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0 INTERNSHIPS HANDBOOK LEIDEN UNIVERSITY COLLEGE Version 3.0 December 2015
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INTERNSHIPS HANDBOOK LEIDEN UNIVERSITY COLLEGE
Version 3.0 December 2015
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Table of Contents
Introduction ............................................................................................................................................. 2
Internship Basics ...................................................................................................................................... 2
Internship Requirements ......................................................................................................................... 2
Important deadlines ................................................................................................................................ 3
The Internship Step by Step Guideline .................................................................................................... 4
Form A: Guidelines And Format For An Internship Proposal .................................................................. 6
Form B: Cover Sheet Internship .............................................................................................................. 7
Form C: Internship/Research Project Host Registration Form ............................................................... 8
Form D: Guidelines And Format For An Internship Final Report ............................................................ 9
Form E: Internship Evaluation (to be completed by LUC Student) ....................................................... 10
Form F: Internship Performance Evaluation Form (to be completed by the supervisor at the Host
Organisation) ......................................................................................................................................... 12
Checklist Forms and Reports ................................................................................................................. 15
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Introduction Doing an internship provides students at Leiden University College with a great opportunity to apply the
content covered in a classroom setting in real-life situations. This handbook provides a framework to ensure
that this experience is beneficial for all parties involved (student, employer and LUC faculty).
Internship Basics During the LUC internship programme the following key individuals will play a vital role in order to successfully
complete your internship: your tutor, LUC internship supervisor (may be your tutor too), the supervisor of the
host organization and the coordinator of the LUC Internship Programme. The coordinator of the Internship
Programme is Hung-Wah Lam. Questions and documents can be emailed to: [email protected]
The tutor will see whether you satisfy the general eligibility requirements for the internship (i.e. whether the
student is not on academic or social probation, the minimum hours of the internships and whether the
internship suits the study plan of the student).
The LUC supervisor can either be your tutor or somebody else of the LUC Faculty. The LUC supervisor will take
on the following responsibilities
1. Give feedback on the student’s internship proposal.
2. Sign all the required documents for the internship application of the student.
3. Function as the first point of contact both for the student and the internship host organisation during
the internship.
4. Give feedback on and mark the student’s final internship report.
The supervisor of the host organization will be supervising your daily work at the Host Organization, evaluate
your performance at the end of your internship and mark your internship with either a Pass or Fail mark.
The Internship Coordinator supervises the entire internship process: from application to final evaluation and
makes sure that your credit and final grade is being processed by the Registrar. For all questions and in case of
unresolved issues, please contact the Internship Coordinator at [email protected].
Internship Requirements There are two ways of doing internships at LUC. First, all LUC students can participate in internship programs
outside their studies at LUC. Although these are often greatly beneficial to students, these internships will not
be awarded with credits and therefore fall outside the scope of this handbook.
Second, students can apply to take part in the LUC internship programme and make their internship count
towards their degree. In this scenario, an internship may be eligible for an accreditation of a maximum of 5
internal ECTS that count towards the required 180 ECTS of an LUC degree as a 200-level course. Such an
internship will be evaluated with a Pass or Fail mark, and will not count towards the student’s GPA.
Please note that as per 1 January 2016:
- Students must submit the required forms and internship proposal prior to the start of their
internships. Failing to submit these documents in time will lead to an uncredited and unmarked
internship.
- Internship credits are can no longer be tagged as part of their major, minor, or Global Citizenship
and will be regarded as internal credits.
- The Final Report and the Internship Evaluation must be submitted within 4 weeks after the last day
of the internship. Missing this deadline will result in a Fail mark for the internship.
In order to apply for this accreditation, the student must at the time of the internship application meet the
following requirements:
1. Students must NOT be on academic or social probation as defined in the student handbook.
2. The internship comprises of at least 140 hours of work (5 ECTS).
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3. The internship has to be part of the student’s study plan at LUC and recognized as such by the
student’s Tutor.
These first 3 steps will be checked by your tutor.
4. The student has completed all the necessary steps as detailed in this internship handbook (see also
the Checklist at the end of this handbook).
5. The internship has to be conducted over:
a. The summer (i.e. outside the academic program of LUC)
b. As a course substitute during the regular academic program in year 2 or 3. In this scenario,
the student must still partake in sufficient courses during the semester resulting in a total,
including internship, of:
i. 60 ECTS during an academic year;
ii. 30 ECTS during a semester;
iii. 15 ECTS during a block.
c. Only in exceptional circumstances will we allow for an internship to be outside requirement
5a or 5b. The Board of Examiners must approve such exceptional circumstances.
Important deadlines It is the student’s own responsibility to have all documents submitted in a timely fashion, both for the
documents that are needed prior to your internship as well those that you need to submit after your internship
in order to obtain the credits and final mark.
Please allow at least 3 weeks to complete steps 1 – 4 (see below). Without the approval of your tutor, LUC
supervisor and the supervisor of the host organisation, students cannot commence their internship.
In order to earn 5 ects for the internships students must satisfy the following rules:
- Have all the filled in and signed by the relevant parties Forms B and C and submitted with the
Internship Proposal before the commencement of the internship to the Internship Coordinator.
- Complete the internship successfully;
- Receive a Pass mark from both the LUC supervisor and the supervisor of the host organization; and
- Submit a Final Report within four weeks after the last day of the internship.
Please allow your LUC supervisor and the Registrar 3 to 4 weeks in order to evaluate your work and processing
your final mark and credits.
A special note to third year students: make sure you submit all documents in time to have your credits
processed before your graduation!
International Internships
Your internship provides an excellent opportunity to go abroad. However, in general a higher level of
verification and background work is required to identify a suitable international partner, and students are
advised to begin the process early if they intend to complete their internship abroad. Also, please familiarize
yourself with the relevant visa and resident/working permits that may be needed (outside the EU). These
procedures will require processing time!
Additional information and requirements necessary for completing an internship with an international partner:
• Visa and resident/working permit requirements for the country where the internship activities are to
occur;
• Immunization requirements for the country where the internship activities are to occur;
• A “letter of acceptance” from the local supervisor of the international partner who would directly
supervise your internship, describing the nature of your activities, location and setting, work
environment, expected hours of supervision, and providing appropriate contact information
(telephone and e-mail).
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Any international partner that is an NGO (non-governmental organization generally dedicated to a charitable or
environmental cause) or religious organization must have legal status within the region (i.e., be registered with
the municipality, state, or country) where the internship activities are to occur. The application must state the
type of certification, which may be verified by the Internship Committee.
Do not forget to leave the LUC Internship Coordinator your residential details and emergency contacts!
The Internship Step by Step Guideline
Step 1: Finding an Internship An internship enhances the classroom learning experience provided at LUC. For this reason it is important that
the internship fits well within the plan of study for each individual student. It is the responsibility of the
student to identify an appropriate internship partner, and to discuss this potential internship partner with their
tutor.
A suitable internship partner should meet the general criteria itemized below. Note that final approval of the
internship partner is by the LUC Internship Committee and occurs as part of the formal review of the internship
application. A suitable internship partner should:
• provide training and mentoring in your area of interests, whether research or work based,
• provide an internship experience that furthers your professional or academic training,
• have a defined supervisor(s),
• provide a safe working environment,
• provide specific tasks and responsibilities.
Step 2a: Discuss with your Tutor / LUC Internship Supervisor
Your Tutor is your first point of contact to discuss the possibilities of an internship. However, you can choose
to have your internship supervised by your Tutor or LUC Internship Supervisor, who is an LUC core staff
member able to supervise your internship. After identifying an internship organization you will need to discuss
with your Tutor, and if applicable your LUC Internship Supervisor, whether it is a suitable organization.
Step 2b: Contacting the Host Organisation
After approval by your Tutor or LUC Internship Advisor you contact the potential host organization. First
impressions count! Make sure you prepare well for this first contact. Think about why you want to join the
organization, what you want to do, when you want to join them etc.
Step 3: Writing your Internship Proposal
Based on your discussions with your Tutor or LUC Internship Advisor and the host organization you have to
write a proposal. For detailed instructions see Appendix A. This document has to be approved by your Tutor
and, if applicable, your LUC Internship Advisor by them signing the coversheet (Appendix B).
Step 4: Inform the Internship Coordinator and submit documents
After you have discussed your internship with your tutor/LUC internship supervisor and the future supervisor at
the Host Organization, please inform the Internship Coordinator by submitting the Internship Proposal (A), the
Cover Sheet Internships (B), and the Internship/Research Host Registration Form (C), and a curriculum vitae
(résumé). Make sure you have completed and submitted these documents prior to the start of your internship.
The internship application is not approved until all signatures have been received on the Internship/Research
Host Registration Form.
Step 6: Enjoy the Internship
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Step 7: Complete Internship
At completion of the internship the student needs to hand in three documents:
• A Final Report (instructions on Form D)
• An evaluation of the internship experience by the student (Form E)
• An evaluation of the student by the supervisor of the internship organisation (Form F)
Students will receive a past or fail mark by LUC supervisor (based on the report) and the supervisor of the
internship organisation (based on the Intern Performance Evaluation, Form F). Both assessments (i.e. Tutor or
LUC Internship Advisor and the Supervisor at the host institution) have to be a Pass in order to receive
credits for the internship.
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Form A: Guidelines And Format For An Internship Proposal
The internship proposal must be well written and organized, and includes a description of how your proposed
internship fits within your long term and immediate educational goals. This should mention specific LUC
learning outcomes, as well as how the internship you propose complements your broader curriculum. While
specific information in regards to your activities and assessment will be clearer after you have started your
internship, try to include as much information as possible at this point. The proposal can only be completed
after a partner is identified.
Contents of the internship proposal:
1. Title page: to include name, address, contact information, student ID #, major, date.
2. The Internship Proposal must be signed by your
3. Body of the proposal:
a. Introduction: overview of yourself, motivation for wanting to do an internship
b. Description of the partner: profile, history of organisation, location
c. Rationale for this internship partner: how does this partner fit within your larger educational goals
and curriculum? What specific course materials (skills, concepts, topics) will your internship draw
upon? How does it fit within your major?
d. Nature of activities: how will your days be structured (hours per task/duty)? Will your work
change during your internship? Is the work independent or within a team?
e. Describe internship in context of organisational hierarchy: how will your internship activities fit
within the organisation (as much as possible at this point)
f. Assessment: How will your work with the partner be evaluated? Try to answer this from the
standpoint of format, content, and timing.
a) Format: Will the partner supervisor provide oral or written feedback to you and/or LUC?
b) Content: Will the partner provide you with specific criteria, deadlines, and/or goals in which
your activities will be assessed?
c) Timing: Will your work be evaluated on a regular basis or at the end of the internship?
g. Both your LUC Supervisor and Supervisor of the Host Organization must sign the internship
proposal (last page) to prove that they have read and agree with the proposal.
Important note: as of 1 January 2016 it is no longer possible to have your internship credits count towards
your major, minor or Global Citizenship. It will be regarded as an elective course.
Formatting guidelines:
• 1,250 – 1,500 words
• double spaced
• Font: Times New Roman, size: 12 pt.
• 2.5 cm page margins
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Form B: Cover Sheet Internship
Student Information
Name of student: ____________________________________________________________________________
Student ID: _________________________________________________________________________________
Email: _____________________________________________________________________________________
Name of Tutor: ______________________________________________________________________________
LUC Supervisor’s Advisor name: ________________________________________________________________
Year Entered LUC: ___________________________________________________________________________
Total ECTS*: ____________________________ Overall GPA*: ________________________________________
*As indicated on your most current transcript.
Internship Program Information
Title of Proposed Internship: ___________________________________________________________________
Type of Internship: Research based / Work based (encircle one)
Name of Internship Host Organization: ___________________________________________________________
Name of Internship Supervisor at Host Organization: Mr/Ms:_________________________________________
Location of Internship (city and country): _________________________________________________________
Start date (dd/mm/yyyy): ________________________ End Date (dd/mm/yyyy):_____________________________
Address of Internship Partner:__________________________________________________________________
Contact information for Supervisor:_____________________________________________________________
Phone no.:__________________________________________________________________________
E-mail: _____________________________________________________________________________
Approval Signatures
1. Student: ________________________________________________________________ Date: ____________
2a. Tutor: _________________________________________________________________ Date: ____________
2b. LUC supervisor*: ________________________________________________________ Date: ____________
3. Supervisor Host Organisation:_______________________________________________ Date: ____________
4. Internship Coordinator: ____________________________________________________ Date: ____________
*If your Tutor will also act as your LUC Supervisor, please leave this line blank.
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Form C: Internship/Research Project Host Registration Form
Student Information (to be completed by the student)
Name of student: ___________________________________________________________________
Email: ____________________________________________________________________________
Host information (to be completed by the internship or research supervisor)
Name of Host Organization ___________________________________________________________
Address of Host Organization (street, city, postcode, country)________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Name and title of supervisor (Mr/Ms/Dr/other) ___________________________________________
Supervisor phone___________________________________________________________________
Supervisor email____________________________________________________________________
Please indicate the industry your organisation represents___________________________________
Are you able and willing to conduct a written performance evaluation with your intern?
Yes or No
May we contact you, if necessary, for further feedback regarding your experience with your LUC intern?
Yes or No
Would you be interested in posting other internship or full time employment opportunities to LUC students?
Yes or No
Student Project Information (to be completed by student and internship supervisor of the host organization)
Project start date___________ Project end date______________ Hours per week___________
Salary or stipend provided? Yes No If yes, amount_____________
Are any additional expenses (housing, board, transportation, other) provided?
Yes No If yes, explain _________________________________________________
Comments (if any)
Approval Signatures (to be signed in order)
1. Student: _________________________________________________ Date: ____________
2. Supervisor at Host Organisation: ______________________________ Date: ____________
_________________________________________________________________________________
Please email this form to: [email protected]
Thank you for your co-operation.
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Form D: Guidelines And Format For An Internship Final Report
The internship final report is a description and reflection of your internship experience. Your internship is not
completed until both the Final Report and the Intern Performance Evaluation Form are accepted by the
Internship Coordinator. The Final Report must be well organized and well written, and directly addresses the
sections below. The Final Report will be evaluated by your LUC Internship Supervisor who will mark it with a
Pass or Fail mark. The final report must be submitted within 4 weeks after the last day of your internship.
The report should contain the following sections:
2. Title page: to include name, address, contact information, student ID no., and date.
3. Please include all of the following points in your final report:
a) Description of partner and your internship activities: provide a brief overview of your specific activities
within the broader context of the partner’s mission
b) Knowledge gained: What new information or knowledge was gained from the efforts associated with
your internship?
c) Learning outcomes: What LUC learning outcomes did your internship contribute to?
d) Curriculum: how did your internship complement or build upon your LUC curriculum? Be specific in
terms of course topics, concepts, and technical skills.
e) Reflection: What lessons have you learned from your experience? Have you modified your long-term
goals as a result of the internship?
Formatting guidelines:
• 2,500 – 3,000 words
• Double spaced
• Font: Times New Roman; size: 12 pt.
• 2.5 cm page margins
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Form E: Internship Evaluation (to be completed by LUC Student)
Please email this report to [email protected]. This report will be filed for monitoring purposes and
information may be shared with other LUC students seeking internship or research projects. This report must
be completed and submitted to the Internship Coordinator within 4 weeks after the last day of your internship.
Student information
Name _____________________________________________________ Class Year ______________________
Email _____________________________________________________________________________________
How did you find this internship? _______________________________________________________________
Host information
Name and title of direct supervisor______________________________________________________________
Organisation name __________________________________________________________________________
Address of organisation (street, city, postcode, country) ____________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Supervisor phone _______________________________ Supervisor email ______________________________
Organisation website ________________________________________________________________________
Project information
Internship/Project title _______________________________________________________________________
Project start date _________________________ Project end date ____________________________________
Days per week ___________________________ Hours per week _____________________________________
Was position or expenses (e.g. housing, transportation) paid? Yes No
If yes, amount_____________
If no, were you able to locate other sources of funding, and from where?
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Describe your internship responsibilities. What skills did you acquire or develop? Compare what you
expected to learn with what you did learn.
What did you learn about yourself from this experience?
How were you able to use your LUC experience (in and out of class) during the internship?
How has the internship affected your future education and career plans?
What advice would you give to a student who is interested in this Internship? Would you recommend this
internship?
What proportion of your internship has a clear academic content, whether in the tasks rendered, the subject
knowledge and methodologies practiced, or the outcomes achieved?
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Form F: Internship Performance Evaluation Form (to be completed by the
supervisor at the Host Organisation)
The LUC Internship Programme would appreciate your evaluation of your intern’s performance. Feedback
from supervisors is very valuable to students as they develop their careers. We value your professional and
honest opinion. We kindly ask you to fill in this form and send a copy directly to the LUC’s Internships Office for
evaluation.
Please email this form to [email protected] or send it to
Leiden University College
Internship Office (ATTN: Mr H.W. Lam)
Anna van Buerenplein 301
2595 DG The Hague (The Netherlands)
Intern Information
Name of intern ______________________________________________________________________________
Job title ____________________________________________________________________________________
Host Organization Information
Name and title of supervisor (Mr/Ms/Dr/other) ___________________________________________________
Name and title of direct supervisor (if different from sponsor) _______________________________________
Organisation name __________________________________________________________________________
Address of organisation (street, city, postcode, country) ____________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Supervisor phone ___________________________________________________________________________
Supervisor email ____________________________________________________________________________
Organisation website _________________________________________________________________________
Signature ______________________________________________
Please rate the intern’s performance on the following areas of competency using the following scale:
5=excellent: this rating should be used to identify performance which consistently exceeds standards and expectations
4=above average: performance consistently meets and occasionally may exceed all goals and objectives and the
expectations of your internship programme.
3=average: performance consistently meets goals and objectives of your internship programme
2=below average: performance meets some but not all of the goals and objectives and expectations of your internship
programme. Further internship experience and coaching may be needed to raise performance to ‘average’.
1=unsatisfactory: performance is consistently below the expectations of your internship programme. Performance fails to
meet goals and objectives that have been discussed and therefore, is at an unacceptable level.
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Adjust to work environment ____
Comments:
Relationships/Collaboration with co-workers and supervisor(s) ____
Comments:
Response to supervision and constructive criticism ____
Comments:
Dependability ____
Comments:
Communication Skills (both verbal and written) ____
Comments:
Ability to learn ____
Comments:
Attendance/punctuality ____
Comments:
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Do you feel this student has developed skills, knowledge and attitudes necessary to build a career in this field?
What suggestions can you offer the student to enhance his/her career development and future job searches?
Would you recommend this student for permanent or full-time employment? Yes No
Have you reviewed this evaluation with your intern/student researcher? Yes No
Other Comments:
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Checklist Forms and Reports
Prior to the start of the internship
Form To completed by To signed by Send to
A. Internship Proposal Student - LUC Supervisor
- Supervisor Host
Organization
Internship Coordinator ([email protected])
B. Cover sheet Internships Student - Student
- Tutor
- LUC Supervisor
- Supervisor Host
Organization
Internship Coordinator ([email protected])
C. Internship/Research Host Registration
Form
- student
- Supervisor Host
organization
- student
- Supervisor Host
organization
Internship Coordinator ([email protected])
After the internship
Form To completed by To signed by Send to
D. Final Report* Student N/A - Internship Coordinator ([email protected])
- LUC internship supervisor
E. Internship Evaluation* Student N/A Internship Coordinator ([email protected])
F. Intern Performance Evaluation Form^ Supervisor Host
Organization
Supervisor Host
Organization
Internship Coordinator [email protected]
or by regular mail to
Leiden University College
Internship Office
ATTN H.W. Lam
Anna van Buerenplein 301
2595 DG The Hague
The Netherlands
* The Final Report and the Internship Evaluation must be submitted within 4 weeks counting from the last day of your
internship!
^ The Intern Performance Evaluation Form must be filled in and signed by your Supervisor of the Host Organization and
send directly to the Internship Coordinator (per email or regular mail).
