Design a learning experience that engages students and your staff in a productive environment.
- Extending an Offer
An offer letter provides an outline of the logistics of the internship. The letter should be written on company letterhead and include the following:
- Internship title
- Length of the internship
- Wages, unpaid or paid, how much,
- Offer Contingencies i.e. background check, fingerprinting, drug testing, etc.
- First day of the internship
- First day start time
- Where to go on the first day
- Contact for questions
Onboard is an important aspect of ensuring a smooth transition of a new member of your team. Treat your intern in the same fashion as a new employee. Be prepared to provide the tools they need to be successful. The onboarding process will extend beyond the first day and may include more than one professional staff member. Topics might include:
- Information about the mission and values of the organization
- Information about the intern’s department and how it supports organizational mission
- Review of role and expectations
- Discuss overall learning objectives and establish student specific goals
- Discuss safety protocol
- Set/Review work schedule and break schedule
- Address planned and unplanned time off procedures
- Address time reporting
- Provide information on parking
- Check-in daily over the first week or two
- Tour the office, building, or facility
- Introduce the intern to the team, including managers, supervisors, staff and other interns
- Assign a buddy, not a supervisor, who can answer questions the intern may not want to ask the supervisor like office etiquette and culture
- Provide a list of common acronyms and industry language
- Show the intern to their workspace
- Provide keys/access codes as appropriate
- Provide computer/network access
- Provide them with their email address, telephone number, and instructions* on how to use both
- *As appropriate, based on your office functions. For many students this will be their first time using things like a multi-line office phone with the ability to transfer a call or a complex mail/calendar system like Outlook or 365.
- Provide necessary supplies and instructions on how to request additional supplies if needed
Beyond Week 1
- Establish regular check-in time, suggested once a week
- Include your intern in social events, staff training, and meetings as often as possible
- Check-in & EvaluationAs with any learning experience, evaluation is needed to help the student assess the outcomes from the goals you set together at the beginning of the experience. It is important that the evaluation provide feedback on what the student has done well while also providing constructive feedback on areas of growth. How you format your evaluation is up to you. You may wish to consult with your HR support to understand company policy and procedures.
It is suggested that you conduct a mid-point check-in as well as a final evaluation. The mid-point might be less formal, but would address the same topics. The goal is to provide your intern(s) with early observations to foster continued growth and development over the second half of the internship.
The National Association of Colleges and Employers (NACE) offers several samples for your reference.