1 Oregon Applied Sustainability Experience: 2020 Application

OASE Intern Program Host Business Application & Project Proposal 2020

Before the deadline, OASE staff can work with you to help develop a pollution prevention project for your facility that fits within our program’s requirements. Please consider submitting a draft before the due date, so we can clarify project goals and answer any of your questions.

Program Background: Oregon Sea Grant (OSG) and Oregon DEQ administer the OASE program through funding obtained by an EPA Pollution Prevention grant. We recruit 3rd and 4th year college or graduate students to conduct research that helps Oregon businesses reach their waste prevention and sustainability goals. Oregon Sea Grant provides a stipend to the interns as an OSG Scholar. Students will be located at the business full-time for 10 weeks during the summer.

This is a win-win program that supports environmental workforce development, waste reduction, environmental protection and economic savings.

Application Deadline: February 10, 2020

Returning Host Businesses: If you hosted an OASE intern in the past; matching fund requirements apply. Please read Appendix B, and contact Lisa Cox for more information; 503-229-5181.

Insurance: OASE does not provide insurance to scholars. Do you require that summer interns have liability, workers’ compensation, or other insurance coverage? Your organization may hire a student as an employee, and they can still be considered an Oregon Sea Grant Scholar. Please specify this need as soon as possible. If you do not know the answer to this question, contact your Human Resources department. For more information, please contact Sarah Kolesar, PhD at (541) 737-8695 voice or jenny.engels@oregonstate.edu.

Host Business Requirements: ☐ attend a pre-meeting with OASE representatives to review projects/scope of work for final acceptance☐ able to release environmental and economic savings results in Case Study that will be released to the public☐ commit to selecting your intern through your chosen selection process (interview), see Section 5☐ able to submit in-kind match (counted in staff hours)

Project Requirements: ☐ clear toxic use and waste/energy reduction potential with measurable project goals (measurable results

include: time and money saved; kilowatts reduced; pounds of waste and toxic chemicals eliminated; and climatechange gasses reduced)

☐ project tasks, goals and outcomes clearly identified in application☐ project not designed to meet compliance with environmental permits☐ capable support ng student’s work and provid ng a quality and safe work site☐ project results (lessons learned, process) are transferable to other businesses or similar sectors

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Businesses meeting these conditions will be given priority: ☐ business in the food and beverage sector (NAICS 311 and 3121)☐ handle or manufacture chemicals listed on the EPA’s Risk Management Plan☐ business located on the coast☐ small or medium size business☐ BCorp certified

1. Facility Information

Company Name: ____________________________________________________________________________________ Company Address : ________________________________________________________________________________ Company Address Line 2: ____________________________________________________________________________ City / State / Zip: ___________________________________________________________________________________

Contact Person: ___________________________ Contact Email: ___________________Phone Number: _____________

What are this facility’s products or services? _________________________________________________________________________

Number of employees: __________

How did you hear about the OASE intern program?

□Website ☐ Newsletter ☐ Utility or government agency ☐ OASE staff ☐ Other – please list

2. Proposed Project InformationThe best projects will: be measurable, look upstream to prevent or reduce toxic chemical usage and produce results that we can share (except confidential business information) and clearly identify the relationship to environmental improvement. Submitting a word document with Section 2 details is acceptable.

Describe the proposed projects, Primary and Secondary (if you have more than two, please include both ideas).

What processes the student will need to research/investigate?

List the specific goals of the project and what would entail success: What improvements would you like to see in your facility?

How will the project’s completion meet your environmental initiatives or goals?

In the table below, provide current data/metrics and projected goal(s) for the focus project. x Economic benefits are measurablex Environmental benefits are measurable

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FOCUS PROJECT CURRENT (ANNUAL) ENVIRONMENTAL IMPACT

REDUCTION GOAL

CURRENT ANNUAL EXPENSE

PROJECTED ANNUAL SAVINGS

Why is this project important?

Please describe your ideas for the intern’s role and responsibilities. Include tasks and activities you expect the intern to perform in order to meet the project’s goals.

3. Intern Supervisor Information

Who would supervise the intern? Please provide name, title, and email.

Please describe the level of technical support your facility will provide an intern. Include the supervisor’s technical abilities, time availability, and any subcontractors that may play a role in the project.

Whose approval would be needed to implement intern suggestions? (Name, title and email)

Please describe the safety training you will provide the intern at the start of the student’s internship. Please include information about the safety topics that will be addressed and how the intern’s understanding will be assessed. Also, please indicate any personal protective equipment (PPE) that is required, for example, does the intern need to wear steel-toe safety shoes on-site? Would the company be willing to reimburse the intern for required PPE purchases?

4. Intern Qualifications

Please indicate a preferred major for your intern (check all that apply)

□ Engineering ☐ Environmental Science/Sustainability ☐ Physical Science ☐ Economics/Business□ Other______________

Do you accept non US citizens? ☐ Yes ☐ No

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Are there any specific skills and abilities you believe the intern should possess to make this project a success?

Please provide a summary of your project goals that will be used to recruit students:

Example Recruitment Summary: Specific Project Goals: Reduced water use and improved processes during brewing and packing operations. Reduction of our utilities’ Key Performance Indicators (KPIs) per barrel (BBL) of beer produced. These KPIs include Water BBLs/BBL, kWh/BBL, therms/BBL, CO2e/BBL, waste diversion percentage, and ch emical usage per BBL of beer produced.

Project A: Apply LEAN and continuous improvement approaches to manufacturing processes with a sustainability focus – look at utilities and other forms of waste such as glass loss, cardboard loss, water, electricity, natural gas, etc. Improve our performance in our Continuous Strategic Energy Management project with Energy Trust of Oregon. Our world -class craft initiative sustainability goals are to reduce carbon intensity through efficiency and renewables, reach zero waste with a focus on waste prevention, and increase community involvement. Project B: Perform a complete engineering study around major energy or water efficiency improvements, such as replacing the use of compressed air for fermentation tank evacuation w ith the use of mechanical motors, audit for water savings opportunities, or partner with our chemical vendor, ChemStation, for water, sewer and chemical savings opportunities, setting up a sophisticated tracking of Key Performance Indicators, and exploring alternatives for cleaning such as PAA or Fog-In-Place.

5. Roles and Responsibilities

OASE responsibilities: OASE will recruit and select up to three qualified college ( , or Grad) students towork at your facility as an Oregon Sea Grant Scholar. Do you require that summer interns have liability, workers’ compensation, or other insurance coverage? Your organization may hire a student as an employee, and they can still be considered an Oregon Sea Grant Scholar. Please specify this need as soon as possible. If you do not know the answer to this question, contact your Human Resources department. For more information, please contact Sarah Kolesar, PhD at (541) 737-8695 voice or jenny.engels@oregonstate.edu.

Do you approve of OASE using your company name in student advertising/recruiting to fill the internship? □ Yes ☐ No

Company responsibilities: Student Selection: Oregon Sea Grant will recruit and select up to three, screened candidates for the host. The host business commits to selecting one of the candidates and is responsible for the final selection process (interviews). You may choose to conduct a phone or in person interview with the candidates. Acting quickly to ensure your top candidate is available is important. The company is also responsible for conducting any additional tests required for the intern to work on-site (i.e., drug testing or a background check).

I will commit to selecting my intern either through an interview or other selection process. ☐ Yes ☐ No

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Meet and Greet: The host businesses representative should attend the event held in mid-May. We will introduce your project to OASE partners and supporters. It’s a nice time to meet the project team.

Are you, or a representative able to attend the Meet & Greet? ☐ Yes ☐ No ☐ Maybe, I need more information.

Additional Business Responsibilities:

Appendix A: Please read Appendix A. This section outlines OASE’s expectations

I agree with the businesses responsibilities in Appendix A:

☐ Yes ☐ No ☐ Maybe, I need more information.

Grant Match: Companies interested in participating in the intern program are required to provide match (counted in staff hours) contributions to help support the intern program. Your hours are used to meet grant requirements. For about 4 months, you will need to track and submit the hours devoted to support the intern (hiring student, training, report review, etc).

☐ Yes, I will track and submit match ☐ No, I cannot track and submit match ☐ I I need more information

6. Company Contribution: Matching Funds for OASE

Engineering and environmental analysis, like those completed by the OASE intern, can be costly for companies, but the benefits can far outweigh the cost of the project. Given the benefits of an OASE intern project for both the company and the student, OASE minimizes any potential financial barriers for participating companies by partnering with organizations that will also benefit from the project.

The approximate cost for each student is $15,000 and contributing to the stipend, housing, travel, or other expenses can defray costs for the entire program. To support as many students as possible for the Oregon Applied Sustainability Experience, we ask host organizations to contribute funding whenever possible. There are several options to help support the program:

Matching Funds (see Appendix B for details): □ Yes, we are able to provide matching funds as an affiliate of Oregon State University or by donating to Oregon Sea

Grant through the Agricultural Research Foundation donation page (non-profit 501(c)(3).

Housing: OASE will not be able to pay intern housing costs for the summer. If your company is willing/able to provide student housing for positions outside of the Portland/Eugene metro area, please indicate that here: □ Yes, we are able to provide student housing

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7. ConfidentialityOASE fully respects a company's need to protect its sensitive, proprietary, or confidential information. Studentinterns must adhere to OASE's and your business’s confidentiality statements.

All projects are summarized and promoted as examples of what Oregon companies can do to reduce waste. Your company should be willing to share project outcomes (including economic and environmental savings) with other Oregon businesses that will be summarized in a Case Study.

As a participating company, you will have the opportunity to review and comment on all information prior to publication to ensure that sensitive, proprietary, or confidential information is not shared.

If there is economic/environmental savings that you won’t be able to share, please call Lisa Cox at 503-229-5181 to discuss.

Does your business support the following: ☐ A formal presentation by intern that is posted on OASE website (required)☐ A project summary that includes savings in a Case Study (required)☐ Facility tours for related businesses☐ Articles in association newsletters☐ Presentations at association meetings and/or workshops

8. Submit Your Proposal Now!

Thank you for filling out this project proposal. You will receive a confirmation email that your proposal has been received. We anticipate selecting 5 projects this summer. Applications will be reviewed upon receipt and companies will be contacted by OASE technical staff as soon as possible for additional project development and scoping. If you have any questions regarding your project or this form, please contact Lisa Cox at 503-229-5181.

When complete, please email your application to oaseinternship@gmail.com

Signature

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Tentative OASE 2020 Program Schedule Typical Intern Term June 18 – August 31

x Mandatory Meet and Greet Event: mid-May Designated time to meet your internx Mandatory Training/Orientation for Intern: mid-Junex Typical Intern Term: June 22 – August 28 Dates flexible depending on student needs

Week of July 6-intern submits report outline Week August 10-intern submits final draft report, case study and presentation due for mentor/supervisor review Week of August 24-intern submits final report, case study and presentation due. All final deliverables are due before leaving the host company on their final workday

x Finalize and deliver presentation of project results at community event like Scholars Day or at aregional conference (dates to be determined)

x Submit program evaluation by October 2019 (Intern and Host Businesses)

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Appendix A

The Host Company, represented by their Site Coordinator is responsible for overseeing the intern’s daily work and providing assistance to enable the Intern to accomplish tasks. This work will be accomplished through the Host Company’s Site Coordinator. The Host Company will commit to the following (please check each area to verify commitment)

☐ Sign any OASE documentation needed from Oregon Sea Grant.☐ Assign an internal Site Coordinator who will provide on-site support and coordination of the Intern’s activities.☐ Inform management and other employees about the Intern and the project’s goals and objectives.☐ Fully integrate intern into staff networks and culture; ensure they are invited, as applicable, to participate in

various professional association activities, staff meetings & lunches.☐ Facilitate employee cooperation with the Intern to ensure that the Intern receives the assistance and

information needed to accomplish the project.☐ Notify OSG Program Coordinator [Lisa Cox] immediately of any change to the scope or objective of the focus

project prior to or during the intern’s tenure.☐ Communicate with the Intern prior to the project start date. Conduct any required Host Company pre-

employment requirements, such as a background check, drug screen, physical or other screening. Any such requirements are the sole responsibility of the Host Company. The OASE Team will not conduct, require, or participate in any pre-employment screenings.

☐ Provide the Intern any needed tools to work by their arrival time. Approximately, the week of June 18 or predetermined start date, including the following:

. a desk or work table

. designated computer with internet capabilities

. internet access

. e-mail accounte. access to a telephone

☐ Provide Intern with any Company policies, procedures or regulations with which the Intern shall be expected to comply while working at the Company.

☐ Ensure the Intern works in a safe environment and provide reasonable accommodation, as required. Make certain the Intern understands the hazards of chemicals and/or equipment they work with and understands the company’s personal protection program and requirements. Provide the Intern with necessary safety equipment including safety glasses or goggles, hearing protection, hard hat and reimbursement for steel-toed footwear when use of such equipment is required by company policy or the law.

☐ Provide travel expenses or reimbursement for travel required of the Intern on behalf of the Host Company such as reporting to a worksite other than that designated in the original proposal or travel completed for the convenience of, or at the request of, the Host Company.

☐ Take necessary actions to provide a workplace that is free of discrimination, threats, intimidation, harassment or acts of violence; provide a reporting mechanism to the Intern to report any alleged acts of discrimination, intimidation, harassment or violence, or threats of such; and immediately report any such alleged acts to OASE Program Coordinator [ enny ngels].

☐ Develop a project work plan/timeline for the project in conjunction with the intern.☐ Review project progress on a regular basis with the Intern. Periodically consult with your Team regarding project

development and status and satisfaction with the intern’s work.☐ Provide environmental and economic savings results to OASE Team achieved as a result of the OASE Intern

project in the Case Study that will be released to the public.☐ Review the Intern’s final project report, case study and presentation for accuracy and authorize the Intern to

submit the reviewed, final documents to the OASE Team. (OASE Team shall maintain the confidentiality of the report –make sure it’s clear what is confidential).

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☐ Review the Intern’s Case Study and company confidentiality standard and approve for public distribution. Ifthe Host Company objects to any or part of the intern case summary or company confidentiality standard, theHost Company shall work with the OASE Team to address the basis of the objection with the goal of providing ameaningful and publically available case summary within a reasonable timeframe.

☐ Submit a final evaluation of the project and the OASE Intern Program by October 19, 2020.☐ Implement cost-effective waste reduction measures identified by the student, where feasible.☐ Engage in follow-up site visits or communication at a regular interval with the OASE Team and provide status

updates to the recommended and implemented projects.

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Appendix B: Matching Funds for OASE

The approximate cost for each student is $15,000. Contributing to the stipend, housing, travel, or other expenses can defray costs for the entire program. To support as many students as possible for the Oregon Applied Sustainability

Experience, we ask host organizations to contribute funding whenever possible.

Returning Host Businesses are required to contribute a minimum of $7,000 in order to participate in 2020 If you provide an approvable project application and contribute $7,000 for one scholar, we will recruit at least one eligible scholar to complete your project.

Placement depends on availability and alignment with a scholar.

New Host Businesses who provide full or partial funds for a position have a greater likelihood of successful placement

1. If you provide an approvable project application and the entire cost of one or more scholars, we will recruit atleast one eligible scholar to complete your project.

2. If you provide an approvable project application, your position is given priority for placement3. If you cannot provide any funds, we can place one scholar at your location

Placement depends on availability and alignment with a scholar.

How to contribute to our programs: Are you affiliated with OSU? The easiest way to contribute to OSG’s summer scholars programs is to directly charge an OSU index. Send Oregon Sea Grant ( enny ngels) the details of amount and an index number, and we will charge student expenses.

Can your organization make a charitable donation? OASE is listed on the Agricultural Research Foundation (ARF) donate page. Payments can be made directly with PayPal, or by invoice, and will be applied to stipends, training, travel, coordination of program or housing. Returning Host Businesses will contribute through this method.

Can you make direct payments to the student or provide housing? One way to offset expenses is to directly reimburse the student. If possible, payments to individuals are a good option for work travel related charges. Covering lodging expenses during a student’s internship is another way to provide support.