to regional or division offices. Other types of recognition, such as letters of commendation, are suggested for above average employees who may not fall within the exceptional category receiving the cash awards. Each regional office should establish its own merit procedures for granting incentive awards.

   5. Identification Cards. Temporary employee identification cards must be issued to summer employees working in the Washington Headquarters building. Regions are encouraged to issue identification cards. The cards should expire no later than September 30 and should be subject to strict control procedures.

   6. Personnel Security. Appointing officers must assure that summer employees meet the investigative requirements specified in DOT 1630.2, DOT Personnel Security Handbook, Chapter IV. For nonsensitive duties, appointing officers must obtain such lesser checks as needed to protect the interests of the Federal Government. For sensitive duties, normal investigative and personnel security requirements must be met. Unfavorable references or other significant unfavorable information concerning a summer employee or applicant should be brought to the attention of the personnel security officer.

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