For the purposes of the discussion below, "internship" means any credit bearing experience that is internship, practicum and field experience coursework.
Effective for Spring 2013 registration, EVERY student seeking internship credit will need to be entered into the Internship Inventory. Once all approvals are obtained -- which the inventory handles electronically -- the Registrar's Office will register the student.
All students will be billed the $15-20 liability insurance fee. This is true even if the work is on our campus.
If you are unfamiliar with using the internship inventory, there are some tips at the bottom of this page. Please note that there are persons identified in each department with access to enter data; in addition, there is at least one person in each department who is the designated signatory for approving internships.
Handling issues where the student's internship does not fit within one semester (and the program is not enrolled in an annual coverage plan)
- The internship will start a week or two earlier than the start of the semester: No action is necessary in this case.
- The internship will end a week or two later and will end before the next semester begins: The faculty supervisor should contact the internship insurance processor (Diane Pitts) in Business Affairs to arrange for the student's name to be added to the roster for the next semester (no cost to the student). Extensions into the next semester or term cannot be handled in this manner.
- The internship will need to run a few weeks into the next term or semester, BUT NOT the entire next term: The faculty supervisor should contact the insurance processer (Diane Pitts) in Business Affairs to arrange for the student to be billed again for the insurance coverage ($15-20). Registration is not necessary in this case, but the liability insurance charge is.
- The internship experience will run two or more semesters: The student should be enrolled in internship credit in all of the semesters of the internship. An incomplete does NOT cover the student.
Bottom line: if you have a student doing an internship for more than one semester, it is best to split the credits up between the semesters when the student will be in the field.
Other Rules that apply:
We can no longer grant retroactive enrollment in internships. For example, if you have a student who did an internship in a previous term and "forgot" to register, it will be too late to register now. NO EXCEPTIONS (according to the university attorney).
If the internship is for the entire summer choose Summer 1 as the term, but be sure to indicate in the Internship Inventory notes that the student is enrolling for the "SUMMER SEMESTER" - summer I + summer II. There is no need to do separate internships for summer I and summer II.
Using the Internship Inventory
The Internship Inventory is an online tool for submitting information related to a student's experience. Faculty and staff granted access to input data will enter the following:
- Student data (banner ID, email, address, major)
- Emergency contact information (often a spouse or parent)
- Internship TYPE (NEW!). We now have to report internship enrollment types using the General Administration's definitions.
- Timeframe and location of the internship (the state is of particular importance, and in the future some states may not be allowable)
- Course information (prefix, number, credits)
- Agency/supervisor (the agency information must be there before the Graduate School will approve, but the supervisor can be TBA if needed)
- Faculty instructor of record (the Graduate School cannot approve and Registrar's Office cannot register the student without a specific faculty name)
- Uploads of any additional documentation (the final signed document can be uploaded later)
Once the information is input and saved, the Authorized Signatory in the department should log in and approve the form. The department should then notify their Dean's office to log in and approve. That approval triggers email to the Graduate School (and the International Office if applicable), and finally the Registrar's Office. Once registered, the student and the faculty member as informed when registration is complete.
Future plans include implementing automated emails to Authorized Signatories and Dean's Offices.
Once all approvals are logged, the Registrar's Office will register the student in the course.
A couple of pointers specific to graduate internships:
- The student must be in good standing with room in his or her schedule to fit the hours. Overload forms are still required if the student will go over 12 hours by adding the internship.
- The faculty instructor of record must be a graduate faculty member (regular or affiliate).
- If the internship is with an agency that you have an affiliation agreement (on file with the University Attorney) with, please NOTE that in the inventory (the notes feature is at the bottom of the page). If you are unsure, please check with the Office of the General Counsel to determine if there is an agreement on file.
- If the internship is with an agency that you do NOT have an affiliation agreement with, please be sure to upload a signed agreement as soon as possible but no later than the end of drop/add.