A. Internship Paperwork

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1 I. Occidental College Internship Program A. Definition - an internship is a unique opportunity for a student to complement his/her academic studies with experiential learning in a professional setting. There is not set standard structure or defined outcome. Every internship is different. B. Syllabus - unlike a traditional course, an internship does not have a syllabus outlining its structure and what needs to be accomplished. Instead, the student works with either the Faculty Supervisor or the Director of the Career Development Center and the On-Site Supervisor to create a "Learning Agreement" which defines the intern's learning objectives and strategies to be used in achieving these goals. C. Grading - all internships, (two-unit) and (zero-unit), are graded on a credit/no credit basis. Whether a student satisfactorily completes an internship is to be determined by the Faculty Supervisor (two-unit) or Director of Career Development Center (zero unit). The Learning Agreement will clearly outline what the criteria is for receiving credit. In the case of a dispute, the Learning Agreement will serve as the authoritative document. D. Travel - is the responsibility of the student to arrange and pay for travel both to and from the internship site. Students should carefully consider transportation cost and travel time before accepting a particular assignment. F. Supplemental Fees - the student may incur expenses in addition to Occidental College fees. These expenses are the exclusive responsibility of the student. II. Academic Credit A. Tuition and Fees - tuition is a set amount if a student is full-time. There is no additional charge for an internship. During the Summer, there will be reduced fees for two-unit internships and an administrative fee for zero-unit internships. B. Duration/Schedule - students can take an internship during Fall, Spring and Summer. Fall and Spring internships should start no later than the third week of the semester and need to be 10 to 12 weeks in duration. Students should work from 8 to 12 hours per week for the length of time determined in the Learning Agreement. Most will conclude at the end of the semester. Summer internships may vary as far as start and end dates as long as a students works an equivalent length of time as an academic semester - approximately 120 hours. C. Retroactive Internships - academic credit for internships can not be earned retroactively. In order to earn credit (two and zero unit), students must obtain approval from the College prior to beginning the assignment. D. Number of Credits - internships are offered in two-unit and zerounit options. Students can only earn a total of four units of internship credit during their (cumulative years) sophomore, junior and/or senior years at Occidental College. Students can conduct unlimited zero unit credited internships. III. Application Paperwork, Process and Policies Prior to registering for an internship, students must complete two pieces of paperwork. They may be picked up in the Career Development Center or downloaded from the website. These forms must be completed and returned to the CDC before the last day of the add/drop period (third week of the semester). Begin this process early! A. Internship Paperwork 1. Learning Agreement - this form outlines the responsibilities of all the parties involved in the internship: Faculty Supervisor (two-unit), On- Site Supervisor, the Internship Coordinator in the CDC, and of course, the student. It details the student's goals, the outcomes expected, and the requirements set by the Faculty Supervisor. It benefits all parties if the agreement is as explicit as possible. All signatures on the form are required. 2. Student Waiver of Liability and Assumption of Risk - is a legal requirement of the College for all students participating in an internship. B. Internship Process and Policies 1. Multiple/Successive Internships - students are not permitted to do more than one internship in a given semester. Students who wish to register for an internship across successive semesters may do so provided the unit limitation of four (cumulative) units is not exceeded.

2 One complete set of internship paperwork must be completed for each internship site. 2. Signatures - the Student Learning Agreement requires written approval of many different people. Consider the time it will take to gather the appropriate signatures and get all the necessary paperwork to the CDC no later than the add/drop (third week) period of the semester. Faxed forms with signatures will be accepted. The CDC fax number is (323) C. College-wide Standards To be eligible to complete an internship, the following college-wide requirements must be met by students: Enrollment as a degree candidate at Occidental College 2.0 cumulative grade point average at time of application Sophomore, junior or senior class status IV. Internship Sites Students are not placed in an internship assignment. They must research various resources to find options and a beneficial site on their own. The CDC will do everything it can to assist the student, but ultimately it is the student who is responsible for locating and securing a site. A. Questions to Consider Before Starting Your Research What do I want to get out of my internship? Which organization will allow me to meet my internship goals? How will I get to and from my internship? Are my internship options limited by transportation? Do I have the time in my schedule to commit to doing an xxcredit internship? B. Research The CDC has organized a number of resources to assist students in their search. peer institutions who are members of the National Internship Consortium (NIC). To learn how to use this search tool, view the following Guide. The CDC Weekly, an electronic ( ) newsletter, distributed weekly to Occidental students who subscribe, includes opportunities that are most current and require immediate application. There are internship Directories in the Career Resource Library, Section 40 and Internet web sites. Alumni Sharing Knowledge Network, is an alumni database available through an online directory, where you can search for alumni in career fields or geographic locations in which you are interested. Faculty, family and friends are other great resources for internships. Professors have contact with colleagues or organizations in need of an interns. Also, where a relative or friend works or volunteers might be a place to consider. C. When to Apply Most competitive internships have a very early application deadlines. As soon as you have decided that you are going to do an internship, you should begin the research and application process. Again, the process takes time. D. Applying to the Prospective Site Each organization has a different application procedure, but most request a resume and cover letter and require an interview. Thus, applying for an internship is like applying for a job and gives you some good practice. Being professional and prepared will make the student have a better chance of being selected. The CDC is here to help students in the complete process. V. Student Responsibilities A. Completion of All Internship Paperwork and Registration The student bears sole responsibility for insuring that all paperwork has been received by the CDC and that he or she is properly registered for the proper internship credits. OxyTRAK has thousands of national internship opportunities that are specifically targeted to our campus as well as those of

3 B. Commitment Student is expected to commit to staying at the site for the period of time designated on the Learning Agreement. Switching internship sites midway through the assignment is not permitted. C. Problems If a student has a problem during the internship assignment, the student's first step is to contact the Faculty Supervisor, the Career Development Internship Coordinator, and/or the On-Site Supervisor. VI. Student Success at an Internship A. Professionalism Students not only represent themselves, but Occidental College. Students are expected to display mature, professional behavior at all times. Students should be punctual, dress appropriately for the site, and abide by all of the organization s policies B. Communication Students are required to communicate on a prescribed schedule with their Faculty Supervisor or Internship Coordinator in the CDC. Students should also maintain a constant line of communication with their On-Site Supervisor. C. Journal An internship journal is an excellent way of recording the experience. Talk to your Faculty Supervisor or Internship Coordinator of CDC about journal expectations. To access a blank journal for your personal use, go to link for forms. VII. Terminating an Internship Under unusual circumstances, any party involved in the internship may terminate the agreement. Because the internship is essentially a professional commitment, Occidental College strongly encourages students to fulfill their obligations to complete the full term of service at the site. Unfortunately, on rare occasions, the student, Faculty Supervisor or Director of the CDC, may determine that the internship site is not an appropriate learning experience, or the internship site may determine that the student is not a good fit for their internship. In either case, any of the parties may decide to terminate the internship. If this occurs, notify the Career Development Center immediately. Please note: If an internship is terminated for any reason, the student is responsible for following all procedures regarding adding/dropping credits and is responsible for all tuition, fees, and penalties associated with credit coursework. Student may terminate the internship before the last date to withdraw from classes for the semester in which the internship is being performed. The student should have already notified his or her Faculty Supervisor or Director of CDC verbally of the problem, and steps should have been taken by both to rectify the situation. These steps could 1. a meeting between the student and the On-Site Supervisor, with or without the Faculty Supervisor present, to discuss the issues; 2. a plan written together by the student, the On-Site Supervisor, and the Faculty Supervisor to outline the issues and propose workable solutions; 3. or a discussion between the On-Site Supervisor and the Faculty Supervisor or the Internship Coordinator in the CDC about how to better meet the objectives of the internship. If all remedies have been exhausted and the student wishes to withdraw from the internship, he or she must notify his or her Faculty Supervisor, the On-Site Supervisor, and the Career Development Center in writing of this decision, as well as complete all necessary paperwork with the Registrar to withdraw from the internship. Please remember that terminating the internship before its completion is a very serious matter. If an organization feels they have had a negative experience with one Occidental College intern, they may not consider other Occidental students. Further, if a student withdraws from an internship, another suitable internship may not be available, it may be too late to work the required number of hours, a class that might be taken in lieu of the internship could be closed, or it may be too late to enroll in an alternative class.

4 On-Site Supervisor Responsibilities A. Confer regularly with the student and his or her Faculty Supervisor or Director of CDC if applicable. B. Submit a written midterm and final appraisal of the student s work to the Career Development Center. C. Make necessary equipment, supplies and space available for the intern. D. Arrange a weekly work schedule that can accommodate the student s academic responsibilities. E. Make available any materials that have been produced for the organization for review by the Faculty Supervisor as an additional basis for grading the student s performance. F. Carry Worker s Compensation Insurance affording coverage to the intern in the event of on-the-job injury should it be established that an employer / employee relationship exists between the organization and the student. G. Any other responsibilities itemized on the Learning Agreement. Terminating an Internship Under unusual circumstances, any party involved in the internship may terminate the agreement. Because the internship is essentially a professional commitment, Occidental College strongly encourages students to fulfill their obligations to complete the full term of service at the site. Unfortunately, on rare occasions, the student, Faculty Supervisor or Director of the CDC, may determine that the internship site is not an appropriate learning experience, or the internship site may determine that the student is not a good fit for their internship. In either case, any of the parties may decide to terminate the internship. If this occurs, notify the Career Development Center immediately. Please note: If an internship is terminated for any reason, the student is responsible for following all procedures regarding adding/dropping credits and is responsible for all tuition, fees, and penalties associated with credit coursework. Student may terminate the internship before the last date to withdraw from classes for the semester in which the internship is being performed. The student should have already notified his or her Faculty Supervisor or Director of CDC verbally of the problem, and steps should have been taken by both to rectify the situation. These steps could 1. a meeting between the student and the On-Site Supervisor, with or without the Faculty Supervisor present, to discuss the issues; 2. a plan written together by the student, the On-Site Supervisor, and the Faculty Supervisor to outline the issues and propose workable solutions; 3. or a discussion between the On-Site Supervisor and the Faculty Supervisor or the Internship Coordinator in the CDC about how to better meet the objectives of the internship. If all remedies have been exhausted and the student wishes to withdraw from the internship, he or she must notify his or her Faculty Supervisor, the On-Site Supervisor, and the Career Development Center in writing of this decision, as well as complete all necessary paperwork with the Registrar to withdraw from the internship. Please remember that terminating the internship before its completion is a very serious matter. If an organization feels they have had a negative experience with one Occidental College intern, they may not consider other Occidental students. Further, if a student withdraws from an internship, another suitable internship may not be available, it may be too late to work the required number of hours, a class that might be taken in lieu of the internship could be closed, or it may be too late to enroll in an alternative class.

5 Faculty Advisor Responsibilities A. Establish the criteria for evaluating the internship by meeting with the intern and completing the Learning Agreement. B. Communicate regularly with the student intern and his/her On-Site Supervisor. B. Faculty Termination of an Internship The Faculty Supervisor may terminate the internship if the intern's performance is clearly substandard or if the placement obviously does not serve the intern's interests. The Faculty Supervisor should terminate an internship only after efforts to improve the situation prove futile (see above). The Faculty Supervisor must inform the Career Development Center, the student, and the On-Site Supervisor in writing of the termination. If a Faculty Supervisor chooses to terminate an internship without student consent, she or he must provide written documentation of the student's substandard performance or the unsuitability of the internship site. In the case of an unsuitable internship site, the Faculty Supervisor should also provide suggestions for how the student can still earn the credits originally intended for the internship. C. On-Site Supervisor Termination of an Internship The On-Site Supervisor may request the termination of an internship if he or she finds the intern's performance unacceptable and all efforts to improve the situation fail. The On-Site Supervisor must notify the Faculty Supervisor and the Career Development Center in writing of the reasons prompting the request. The Faculty Supervisor is responsible for taking any administrative action required to terminate an internship, and for informing the Career Development Center of the termination for two-unit internships. If either the intern or the Faculty Supervisor has found the site unacceptable, please notify the Career Development Center. Terminating an Internship Under unusual circumstances, any party involved in the internship may terminate the agreement. Because the internship is essentially a professional commitment, Occidental College strongly encourages students to fulfill their obligations to complete the full term of service at the site. Unfortunately, on rare occasions, the student, Faculty Supervisor or Director of the CDC, may determine that the internship site is not an appropriate learning experience, or the internship site may determine that the student is not a good fit for their internship. In either case, any of the parties may decide to terminate the internship. If this occurs, notify the Career Development Center immediately. Please note: If an internship is terminated for any reason, the student is responsible for following all procedures regarding adding/dropping credits and is responsible for all tuition, fees, and penalties associated with credit coursework. Student may terminate the internship before the last date to withdraw from classes for the semester in which the internship is being performed. The student should have already notified his or her Faculty Supervisor or Director of CDC verbally of the problem, and steps should have been taken by both to rectify the situation. These steps could 1. a meeting between the student and the On-Site Supervisor, with or without the Faculty Supervisor present, to discuss the issues; 2. a plan written together by the student, the On-Site Supervisor, and the Faculty Supervisor to outline the issues and propose workable solutions; 3. or a discussion between the On-Site Supervisor and the Faculty Supervisor or the Internship Coordinator in the CDC about how to better meet the objectives of the internship. If all remedies have been exhausted and the student wishes to withdraw from the internship, he or she must notify his or her Faculty Supervisor, the On-Site Supervisor, and the Career Development Center in writing of this decision, as well as complete all necessary paperwork with the Registrar to withdraw from the internship. Please remember that terminating the internship before its completion is a very serious matter. If an organization feels they have had a negative experience with one Occidental College intern, they may not consider other Occidental students. Further, if a student withdraws from an internship, another suitable internship may not be available, it may be too late to work the required number of hours, a class that might be taken in lieu of the internship could be closed, or it may be too late to enroll in an alternative class.