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Policies and Procedures

Please find below a list of policies and procedures for the ITAP program. Students are expected to read and familiarize themselves with these policies on their own time. When agreeing to the ITAP contract, you are agreeing that you have read and accepted these terms.

COMPENSATION

ITAP students are paid for the time they spend working during ITAP Institute and on-campus ITAP internships, and other required program activities. ITAP students are also paid for the time they spend participating in other campus IT-related skills workshops as long as the workshop is directly related to their ITAP work.

Apprentices are required to work a minimum of 4 hours per week and a maximum of 8 hours per week during ITAP Institute, they will earn $8.00/hr during training. Associates are required to work a minimum of 6 hours per week and a maximum of 10 hours per week during their internships, they will earn $8.50/hr.

Because participation in ITAP is a paid experience, students’ financial aid packages may be affected. The precise impact on financial aid packages will vary by student. For this reason, students admitted to ITAP should discuss their financial aid package with staff in the Office of Financial Aid. ITAP participation will replace work-study for those students who have a work-study award during the academic year(s) they are in ITAP.

Students are expected to complete their paid hours in a location that is approved at a host’s discretion. Approved locations may include, but are not limited to, department offices, University computer labs, dorm rooms, dining halls, etc. If a student wishes to complete work remotely, i.e. not in a department office, they must first seek approval from their host to do so.

ITAP members are paid on a bi-weekly payroll schedule and submit their hours electronically. Timecards must be completed and submitted before midnight on the last day of each pay period. If a student misses the pay period submission date more than three time cards in a semester the result will be disciplinary action in the form of probation.

Other important things to note:

  • Students are required to fill out their time cards accurately.

  • Hours should be entered each time a student works.

  • Any student caught submitting hours for which they did not work will be immediately dismissed from the program.

 

OTHER ON-CAMPUS POSITIONS

Due to the nature of the Information Technology Associates Program (i.e., engagement in the program, expected time commitment, compensation received, etc.), students are generally discouraged from concurrently holding another on-campus paid position while participating in ITAP. We do, however, recognize that students have varied interests, and we want to respect the liberal arts college experience and allow a student to explore alternative positions and aspirations. 

Any ITAP student is permitted to concurrently work in another on-campus paid position provided that both of the following conditions are met:

  • The student is able to work in their ITAP internship for the required minimum number of hours per week. 

  • The non-ITAP position is limited to no more than approximately 2 hours per week.

The student need not obtain permission to pursue a non-ITAP position; however, the student must notify ITAP administrators immediately once they have accepted a non-ITAP position. 

The student must also inform their ITAP host if they plan to work a non-ITAP position and discuss a plan for managing both.

The student must manage two separate time cards, ensuring that time spent working each position is properly recorded on the correct time card. The student's ITAP host will approve the time card for the ITAP internship, and the non-ITAP supervisor will approve the time card for the non-ITAP position.

The non-ITAP position can be paid hourly or through a stipend; however, the student should note that their total work study award will not increase. The total amount of hours the student can work, and the total amount of compensation, for the combined two positions is limited; therefore, a student may have to reduce the number of hours spent working in their ITAP internship.

 

PROBATION

Once a student is admitted to ITAP, continuation and participation in the program are contingent upon maintaining appropriate academic performance and meeting the attendance, performance, and professional conduct expectations of the program.

Students who do not adhere to these policies will be subject to probation. Students on probation are at risk of being dismissed from the program.

After being on probation for the duration of a term, students who are to be put on probation again (for a second term), will be dismissed from the program. In other words, students cannot be on probation for two consecutive terms, regardless of reason. Grounds for probation include:

GPA

All ITAP students must maintain at least a 3.0 cumulative grade point average (GPA) at the end of each term.

MINIMUM HOURS

Associates (sophomores, juniors, and seniors) are expected to work at minimum 6 hours per week, while apprentices (first years) are expected to work at minimum 4 hours per week. Students will be placed on probation the term following when they fell under this requirement.

TIMECARDS

Within the course of a term, if students surpass three timecard “dings,” or instances where they forget to log their hours and an ITAP personnel has to override their timecard, they will be placed on probation.

COMMUNICATION

Students need to maintain communication with their ITAP host and/or the ITAP administration. If at any point ITAP personnel deem the student to be unresponsive (not returning emails in a timely matter, ignoring requests to meet, failing to fill out appropriate Google forms, etc), students may be placed on probation.

 

TERMINATION FROM INTERNSHIP

If a host is dissatisfied with the performance of, attendance of, or communication by an ITAP Associate, they may issue a written or email warning to the student and provide a copy to the ITAP administrators. If the situation does not improve to the satisfaction of the host in a timely manner, the host may terminate the student from the internship and notify ITAP administration.

Students dismissed from a position will be responsible for finding another position through the ITAP Classifieds page. If they do not find a new position, they may be subject to probation based on not meeting the minimum hours requirement.

 

INTELLECTUAL PROPERTY

In compliance with University policy, any materials created for the University by individual ITAP students, or created by ITAP students in collaboration with each other and/or with their hosts, while in the ITAP program, will remain the exclusive property of DePauw University or the faculty host. If you have any doubts as to the proper use and purpose of any such material, please contact your host or ITAP administration.

Students working as ITAP interns who are engaged in work-for-hire are subject to the following additional intellectual property policy:

The ITAP Contract grants no rights whatsoever to the University or its students in the patents, copyrights, trade secrets, trademarks, service marks, or other intellectual property rights of customers which are provided to the University or its students during the course of performance of the services. All inventions, copyright-eligible works, ideas, improvements, software, discoveries, or other intellectual property of any kind developed, discovered, conceived or created by the University pursuant to a statement of work shall be considered a “work for hire” as that phrase is defined by the U.S. copyright laws and shall be owned exclusively by and for the express benefit of customer.

 

Updated: 6/15/2021