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Staff Internship Program

The Staff Internship Program enables UC San Diego to create talent pipelines in our comprehensive talent management strategy. The Career Tracks Professional Series Level 1 (P1) is available as a short-term training position. In addition, departments may hire entry-level professionals with limited prior experience with the expectation that they will acquire the skills and knowledge necessary to perform more advanced work following an agreed-upon time in position through a defined training and development plan. These positions are expected to advance to the P2 level within 6-18 months.

Staff Internship Program Local Procedures

Same process as a standard recruitments; requires a classified job description.

The duration of the internship is fixed and short-term, and may be part-time or full-time (or a combination of full-time and part-time. A staff internship may not exceed 2 years.

Annual evaluations of the staff internship program utilization will be based on the following data:

  • Hire and conversion rates for employees based on gender, race/ethnicity, age, disability status, veteran status, sexual orientation and gender identity
  • Rates of utilization of the staff internship program
  • The extent to which organizational units that utilize the Staff Internship Program are meeting their Affirmative Action goals (measuring a combination of promotions and external hires)
  • Rates of utilization of the Internship program by department, division and Vice Chancellor Area

The evaluation will inform us how the program is working, whether it should continue, and if changes in the process or implementing procedures are needed.

Job Descriptions

All P1 job descriptions must include a statement in the Special Conditions of Employment section clearly identifying the training provided and the proficiency goals required to meet the P2 level within a defined period of time.

Example:  “Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time (up to 18 months) in the position, through a defined training and development plan.” 

At the time of hire, an Individual Development Plan outlining the training plans, learning goals, proficiency expectations, and timeline for meeting goals should be provided to the employee.

Individual Development Plans (IDP)

Individual Development Plans are a guide to be leveraged throughout the P1 appointment to monitor training progress and identify proficiencies required for advancement to the P2 level. IDP documents should contain:

  • Short-term goals to evaluate if training goals are being met
  • Long-term goals to evaluate if proficiencies are being met to advance to the P2 level.
  • Descriptions of development activities, expected outcomes and results, target dates, and ongoing progress/status checks.

Completion of Training Period

Once the training period has ended and all proficiencies have been met, if a vacant career position at the P2 level is available, the department may request the position to be reclassified.

The final effective date of an approved reclass is the first day of the pay period following receipt of a complete request.

Recruitment and Promotion Policy

The local procedures for the Staff Internship Program are in accordance with the following PPSM 20 provisions:


Competitive recruitment is required for all career appointments unless an internal promotion is approved per 2.b below, an exemption applies (refer to Section G), a waiver is approved per Section H, or a contract or limited appointment converts or is designated as a career appointment in accordance with this policy and PPSM 3. 

Contract Appointments

Recruitment: Competitive recruitment is required for contract appointments unless a waiver of competitive recruitment is approved per Section H below. If the work will exceed the contract appointment duration limit as defined in PPSM 3, contact your local Human Resources office or other office designated in Local Procedures to discuss options.

Conversion to Career: A contract appointment may be converted to a career appointment if the incumbent employee was selected through a competitive recruitment process. Local procedures will define the process and approvals necessary to convert a contract appointment to a career appointment. 


The following circumstances are exempt from the requirement to competitively recruit:

An employee who is competitively selected for a University of California-sponsored paid internship program, and upon completion of the internship, as authorized in local guidelines and with the approval of the department head, is appointed to a vacant position for which the employee meets the minimum qualifications.