Negotiate and Develop a Learning Contract

The site supervisor and student should work together to establish specific learning objectives for the internship. This learning contract (affectionately known as the ILC) will define the intern's role and responsibilities as well as identify outcomes, expected products and evaluation criteria. This process is an excellent way to clarify expectations on both sides and avoid misunderstandings.

Chicago Semester (CS) students take the initiative in working on the ILC. We ask supervisors to make time within the first week or two of the semester to talk with the intern about the components of the ILC, to negotiate the student's goals with the site's requirements and needs.

Internship Orientation

Many students are unfamiliar with the activities, environment and objectives of a professional work setting. Even though an intern may have worked part-time to finance his or her education, these experiences may not have granted the exposure to organizational politics, or the need for confidentiality, or other features of your workplace. The sooner the student understands what your organization does and how it operates, the sooner he or she can assume assigned responsibilities and become productive. Providing interns with the following kinds of information can be very helpful to this orientation process:

• Organization/company structure
• History and mission of the organization
• Special industry jargon
• Specific work standards and procedures
• Acceptable dress and appearance
• Lunch and break time parameters
• Reporting relationships
• Access to the supervisor (days, time, duration)
• Tasks that can be completed without supervisor's approval
• Work processing requests and timelines
• Telephone, email and regular mail systems
• Approved forms of correspondence
• Safety, security and confidentiality issues
• Maintaining the premises and work area
• Productive interactions with others at the work site
• Policies for interacting with clients, customers and vendors

Supervising and Mentoring the Intern

The internship site supervisor uses all the skills necessary in any effective supervisory relationship: providing leadership, motivating, developing and training, delegating, communicating and evaluating. Additionally, the intern will look to the supervisor as a mentor who will assist in his or her transition from the classroom to the work environment. This supervisory/mentoring relationship can be facilitated in a number of ways:

• Monitor the intern's adjustment and understanding of what is expected
• Schedule one-to-one meetings with the intern
• Encourage the intern to ask questions
• Keep the intern busy and directed toward his or her learning goals. Students rarely complain of overwork, but do complain if they are not being challenged.
• Give the intern opportunities to observe professionals in action by participating in staff and client meetings, attending presentations and talking with staff in other areas about their work and career paths
• Encourage the intern to keep a portfolio of work accomplished during the semester. This will help fulfill the academic requirements (in some cases), provide a way to demonstrate achievements and give the supervisor a basis to discuss the intern's personal growth.
• Include the intern in professional development opportunities of the organization, if appropriate, such as staff training sessions

Evaluation

Students appreciate clear direction regarding what is expected of them and frequent feedback concerning what and how they have done. In their academic environment, clear direction and periodic feedback is a way of life. In addition to providing regular feedback, Chicago Semester provides for a mid-point evaluation, considering the quality and timeliness of work, the ability to take and follow directions, work habits and areas needing growth and development. At the end of the internship, the supervisor provides an evaluation of the overall experience, and assigns a letter grade for the intern's work. Closure can be achieved through recognition of intern contributions, reflection on learning experiences and bringing on-going projects to completion.

When Difficulties Occur

When problems occur, communicate directly with your intern. If, however, you are unsure how to deal with a particular situation, consult first with the student's practicum leader (a CS staff person) who will help to find a solution. The Practicum Coordinator and Internship Coordinator might also be of help. Also, you should contact this person first if the internship conditions must be altered, such as a change in supervisors, delays in the availability of resources needed by the student to complete an assignment, a strike by employees, transfer or termination of an employee involved in the intern's work, or other unanticipated changes. In fact, you might take advantage of these resources whenever it is appropriate, not just when there is a problem.

Some of this material has been adapted from The Internship as Partnership: A Handbook for Businesses, Nonprofits and Government Agencies (Inkster and Ross, 1998).