3.17.19 Student Internships and Faculty Coordination

It is the policy of the college that all internship courses must be approved by the Curriculum Committee. Additionally, the college will develop and follow internship procedures.

Procedures

Definition

The Alexandria Technical and Community College defines an internship to be a full-time (30 hours per week or greater), paid, business and industry entry-level, training-related student occupational work experience. Any modifications in this internship procedure must be endorsed by the program advisor and approved by Academic Affairs. The decision is final and not subject to appeal.

Coordination Forms

The following forms have been standardized and are to be used for all internships offered at Alexandria Technical and Community College.

  • ATCC-ACAD AFF-003 Student Agreement
  • ATCC-ACAD AFF-004 Employer Agreement
  • ATCC-ACAD AFF-005 Coordination Call Report
  • ATCC-ACAD AFF-006 Master Coordination Log
  • ATCC-ACAD AFF-007 Information Sheet
  • ATCC-ACAD AFF-008 Semi-Monthly Student Report (2 pages)
  • ATCC-ACAD AFF-009 Annual Coordination Report
  • ATCC-ACAD AFF-011 Out-Of-Sequence Agreement

STUDENT AGREEMENT (ATCC-ACAD AFF-003)

The Student Agreement form should be integrated into the pre-internship process and reviewed in detail at that point. Note # 7 on this form. It requires paid tuition, an approved training site, and a signed Student Agreement form. This form should be kept in the intern's student file.

EMPLOYER AGREEMENT (ATCC-ACAD AFF-004)

At the beginning of the internship, the Employer Agreement form should be reviewed with the employer, signed, and on file for each interning student. If a bona fide employer declines signature, it should be noted on this form and duly filed. A copy of each Employer Agreement or a list of all employers with addresses should be forwarded to Academic Affairs so a survey can be sent.

COORDINATION CALL REPORT (ATCC-ACAD AFF-005)

In reference to the coordination call/contact with each student, this policy is in effect: A minimum of one call/contact (personal, phone, or mail) shall be made with the intern and employer for every two credits of internship or portion thereof. If the internship is 6 or more credits, at least two of these contacts shall be personal visits. If less than 6 credits, only one contact need be a personal visit.

  • Example: For a 6 credit internship, this would mean a minimum of 3 contacts... 6 ÷ 2 = 3. These 3 contacts would include any and all personal, phone, or mail communications (including the Semi-Monthly Student Report, form ATCC-ACAD AFF-008, and include at least two personal visits).

Form ATCC-ACAD AFF-005 would be used to document each contact whether by phone, in-person, or mail. The only exception to using this form to document a contact would be Form ATCC-ACAD AFF-008, Semi-Monthly Student Report where the form documents the contact.

Coordination trips to make a personal visit will be limited to the State of Minnesota or bordering cities. Out-of-state coordination travel needs advance approval from Academic Affairs.

MASTER COORDINATION LOG (ATCC-ACAD AFF-006)

This shall serve as a master log giving a one-glance overview of the coordination. The date and method of contact from each Coordination Call Report (ATCC-ACAD AFF-005) should be recorded on this master log. This log shall be submitted to the Academic Affairs office with the Annual Coordination Report.

A coordinator may deviate from using this form only if they prefer maintaining an electronic log or need a master log, which will document more information than is allowed on the standard form.

INFORMATION SHEET (ATCC-ACAD AFF-007)

This standard data sheet will record all pertinent student information. This should be completed and returned from the interning student as soon as possible. At the close of the internship, this form should be kept in the instructor's student files.

SEMI-MONTHLY STUDENT REPORT (ATCC-ACAD AFF-008)

This form is to be completed by the interning student twice each month. It also will serve as verification of internship hours worked. This form should be mailed to the coordinator when personal visits aren't planned to keep close contact with the intern. These forms should be retained in the instructor's student files.

ANNUAL COORDINATION REPORT (ATCC-ACAD AFF-009)

This document will serve to verify the coordinator's contract obligation for internship coordination and provide significant insight to the coordination process. The Annual Coordination Report and the Master Coordination Log shall be forwarded to the Academic Affairs office.

This Annual Coordination Report and Master Coordination Log should be completed and forwarded to Academic Affairs within 30 days from the end of the normal internship period.

Registration and Financial Aid Procedures

Internships will be on the semester schedule at the beginning of the semester for fall and spring terms. Summer internships will be scheduled at the beginning of each summer session (May and July).

If the student is registered for an internship, but has not obtained an internship within five (5) days from the internship scheduled start date, the faculty needs to enter an FN.

If a student has obtained an internship but it no longer fits their schedule, the student will have five (5) calendar days to drop the internship that starts at the beginning of the semester and two (2) days to drop the internship that starts during the semester. If the internship is not dropped within these timelines, the student will be responsible for tuition costs and will receive a W on their transcript.

If a student obtains an internship site after the drop/add period, the student will have to register for the next available start date or get permission from their internship coordinator and Academic Affairs to register for an out-of-sequence internship.

Students who are registering for internship during fall and spring must be registered within the first five (5) days in order to be eligible for financial aid.

Out-of-Sequence Internships

When a student wants to enroll in an internship during a period outside the normal internship time frame for the program, it should be treated as an independent study request. The student makes the request, faculty agrees to the request and Academic Affairs approves the request.

If the out-of-sequence internship is conducted, it may be necessary to reduce the normal coordination services. The decision to reduce the normal coordination services is completely at the discretion of the coordinator.

If it is the coordinator's decision that the normal coordination services are to be reduced/limited, the form OUT-OF-SEQUENCE INTERNSHIP AGREEMENT (ATCC-ACAD AFF-011) needs to be completed and on file with student internship paperwork.

Training Plans

Every interning student shall have a program-specific training plan. This plan shall be made available to each student and a copy will be retained by the coordinator.

The method of developing a training plan--how individualized it is--how detailed and specific it is--shall be the prerogative of each coordinator/program.

Projects/Assignments

Interning students shall have additionally assigned learning activities. The quantity, thoroughness, and implementation shall remain the prerogative of the coordinator/program. These assignments should be graded and reflected in the overall level of performance by the intern.

Evaluations

Formal internship evaluations must occur by the coordinator and/or the employer/supervisor at least once for every 6 internship credits or portion thereof. At least one evaluation must be from the employer/supervisor. These evaluations shall contribute significantly to the appraised level of performance for the entire internship. Development, thoroughness and implementation shall remain the prerogative of the coordinator/program. Copies of all evaluations will be kept in the intern's file.

Grading the Intern

Grades shall represent an objective assessment of achieving the students' internship responsibilities. Either letter grades or S/U are acceptable methods of recording performance on the internship. The method of grading must follow what is in the course outline.

Maintaining Files

Student internship files shall be kept in the program area. All internship documentation should be retained for three years. Before destroying internship documentation, please make sure Academic Affairs has the Employer Agreement copies, Annual Report and Master Coordination Log.

Approved by: ATCC Leadership Council
Effective Date: 10/31/11
Last Date Revised: 10/31/11