1. What is the Municipal Internship Program for Land Use Planners?
2. What is the history of the program?
3. Who is coordinating this program?
4. What expectations are there of the host organization?
5. What criteria will be used in selecting the host organizations?
6. Why does the supervisor need to be the senior planner?
7. How many interns will be selected this year?
8. Can our municipality partner with another municipality to host an intern?
9. How long is the Internship for Land Use Planners?
10. How does a two-year internship work?
11. How much will interns be paid during the internship?
12. What is the process for selecting the host municipalities?
13. May I hire the intern once the internship is over?
14. Who qualifies to be an intern?
15. What degrees/programs might the interns have completed?
16. Can I have the intern work on a special project?
17. We have a current employee who is interested in applying for the program. Can we interview this person? What about an interested citizen from our municipality?
18. Can we hire an individual who was not short-listed for the program?
19. What if our municipality is too small to meet the population requirements?
20. How many times can I host an intern?
21. Can I apply to host an intern in both the Administrator and Land Use Planning program?

1. What is the Municipal Internship Program for Land Use Planners?

The Municipal Internship Program for Land Use Planners is sponsored by Municipal Affairs in partnership with Alberta’s municipalities and services agencies. It is designed to attract recent post-secondary graduates to the field of municipal planning. Its objective is to assist in the training and development of competent, well-rounded municipal planners. It is expected that upon successful completion of the program, interns will be better prepared to enter the municipal planning field in Alberta’s municipalities.

The program provides funding to municipalities and planning service agencies in Alberta so that they can hire and train an intern for a two-year period. During the first year of the program, the intern will be exposed to many different aspects of municipal administration and planning. They will be mentored and coached by a senior planner in their host organization. Program scope is broad so interns have the opportunity to explore many of the key functions of municipal governments and to understand them from a planning perspective. In the second year, interns will have the opportunity to take on more responsibility and gain further experience through involvement in planning projects and issues in their host organizations.

The program will include sessions where all interns will meet as a group for the purpose of becoming more familiar with industry trends, learning opportunities, and provincial services and personnel. These sessions will also permit the interns to share their experiences and the lessons they have learned so far with the other interns in the program.

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2. What is the history of the program?

In 1980/81 Municipal Affairs initiated an Internship Program to provide career development opportunities for suitably educated candidates wishing to enter the field of municipal management. Interns were recruited from post-secondary institutions and were assigned through temporary contracts of one year. The program was generally well received and was successful in meeting its objective of providing real-life, practical career development opportunities.

As of March 1993, there were 101 interns who had entered the program, 90 had successfully completed the program, and over 75 percent of the former interns were employed in Alberta’s local government sector. The former program was discontinued in 1993/94.

The Municipal Internship Program was revived in 2002/03 for a pilot year. Five interns and municipalities participated. The Ministry hosted two training workshops for the interns and began developing resource materials. For 2003/04, the Administrator program was expanded to eight interns and host municipalities. There were 11 interns and 14 host municipalities in 2004/05, 10 interns and hosts in 2005/06, 15 interns and 16 host municipalities in 2006/07, 15 interns and 17 municipalities participating in 2007/08 and 15 interns in 16 municipalities in 2008/09.  In the current program which started in May 2009, there are 14 interns and 13 host municipalities participating.  Twelve positions are available for 2010/11.

The Municipal Internship Program for Land Use Planners ran for the first time beginning in May 2007. An exciting enhancement to the program is that it offers interns a two-year training experience and specific learning in the planning field. The expanded program allows interns to begin taking on more responsibility, get involved in projects, and further establish themselves in the planning field through professional development and networking opportunities. Seven organizations participated in the 2007-09 program, nine interns in 10 organizations in 2008-10 and nine interns in nine organizations in 2009-11.   Eight positions are available for 2010-12.

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3. Who is coordinating this program?

Alberta Municipal Affairs coordinates the program. The ministry’s role includes:

• Selecting the host organizations;
• Providing a grant to each of the host organizations;
• Promoting the program and accepting program applications;
• Creating a shortlist of qualified candidates;
• Providing orientation sessions and workshops for interns and supervisors;
• Conducting site visits;
• Facilitating the program; and
• Serving as a resource for both host organizations and the interns.

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4. What expectations are there of the host organization?

Hosting an intern is a significant commitment requiring resources in both staff, time, and money. This program should not be seen as a temporary employment opportunity, but rather the chance to help build the administrative strength of local government in Alberta, specifically in the planning area.

When thinking about whether your organization would like to host a planning intern, it is important to consider the following:

• Host organizations should have the capacity to train interns in a wide range of activities.
• Host organizations should be able to offer an intern experiences and support that will assist him/her in pursuing a career in municipal planning.
• Hosting an intern requires a significant commitment of time and resources (both funding and staff).
• The senior planner must be able to supervise the intern for the duration of the internship so that the intern is exposed to the issues and activities involved with municipal planning in Alberta.
• The CAO/Director, council, board, and management team need to be in support of hosting an intern to help ensure the experience is successful for both the intern and host organization.

Municipal Affairs has developed a Workplan and a Guidebook that will help provide guidelines for determining the activities and opportunities interns should be exposed to during the two-year program. However, the intern and supervisor will have the flexibility to decide on the specific activities undertaken based on the needs of the host and the interests of the intern. 

Interns are expected to participate in all program related events sponsored by Municipal Affairs, such as the orientation and executive program sessions.

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5. What criteria will be used in selecting the host organizations?

The intent of this program is to help train an intern so that he/she may pursue a career in municipal planning. Having the opportunity to work closely with staff and council in an organization is a valuable experience. It is important to ensure that interns gain the greatest benefit possible from their Internship. Just as interns are expected to demonstrate certain attributes, hosts are also expected to meet certain criteria:

• The municipality has a population between 5,000 and 100,000;
• The planning service agency works with between one and three of its member municipalities to provide first-hand planning experience;
• The organization must have a planning department that undertakes in-house the full range of planning services outlined in the Workplan or partner with a neighbouring municipality to be able to do so;
• A strong relationship exists between the administration and planning department and there is strong commitment from the CAO/Director, council, board, and management team to have an intern;
• There is an organizational commitment to the Internship Program for Planners' vision and goals;
• The senior planner has agreed to serve as the intern supervisor for the duration of the program;
• A member of the planning staff has an AACIP designation or the intern has access to a planner with an AACIP designation to be able to sign off the intern's AACIP Log Book requirements;
• A sufficient commitment of resources, both financial and staff, has been made; and
• There is an interest in sharing knowledge and experiences with the intern and working with the intern to complete the Workplan.

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6. Why does the supervisor need to be the senior planner?

The Internship for Land Use Planners is designed to produce well-rounded, highly-capable management candidates for Alberta’s municipalities. The ultimate aim is to ensure that Alberta has a sufficient number of skilled and qualified planners to meet future needs. The role of the intern supervisor is primarily to act as a supervisor/mentor and provide career guidance and specific advice to the intern. It is also important that the supervisor ensures the intern is exposed to a variety of planning issues and learning opportunities.

Since this program requires significant commitment from the planning staff, it may not be suitable for all eligible municipalities or planning service agencies.

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7. How many interns will be selected this year?

This year, Municipal Affairs will be providing grants to ten organizations for the purposes of hosting an intern.

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8. Can our municipality partner with another municipality to host an intern?  

Yes, more than one municipality can partner to host an intern.  In fact, many interns have found partnerships valuable as they are able to explore the differences and similarities between two different organizations during their internship.  You can choose a formal or informal partnership. 

In a formal partnership, the municipalities involved must indicate which municipality will be the managing partner for the internship.  The managing partner will be responsible for all administrative requirements of the program and ensuring the intern completes the Internship Workplan.  Only the managing partner must have a population that falls within the population range specified for the program.  The managing partner is required to submit the municipal grant application on behalf of the partnering municipalities.  The application should clearly outline what role each of the municipalities would play in hosting an intern. 

Planning service agencies are requested to partner with between one and three of its member municipalities to provide first hand planning experience and exposure to other municipal departments.  The intern needs a municipality that they can visit to learn aspects of the Workplan which include understanding the other departments within a municipality such as the financial department.  Partnership may allow municipalities who receive their planning services from an intermunicipal planning service agency the opportunity to partner with that agency to provide an intern with direct municipal planning experience.  Please refer to the website or contact ministry staff for more information on municipal partnerships and eligibility requirements.

The other option that has been used in the past is to partner informally. If your municipality is selected to host an intern, you are encouraged to make arrangements for your intern to spend time with other municipalities in your area to gain a broader understanding of municipal planning. You do not need to submit a joint proposal with another municipality for an informal partnership, however your plans could be outlined in your application.

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9. How long is the Internship for Land use Planners?

The internship is for 24 months, from May 2010 until April 2012.

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10. How does a two-year internship work?

In the first year of the internship, interns are exposed to many different aspects of planning in a municipality. Interns are supervised, mentored, and coached by the senior planner and other planning staff. The program scope is broad so that interns have the opportunity to explore the key functions of their host organization, with a specific focus on planning and development operations. Workshops and information resources are provided by the ministry.

In the second year, interns will further develop their understanding of planning in a municipal environment, begin to take on more responsibility and be more involved in decision-making, and learn more about management and leadership. The intern’s primary source of information and guidance will be their host organization and the networks they have developed during the first year of the program.

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11. How much will interns be paid during the internship?

The specifics of compensation for interns will be a product of negotiation between the intern and the host municipality at the time of hiring. However, each host municipality is provided with a $43,000 grant from Municipal Affairs and Housing; $30,000 is to help cover the intern’s salary, $2,000 towards benefits and $10,000 is for intern expenses. Up to $1,000 of the $10,000 can be used to cover the costs of recruiting an intern. An additional $1,000 is available to cover expenses incurred by supervisors to attend program workshops. Grant funding for the second year is $19,000, $15,000 of which is used for salary, $2,000 for benefits, and $2,000 for expenses.

The host organization is expected to provide additional salary and cover any additional expenses as the situation warrants. The additional salary has been used in the past to attract an intern to the municipality and to help compensate a higher than average cost of living. In 2009-11, interns' salaries ranged from $43,000 to $55,000.

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12. What is the process for selecting the host organizations?

Should your municipality be interested in hosting an intern for 2010-12, you must submit a program grant application for the Municipal Internship Program for Land Use Planners. To be considered as a host for the 2010-12 internship, your completed documentation must be submitted to Municipal Affairs no later than 4:00 pm on September 4, 2009.  The ministry will select and notify the host organization for the 2010-12 program in writing by November 2009. 

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13. May I hire the intern once the internship is over?

There is no expectation that you will hire your intern at the completion of the internship, but if you wish to approach the intern with a job offer, you may do so.

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14. Who qualifies to be an intern?

To be considered as a candidate for the Municipal Internship Program for Land Use Planners, individuals must have:

• A recently completed (within the last two years) planning degree or a related degree with a minimum of two senior level planning classes. This includes candidates graduating in May 2009;
• A desire to experience and learn the functions of a municipality;
• Work or volunteer experience that is related to the skills needed in municipal administration;
• Willingness to relocate to host municipality if necessary; and
• Work, educational or volunteer-related references.

The host organizations may set additional criteria for their intern selection. Candidates should determine the specific needs of the host as part of the interview process.

It is important to remember that these qualifications will act primarily as a guide. An applicant's entire intern application package is considered.

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15. What degrees/programs might the interns have completed?

Individuals with a recent degree from a recognized, accredited planning program are the preferred candidates for this program. Candidates with a related degree, such as geography, who have completed a minimum of two senior-level planning courses are also eligible to apply. Hosts can determine whether they wish to hire an intern with a planning background or are prepared to take on an individual who will likely have less familiarity with the fundamentals of planning.

The expectation is that interns entering this program will become members of Alberta Association Csnadian Institute of Planners (AACIP). Interns are strongly encouraged to work towards completion of the Logbook requirements so they can receive their professional planning designations. For students with a planning degree, a two-year experience requirement must be fulfilled in order to achieve the designation; four years of experience are required for students with related degrees. The specifics of what experience fulfills these requirements will be determined as the internship program is further developed.

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16. Can I have the intern work on a special project?

The Workplan is provided as the framework for the intern’s work during the first year of the internship. It has been designed so that the interns are exposed to many different aspects of planning in a municipality. Interns are supervised, mentored, and coached by the senior planner and other planning staff. The program scope is broad so that interns have the opportunity to explore the key functions of their host organization, with a specific focus on planning and development operations. Workshops and information resources are provided by the ministry.

In the second year, interns will further develop their understanding of planning in a municipal environment, begin to take on more responsibility and be more involved in decision-making, and learn more about management and leadership. During this year the intern can work on projects for their host organization building on the knowledge and experience they have learned in their first year. 

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17. We have a current employee who is interested in applying for the program. Can we interview this person? What about an interested citizen from our municipality?

Currently, the intent of this program is to attract new people to the field of local government and provide an opportunity for recent graduates to enter municipal planning as a career choice. It is not the intent to have municipalities hire an individual who is already employed in local government. A municipality may not hire an individual who is currently employed by the municipality or who has worked for the municipality in the past 12 months (excluding casual or summer students).

Attracting and retaining qualified municipal staff is a challenging issue for most municipalities in Alberta.  There are several possible solutions to address this issue and the Municipal Internship Program is just one of those solutions.  The main focus of the Internship Program is attracting new people to the field of local government.  Without the addition of new people into the field, there would not be enough individuals to fill the positions left vacant by those that retire.  In the past six years of the program, 79 interns have participated in the Internship Program and over 68 per cent are still working in government (58 per cent in local government and 10 per cent in the provincial and federal governments). 

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18. Can we hire an individual who was not short-listed for the program?

The objective of the program is not to create a temporary employment opportunity, but rather to offer recent graduates interested in pursuing a career in local government the chance to gain valuable training experience in the field. If your municipality is selected to a host an intern, it is expected that you will interview and select an intern from the shortlist compiled by the ministry.

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19. What if our municipality is too small to meet the population requirements?

It may be an option to partner with a neighbouring municipality. Details regarding partnerships are outlined in Question #8.

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20. How many times can I host an intern?

There are no restrictions. Each year you can continue to apply to host an intern.

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You may apply to both programs (which requires separate applications) but you will not be selected to host a new intern in both programs in the same year.  If you apply to both programs, your applications will be evaluated against the other applicants for that program only.  The selection process for both programs will be completed at the same time. 

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