4/12/2016 University of Arizona INTERNSHIP POLICIES AND GUIDELINES Updated with policies & guidelines approved by Faculty Senate, 5/5/08; Added link to Honors Guidelines, 5/19/09; Proposal to add the Student Engagement component and to centralize the Student Placement Agreement approvals per advice of UA General Counsel, 3/17/16; approved with revisions by the Curriculum/Policies Subcommittee, 3/22/16; for consideration by Undergraduate Council, 4/12/16; and Graduate Council, 4/15/16.

TABLE OF CONTENTS

General Information ……………………………………………………………………….. 1

Student Information ……………………………………………………………………….. 3

Department Information ………………………………………………………………….. 4

Sponsoring Organization Information …………………………………………………… 5

Forms ………………………………………………………………………………………. 8

Summary of Proposed Updates to Internship Policies, Guidelines, and Forms, 3/23/16

Policy updates: 1. Clarified the definition of an internship to highlight the learning and educational focus of internship courses. Current definition focuses on training and practice of service. 2. Added the University of Arizona Internship Agreement form to any college/department forms and processes for application. (See Policies, item 5) 3. Highlighted the requirement for internships to include both a work experience and an academic component. Altered the syllabus: for upper division internships, the syllabus must include 1) Engagement Activity 2) Engagement Competency and 3) detailed description of reflection component (See Policies, item 7). 4. Clarified that academic credit may be awarded for an internship whether or not a student is paid for the work experience, as long as it’s a training opportunity (See Policies item 10). 5. Clarified that students may not be awarded internship credit for their regular, ongoing job unless the student takes on additional duties or project outside of their normal paid duties (See Policies, item 11). 6. Added statement that internship credit is not to be awarded retroactively (See Policies, item 13; and Student Interns Agree to, item 3). 7. Added statement that students may receive internship credit only with organizations that have signed the Student Placement Agreement with the University of Arizona (See Policies, item 14). 8. Deleted Guidelines for Internships section from current policy. 9. Replaced the “Internship Assumption of Risk” form with the Student Placement Agreement. 10. Revised the Application Process section to reflect these changes. 11. Updated the Eligibility Qualifications for continuing and transfer students to align with the class standing policy. Continuing undergraduate students should have completed at least 30 UA credits, transfers - 15 UA credits, and graduate students - 9 UA credits, before enrolling in an internship (See Eligibility, item 3). 12. Added instructions for departments to abide by the “Conflict of Interest Policy” (See Department Internship Coordinators Agree to, item 5). 13. Added a statement regarding instructor training opportunities to learn about Federal Labor Standards (See Course Instructor’s Supervisory Responsibilities, item 6).

Guidelines for students, departments and sponsors also reflect the above proposed changes.

Forms updates: 1. Renamed the UA Internship Application form to University of Arizona Internship Agreement form. This form includes Engagement Activities and Engagement Competencies as a part of the agreement. The sponsor is no longer required to sign this agreement. Academic Affairs intends to make this form electronic in 2017. 2. Created the University of Arizona Student Placement Agreement to align all ABOR institutions with respect to risks related to internship agreements, and to place signature authority for this legal document with the appropriate university official. These forms will be retained in a central database and all departments will have access to view a directory of these UA Student Placement Agreements.

2 GENERAL INFORMATION

Definition: An internship is a structured student learning experience in a work setting that serves to enhance and supplement the education that happens in the classroom.

Purpose: The primary goal of an internship is to give students an opportunity to apply lessons learned in the classroom to a real-world experience set in a practice-oriented environment, with the intern’s work overseen by a professional. In addition to offering students the opportunity to demonstrate and develop their technical skills, it allows students to build on skills developed in classroom settings, such as teamwork, leadership, effective written and oral communication, social interaction, and critical thinking. It must provide students with work experience within an academic framework that carries with it official course credit from The University of Arizona.

Upper-division internships will provide students with the chance to work on an engagement activity and develop an appreciation for and understanding of an engagement competency.

Policies: 1. Determination of credit: The University and Board of Regents require a minimum of 45 hours of course work for each unit of credit awarded. 2. The number of credits of Internship must lie within the approved credit range listed in the catalog course description. Note: The number of credits that will apply toward a student’s academic program ranges from 1 to 12. Students should check with the college or department to verify the maximum internship units allowed. Exceptions to the college or department limit are granted through a college petition process. 3. The grades available for Internship courses are limited to S (superior), P (passing), F (failure), I (incomplete), W (withdraw). While it is possible for a student intern to receive a failing grade for the course, S, P, F grades do not calculate into a student’s grade-point- average. 4. The content of an Internship must not significantly duplicate material offered in a regularly scheduled course in the department in the current semester. Any exceptions to this must be approved by the college dean or his/her designee. 5. Departments and programs must use the University Internship Agreement Form ( http://registrar.arizona.edu/forms/registrar-forms? audience=faculty&cat1=14&cat2=253). Departments and programs may also have their own forms and processes for application. 6. The enrollment fee for Internship credit is calculated at the same rate as for other credit courses. 7. Federal regulations require that all internships for credit include a work experience AND an academic component. As such, instructors must provide enrolled students with a syllabus that outlines the academic expectations and requirements. For undergraduate Internships, the instructor or internship coordinator must provide either a course syllabus or a project plan detailing: (1) learning outcomes (2) expected reading, lab, or field work, (3) expected meetings, (4) expected work products, (5) criteria to be used for evaluation and grading, and (6) reference academic policies such as threatening behavior, code of academic integrity, and accessibility and accommodations.

Since 393 and 493 internships qualify for Student Engagement, instructors of upper- division internships must also include the following information on their syllabi: (1) 3 engagement activity, (2) engagement competency, and (3) a detailed description of the required reflection piece. 8. All proposal forms and project plans must be signed by the instructor and the student and filed in the department or program office within a week after the course commences. 9. At the end of the term, or whenever the student completes the project, the instructor or internship coordinator must complete a record of the outcome that explains the grade submitted. The record of outcome form with the instructor’s signature should be filed in the department or program office when the course grade is submitted. 10. University policy permits departments to award credit for an internship even when the student is paid by their placement site in compliance with federal labor laws. A paid internship is a temporary training opportunity, usually limited to a summer or semester time period, and not a regular ongoing job. In this case, as in the case of all internships, students are awarded credit for the academic work associated with their internship. 11. Departments may award internship credit for a student’s regular paid job only when the student takes on additional duties or deliverables beyond the normal paid duties. Students must check on the department policy regarding credit associated with a regular paid position before enrolling for internship credit. 12. If a grade of Incomplete is awarded for an Internship at the end of the term, an internship coordinator must be identified who agrees to evaluate the student’s work, should the instructor become unavailable. 13. Internship credits will not be awarded retroactively for internship duties performed at an earlier time. 14. Students are only permitted to receive University credit for internships with organizations that have a signed Student Placement Agreement on file with the University.

Application:

1. An Internship Agreement Form is available online (see the Registrar’s Office Web site with University forms: http://registrar.arizona.edu/forms/registrar-forms? audience=faculty&cat1=14&cat2=253 ), along with related documents: (a)Student Placement Agreement; (b) Student’s Internship Evaluation Form, and (c) Supervisor’s Internship Final Evaluation Form. 2. Many colleges and departments have additional application processes and eligibility criteria to enroll in their internship courses. Students with or without a declared major in the department offering the internship should contact the department office for further information regarding department policy regarding: the student’s eligibility for the internship, the internship requirements, faculty who sponsor department internships, and the department’s application process. 3. Students must follow regular enrollment deadlines for the internship course and are required to register for credit during the term in which the student is engaged in internship work. The last day to register for Internship credit without incurring a late charge is the same as for all other courses; see: a. http://www.bursar.arizona.edu/students/fees/census b. http://www.bursar.arizona.edu/students/fees/late_charge.asp. 4. Students must complete the required 45 hours of course work per credit unit before the last day of the term.

STUDENT PLACEMENT AGREEMENTS

4 The University of Arizona supports mutually beneficial relationships between student interns and sponsoring organizations which offer opportunities for student development while aiding employers in identifying University of Arizona graduates for eventual full-time employment. To promote expedite credit-bearing internship agreements between the sponsoring organizations, students, and academic units, the University has created a Student Placement Agreement (SPA). Once signed, the SPA may be effective for up to five years. The University will maintain a database of current Student Placement Agreements available at (Insert http). The SPA template may be downloaded by visiting http://registrar.arizona.edu/forms/registrar-forms? audience=faculty&cat1=14&cat2=253.).

STUDENT INFORMATION

Most departments place the responsibility for lining up an appropriate internship with the student; internships are usually not assigned. Some departments keep a file of internships that are available to students with a major or minor in certain academic disciplines. Career Services also offers links to many online databases, helping students locate internships that meet their qualifications.

Once an internship is obtained, you must meet the minimum eligibility requirements and follow all rules and procedures outlined below.

Minimum Eligibility Qualifications:

Eligibility for an internship is based on the following qualifications:

1. Be currently enrolled at The University of Arizona. 2. Be in good academic standing with the University of Arizona and have maintained at least a 2.00 grade point average (major and cumulative) at the University of Arizona prior to enrolling for an internship. Note: Some departments/colleges require a higher GPA for internships; consult with the internship coordinator about the GPA. 3. Continuing undergraduate students should have completed a minimum of 30 University of Arizona of credits; transfer undergraduate students should have completed a minimum of 15 University of Arizona credits; graduate students should have completed a minimum of 9 University of Arizona credits. 4. Be a declared major or minor in the department offering the internship. For exceptions, see the department. 5. Have completed the required courses listed in the department curriculum for internship eligibility. [Note: Students who do not have a major or minor in the department should contact the department head or internship coordinator to discuss their eligibility for an internship.

6. Students requesting Honors Internship credit must consult the Honors College Guidelines, http://www.honors.arizona.edu/faculty-and-advisors/honors-internships]

The student intern agrees to do the following:

1. Determine an appropriate internship program and organization. A list of internship organizations that have submitted a signed Student Placement Agreement is available at http://registrar.arizona.edu/forms/registrar-forms?audience=faculty&cat1=14&cat2=253 . 5 If a student’s desired organization does not have a Student Placement Agreement on file, the student must provide a copy of the form to be signed by the organization and return to the Vice Provost of Digital Learning and Student Engagement in advance of the deadline to register for the desired internship. 2. Complete the Internship Agreement Form in its entirety and obtain all necessary signatures as part of your internship application process in your college or department. 3. If the application is approved, submit a Change of Schedule Form signed by the supervising instructor to the department for the appropriate internship course (193/293/393/493/593/693/793) by the deadline specified for the semester in which the credit will be earned. Registration may be handled by the department or by the Registration and Transcripts Office (Administration 210). 4. Pay all registration fees associated with the credits to be earned. If you receive financial aid, consult with the Financial Aid and/or Scholarship Office prior to registering. Reminder: The last day to register for courses without a $250 late charge in the Fall/Spring Semesters is the 21st day of the semester; for Winter/Summer Sessions (to avoid a $50 late charge) register by the last day to drop with deletion from the record. 5. Provide the internship instructor with the detailed internship program description from the sponsoring internships organization (see details below). 6. Discuss with your prospective supervisor at the placement site the possible risks and dangers associated with the planned internship. 7. Recognize that you are representing The University of Arizona as an ambassador to the community and abide by the Student Code of Conduct and Code of Academic Integrity. 8. Understand and follow the policies, procedures, rules and regulations of the sponsoring organization. 9. Be prepared to perform your internship duties for the hours and duration specified. Completion of any non-academic requirements imposed by the sponsoring organization supervisor is by agreement between the student and the supervisor. 10. Talk to the supervisor regarding expected University holidays. Keep in mind many organizations do not follow the University calendar. 11. Fulfill all of the academic assignments and reporting requirements of the internship course as specified by the department in order for a grade to be assigned. 12. If a student is seeking to have his/her current employment be considered for internship credit, the student must indicate on the application form how the proposed internship meets the academic requirements with the sponsoring organization to warrant credit. 13. Ensure that your direct supervisor is able and willing to submit an evaluation on your behalf. Some organizations have personnel policies prohibiting your supervisor from providing a written intern evaluation. If this is the case, special arrangements must be made for your supervisor to speak directly with the course instructor about your performance. 14. Notify the Sponsoring Organization and the course instructor two weeks prior to the end of the internship. 15. Submit the final internship report or project to the course instructor by the date specified. 16. Before the end of the semester, complete the Student’s Internship Evaluation Form, and give this to the course instructor.

DEPARTMENT INFORMATION

The internship reflects the essential partnership between faculty and those practicing the 6 profession in the community. The department’s role is to ensure that students will have a quality “hands on” learning experience with a University-approved organization. An internship also enhances the lines of communication between faculty and professionals in business, industry and government. The internship is an excellent complement to the department’s curriculum.

Department Internship Coordinators Agree to :

1. Enroll students who are in good academic standing. 2. Ensure the University has a signed and updated Student Placement Agreement with the sponsoring organization. For a list of UA-approved organizations, please visit http:XXX. 3. Consult the Guidelines for Honors Internships, http://www.honors.arizona.edu/faculty- and-advisors/honors-internships for faculty who agree to supervise Honors Internships for University Honors students. 4. Ensure that students are NOT awarded internship credit for their ongoing job if the proposed internship does not meet the academic standards for credit. 5. Abide by the University’s Conflict of Interest policies [http://orcr.arizona.edu/coi/uapol]. 6. Inform students of the necessity of complying with pertinent department and workplace policies and procedures. 7. Ensure that Human Subjects training is provided, as appropriate, if the student’s internship involves doing research with human subjects (e.g., interviewing, collecting data), [Check the Human Subjects Protection Program to determine if training is needed: http://orcr.arizona.edu/hspp/training] 8. Require that instructors document communications with the student and work supervisor regarding internship activities. 9. Notify the student that, unless other agreements are made between the student and instructor, the instructor and department will not be responsible for any financial obligations incurred by the student for his/her participation; this includes, but is not limited to, travel, transportation, and housing arrangements. 10. Notify the student that neither the instructor nor the University will be liable for or responsible for the payment of any medical care for injuries alleged to have resulted from the student’s internship experience. 11. Address the kind and amount of compensation (if any) that the department permits for internship credit (e.g., volunteer work, paid employment, a scholarship, room and board).

Course Instructors’ Supervisory Responsibilities:

1. Should maintain contact with the sponsoring organization supervisor about the student’s work activities during the internship. Any conflicts should be quickly resolved by communication among the student, instructor and sponsoring organization supervisor. 2. Ensure that the internship experience is related to the curriculum by building into the schedule regular interaction with the student. Communication with the student is an important component that elevates the work to a meaningful learning experience. 3. Maintain vigilance in overseeing the student’s internship experience, regardless of the work location. Periodic on-site visits are preferable, but if personal visits are not feasible, the instructor should regularly converse with the intern via phone or e-mail. 4. Require the intern to report on a regular basis throughout the internship. These reports should include: (a) a brief comment on allocation of the intern’s time during the period; (b) progress toward objectives; and (c) discussion of any significant difficulties with the internship. 5. Send to the supervisor of the sponsoring organization the Supervisor’s Internship 7 Evaluation for completion and specify the deadline for this form to be returned to the department.

SPONSORING ORGANIZATION RESPONSIBILITIES

The University of Arizona supports mutually beneficial relationships between student interns and sponsoring organizations which offer opportunities for student development while aiding employers in identifying University of Arizona graduates for eventual full-time employment. The following outlines the responsibilities of organizations sponsoring University of Arizona interns who will receive academic credit for their work in addition to any payment offered by the sponsoring organizations according to federal regulations.

Sponsoring Organization’s Responsibilities:

In order to participate in the Internship Program, prospective organizations must have a current and signed Student Placement Agreement on file with the University. A list of organizations with signed agreements is available at http: Sponsoring Organizations are expected to provide a detailed Internship Program Description or an Application Form to the student outlining the employer’s understanding of the internship(s) it intends to offer (see instructions below). An organization sponsoring an intern should assign a full-time professional as the Educational Coordinator who is responsible for the educational activities and supervision of the intern and agree to the following: 1. Submit a detailed Internship Program Description or complete the Application Form outlining the organization’s understanding of the internship it intends to offer, typically under the following headings: a) Purpose of the Internship - A brief statement that describes the purpose of the internship and includes a statement on how the program philosophy will be maintained. b) Status of the Intern – A brief description of the intern’s status within the agency: expected number of hours per week, hourly wage or salary (if any), eligibility for benefits or not, potential eligibility for promotion or not, etc. c) Minimum Qualifications - A statement that describes the minimum qualifications required of applicants for the internship. Minimum qualifications should include education, work experience, personal qualities, and special skills and knowledge. d) Job Description – A broad statement of the job function that describes the intern’s duties and responsibilities, including the identification of a “chain of command” for reporting purposes. Also include the name and position title of the expected supervisor. e) Training Program - Identify the relevant education and training for the student intern. f) Organization-Specific Guidelines and Requirements for Interns – A detailed list of what the organization expects from the intern and a definition of the organization’s obligations to the intern. The former may include items such as the intern’s specific job functions and/or the intern’s professional responsibilities with regard to the organization’s policies for office conduct, etc. The later may include items such as conditions of continued employment, potential for full-time employment after graduation, mentoring by full-time professionals in the organization, formal communication lines between the supervisor and intern, etc.

8 g) Identifying Possible Risks Associated with the Internship - a detailed explanation of the significant obvious and non-obvious risks of participation in the internship (e.g., working with hazardous chemicals). h) Identify Additional Agreements for Interns – Articulate any agreements students must sign before beginning the internship (e.g., non-disclosure agreements). 2. Make individual arrangements, if agreed upon between the student and organization, for any wage, stipend or other benefit of service deemed appropriate. 3. Provide pertinent policies and procedures to students prior to the beginning of the internship. 4. Supervise and evaluate the intern’s performance regularly throughout the term of the internship. 5. Ensure compliance with all federal and state laws regarding interns. 6. Maintain the intern status of the student. 7. Notify the department of any decision to remove the student from an internship prior to the agreed upon time, due to the student’s failure to comply with rules and regulations, and provide a written report to the department stating the reasons for the intern’s termination. 8. Complete and submit an Internship Final Evaluation form by the date specified by the department, and return this to the course instructor.

9 University of Arizona INTERNSHIP AGREEMENT FORM

This form is first completed by the Student Intern in collaboration with the Course Instructor..

Student Information:

______Student Name Student ID #

______Local Mailing Address (city, state, zip)

______Email Address Best Contact Phone Number

______Major Minor

______Class Standing (Year, # Units Completed)) Projected Graduation Date

______Cumulative GPA

______Emergency Contact Name (Relationship) Telephone Number

Department Information:

______Department College/School

______Internship Instructor Title

______Department Mailing Address(city, state, zip)

______Email Address Telephone Number

______Academic Advisor (if different from Title above)

______Email Address Telephone

10 11 Internship Details:

______Internship Organization Students Intern Work Telephone Number

______Start Date (Month, Day, Year) End Date (Month, Day, Year)

______Work Schedule Hours Per Week Expected

The student intern will receive the following compensation for the internship (circle all that apply):

$ ____ Per Hr/Wk/Mo Room & Board Stipend Scholarship Pre-Prof. Experience

The University and Board of Regents have set a standard for 45 hours of work for each unit of internship credit. The intern applicant has agreed to work ______hours per week for ______weeks. Therefore, the Department agrees to award units of credit for the following course ______for the ______semester.

Student Learning Objectives (to be completed by instructor and student):

1. ______

______

Percentage of Time Spent: ______

2. ______

______

Percentage of Time Spent: ______

3. ______

______

Percentage of Time Spent: ______

4. ______

______

Percentage of Time Spent: ______12 100% Student Engagement Requirements (to be completed by instructor)

1) Please specify under which engagement activity this internship should be classified (highlight only one): community partnership creative expression discovery entrepreneurship intercultural exploration leadership and professional development

2) Please specify under which engagement competency this internship should be classified (highlight only one): civic and community responsibility diversity and identity global and intercultural comprehension innovation and creativity interdisciplinarity professionalism sustainability

3) All credit-based courses that qualify for 100% Student Engagement require student reflection and application. Instructors must provide an explanation of the reflection and application activities in the internship syllabus.

4) Students may be expected to demonstrate additional professional and personal skills to be assessed in relation to the engaged learning activity and competency. These must also be addressed in the syllabus. Please highlight any that apply: communication collaboration/teamwork problem solving/critical thinking project management academic and non-academic career preparedness other (please specify) ______Conditions of Agreement: By signing below, all parties affirm that they have read, agreed to, and understood their responsibilities and obligations set forth above as well as those set forth in the University of Arizona’s Internship Policies and Guidelines http://registrar.arizona.edu/forms/registrar-forms?audience=faculty&cat1=14&cat2=253,the signed Student Placement Agreement, and the Internship Assumption of Risk Release Form.

______Student Intern Date

______Department Course Instructor Date

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