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ARTS &HUMANITIESREMOTEINTERNSHIPTOOLKITA guide for artists &creative nonprofits &businesses forsuccessfully launchingremote internships.

Created with support by:UMass Arts Entrepreneurship InitiativeFOR FURTHER INFORMATIONumass.edu/aes aes@acad.umass.edu

WHAT'S INSIDE?1. What is a Remote Internship?2. Steps to Acquire an Intern.3. Remote Internship Tips.4. Your Onboarding Checklist.5. Arts Extension Service InternshipProvider Requirements.6. How is an Intern Different froman Employee?7. Pay My Intern?8. Quick Links.9. Sources.A&H REMOTE INTERNSHIP TOOLKIT

WHAT IS A REMOTE INTERNSHIP?Remote internships are professional learningexperiences offered online or digitally. Studentswork with organizations and businesses throughvirtual methods such as video call, phone, email,and instant messenger. Arts Extension Service (AES)is here to provide meaningful ways for our studentsto complete their internships and offer guidance foryour organization or business to successfullyimplement a remote internship.A&H REMOTE INTERNSHIP TOOLKIT1

STEPS TO ACQUIRE AN INTERN.1Create an Internship ListingUsing Our Templates2Submit Your Listing to AES.3Attend an Internship Fair.4Interview and Follow-up withCandidates.5Select Your Intern and Followthe Guide to Creating ASuccessful Remote Internship.A&H REMOTE INTERNSHIP TOOLKIT2

Get started with your remote internship listing.AES provides several internship templates that areapplicable to any field.The templates include:Arts Marketing and Communication Internship.Arts Fundraising and Development Internship.Arts Programming Internship.Research Internship.If your internship offers unique offerings that do not apply to thesetemplates, you can create a listing that fits your opportunity.How to Offer a Remote InternshipSelect the template(s) that best suit your internshipoffering(s) and organizational and business needs. Adddetails relevant to your specific internship to makeyour posting unique. Submit your internship listing.AES will review the posting, host it on our website thenpromote your internship listing to students throughHandshake, a student career network, and otherUMass departments and communications.A&H REMOTE INTERNSHIP TOOLKIT3

VIRTUAL INTERNSHIP FAIRConnect directly with students by attending theupcoming Virtual Arts Entrepreneurship Initiative'sArts and Humanities Internship Fair. Meetstudents and learn about their skills and interestsfrom the comfort of your office or studio.Introduce them to your organization or businessand the internship opportunities you areproviding.Fairs happen semiannually in September andFebruary. Find out about upcoming fairs here.Space is limited, so RSVP today!RSVPA&H REMOTE INTERNSHIP TOOLKIT4

SEVENREMOTEINTERNSHIPTIPSA&H REMOTE INTERNSHIP TOOLKIT

SEVEN REMOTE INTERNSHIP TIPS1Start with an orientation.Create an orientation plan for the intern to introducethem to your organization or business. Reviewcommunication guidelines, go through the scheduleand goals, introduce the intern to staff and key teammembers and walk through projects, file sharingsystems, and goals for the internship. Include shareddocumentation of this orientation with links providedto pertinent information.Ideally this can be shared in a cloud-based documentsuch as Google Doc so files can be updated as needed.This may be the student’s first experience in aprofessional position or virtual office, so leave time forquestions. Beyond the initial interview, take this timeto learn more about your intern and what skills andgoals they would like to take away from thisinternship.A&H REMOTE INTERNSHIP TOOLKIT6

SEVEN REMOTE INTERNSHIP TIPS2Create structured communication with flexiblework times.Schedule at least two standing weekly meetingsbetween the supervisor and interns. Consider having ameeting at the beginning of the week and another onThursday or Friday. Communication should extendbeyond these meetings to include frequent check-insthrough email and/or messages. Have internsschedule specific times that they will be online todesignate work time to projects. Have them track theirhours each week and send project updates. Bemindful that students follow academic schedules.Academic semesters are 12 - 13 weeks and studentshave less time during midterms and at the end of thesemester. They may be unavailable during Spring orThanksgiving breaks. Discuss semester dates at thebeginning of the internship and check-in periodicallyabout updates.A&H REMOTE INTERNSHIP TOOLKIT7

SEVEN REMOTE INTERNSHIP TIPS3Allow for individualization.The best internship experiences simultaneously givethe intern the opportunity to learn about whatinterests them while meeting the needs of yourorganization or business. This means you can identifyareas where you need support (developing a socialmedia plan, researching and writing grants) and helpthe right intern be inspired to work with you. Create aBalance. Get your needs met while teaching orguiding your intern so they learn while doing. You getthe work done and they learn how to do it. Discusswith the intern to shape the exact projects the internwill do.A&H REMOTE INTERNSHIP TOOLKIT8

SEVEN REMOTE INTERNSHIP TIPS4Be clear, provide timely feedback, and offercontext.Set clear priorities for interns and review work andprogress on a timely basis. Give specific guidance onprojects, deadlines, and how you would like to receivethe deliverables. Provide context for the project andhow this work will impact the organization orbusiness.A&H REMOTE INTERNSHIP TOOLKIT9

SEVEN REMOTE INTERNSHIP TIPS5Pick your tools.Select the best way to communicate with yourintern(s) and give them guidance on how yourorganization and business uses these tools. UMassstudents have access to many tools including Zoom,Google Drive, Google Calendar, MS Office 365, andothers. Additional communication and remote worktools that may be helpful in creating a projectschedule for remote work include Asana, Basecamp,Trello, and Slack* and other cloud-based projectorganizing apps.*Note: AES does not endorse these tools.A&H REMOTE INTERNSHIP TOOLKIT10

SEVEN REMOTE INTERNSHIP TIPS6Engage students with colleagues.One crucial lost link in remote internships is thatpotential to network in-person. In an office you mightintroduce an intern to a visitor, grab a coffee with acolleague, or provide an introduction to a futureemployer or mentor. If possible, schedule time for thestudent to participate in meetings, introduce them to acolleague, and encourage informational interviewswith people in their field.A&H REMOTE INTERNSHIP TOOLKIT11

SEVEN REMOTE INTERNSHIP TIPS7Give evaluation and constructive feedback.Provide measurable progress and constructivefeedback on the students' work. Remember this maybe the first time the student has worked in anindependent environment so your feedback is veryimportant. The intern's commitment and passion towork may be as important as the final deliverables.Some students may be interning for credit.Instructors may ask if you are willing to share anevaluation of your experience and AES is always hereto help!A&H REMOTE INTERNSHIP TOOLKIT12

ONBOARDING CHECKLISTReview communication and policy guidelines.Go through the schedule and goals.Introduce interns to staff and key team members.Walk through projects together.Establish, discuss, and show through screen share,the file sharing systems and tools that will be usedduring the internship.Share pertinent documents for the internship.Establish mutual goals for the internship with interns.Choose selected times to meet during the week.Invite intern to weekly meetings through a calendarwith video meeting links.A&H REMOTE INTERNSHIP TOOLKIT13

What does AES require me to do as an internshipprovider?By posting an internship through the AES and UMassAmherst Career Services, you agree to the followingmemorandum of understanding (listed on the AESInternship Posting Form):Inform the Arts Extension Service if you get anintern from your posting through the AES websiteand Career Services database.Allow the Arts Extension Service a site-visit (ifrequested) while you are working with your intern.Follow the U.S. Department of Labor internshipguidelines (See following page).Fill-out a simple evaluative survey at the end ofyour intern’s internship, to help AES better supportarts and culture internship providers.A&H REMOTE INTERNSHIP TOOLKIT14

How is an intern different from an employee?This is the most commonly asked question. The U.S.Department of Labor set six criteria to help determineif your offering is an internship or should be a paid job:The internship, even though it includes actualoperation of the facilities of the employer, is similarto training which would be given in an educationalenvironment;The internship experience is for the benefit of theintern;The intern does not displace regular employees,but works under close supervision of existing staff;The employer that provides the training derives noimmediate advantage from the activities of theintern; and on occasion its operations may actuallybe impeded;The intern is not necessarily entitled to a job at theconclusion of the internship; andThe employer and the intern understand that theintern is not entitled to wages for the time spent inthe internship.A&H REMOTE INTERNSHIP TOOLKIT15

Pay my Intern?While not required, offering a paid internship providesmany advantages to your organization or business.Offering compensation will attract top candidatesand create a competitive interest in yourinternship position.Paid interns are more likely to contribute to yourteam.Adding a paid internship to your budget, shows thetrue need for the position and shows funders theneed for budget growth.How to pay my intern?Include a budget line in your grant applications foryour internships (stipend or hourly pay).Join the community agencies that offer FederalWork-Study through UMass Amherst.If you can't pay now, offer students access to yourresources such as paid service subscriptions or useof equipment for their personal projects.Encourage students to intern for course credit. Tellthem to contact AES for details.A&H REMOTE INTERNSHIP TOOLKIT16

QUICK LINKSUMass AmherstAES Internship TemplatesAES Internship FAQAES Organization ResourcesAES Post Your InternshipHFA Advising and Career CenterHandshakeUMass Career ServicesSign-up for the Arts & Humanities Internship FairCollaborative Tools & ResourcesAdobe ExpressAsanaBasecampCanvaFoundation Directory Online and Grant Databases*Google Apps*Microsoft Office 365 Education (Word, Excel,PowerPoint, OneDrive)*SlackTrelloZoom**UMass students have access to these tools through the University.A&H REMOTE INTERNSHIP TOOLKIT17

SOURCESInternship Guideline Sources / Adapted From:UMass Career Services, Internships and Co-ops.U.S Department of Labor, Internship Programs Under The FairLabor Standards Act.University of Portland Career Center Virtual InternshipGuidelines As adapted from California State Fullerton,Proposed Remote/Virtual Internship Guidelines.The Yale Office of Career Strategy, Tips & Guidelines forEmployers to Create a Remote Internship.A&H REMOTE INTERNSHIP TOOLKIT18

UMASS ARTS ENTREPRENEURSHIP INITIATIVEThe Arts Entrepreneurship Initiative is a project of theArts Extension Service, funded by partners to providethe Arts & Humanities Internship Fairs and the AESInternship program. The Initiative works to advance ourregion’s culture, community, and creative economy bystrengthening ties between students, artists,community leaders, and the University. The Initiative’sprograms include internships, courses, workshops andprofessional development trainings, and consulting.FOR FURTHER INFORMATIONumass.edu/aes aes@acad.umass.edu

intern; and on occasion its operations may actually be impeded; The intern is not necessarily entitled to a job at the conclusion of the internship; and The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship. How is an intern different from an employee? This is the most commonly .