Intern Policies & Protocols

The Academic Internship MOU is a legal agreement between the University and the host organization. It outlines the responsibilities for the Intern Site and Supervisor, as well as the University, and the student Intern.  MOUs and certificate of insurance are executed through Ironclad. 

Domestic MOUs are not student specific, they cover all UVM students placed at the Internship Site for a period of three years.  Read UVM's Standard Academic Internship MOU (pdf).

Initiate a standard / domestic Intern MOU (Ironclad)

International MOUs (for internships that physically take place outside of the US) are student-specific and end when the student completes the internship. 

Initiate an INTERNATIONAL Internship MOU (Ironclad)

Internship in Place - refers to a student receiving academic credit connected to their regular work duties at their place of employment. In these cases, the employer is not required to execute the standard MOU, but instead, will be asked sign the Internship in Place Acknowledgment.

Sign the Internship In Place Acknowledgement (Ironclad)

UVM requires ALL internship sites to maintain policies of insurance (or funded self-insurance). Standard insurance requirements for US based placements are:

• ALL Sites: Commercial General Liability - $1,000,000 per occurrence
• If professional licensure is required: Professional Liability (malpractice) - $1,000,000 each claim and $1,000,000 annual aggregate
• If students will drive or ride in Internship Site vehicles: Automobile Liability - as required by state law

• Academic units identify intern programs, course numbers, and supervising faculty for their offerings
• Internship courses should be designated as such (INTN) in the Schedule of Courses
• Intern course proposals should be evaluated by the curriculum committees (like all other courses)
• Units should promote intern courses to students
• Academic units may require students and supervisors to compete mid-semester and end-of-internship evaluation forms
• Academic units with internship coordinators should task their internship coordinator to assist in the tracking of interns, internship sites, and MOUs.

Individual faculty members are responsible for...

• Developing a syllabus that aligns with university and federal intern policies and industry best practices – the Career Center is available for consultation on this
• Tracking intern sites & supervisors (Tracking Template) and reporting this information to the Career Center by the end of the Add/Drop week each semester
• Sending the Ironclad MOU link (go.uvm.edu/mou) to every internship site that does not have a fully executed Academic Internship MOU (or comparable legal agreement approved by OGC) currently on file with UVM
  • List of Academic Internship MOUs Currently on file
• Ensuring every student has a sound Learning Contract (downloadable sample) clearly outlining the internship's learning goals.
  • clear and specific Learning Goals are key to academic learning as outlined in the University Policy.
  • Learning Contracts should be shared with/approved by site supervisors
• Advising students on relevant safety policies, for example:
  • sharing Field Safety Policy with any student working outside an office environment
  • Sharing Domestic Travel Policy with any student working outside VT
  • Sharing the International Travel Policy with any student seeking to work internationally. These placements require review by Risk Management and OIE, so advance planning is critical.

Students need to...

• Communicate with their advisor, or departmental intern coordinator, to begin the process of enrolling for internship credits
• Seek an intern placement or seek assistance from faculty or the Career Center to find/apply for internships
• Report their intern site to their faculty instructor/sponsor
• Work with supervising faculty member and site supervisor to complete a Learning Contract with clear learning goals and objectives, planned activities, and required assignments
• Complete intern assignments & academic assignments to the best of their ability
• Engage with site supervisor and colleagues upholding Our Common Ground values
• Adhere to all school/college intern expectations
• Communicate any concerns to their faculty member

The Career Center is available to support all internship courses.  We can...

• cultivate employer partnerships,
• advise on federal internship policies,
• provide complimentary career development materials and/or workshops
• consult on best practices for facilitating reflections, running assessments, or defining projects
• engage with employers failing to uphold their responsibilities as outlined in the MOU.

Additionally, Intern instructors and coordinators may join a monthly Internship Coordinator Network meeting to share intern resources and ask questions.  Hybrid meetings happen the first Tuesday of the month @ 9am in the Career Center and on Teams.  Email career@uvm.edu with questions or to get a Teams link.