Role of Faculty Sponsor
Every student who participates in an academic internship is required to obtain a Faculty Sponsor from the department granting the credit. A secondary sponsor is not required unless preferred by a program or department. For example, Dr. Bouma serves as the secondary sponsor for students participating in the Shepherd Internship Program, Dr. Hackbert is the secondary sponsor for EPG interns, and there may be cross-disciplinary internships where a secondary sponsor would make sense.
The role of the Faculty Sponsor is to oversee the academic direction and integrity of the learning experience.
Benefits to Serving as a Faculty Sponsor (as identified by other faculty sponsors)
- Able to network with professionals who are immersed in the day-to-day realities of the profession
- Can learn from the students’ research and/or experience
- Students return to the classroom with new insights and heightened interest in the subject matter – more “engaged”
Internship Proposal Process
Typical steps in the process for summer internships include:
- Meet with the student to discuss initial intentions/plans to participate in an internship.
- If it is the student’s first internship, encourage her/him to register on Handshake and attend the required internship information sessions offered by the Office of Internships: Finding or Creating Your Ideal Internship, Applying for Internships, How to Receive Credit and Funding for Your Internship.
- Once the student has applied, interviewed, and been selected for a position, meet to work with the student to draft and revise the details of their summer internship experience, based on the written offer received from their internship site supervisor (the student should have brought the offer to our office for pre-approval and should be able to provide a copy for you at your request). If the site is not already known to you, familiarize yourself with the organization in a basic way. The student should be able to provide a copy of the offer required by the Internship Office, and should have started a draft of the internship proposal. The offer should include the following (an offer template for internship site supervisors is available here):
- name of the organization, the supervisor’s name, email, and phone
- specific start and end dates
- the number of work hours each week
- a summary of the work the student will be doing
- pay status and amount (unpaid, hourly wage, stipend, other compensation, etc.)
- any requirements that must be completed prior to starting the internship
(background check, drug screen, specific training, etc.)
- Specify parameters (within the framework of the Experience Planning Form) for the reflective journals, paper, presentation, grading, and any revisions you want the student to make to the proposal. (The proposal serves as the syllabus for the internship course, and a copy is provided to the site supervisor for documentation purposes.)
- When the final revisions have been made on the planning form, and the you (the Faculty Sponsor) give the green light, students will then go to Handshake and enter the information from the planning form into Handshake’s Internship Experience Request. Important: There is no option in Handshake for saving a draft and finishing later, so the student should not begin the Experience Request until they have all necessary information and your approval to move forward.
- Once submitted online, the Office of Internships will review it in Handshake, and if no adjustments are necessary, the Experience Request will be automatically routed by email to each of the approvers in sequence, with a link for online approval. Approvers will be able to scroll through and see the information the student entered, and approve or decline it (see Resources for Internship Experience Approvals at the bottom of this page for a flowchart/timeline, along with step-by-step instructions and a brief video demonstration to help you know what to expect).
- Oversee the student’s progress during the internship.
- Read and respond to journal entries weekly. Journal prompts are encouraged (sample prompts).
- Contact the site supervisor by email or phone after the student has been working for 2-3 weeks, to introduce yourself, make a connection, and ascertain how things are going, making the Internship Office aware of any serious concerns.
- Upon completion of the internship experience, read the student’s paper, schedule and attend the student’s presentation during the fall term.
- Assess learning and assign a grade based on journals, paper, presentation, and supervisor evaluation, as specified in the Internship Proposal. Students will have an “N” (in progress) on their record at the end of the summer, and you will have until mid-term to change submit a grade. That grade can be an “I” (incomplete) if more time is needed, and the “I” should be changed by Tuesday of Thanksgiving week.
Stipends of $300 per intern from the Office of Academic Affairs (contingent on Pell monies) will be disbursed after fall mid-term to faculty sponsoring 395/495 internships who are not receiving other compensation for sponsoring interns or programs. To be eligible for the stipends, faculty sponsors are expected to follow the outlined best practices.
If a faculty member is unable to fulfill his/her commitment as an intern’s faculty sponsor for some unexpected reason, the sponsor and/or the Department Chair should ask another faculty member to fulfill the commitment.
Best Practices & Resources
Sample Internship Rubrics
Resources for Reflective Journals
- Sample Prompt Questions for Reflective Journals
- DIEP Outline for Writing Reflective Journals
- Weekly Prompt Questions – Experiential Reflections across the Disciplines
- Civic Engagement and Social Change Writing Prompts
- Professional Development Journal Prompts
- IntegrativeLearning VALUE Rubric – AAC&U