GENERAL PLACEMENT GUIDELINES FOR SUPERVISORS
Quality supervision at the internship is cited by many of our students as the most valuable aspect of their experience abroad. The following points are intended to help both new and experienced supervisors recognize the needs of the student and integrate these with the requirements of their organisation.
LEGAL SITUATION
Internships are set up on an unpaid basis. The program is an educational experience with students receiving academic credit towards their university degrees. Permission is granted on the understanding that the student is undertaking the internship as part of his/her course of study and that the period of work will not exceed the dates outlined by their university's EUSA program. If your organisation needs to receive written proof of a student's legal standing, please contact us and we will forward a confirmation letter to you.
PLACEMENT
Attendance - Students will work the agreed dates throughout the internship, details of which are confirmed prior to commencement. They are expected to be punctual and work a full day. Students are not entitled to annual leave or time off. If ill, it is the student's responsibility to call in sick at the beginning of your working day.
Payment - Internships are unpaid. It is permissible for organizations to pay student travel costs and any expenses incurred while carrying out their duties. However, the ability to pay student's expenses varies from organisation to organisation and is not something that students will expect or demand.
ROLE OF THE SUPERVISOR
As a supervisor you are expected to monitor the internship throughout the term. If you are unable to do so, we suggest you nominate someone in your office to assume that responsibility.
Initial Interview - All internships are subject to an initial interview between the supervisor and the student. This interview is an opportunity for detailed discussion of both the supervisor's and student's expectations.
Structuring Placement - Many supervisors find it useful to create a weekly timetable or plan for their students to follow. This may not be feasible for all placements, but we find that preparation at the outset of the internship frequently results in a better experience for everyone. Please see below for a list of suggestions that might help the placement experience for everyone involved.
Type of Work - Although the work given to students varies with the individual internship, EUSA students have typically competed 2-3 years of university and many have already completed relevant internships or other work experience. The placement is designed as an educational experience and the students are encouraged to earn increasing responsibility by demonstrating willingness and ability. EUSA helps prepare students for the reality that not all work is glamorous and they are expected to carry out their fair share of routine tasks.
Liaison with EUSA - Please keep in touch with the EUSA team. We are availabe to help you with any problems that might arise during the placement and discuss these with the student if you would rather not. We are always happy to come to your office and meet with you and will occasionally arrange on-site visits.
Evaluation Form - You are required to complete evaluation forms at the midpoint and end of the internship.
UK Supervisors - As part of our continuing compliance with UKVI regulations, supervisors in the UK are required to submit a form agreeing to the terms of the internship (i.e. it is unpaid, that the student will work not work more or less than the agreed hours, that appropriate supervision will be provided, etc), and are required to complete an online timesheet on a regular basis.
ROLE OF THE STUDENT
The students are expected to conduct themselves in a professional manner throughout their internships.
Attitude - Students are expected to carry out all tasks and earn responsibility by demonstrating willingness and ability.
Academic Commitments - During the placement each student may have academic requirements as part of their university's EUSA program, such as preparation of portfolio based on their experience, research, or a classroom-based course. If these commitments are likely to affect your student's schedule, EUSA will discuss these with you at the outset of the internship.
Learning - EUSA encourages and empowers students through our Personal Learning Objectives Toolkit to see their entire experience abroad as an opportunity to develop a range of skills including: Academic and Disciplinary Knowledge; Social and Emotional Growth; Leadership and Professionalism; and Global Perspectives. Students are expected to develop goals for their time abroad, reflect on their experience and development, and take an active role in learning.
Thank you for considering these points and we hope that you find them useful. If you have any questions, please feel free to contact EUSA.
SUGGESTIONS FOR INTERNSHIP STRUCTURE
Students want to be productive and useful at their internships. Following are some helpful suggestions from past supervisors and students.
Prior to student’s arrival:
- Finalise student’s first day itinerary, including any meetings that the student should attend
- Finalise the training schedule
- Inform your team that student will be starting and give them some background information. If possible, explain what the student will be doing and how long they will be with your organisation
- Finalise projects for the student to work on for the duration of the placement
On the student’s first day:
- Greet the student at the designated time and location
- Introduce him/her to the staff and give tour of the workplace
- Review the organisation’s history, mission and objectives
- Explain the organisational structure of the company
- Explain where the student’s department falls within the organisational structure and what are their responsibilities
- Give the student an employee manual (if available) and review company policy
- Review any safety regulations the student must abide by
- Review interoffice communication etiquette for phone and email
- Review any security or confidentiality issues that the student should be aware of
- Meet with the student to review internship goals
- Discuss your expectations of the student
- Discuss ways in which the student can and should express concerns
- Discuss the tasks that can be done without supervisory approval
- Indicate the resources available and where the resources are located
- Explain operation of the office equipment (copier, telephones, etc)
Throughout the placement:
- Make yourself available to the student. Set a weekly meeting time or open hours for the student to come to you with issues or questions
- Provide quality work assignments for the duration of the internship
- Provide student with feedback and constructive criticism
- Complete reviews and attendance in a timely fashion for EUSA
- Keep in communication with EUSA with any concerns, feedback or issues that may arise