Intern Supervisor Expectations

Note for 2021-2022 internships: It is expected that most if not all of students will be returning to in-person internships for 2021-2022. If some of the intern’s work remains virtual, it is still expected that supervisors will meet with interns weekly.

1. BEST PRACTICES

Internship Programs under the US Fair Labor Standards Act

A Supervisor’s Guide to Hosting an Intern (PDF)

And for more information:
Interns May Need Extra Care (PDF)  – a few tips for small businesses taking on interns
Six Questions to Ask When Working with Interns (PDF)
Working with Interns – A Benefit to Non-Profits (PDF)
Penn State — Working With Interns (PDF) – good advice about developing projects for and working with interns

2. SUPERVISION AND REMOTE WORK

Regular supervision of interns is a must whether you are working in a traditional office environment or the intern is doing some of their work remotely. History has shown us that the best experience is provided when the intern can interact in person with supervisors and staff as well as attend organization meetings and events. That said, we recognize that some organizations are small and while providing valuable experience, do not have physical space to provide interns with a workspace necessitating some remote work. In either instance (remote or traditional office), it is expected that supervisors meet with their interns on a regular basis (at a minimum once per week) and not be unavailable for extended periods of time during the internship period.

3. WORK SCHEDULE
Your intern has been asked to sit down with you at the beginning of each internship to create a work-schedule. (For academic year interns this should happen at the beginning of each semester.) Once this schedule is created they are required to stick to it. All time off must be requested, as in any job. If for any reason they have a time crisis and feel overwhelmed by their workload they have been asked to contact you to work out a possible solution.

Academic Year Interns are responsible for an average of 6-8 hours per week, and must reach a minimum of 85 hours per semester to obtain credit for the internship. They may work up to 100 hours without getting any additional approvals. See the Intern Calendar (PDF) and Payroll Schedule (PDF) for details. There is flexibility on the part of the supervisor as to whether or not the interns adhere to the 6 to 8 hours a week, but interns cannot be required to work more than 8 hours. They must agree to this voluntarily. We ask that you track your interns hours, and stay with these allotted time/hour limits, unless you and the intern reach a separate agreement, with the prior approval of the Assistant Director of the Institute for Music Leadership.

Summer interns are awarded funding in support of their living expenses while interning, and loosely based on their estimated hours. Should they not reach these hours, their award may be adjusted accordingly. In order for the intern to receive course credit for their summer internship, they will need to complete at least 120 hours with your organization.

4. REPORTING TIME
Academic Year interns must submit timecards on a biweekly basis so that we can track their hours and they can be paid. Supervisors will also have access to an Intern Hour Log where students will track hours and the tasks they work on during those times.  Whether you use this Intern Hour Log or maintain your own system of tracking your intern’s hours separately, we suggest you develop a system so that when it comes time to approve their time card you can verify the time worked.

Interns will enter their hours online into the University of Rochester’s Human Resource Management System (HRMS), submit a screenshot of their Timecard to you showing their hours entered there, and ask you to approve the Timecard and the Intern Hour Log to verify hours worked. Intern supervisors then forward the email (with attachments) signifying their approval to the IML Administrative Assistant, Stephen Biegner, at sbiegner@esm.rochester.edu

Approved timecards are due to the ALP office by 4 p.m. on the due date specified on the Payroll ScheduleWe cannot approve the student’s time until we receive your approval, so please understand the importance of this deadline.

For more information on reporting time, please reference the following:

Reporting Time

Payroll Schedule (PDF)

Summer intern supervisors are asked to verify total hours worked on their final evaluations. Interns are required to keep a work log of hours worked and tasks completed. Supervisors may wish to ask their interns to share this with them to assist in verifying hours and tasks.

5. UNIVERSITY HOLIDAYS
All University of Rochester & Eastman School of Music Holidays must be honored. Interns are not permitted to work those dates as noted. See the Intern Calendar (PDF) for details.

6. INTERN EVALUATIONS

Supervisors are asked to evaluate their interns periodically. A copy of your evaluation forms must be submitted to the IML Assistant Director. All evaluations sent to the Assistant Director are confidential, and will not be shared with the student without your permission. However, we do encourage you to share your evaluation with the student directly through an Internship Evaluation Meeting.

Internship Evaluation Meeting – Host supervisors are encouraged to set up a meeting with your intern prior to submitting your evaluation to the ALP office. Complete your written evaluation in advance of this meeting, and request that they bring their completed evaluation of the internship as well. The goal is that you will discuss what each of you see as the positive and negative aspects of the internship, and from that discussion come to a consensus on how to eliminate or diminish the negative aspects, while accentuating the positive.

In addition to facilitating meaningful dialogue between intern and supervisor, these evaluations allow the IML Assistant Director to monitor the value of the internship as an educational tool. They are also useful when writing reports to supporters of the ALP, and will go in the student’s permanent ALP record.

Academic Year Internships – Evaluations are due at the end of each semester. Please see the Intern Calendar (PDF) for details.

Summer internships – For internships lasting 3 months or less, one evaluation will be due at the end of the internship. For longer term internships, two evaluations are due, one at approximately midpoint and one at the end of the internship. The student is responsible for keeping track of these dates.

7. PROBLEMS WITH A STUDENT
Please report any problems with a student to the IML Assistant Director immediately. Although we have carefully screened these interns, they are not perfect and may not adjust instantly from a scholastic environment to a professional one. We will do our best to resolve any problems you might have with an intern as quickly as possible.