Program Information (2019) Smathers Graduate Student Internship

Material Information

Program Information (2019) Smathers Graduate Student Internship
Added title page title:
UF Smathers Libraries Graduate Student Internship Program
Smathers Libraries Graduate Internship Program Committee
Keith, Brian W.
Taylor, Laurie N.
Ewing, Stacey Russell
Gonzalez, Sara
Nemmers, John
Tennant, Michele
Ansell, Maggie
Elrod, Rachael
Seale, Colleen
Place of Publication:
Gainesville, FL
George A. Smathers Libraries, University of Florida
Publication Date:
Physical Description:


Documentation for the Smathers Libraries Graduate Internship Program: Updated in April 2017 to note change for spring submission date to 4/15, prior was 4/1. Updated in November 2016 to:1) clarify that the evaluation process includes support for one round of review for proposals for each internship deadline; and, 2) update application material information to refer to the new template. Updated on 1/22/2018 to clarify on evaluative criteria and post-award processes. Updated 2/15/2019 to remove link to old Strategic Directions with new Strategic Directions. Updated 7/17/2019 to include public domain statement. Updated 10/9/2019 to include statement on proposal being with a Creative Commons Attribution NonCommercial License.

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Source Institution:
|University of Florida
Holding Location:
|University of Florida
Rights Management:
Public Domain: This work (Internship Program Guidelines) is free of known copyright restrictions.


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Smathers Graduate Student Internship Program Guidelines, Page 1 1 Smathers Graduate Student Internship Program Guidelines (October 2019 ) Purpose: The Smathers Graduate Student Internship Program provides semester based graduate student internships in the George A. Smathers L ibraries in collaboration with academic unit s .1 The Smathers Graduate Student Internship Program experience will complement the graduate student s academic career and provide for their professional development Funding for the Program has been generously made available by the Dean of Universit y Libraries. Awards are made annually via a competitive process, which is open to all library faculty2. Successful proposals are competitively selected in the fall and spring and are funded by the Libraries to occur in the following semester(s) These internships will benefit the Libraries and foster transformative collaboration across campus. Proposals require collaboration with at least one faculty member or exempt level employee in the Libraries, who will serve as the Internship Director, and one faculty member partner from outside of the Libraries. The P rogram provide s a supportive environment for those who wish to gain experience conceptualizing, writing, and administering internship projects. Internships may have a duration of one two, or three semesters for Fall, Spring, and /or Summer A and/or B or Summer C. Award s : The f unding provided by the Program is exclusively for the graduate student i ntern s wages. The hourly rate of pay will be $15 for a maximum of 160 hours (based on a typical internship of 10 hours per week, for a maximum of 16 weeks per semester ) The award per semester will not exceed $2,500 inclusive of fringe benefits. Graduate Student Eligibility : Graduate students must be active and in good standing in their program, and must possess the requisite skills, knowledge, and abilities to successfully undertake the specific internship project. Graduate students must be e ligible to work within the parameters of the award as described above, and m ust have submitted a completed application for the internship prior to the posted close date. The selected graduate student i ntern does not have to be from the same program as the partnering academic faculty member. 1 All University of Florida academic programs and e xternal library /information science programs accredited by the American Library Association are eligible. U pper Division u ndergraduate UF students may be eligible on a case by case basis, in consultation with the Internship Program Committee. 2 Smathers staff employees may also be eligible to serve as an Internship Director and should contact the Internship Program Committee for more information.


Smathers Graduate Student Internship Program Guidelines, Page 2 2 Contacts : The Internship Program Com mittee is available for assistance and questions : Evaluation Criteria: Each proposal will be evaluated by the Internship Program Committee according to the following criteria and recommended to the Deans in priority order based on the highest scoring proposals. Please note that an Internship Director may only hold one internship at any time. Evaluative Area Points Conformance to proposal requirements and qual ity of presentation 1 0 Quality of content and likelihood for successful completion 10 pts 10 Value of the benefits to the Libraries (e.g., Strategic Directions ) 15 Value of the benefits to the Academic Unit and faculty partner 15 Value of the benefits to the intern 25 Supports work and activities in relation to diversity and inclusion 5 Opportunities that are time sensitive (e.g., closely aligned with a current major event/initiative; external funding) 10 First time applicant s 10 Prior internships have been successfully completed y/n Evaluation Process: All proposal submissions will be reviewed and rated by the Internship Program Committee To create a strong proposal, applicants should closely follow the requirements stated here and should familiarize themselves with the e valuation c riteria Appli cants may also wish to review examples of prior internships: The Committee may seek clarification after submission and prior to award. For clarifications, the Committee will send an email list of questions, with a request for responses in the form of updated proposals using Track Changes. The Committee is able to support one round of review for proposals for each internship deadline; proposals needing more extensive revisions will be recommended for the next application cycle. Proposals endorsed by the Internship Program Committee will be reviewed by the Dean of Libraries, who will ultimately determine if the internship assignment is approved. Proposals for all awarded internships will be loaded for Open Access to the IR@U F with a Creative Commons AttributionNonCommercia l ShareAlike 4.0 International Public License By submitting, the Internship Director is confirming approval by the full project team. Also, please note that awarded internships are recommended to be cited/listed as internally funded awards.


Smathers Graduate Student Internship Program Guidelines, Page 3 3 List of Required Documents for Application: 1. Cover sheet with signatures 2. Application, following the template Application Submission Procedure: Email electronic copies of all documents to the Internship Program Committee including a scanned copy of the coversheet with signatures. Deadlines and Schedules: 1. For the following Spring, Summer and/ or Fall, the application deadline is October 1; for the following Summer Fall and/or Spring, the application deadline is March 1 2. Applications must be submitted electronically to by 5pm on the deadline date 3. The Internship Program Committee will review proposals during the month of submission ( March ; October) 4. Notification of awards will be made by the following month ( April ; November ) a. The I nternship Committee sends notification to the Internship Director, shares at Joint Chairs, sends an All Staff announcement, and all awarded proposals are posted to the IR@UF ( with a Creative Commons AttributionNonCommercialShareAlike 4.0 International Public License ) and linked from the Internship Program website. 5. The Libraries HR should be contacted prior to the semester start for the new intern for the hiring process, includin g the letter of agreement. 6. Reports are due each semester by the grade submission deadline ( and deadlines.aspx#ac ) a. Confidential evaluation for the i ntern b. Non confidential survey response assessing the internship in relation to the metrics and deliverables from the application. Resources: Guidelines and other materials for this P rogram are available on the guide for internships in the Libraries: Internship Program Committee Charge Members: Internship Program Committee members f or the Smathers Graduate Student Internship Program will be faculty s elected from the Libraries and a cademic units Members will serve staggered terms of no less than one year. Description of Responsibilities: The Internship Program Committee is charged to support the Smathers Graduate Student Internship Program Specific advisory and operational activities include:


Smathers Graduate Student Internship Program Guidelines, Page 4 4 Review and rating of proposals and recommendations to the Dean of University Libraries D efine components for successful internships and educational experiences in support of scholarly inquiry alongside professional development; Establish and follow procedures for periodic reporting and review of internships to ensure optimal support for i ntern s, Internship Director s, and c ollaborat ors; Regularly assess and consider improvements to the P rogram to ensure it delivers effectively on its purpose ; Consult with Di rector of Graduate Studies in academic units or other subject experts for additional expertise as needed to support and assess internship proposal s. This work (Internship Program Guidelines ) is free of known copyright restrictions.