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3,100: Internship, Service-Learning and Civic Engagement

Revised: July 2018

Purpose

The University encourages and supports experiential learning opportunities for students that are outside of the usual classroom. Recognizing that involvement in learning opportunities outside of the classroom may involve risks not found in study at the University, this policy is intended to promote the health, safety, and security of university students when they are participating in an internship, service-learning or civic engagement experience.

The University reserves the right to prohibit or suspend university-related internship, service-learning or student engagement experiences involving faculty, staff, or students if significant health, safety, or security concerns pose risks that warrant such a decision or if the university procedures for community-based learning experiences are not followed.

Scope

This policy governs all community-based learning opportunities including but not limited to, internships, service-learning, student engagement or field-study, sponsored by, related to, or affiliated with the University, whether for academic credit or non-academic purposes ("Community Learning Opportunity") where the students are learning off-campus under the direction of a third-party or an organization other than the University.

This policy applies to Community Learning Opportunities by undergraduate students, graduate students, graduate assistants, or programs arranged by a college, department, program, or club. This policy equally applies to all departments, faculty and staff who teach, coordinate, assist, sponsor, advise or supervise a Community Learning Opportunity. The policy applies to all such opportunities whether or not students are enrolled for academic credit and whether or not credit is designated as internship or service learning.

This policy does not govern the following:

  1. Community-based learning opportunities that have no formal affiliation with the University;
  2. Faculty-directed courses and faculty-led course activities held at facilities that are not on university property;
  3. Faculty-directed field trips and field work. For more information on field trips, please visit the BCN/NSHE Student Activities page; 
  4. Community Learning Opportunities that are undertaken in another country. International Community Learning Opportunities are governed by UAM 1,404 International Travel; and
  5. Community-based learning opportunities which have been formally approved in writing by the Office of the Provost as meeting externally mandated or recommended discipline-specific standards.

Policy

Community Learning Opportunity for Academic Credit: Any department, faculty or staff who teach, coordinate, assist, sponsor, advise or supervise a student in a Community Learning Opportunity for academic credit, shall submit the following documents prior to the start date of the Community Learning Opportunity: (1) a Site Assessment form; (2) an Organization Agreement; (3) a Student Learning Agreement; and (4) a Student Waiver, Release and Indemnification Agreement. These forms can be found on the websites for ÁùºÏ±¦µä Career Studio, the Office of Service-Learning and Civic Engagement and the Center for Student Engagement. Once the Community Learning Opportunity has been approved for academic credit for an internship or service learning, the Community Learning Opportunity activity can begin. As part of the academic course, the student shall participate in university training on sexual harassment and discrimination prevention designed for all Community Learning Opportunity's. Students shall not start the Community Learning Opportunity until proof of participation in the training has been submitted in WebCampus. Academic credit will not be given retroactively for a prior Community Learning Opportunity.

Continuous, Repetitive Community Learning Opportunity for Non-Credit: Any department, faculty or staff who teach, coordinate, assist, sponsor, advise or supervise a student in a Community Learning Opportunity for non-credit volunteerism, shall submit the following documents prior to the start date for any continued, repeated volunteer opportunities with the same organization: (1) a Site Assessment form; (2) an Organization Agreement; and (3) a Student Waiver, Release and Indemnification Agreement. These forms can be found on the websites for ÁùºÏ±¦µä Career Studio, the Office of Service-Learning and Civic Engagement and the Center for Student Engagement.

Episodic Volunteerism Community-Learning Opportunity for Non-Credit: Any department, faculty or staff who teach, coordinate, assist, sponsor, advise or supervise a student in non-credit episodic volunteerism shall submit a Student Waiver, Release and Indemnification Agreement form for each student. This form can be found on the websites for ÁùºÏ±¦µä Career Studio, the Office of Service-Learning and Civic Engagement and the Center for Student Engagement.

Process

Forms must be completed and submitted to the ÁùºÏ±¦µä Career Studio (internships), the Office of Service-Learning and Civic Engagement (service-learning) or the Center for Student Engagement (volunteer work through the Center for Student Engagement). The Executive Vice President & Provost or his/her designee shall have final approval authority for a proposed Community Learning Opportunity for a particular organization and/or student. A Community Learning Opportunity for a particular organization and/or student is not approved until written confirmation of approval has been received from the respective intern or civic engagement office. A student shall not start the Community Learning Opportunity until such approval has been given.

For good cause shown and submitted in writing to the Vice Provost, Undergraduate Education, an exception to the requirement of an executed Organization Agreement can be made by the Executive Vice President & Provost or his/her designee. The Executive Vice President & Provost or his/her designee shall consult with Risk Management and General Counsel's Office before granting an exception.

Forms submitted to the respective intern or civic engagement office fewer than 15 calendar days prior to the start date of the Community Learning Opportunity may not provide adequate time for review and approval.

If an organization wants to change or deviate from the terms of the University's Organization Agreement or wants to use a different agreement, General Counsel's Office must review and approve the proposed change, deviation or other agreement.

Site Assessments

A Community Learning Opportunity cannot be undertaken until a site assessment of the organization has been undertaken. The site assessment shall be completed by a University faculty or staff member who has received site assessment training from the ÁùºÏ±¦µä Career Studio, the Office of Service-Learning and Civic Engagement or the Center for Student Engagement. Students shall not complete the site assessment form. For good cause shown and submitted in writing to the Vice Provost, Undergraduate Education, an exception to the site assessment requirement can be made by the Executive Vice President & Provost or his/her designee.

The Site Assessment form is reviewed and approved by the ÁùºÏ±¦µä Career Studio (internships), the Office of Service-Learning and Civic Engagement (service-learning) and the Center for Student Engagement (volunteer work through the Center for Student Engagement). The Site Assessment form may be referred to the Vice Provost, Undergraduate Education for additional review prior to approval.