How To Set Up A Career Internship
Written and Compiled by Rick Roberts, Director, October 2001

I. INTRODUCTION

Regardless of whether you are going on to graduate school or to employment after graduation, having some experience relevant to your career goals will be invaluable. Employers and graduate school representatives are seeking candidates who have clearly defined objectives, strong academic and experiential backgrounds, and the motivation to succeed. The degree by itself isn't always enough. The formula to remember for success is:

Degree + Experience = Employability


II. SOME DEFINITIONS OF EXPERIENCE

Academic Internships are offered through academic departments. These are usually for academic credit and require course registration. They may be paid or unpaid depending on the department's policies. An academic internship involves:
*Student * Faculty supervisor *Work supervisor

Cooperative Education students work and study - often during alternative semesters, usually for pay. Some programs offer part-time work and study simultaneously (parallel). Students in Cooperative Education can receive credit by registering for the co-op course just like any other class. Cooperative Education has specific timelines and requirements which must be met. A two semester commitment is expected for successful completion of the co-op assignment. Cooperative Education is a very structured program and involves:
*Student *Faculty Supervisor *Work Supervisor *Co-op Coordinator (Career Services)

Field Study and Practicums are labels given to academically-credited field experiences designed to meet specific academic objectives. They may be general and interdisciplinary in nature or oriented toward specific pre-professional training. These experiences are often degree requirements.

Service-learning: includes programs that emphasize the contribution of useful services to an organization or community by students and the learning which occurs as a result of the experience.

Work Study refers to the College Work-Study program. Under this federally-funded program, students with financial need
arrange work assignments on or off campus. Students must be eligible for financial aid which is determined by filling out a Financial Aid Form (FAF) and receiving an award letter.

Part-time Employment- provide opportunities to work with the primary focus on the paycheck. The work does not have to be related to field of study, provides a flexible schedule, and generates income for expenses, etc.

III. CAREER INTERNSHIPS

The famous "catch 22" situation faced by many people is: "How can I get a job if I don't have experience? And how can I get experience if I can't get a job?" The answer could be: a Career Internship. A Career Internship is an excellent way to test out and confirm your career goals, and demonstrate those skills being sought by employers or graduate schools.

The term "Career Internship" refers to field learning. It is a trial basis where a person can observe what goes on in a particular career. A Career Internship allows for exposure to the career of interest where people can learn by taking on responsible roles as workers in organizations. This is an opportunity to observe and reflect on what happens while they are in a particular work setting. Internship experiences are found in non-profit agencies, corporations, government, policy institutes, neighborhood centers, etc. Name an activity and there's probably a way for you to do an internship related to that area. Career internships may be identified through Career Services or through your own job search strategies. Career Internships are not for academic credit and do not require course registration.

A Career Internship involves: *student      *work supervisor.

There are a variety of Career Internships you can set up on your own:
     -Full-time (40 hours per week)
     -Part-time (anywhere from 8 to 20 hours per week)
     -Summer (depends on internship)

For example:

* State legislatures sponsor interns as legislative assistants in offices of state assemblypersons and senators. Students work as receptionists and staff assistants. They research and write policy memoranda and even draft legislation.

* Human service agencies seek interns to administer or implement community service programs. Interns provide counseling, tutoring, legal aid, and other services. They design and build recreation areas. They conceive and operate their own projects.

* Private companies recruit and place interns in every aspect of their business. For example, an intern may work alongside a personnel manager, or conduct a market research survey, or help staff a consumer affairs department.

* There are a lot of possibilities in terms of Career Internships you might seek or wish to do:
     -work on a special research project -substitute for a vacationing staff member   
     -perform regular staff duties -work closely with one supervisor
     -sit in on staff meetings -rotate through different departments
     -observe work of different employees -assume duties of an entry-level employee

IV. WHAT ARE THE BENEFITS OF DOING A CAREER INTERNSHIP?

Regardless of the nature of the internship you can:
-learn new skills
-gain hands-on experience in a professional setting
-understand how the work you do fits into a larger picture
-see how you can use what you are learning in future jobs or in classes
-test out theories learned in the classroom
-expand your knowledge of a specific career field
-learn as much as you can about the organization in which you work and the type of work it does
-take an interest in personnel policies, rules, hiring process, etc.
-understand what are the personal satisfactions and rewards in this field
-explore career options
-understand the organizational chart
-learn through what career lines people tend to move
-discover what education and experience are required for each position
-learn what job opportunities are available in this field
-observe the style of supervisors and colleagues
-pay attention to how you deal with pressure, tension, and praise in working relationships
-see how you communicate with other people
-gain awareness through increased community involvement
-experience personal growth
-help others
-gain exposure to new environments
-research, experiment, and explore
-become a more competitive candidate in the hiring process for permanent employment

V. BEFORE YOU GET STARTEDBefore you begin researching employers and trying to identify potential internships, you must first develop a true understanding of you; your skills, interests, values, and personality characteristics. Some questions you will need to answer during your self-assessment are:

  • Why do you want an internship?
  • What kinds of tasks do you want to be doing?
  • What skills do you want to use?
  • What skills do you want to learn or develop?
  • What do you hope to accomplish by the end of the internship?
  • Why do this field of study and the work involved interest you and what inspired your interests?
  • What do you hope to bring to the experience? (e.g., previous work experience, previous internship experience, participation in related student organizations, academic or theoretical knowledge and insights, a willingness to learn, oral and written communication skills, maturity and motivation)
  • What do you hope to gain from the experience?
  • How do you expect the experience to enhance your career planning and development?
  • What is your working style and attitude, including the seriousness and extent of your commitment?
  • How do you expect the experience to increase your understanding of new cultures and environments?
  • How will it increase your social awareness and consciousness?
  • How will it help you to establish ethical perspectives and values?

Other Considerations

-Geographical location: Some programs with national organizations can place interns in branch offices across the country. Can you relocate or do you need to stay in the local area? Where do you want to work?

-Monetary compensation: What are your estimated financial needs? Check out your eligibility for stipends from sponsoring organizations. You may be eligible for College Work Study funding.

-Duration: Internships can last from a few weeks to a year or more. They can involve 15 hours a week or more. How much time will be involved in your internship?

-Timing: Internship programs do not all run year-round. Some are offered only in the summer, some in the fall, etc. Begin looking at organizations six to twelve months before you are ready to start and know when you want the internship. This will enable you to plan your academic schedule so as not to miss required courses. You will also not miss application deadlines.

-Academic Credit: Interested in receiving credit? Check with your academic advisor to see if your department offers credit on an independent study basis or as an internship. Cooperative Education also provides work experience for academic credit. Check with Career Services for information.

The answers to all these questions and concerns will be found as you work through your self-assessment process. Career Services offers several resources to help you through the self-assessment process:

Career Counseling
A career counselor can help you answer questions you have about yourself and show you how to begin exploring appropriate careers. This individualized attention enables you to put the information you are acquiring into a career perspective. Stop in or call Career Services (904-620-2955) to schedule an appointment.

Career Assessment (Testing)
Career Services also offers a variety of career assessments or inventories to help you with the self-assessment process. For example: The Myers Briggs Type Indicator; Strong Interest Inventory etc.

Career Library and Internet Resources
The Career Library and the Career Services' website provide a wide range of resources designed to help you with your self-assessment.


VI. RESEARCHING POTENTIAL CAREERS

A Career Internship should:
   1. Be compatible with your skills and interests
   2. Have a clearly defined learning plan
   3. Have a clear statement of responsibilities
   4. Include a process for monitoring progress
   5. Have a system of evaluation

If you are not sure in which career field you would like to do an internship, you need to do some more career research. The Career Library and Career Services website provide resources that can help you learn about specific career fields, occupations, and jobs (and ultimately internships).

One of the best ways to do career research and obtain career information is to talk to someone who is doing the kind of work in which you have an interest. An informational interview is an excellent way to gather first-hand information.

To help you choose an internship that is right for you, you need to gather information about the many options available to you. There are numerous resources that can help you with this process.


VII. SOURCES OF IDENTIFYING POTENTIAL INTERNSHIPS

Many times it is "who you know" that assists you in obtaining an interview for an internship. So, before you start, make a list of those individuals who belong in your "network." Don't just think of individuals who are in the career fields you are interested in but also identify those who are not in a related field because chances are they know someone who is. Ask members of your network to help identify potential internship sites.

Personal Contacts:
   -Faculty members
   -Administrators
   -Former work supervisors
   -Fellow students
   -Family members
   -Members of your professional network
   -Professional Association

"Direct Application"
Applying directly to organizations in which you are interested) is another excellent way to obtain an internship. Using resources listed below, identify organizations that interest you, call and get the name of the person who does the hiring for the specific department in which you want to intern, send a cover letter and resume, and then follow-up with a phone call requesting an interview. Be persistent and polite!

Direct application involves the following steps:
1. Use employer directories, telephone yellow pages, Reference USA (an employer data base system available in the Career Computer Lab- Bldg. 2, Room 2086) or other resources to identify potential sites
2. Call and identify the contact person by name and title
3. Send letter of inquiry and resume to contact person expressing interest in an internship
4. Follow-up with phone call to contact person and try to set up an interview

Career Library Resources
The Career Library contains a number of resources which identify potential internship sites. Internship directories for specific career fields and geographical regions can also be found in the Career Library.

Internship Notebooks
Career Services receives a wide variety of internship listings from across the country. The listings are filed in a series of notebooks for each of the five UNF Colleges (College of Arts and Sciences; College of Business Administration; College of Computing Sciences and Engineering; College of Education and Human Services; College of Health). There is also a notebook with multi-disciplinary internships.

Internet Resources
There are hundreds of websites on the internet that deal with internships of all kinds. Start with the Career Services' webpage and click on "Getting Experience" and then look for "internships." There are links to many of the internship websites available.

OspreyTrak
Employers do post some internship positions on OspreyTrak (on-line system powered by MonsterTrak.com). You must be registered with Career Services to view these internships. From the Career Services website, look for the link to "OspreyTrak" and follow the steps for "first time registration." Internships can be viewed on-line.

For more information about conducting an effective search for internships, consult the Career Services' How To Guide: "Job Search Strategies" available on the Career Services website: http://www.unf.edu/dept/cdc


VIII. MAKING CONTACT WITH THE SITE SUPERVISOR

Once you've identified the internship site that interests you, you are ready to set up an interview with the site supervisor. The internship interview has two purposes:

  • It is an opportunity for you to collect enough information about the organization, meet the supervisor and potential co-workers, and learn about the working conditions, so you can make a reasonable judgment about whether or not the internship will meet your needs.
  • It will allow the site supervisor to learn enough about your qualifications, goals and personality to decide whether
    to accept you as an intern.

Setting up the interview:
There are a number of ways to approach the internship site supervisor.

  • You can send a cover letter and copy of your resume, explaining your interest in the organization, the department, and an internship while highlighting your background and skills. Also mention that you will be following up with a phone call to request an interview.

SEE CAREER SERVICES' HOW-TO GUIDES: "RESUME WRITING" AND "JOB RELATED CORRESPONDENCE" FOR EXAMPLES OF LETTERS AND RESUMES (available on Career Services website).

  • You can "cold-call" the person directly by telephone, inquire about internships and request an interview.

    Calling on the phone:

       1. Introduce yourself.

       2. Explain how you found out about the internship:

       "I would like to know more about the internship you have on file with Career Services at the University of North Florida" or
       "I found your name in the ____(resource)_______ and I'm calling to see if you are willing to consider sponsoring an intern." or
       "I am looking for an internship in business administration in an arts organization and I was impressed by your program information on file          in the Career Library (or internet site)...."

       3. Ask if you may arrange a meeting with the site supervisor to talk in more detail about the internship. Suggest dates and times that would             be convenient.

       4. Confirm the date and time that you agree on and ask for directions to the office.


Prior To The Interview:

  • Read the internship description thoroughly and jot down any questions that come to mind as you read.
  • Read as much descriptive literature about the organization as you can. Search the internet to see if they have a website. The Career Services website provides links to employer websites.
  • Develop your list of questions and list them in an order that makes sense.
  • Practice describing yourself, your academic background, skills, work experience, internship and career goals and reasons for choosing the organization.
  • Talk to students who have had this internship or one like it.
  • Talk to professionals in the field.
  • Generate a description of what you want to get from this internship.
  • Dress appropriately and give yourself plenty of time to get there.
  • Consult the Career Services How-To Guide "Job Interviewing" to help prepare for your interview. This guide is located on the Career Services' website: http://www.unf.edu/dept/cdc

IX. THE INTERVIEW

Questions You Should Be Prepared To Answer:

1. Why are you interested in this internship?
2. How do you see yourself benefiting from the internship?
3. How does the internship relate to your course of study in college, career plans, and other interests?
4. How does your volunteer or work experience relate to the internship?
5. How and what can you contribute to the agency or company sponsoring the internship?
6. How will your college support your learning while you are working on the internship?
7. What is required of your field supervisor and the internship organization?
8. What is your time availability? When can you begin and when must you conclude?
9. What are your special concerns or questions about the internship which need to be answered?


Questions You May Want To Ask During The Internship:

1. What skills or personal qualities are you looking for in an intern?
2. What would you say are the main strengths a person who gets this internship needs to have?
3. How do you see an intern fitting into the organization?
4. What kind of orientation and training does your organization provide for interns?
5. With whom will I be working most closely?
6. Where will I be working?
7. How do you see your role as a supervisor?
8. What problems or stresses do you see associated with this internship?
9. What do you like most (least) about working here?
10. When would I be able to start?
11. What is your procedure for deciding on an internship?
12. When may I call you to find out your decision?
13. What kind of financial compensation is available for this internship?
14. Who will I be working with and for?
15. What do you see as the primary responsibilities of your intern?
16. What are you hoping your intern will accomplish or learn by the end of the internship?
17. What resources or assistance will I be able to use n order to carry out this project or these responsibilities?

Interview Tips:

  • Project enthusiasm and genuine interest in your voice and body language throughout the interview.
  • Know your availability. Be clear about when you would be available to work. Be flexible if possible.
  • Ask what the next step will be.

After The Interview:

  • After you have asked questions and answered questions, you should have a clearer sense about whether or not this is an internship you'd like to pursue.
  • If you have strong positive feelings, let the site supervisor know you would like to set up an internship. If she/he agrees, you can discuss a work schedule and arrange a starting date.
  • Trust your intuition. "Personal chemistry" between you and the site supervisor is a critical variable.
  • If you are still unsure, explain you would like some time to think it over. Be precise: "May I get back to you on_______?" (date)
  • If they are interviewing many candidates, ask when you may check back to find out about their decision.


X. EVALUATING AND ACCEPTING AN INTERNSHIP

  • Be sure that you not only want to do it, but are able to do it. Once you say "yes" you have made a commitment and a lot of
    people are depending on you to follow through. Pulling out later because a "better" internship comes along can have a
    considerably negative impact on your reputation.

  • Be mindful of the amount of work and care that the organization's staff has had to put into planning your internship, the
    consequence for the staff members if you withdraw and the effect your withdrawal will have on the organization's attitude
    toward future student applicants. Be careful, thoughtful and diplomatic.

  • If you find you must reject an internship, be open and honest. Contact the supervisor and let him/her know about your
    decision. Thank the person for the interview and their consideration

  • Once you accept: send the organization a typed, acceptance letter restating agreed-upon details including:
    -work schedule
    -who your supervisor will be
    -what job duties/responsibilities
    -pay arrangements (if applicable)
    -ask for a confirmation letter from the supervisor

SEE HOW-TO GUIDE " JOB RELATED CORRESPONDENCE" ON CAREER SERVICES WEBSITE FOR SAMPLE LETTERS OF ACCEPTANCE

Other Considerations:
Most organizations will provide an orientation program for interns and new employees. However, there may not be a formal orientation program and you may have to show some initiative in getting the information you need:

  • Who is your direct supervisor on the job? Should you expect supervision or direction from others as well? Who is responsible to whom?
  • What are your hours on the job? Are these flexible? What about "breaks?" Are you expected to put in overtime to attend meetings, complete unfinished projects, or other duties?
  • What are your responsibilities? Will you have day-to-day assignments? Can/must you initiate activity on your own? When should you get approval from someone else? Are you expected to seek instructions frequently or at regularly agreed upon times?
  • Are there unwritten codes of behavior such as dress code, etc.?
  • When are the critical deadlines? How can you tell when speed is more important than accuracy?
  • Meet your co-workers. Your supervisor should make the introductions. If not, introduce yourself. Say something about yourself and what you want to learn during the work experience. Make sure co-workers know you are there to learn.
  • Establish your work space. Your own space is necessary if you are to be productive as a worker. Many supervisors can overlook this important matter. Speak with your supervisor if adequate space has not been allocated for your use and see if this can be arranged.
  • Have you read information about the organization (e.g., annual reports, brochures, organizational charts and publications)? If not, do so at once.
  • Be sensitive to the feelings of your co-workers. They may resent you because of the special nature and flexibility built into your internship.
  • You may underestimate the amount of time required to do a task. This can come from inexperience. Estimate an additional 25%. Example: you estimate 4 hours of planning, make it 5 hours instead.
  • Your supervisor does not know your capabilities and will be cautious in making assignments until you have demonstrated your abilities. Once you have shown what you can do most supervisors will provide more difficult assignments. If not, you should ask for more responsibility.
  • Who is responsible to whom? Is there an organizational chart you can look at? Who are good sources for different types of information? Who makes decisions? What are the important names and telephone numbers you should know?
  • What specific duties are you expected to do on your own, to do when told, and to monitor regularly and are these consistent with your learning goals. If not negotiate with your supervisor. What are the goals, functions, and services? How does this department relate to the larger organization?
  • How does work get done? Do co-workers help one another or is work carried out independently? Are you expected to seek instruction and directions frequently or have your work reviewed as it proceeds?
  • Where are important items kept? Where is resource information located? Where are you permitted to go and which places are off-limits?

You will also need to discuss with your supervisor the issue of insurance against liability due to your injury on the premises of the agency or organization. You will need to check with the sponsoring organization to find out if they can provide liability coverage. If the organization does not offer liability insurance coverage, it may be necessary for you to sign a waiver where you assume all liability and risk.

XI   ESTABLISHING EVALUATION GUIDELINES

Once you've established an internship, some guidelines need to be established. Conflicting expectations between the student and the supervisor is probably the most common source of problems in an internship. Defining learning objectives and goals will provide you with a sense of direction and purpose. Discussion, planning and agreement will insure that you gain what you want from an internship.

  • You and your work supervisor should agree on your work objectives. You should know what is expected of you and how you are to proceed.

  • You and your supervisor should agree on how you will be evaluated and should meet periodically to assess your progress on the basis of work objectives.

  • A learning plan can help you identify goals, strategies for reaching goals, and the method of evaluating the extent to which those goals have been reached.


1. Learning goals: identify the kinds of learning you want from this experience. Goals are not the same as job responsibilities; learning goals imply purpose. Some examples are given below:

  • To gain/apply/test knowledge, facts, concepts, theories, ideas in or relevant to the academic field in which credit is earned.
  • To broaden understanding, applying information to problem-solving situations; seeing patterns and relationships; developing categories; analyzing and synthesizing.
  • To acquire/improve skills. The ability to perform some activity, mental or physical; may pertain to activity with people, things, or data.
  • To clarify/test attitudes and values. Formation and/or clarification of values or assumptions.

2. Strategies: Describe how you will accomplish each goal. These should be worked out with your supervisor to be sure they are appropriate and feasible. They may include:

     -assigned projects
     -observation
     -reading company or industry periodicals
     -attendance at meetings or conferences
     -training
     -interviews or discussions
     -practice
     -presentations

3. Evaluation: The evaluation should evolve directly from the learning goals and strategies. The issue is to determine/demonstrate progress toward achieving goals.

At the end of your internship experience, you should be able to analyze the relations between practice and the theory from the academic field in which the experience is being earned/gained.


XII. KEEPING A JOURNAL

Journals are an excellent way to help you assess your internship. Case studies, fact-finding reports, and portfolios may also be used.

Journal keeping is not just a reporting or logging of "what I did". It should include analysis and interpretation of the meaning or significance of the activity. Some suggestions for things to include are:

      -Select some situations or decisions that involve your direct participation;
     -Include some situations in which you were a direct observer;
     -Record perceptions;
     -Test hypotheses.

Write your thoughts freely, without regard to syntax, spelling or punctuation. Don't stop the flow of your thoughts. Be candid and use your sense and observational skills.

Don't think of your journal as a work log in which you itemize and record events, tasks, and statistics. Think of it as a reflective, analytical activity to deal with problems and frustrations and to identify accomplishments and other positive learning experiences. The journal is your means to chart your daily growth and development both academically and personally.

Take a few minutes at the end of each day to review your learning objectives and to reflect upon your experiences of the day.

Suggestions for journal writing

1. Write a condensed account of the day.
     -What did I do, what happened?
     -How did I act or react?
     -What did I think and feel?
     -What did I learn?

2. Write down three ideas from each course in your major (or from other courses) that in some significant way relate to your
internship. If you can't come up with any ideas that relate, why not?

3. Discuss how the experiences or observations in your internship support, disprove, or affect the related theories you have
studied.

4. Critically analyze the projects that you have worked on and any decisions that you or your work supervisor have made.

5. Analyze what things you would do differently if you had the day to do over.

6. Discuss the leadership styles and working relationship of the people at the work site.

7. Write about your feelings from the experience including the work itself, the people etc.

8. Keep copies of things you have produced, such as memos, computer programs, financial statements, sculpture,
articles, photographs, flow charts, bookkeeping ledgers, reports, etc.

A journal is a form of private communication between you as a voice and you as audience. It is not to be written for your supervisor.

XIII. EVALUATION SESSION WITH YOUR SUPERVISOR

It is important to schedule regular supervisory/evaluation sessions with your site supervisor. Since you are there to learn, you should be open to constructive criticism. Ask for clarification when you don't understand. Some questions to consider when you approach your supervisory sessions:

-Why were you able to accomplish certain learning goals so effectively?

-What are some reasons that other goals were not accomplished adequately?

-What were some "critical incidents" that provided significant learning?

-What are the major issues you saw in your field?

-What theories or hypotheses did you arrive at related to your academic discipline?

-In what way has your perspective changed?

-What do you want to learn more about in the near future?

-What would you do differently?

-Do you seem to be accomplishing your work/assignment effectively?

-How does your work compare to others in similar situations?

-Are there things you should be doing differently?

-What are the major issues your supervisor faces?

-What resources does she/he use to address those issues?


XIV. TIPS FOR MAKING THE MOST OF YOUR INTERNSHIP

  • There's NO excuse for boredom or "not having enough to do" Search out things to do that will be helpful. Learn what is
    going on in other departments/agencies in order to gain a more complete picture.

  • An intern is not the same as a volunteer. An internship is a learning experience. A volunteer may perform the same tasks equally well but may or may not be self-conscious about the learning derived.

  • You should be supervised by a professional staff person who has some expertise in your area of work.

  • An intern is not a "go-for". An internship should be a meaningful learning experience. However, most positions and projects involve some routine work. We recommend you limit it to 20% of your time as an intern.

  • There is no guarantee the internship will result in a job offer even though many interns are offered part or full-time jobs as a result of contacts made during an internship.

  • Build an information and referral network at your internship site. Get to know the people with whom you are working.


XV. EXPECTATIONS

  1. Be punctual. If you are going to be late contact your supervisor and arrange to make up the time.
  2. Dress appropriately for the work setting. Although you are a student, your presence there reflects on the organization.
  3. Ask for what you need without being demanding. Don't expect people to read your mind if you need information or materials. Communicate your needs with your supervisor.
  4. Meet "agreed-upon" deadlines. Manage your time well. Notify your supervisor immediately if a deadline can not be met. Offer a solution if possible.
  5. Use good judgment in deciding whether to act independently or to ask for help.
  6. Communicate a positive attitude and a desire to learn.
  7. Be respectful of co-workers and clients.
  8. Take initiative in finding challenges and new learning opportunities.
  9. Discuss any problems as soon as they arise.