Arts Leadership Program
Instructions for Intern Host Supervisors

Interns May Need Extra Care pdf - a few tips for small businesses taking on interns

1. INTERN EVALUATIONS

Supervisors are asked to evaluate their interns periodically. A copy of your evaluation forms must be submitted to the ALP 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 ALP 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 – Two evaluations are due, one at the end of each semester.  Please see the Internship Calendar for details.

Summer/Post Graduate 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.


2. 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 6 to 8 hours per week, with a required total of 85 to 100 hours per semester. See the Internship Calendar and Payroll Schedule 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 ALP Assistant Director.

Summer/Post Graduate interns are awarded a grant 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. 

3. REPORTING TIME
Academic Year interns must submit timecards on a biweekly basis so that we can track their hours and they can be paid. They will enter their hours online into the University of Rochester's Human Resource Management System (HRMS), print off a Timecard showing their hours worked, and ask you to sign the Timecard to verify hours worked to the ALP office. Timecards must be signed in ink by the internship supervisor. All interns must then submit their completed timecard to the ALP office by the deadline.  We suggest that you maintain your own system of tracking your intern’s hours so that when it comes time to sign their time card you can verify the time worked.
For more information on reporting time, reference the following documents:

Summer/Post Graduate intern supervisors are asked to verify total hours worked on their final evaluations. 

4. 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 Internship Calendar for details.

5. PROBLEMS WITH A STUDENT
Please report any problems with a student to the ALP 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. At the RPO, Pavel Sullivan should also be consulted immediately if there is any problem with an intern.