Interns Policy

AUDIENCE

All departments that engage Interns.

PURPOSE STATEMENT

The purpose of this Policy is to provide guidance for use of Interns by University departments. Note that this Policy applies to any unpaid internship at the University that is not part of a requirement for a degree or course offered at Thomas More University.

DEFINITIONS

Intern(s): an individual who volunteers at Thomas More University for the purposes of educational or professional interest.  In determining whether an individual is an Intern, the University will consider the following criteria:

• The extent to which the intern and the University clearly understand that there is no expectation of compensation. Any promise of compensation, express or implied, suggests that the intern is an employee—and vice versa.
• The extent to which the internship provides training that would be similar to that which would be given in an educational environment, including the clinical and other hands-on training provided by educational institutions.
• The extent to which the internship is tied to the intern’s formal education program by integrated coursework or the receipt of academic credit.
• The extent to which the internship accommodates the intern’s academic commitments by corresponding to the academic calendar.
• The extent to which the internship’s duration is limited to the period in which the internship provides the intern with beneficial learning.
• The extent to which the intern’s work complements, rather than displaces, the work of paid employees while providing significant educational benefits to the intern.
• The extent to which the intern and the University understand that the internship is conducted without entitlement to a paid job at the conclusion of the internship.

THE POLICY

University departments may provide a structured learning environment to unpaid Interns.  Internships must be properly authorized by the host department and Human Resources in accordance with the procedures below.  Authorized Interns may be deemed to be agents of the University; therefore, qualifications, background, and suitability of the individual must be considered before offering an Intern opportunity.  Moreover, any individual listed on a sex offender registry or who has been convicted of an offense for which he or she must register as a sex or violent offender may not serve as an Intern.  No department may discriminate in selecting Interns based on any status protected by state or federal law.

The University shall have no liability for personal injury or property damage which may be suffered by the Intern, unless such injury or damage directly results from the negligent acts or omissions of the University or its employees.

Department heads utilizing Interns are accountable and responsible for compliance with this Policy and may be subject to disciplinary action for the department’s failure to comply. 

RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Background, Reference, and Verification Screens Policy

PROCEDURES

I. Eligibility

Any Intern may serve at Thomas More University with the following restrictions:

• An Intern cannot replace or be substituted for current employees or perform work that would otherwise require another individual to be employed;
• Individuals under the age of 14 may not serve as an Intern. Individuals who are at least 14 years old but under the age of 18 must have parental consent;
• Interns who do not hold U.S. Citizenship or permanent residency should consult the Human Resources Office for any information related to visa status. An individual with a pending H-1B visa application to work at the University may not serve as an Intern; and
• Any individual listed on a registry that is part of the University’s criminal record check or who has been convicted of an offense for which he or she must register as a sex or violent offender may not serve as an Intern.

II. Selection and Assignment

The following procedures are required to engage an Intern:

1. A department that desires to accommodate an Intern must complete a description of the duties to be performed by the Intern and obtain written approval from the appropriate vice president or Provost as applicable. The description of duties must include the following:

a. Title and name of supervisor;
b. Dates of the internship;
c. Schedule / hours of work; 
d. Where duties will be performed; 
e. Activities to be performed; 
f. Training provided by supervisor or others in the department;
g. Personal, educational, or professional benefits the Intern should derive from the internship;
h. How the internship relates to the Intern’s course of study, including whether the Intern will receive course credit from Thomas More University or another college/University;
i. Benefits, if any, to the University;
j. Safety or risk issues;
k. How the Intern’s services will be measured or evaluated

2. After receiving approval from the appropriate vice president or Provost as applicable, each Intern (or their parent/guardian) must complete an Intern Registration Form and, if determined necessary by Human Resources satisfactorily complete a background check (see the Background, Reference, and Verification Screens Policy). The form must be filed with Human Resources upon completion;

3. Each Intern must complete a Release and Waiver of Liability Form. The completed form is then forwarded to Human Resources for filing; and

4. The department head must ensure that the Intern receives appropriate training prior to their beginning the internship at the University.

IV. Intern Responsibilities

An intern must complete and sign an Intern Registration Form, a Release and Waiver of Liability Form, and any other forms required by Human Resources.

An Intern must comply with University, College, and department policies and procedures, as well as legal requirements that govern their actions.  These include but are not limited to those relating to employee conduct, safety, confidentiality, sensitive information, protected health information, University computer and network system use, financial responsibility, and drug or alcohol use.  Department heads are responsible for making certain Interns comply with all applicable University, College, and department policies and procedures, as well as applicable laws and regulations.

V. Dismissal

The department sponsoring the internship or Human Resources may decline and/or discontinue the Internship at any time and without advance notice. Similarly, the Intern may end service at any time. 

REFERENCING THE POLICY

HISTORY

This is a new policy.

APPENDIX

There are no appendices to this Policy.

APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President