• Hamline University Internship Guide

    Contents:

    What is an Internship?
    Internships and the Hamline Curriculum
    Types of Internships at Hamline
    Expectations of Students, Faculty, Internship Sites and the CDC
    Core Internship Requirements
    Forms and Deadlines
    Tips for Finding an Internship
    International Students and Internships
    Grading and Assessment  

    What is an Internship?

    At Hamline, an internship is defined as:

    "A form of experiential education that integrates knowledge and theory learned in the classroom with practical application and skill development in a professional setting. Students earn academic credit, or there is some other connection to a degree-granting, educational institution. This work/learning arrangement is overseen by a faculty member and by a designated employee of the host organization in order to be considered for academic credit. The internship is usually the length or equivalent of an academic term, may be part-time or full-time, paid or unpaid. An integral component of the experience that distinguishes it from other types of work is one or more forms of structured and deliberate reflection contained within learning agendas or objectives."

    This definition allows for some flexibility for students to intern in a variety of different settings and explore how their Liberal Arts education can be applied in a wide array of career areas. It also allows for students to develop their own internship experience, or adapt an existing job or volunteer experience into an internship, by adding a structured learning component that includes goal-setting, on-going supervision and reflection.

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    Internships and the Hamline Curriculum

     Internships are part of the LEAP (Liberal Education as Practice) requirement of the Hamline Plan. By registering an internship prior to the experience and completing the appropriate paperwork and requirements, Hamline students meet their LEAP requirement (the “P” of the Hamline Plan), while receiving 2 or 4 academic credits. Students may find the 2-credit option helpful during terms where registering an internship would cause them to exceed their credit limit, or during situations such as the summer term when tuition is charged on a by-credit basis. Students may register up to 12-credits of LEAP experiences during their time at Hamline. 

    Students planning to meet their LEAP requirement through Collaborative Research, Apprentice Teaching, or Independent Study must complete the Independent LEAP Agreement document with a supervising faculty member. If a faculty members have any questions, they should contact the Chair of the University Curriculum Committee (UCC). Please follow all listed instructions to ensure timely review by the UCC. 

    Some departments have chosen to require an internship as part of their program curriculum. Others require students to work with a specific faculty member, or take an internship practicum seminar when completing an internship. It is up to the discretion of each academic department if and how it would like to incorporate internships into its program curriculum. Consult with your advisor and/or department chair for specific requirements within your program, and see below for a summary of departments with special requirements:

    Department

    Requirements

    Creative Writing

    Internships are required for the major. Students complete individual internships with a Creative Writing faculty member. Students must obtain approval from the CDC in order to register through Workday.

    Criminology & Criminal Justice

    Internships are required for the major through the Criminal Justice Capstone Seminar. The seminar is taught every fall, spring and summer.

    Environmental Studies

    Internships are required for the major. Students complete individual internships under the supervision of an Environmental Studies faculty member. Students must obtain approval from the CDC in order to register through Workday. Detailed requirements available here.

    Forensic Science Certificate

    Internships are required for the certificate through the Criminology & Criminal Justice Senior Capstone.The capstone is taught every fall, spring and summer.

    Hamline School of Business

    Internships are a program requirement for students seeking a BA in Economics or a BBA from the School of Business. All students in the School of Business must register for the 2 credit Internship with Seminar course, taught every fall, spring, and summer.

    Legal Studies/Paralegal Program

    Students pursuing the Legal Studies Practicum will need to secure a concurrent internship related to legal studies. The seminar is taught every fall, spring and summer. Please check with your advisor and refer to your specific bulletin requirements.

    Political Science

    All Political Science students are required to complete one registered internship experience related to political science. This requirement can be fulfilled by completing a political science LEAP course, individual internship, or an internship as part of the Senior Practicum. This may also include study away if the program includes an internship or volunteer component. Students registering an individual internship must obtain approval from the CDC in order to register through Workday.

    Public Health Science

    Internships are required for the major. Students complete individual internships under the supervision of a Public Health Science faculty member. Students must obtain approval from the CDC in order to register through Workday.

    Sociology

    Students must complete an internship as part of the Sociology Senior Seminar.

    Women’s Studies

    Internships are required for the major. Students complete individual internships under the supervision of a Women’s Studies faculty member. Students must obtain approval from the CDC in order to register through Workday.

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    Types of Internships at Hamline

    Internships are registered as “Individual Internships” or through a “Practicum/Internship Seminar” depending on whether students are completing them independently with a faculty supervisor (similar to an independent study), or as part of a course or seminar within their major or minor. In Practicum/Internship Seminar, the faculty who teaches the seminar is considered the students’ faculty supervisor for their internship.

    Students looking to register for an Individual Internship must obtain approval from the CDC in order to register through Workday. This allows the Assistant Program Director of Internships to check-in with students and discuss their internship plans, verify that they understand the requirements, and ensure that they have access to the necessary internship forms. Students will be registered under the name of the Assistant Program Director of Internships until they submit their LEAP Learning Agreement, at which time their registration will be switched to the faculty of note on this form.

    Students doing an internship as part of a Practicum/Internship Seminar do NOT need to obtain a signed add card from the Internship Program Coordinator. Their internships are automatically registered when students register for the seminar via Piperline or through the approval of the seminar instructor.

    Students participating in a Practicum/Internship Seminar do NOT need to obtain approval from the CDC in order to register*. Their internships are automatically registered when students register for the seminar via Workday or through the approval of the seminar instructor.

    *These students are still advised to meet with the Assistant Program Director of Internships for LEAP Learning Agreement information. Please call the Career Development Center front desk at 651-523-2302 or stop by our office in Drew Science Center 113 to schedule an appointment.

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    Expectations of Students, Faculty, Internship Sites and the CDC

    There are several key players in establishing a successful internship experience – the student intern, the faculty supervisor, the site supervisor, the Assistant Program Director of Internships and the Career Development Center.

    The Student Intern is responsible for securing an internship, finding a faculty supervisor and formally registering the experience by the add/drop deadline for the term, completing the LEAP Learning Agreement in consultation with the faculty and site supervisors and submitting it to the Career Development Center by the due date for the term. Students must also meet the work expectations of the internship employer, complete any academic and reflective work as agreed upon with the faculty supervisor, arrange meeting times and ensure that the Midterm Evaluation and the Final Evaluation are completed with the Site Supervisor and turned in to the Career Development Center in a timely manner.

    The Faculty Supervisor is a full-time Hamline professor who oversees the academic components of the internship experience. This means helping students develop a plan to meet the learning objectives for the internship experience, structuring academic reflection for the internship, and monitoring the student’s growth and learning. Faculty are encouraged to monitor the student’s progress at the internship site by communicating with the site supervisor and reviewing the Midterm and the Final Evaluation forms. The faculty supervisor may also schedule a visit to the internship site to meet with the student and his/her site supervisor to discuss the internship experience and observe his/her work. Faculty are expected to provide students with guidance and feedback on navigating the internship experience when needed, and to assign a final grade for the internship at the end of the term.

    The Site Supervisor is a professional staff person at the internship site who has expertise in the intern's work area. The supervisor is responsible for orienting and training the intern as well as guiding and evaluating their work at the internship site. Supervising requires taking time to discuss the intern's work, providing background information and resources, giving coaching and feedback, and providing opportunities for new learning. The site supervisor also provides formal feedback on the intern’s performance through the Midterm Evaluation and the Final Evaluation. The site supervisor may contact the faculty supervisor or the Assistant Program Director of Internships for feedback and assistance if problems arise with the internship experience.

    The  Assistant Program Director of Internships is a staff member in the Career Development Center who coordinates the undergraduate internship program at Hamline and provides resources and assistance to students, faculty and site supervisors. The Assistant Program Director of Internships meets with students to advise them on the internship program requirements and registration guidelines, provides assistance with the internship search, and oversees the administrative aspects of the internship program. The Assistant Program Director of Internships is a good first-point of contact for students considering an internship experience, and serves as an ongoing resource for students, faculty and site supervisors throughout the internship process.

    The Career Development Center serves as the administrative center for the undergraduate internship program at Hamline. The CDC provides a wealth of resources for students who are searching for internships. These include (but are not limited to) an online internship posting system called Handshake, records of past internship sites, a webpage with links to outside search resources and ongoing internship programs throughout the Twin Cities. The Assistant Program Director of Internships and Career Counselors assists students with identifying their internship interests, finding resources for their search, and developing and fine-tuning resumes, cover letters and interviewing skills in preparation for the application process.

    The Career Development Center also serves as the internship data collection agency for the University. All LEAP Learning Agreements and evaluations are submitted to the CDC. The CDC is responsible for filing internship Learning Agreements with Registration and Records, providing copies to faculty, students and sites, maintaining internship data, and developing an Internship Annual Report that summarizes student internship activity and performance. The CDC also collects student feedback on internship sites and the internship experience and makes this available to students in the Career Development Center.

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    Core Internship Requirements

    There are several core requirements that all students must meet in order to get credit for their internship:

    Internships must be registered. Students must register their internship by the appropriate add/drop deadlines for the term in which they are completing the internship. If the add/drop deadline has passed, students must complete an Undergraduate Petition of Registration Deadline to request a late add, drop or withdrawal. Please note that submitting a petition does not guarantee your request will be approved.

    Students must work a minimum of 120 hours with their internship site. Students should aim to complete the 120 hours within the academic term in which they have registered the internship.

    If students are able to complete a minimum of 80 hours within the formal limits of the term, they may count up to 40 hours that they work before the term begins, or they may request an incomplete grade to finish any remaining hours after the term has concluded. It is up to the discretion of the faculty supervisor whether to grant an incomplete, and how to structure the incomplete contract (available on the Registration and Records website: www.hamline.edu/registrar). If students are taking an incomplete, they should alert the Assistant Program Director of Internships about when they anticipate they will complete their hours and their final evaluation. Once they have completed their final evaluation and any remaining assignments to the faculty supervisor, the faculty supervisor may assign a final grade by submitting a grade change to Registration and Records.

    Students must work under the guidance of a supervisor at the internship site. Students must identify one primary supervisor at their internship site who will provide them with ongoing training or supervision. In some cases, supervision duties may be split up among several individuals. However, it is necessary to have one primary contact that the student can report in the LEAP Learning Agreement and with whom the student will complete their midterm and final evaluations.

    Students must work under the guidance of a faculty supervisor. Students may work with any faculty person at Hamline – they are not limited to faculty within a specific department unless required by their major or minor. It is recommended (but not required) that students work with a faculty member who is somewhat familiar with the type of work that the student will be completing at the internship site, as well as the student’s career goals. It is up to the discretion of the faculty member whether to agree to supervise a student internship.

    Students must complete the appropriate internship paperwork. Students are required to complete several forms during their internship: a LEAP Learning Agreement (LLA), a Midterm Evaluation and a Final Evaluation. More detail on these can be found in the Forms and Deadlines section.

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    Forms and Deadlines

    The following forms are required of all interns:

    • A LEAP Learning Agreement (LLA). The LLA is an electronic form that serves as a contract between the student intern, Hamline University and the internship site. It also serves to finalize the student’s internship registration by providing details on who will be supervising and assessing the intern (both at Hamline and at the internship site), whether the internship will merit credit toward a major or minor, and whether the faculty supervisor has approved A-F grading.

    (Note: the Major/Minor credit and A-F grading request sections only apply to Individual Internships. Practicum Seminars automatically apply credit toward a specific department and are typically graded on an A-F scale. No additional approvals are necessary in these sections for students in Practicum Seminars. By contrast, Individual Internships are registered by default as Interdisciplinary credit and No-Credit/Pass/High-Pass grading and therefore must have the appropriate approval of Department Chairs and Faculty Supervisors to merit alternative credit or grading.)

    The LLA also contains two important sections intended to provide some structure to the internship experience: The Job Description section and the Learning Objectives Section. The Job Description section requires a description of the daily duties and responsibilities, as well as any special projects that the student intern will be doing at the internship site. This section outlines the relationship between the student and the internship site. 

    The LEAP Learning Outcomes and Internship Learning Plan section outlines the student’s learning plan for the internship experience. It is this section of the learning agreement where a student articulates what they will be doing at or through the internship to fulfill the learning outcomes of the LEAP program, and to merit academic credit for the experience. This section structures the relationship between the student and the faculty supervisor, though it must also be approved and supported by the site supervisor. Students are asked to describe their learning plan for achieving the four LEAP learning outcomes, as well as what artifacts of learning they will be able to present to their faculty supervisor for evaluation (or in other words, what assignments or products will the faculty be able to use to assess whether and how the student achieved the learning outcome). Artifacts of learning should include specific products/assignments to be returned to the faculty supervisor for their internship.

    Students should complete the LLA AND have it approved by their faculty and site supervisors by the LLA due date. This is typically four weeks into the term (or one week into J-term). The LLA deadline is always posted in the Brief Guide to Internships, as well as in the Internship Deadlines section of the Career Development Center website. If a student completing an Individual Internship does not turn their LLA in to the Career Development Center by the last day to withdraw for the term, they will be administratively withdrawn from the internship. If a student in a Practicum/Internship Seminar does not turn their LLA in to the Career Development Center by the end of the term, they should not be eligible to pass the course.

    The Assistant Program Director of Internships reviews each LLA to ensure that it is complete. Upon their approval, it is then sent to Registration and Records where the students’ registration is finalized, and any necessary changes are made (assigning the correct faculty supervisor, attaching major or minor credit, etc.) Students, faculty and internship site supervisors may log in to the LLA application at any time to check the status and review their LLAs.

    A Midterm Evaluation and a Final Evaluation. These function as performance reviews for students, and communication tools between the Site Supervisor and the Faculty Supervisor. Evaluations are based around the LEAP Requirement and broader Hamline Plan and are intended to capture the transferable professional skills that students have developed in the classroom and are applying at the internship site. Students are encouraged to complete these forms with their site supervisor to the best of their ability while also to using them as a springboard for a discussion that is more customized to their internship experience and learning goals. 

    The Midterm Evaluation is a PDF (or paper form) that can be downloaded from the Internship Forms page of the website or picked up in the CDC. Students are responsible for scheduling a meeting with their site supervisors to discuss their progress and performance. Students then turn the evaluation in to the Career Development Center where it is kept on file and a copy is sent to the faculty supervisor. The Midterm Evaluation does not have a specific due date because all students complete their internships hours at different rates. Students should plan to turn it in at the midpoint or 60 hours into their internship.

    The Final Evaluation is an electronic form that is emailed out to Site Supervisors two to three weeks before the end of the term via noreply@hamline.edu. The form is due on the last day of classes for the term. Once the Site Supervisor has completed it, a copy will be sent via email to the student for approval. Upon the student's approval, copies will be shared electronically with the Assistant Program Director of Internships and the Faculty Supervisor.

    Evaluations are not intended to be the only tool for determining a student’s grade for the internship experience. Rather, they should be used in combination with the student's learning plan, as well as any additional criteria that a faculty supervisor may have when assigning a final grade. See the Grading and Assessment Section for more information.

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    Tips for Finding an Internship

    Students are responsible for finding their own internship, but the CDC provides a wealth of resources and support throughout the process. In general, it is recommended that students begin their search at least three to four months before they plan to start the internship. The internship search includes researching possible internships, submitting applications, and participating in interviews. Before beginning the search, students should ask themselves the following questions to help clarify their goals:

    • In what specific field(s) would you like to intern?
    • What skills do you hope to acquire or enhance during the internship?
    • What are your academic and personal goals for an internship?
    • What are the characteristics of your ideal internship site?

    Schedule an appointment with the Assistant Program Director of Internships to discuss your interests and brainstorm ideas and resources for the internship search. Then follow the steps below:

    • Develop a resume and a cover letter.
    • Register for the internship posting board, Handshake and monitor it regularly. Save searches in the system to receive email alerts about new postings. Explore other web resources for finding internship opportunities, such as the Internship Search Resources by Industry page of the CDC website.
    • Contact prospective internship sites directly. Many internships (and jobs) are never posted through the CDC or anywhere else. For ideas about who to contact, consult the Assistant Program Director of Internships, the CDC Internships website, or the CDC library located in our office in Drew Science 113.
    • Reach out to people in your network. Networking is a simple and powerful internship and job search tool. Most people are eager to help sincere, motivated college students explore interests and launch careers. Talk to family, friends, faculty, former or current supervisors, etc. to get ideas of where to find internship opportunities. Consult with the Assistant Program Director of Internships for ideas about how to connect with people in your field of interest.

    It is not uncommon for students to experience some ups and downs in the internship search process. A typical internship search in the metro area may require as many as 15-20 site contacts/applications and two to three interviews with different employers. Make an appointment with the Assistant Program Director of Internships if you are:

    • overwhelmed and experiencing difficulty getting started on the search;
    • having trouble locating the right type of internship opportunities;
    • have applied at 10-15 sites and haven't received any offers that interest you;
    • are interviewing but not converting the interviews to internship offers.

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    International Students and Internships

    International Students on F-1 visas are eligible to complete internships off campus through Curricular Practical Training (CPT). Students must have been lawfully enrolled on a full-time basis for at least one academic year to be eligible to apply for CPT, and the internship position must be considered integral to the students' program of study (meets the LEAP requirement, for example), and be directly related to their major(s). If students are unsure of their status and eligibility to complete an internship, the advisors in the Global Engagement Center can assist them with understanding their individual status and eligibility.

    All off-campus internships, paid or unpaid, require CPT authorization in order to comply with immigration regulations. CPT can be approved for part time (20 hours or less a week) or full time (more than 20 hours a week) positions.

    Participating in part-time CPT does not affect Optional Practical Training (OPT) eligibility (up to one-year of full-time work authorization typically done post graduation), but if students accumulate 12 months or more of full-time CPT, they will not be eligible for OPT.

    Students completing off campus internships MUST first obtain CPT authorization from one of the designated school officials (DSO) in the Global Engagement Center, and obtain a new I-20 which notes CPT authorization before they begin work at their internship site. Students do so by turning in a completed and fully approved LEAP Learning Agreement to the Global Engagement Center in collaboration with the Assistant Program Director of Internships. It typically takes only a few business days to register the internship in the system (SEVIS). Under no circumstances may students begin work before the final authorization and new I-20 is issued. CPT may not be authorized retroactively.

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    Grading and Assessment 

    By default, Individual Internships are graded on a no pass/pass/high pass scale. Students have the option of requesting A-F grading. This request may be denied by their faculty supervisor so it is recommended that students discuss their desire for A-F grading before submitting their LLA. Practicum/Seminar Internships are typically graded on an A-F scale, however this depends on how the faculty instructor has structured the course with the Undergraduate Curriculum Committee and Registration and Records.  

    Faculty supervisors have the discretion to determine the exact criteria by which they will grade an internship, but this should be discussed with the student and clearly laid out at the beginning of the internship when the LLA is being developed. In general, internship assessment should include a number of factors: the student’s performance at the internship site (as evidenced by the performance evaluations and any conversations with the site supervisor), the plan and progress on achieving the LEAP Learning Outcomes, and any assignments or artifacts of learning as agreed upon by the faculty supervisor and the student.

    Some common assignments/assessment tools that students may complete include daily/weekly reflection journals, midterm and/or final reflection papers, as well as portfolios of work completed at the internship site. Students and faculty are welcome to be creative when structuring the internship assessment plan and personalize it to the student’s unique learning style and internship experience. For ideas on grading and assessment, see also the Faculty Internship Guide

    Faculty must submit internship grades through Workday by the grading deadline for the term. To change grades or submit grades after the deadline, faculty should contact the Records Coordinator in Registration and Records.

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