Senators heard two proposals for new business. Amity Noltemeyer presented proposed changes to the Graduate Assistantship Policy and Jenna Alvarez presented a new Master of Education degree in Counselor Education (EDP). Two special reports were heard. One on the Rinella Learning Center from Christina Carrubba-Whetstine, Director of the Miller Center for Student Disability Services and Learning Center and another on the AI Workshop by David Seidl, Vice President for Information Technology and CIO. The Provost updated Senators on two programs: MiamiTHRIVE and Humanities Futures. 

The November 20, 2023, minutes were approved.

The following reports and minutes were received on the Consent Calendar:

1. Curriculum

2. Graduate Council Minutes_11.28.2023

3. LEC Meeting Minutes_11.14.2023 

4. University Committee on Internationalization_11.10.2023 

With the approval of the November 20, 2023, minutes, the following resolutions were approved:

BE IT HEREBY RESOLVED that University Senate approves the proposed new Internship Policy Proposal Revision as it appears below:

Covered Parties: Undergraduate students

Defined Terms:

Internship: is a partnership between students, Miami University, and employers that formally integrates students’ academic study with work or community service experience and that:

• Is of a specified and definite duration;
• Evaluates each participating student’s performance in the internship position, both from the perspective of Miami University and the student’s internship sponsor/employer;
• May provide participating students with academic credit upon successful completion of the internship, and may provide students with compensation in the form of wages or salaries.

Internship Sponsor: The organization or corporation in which the student completes the internship. 

Internship Application:  System that Miami (currently Handshake) uses to process student applications for credit for internships, review details of the experience, and manage communication between student, faculty/staff supervisor, and internship sponsor/ employer.

Miami supervisor: Students completing required, program-related Internships must have a faculty member in the department granting the internship serve as the Miami supervisor.  Students pursuing optional, for credit Internships are strongly encouraged to seek a faculty member to serve as the Miami supervisor.  In rare situations (when the student does not have a major or a faculty member is not available), students pursuing an optional, for credit internship can request a qualified professional staff member (with at least a master’s degree) to serve as the Miami supervisor.

Proposed Revisions to Internship Policy (Undergraduate)

Overview

Miami University supports and encourages internship opportunities for students. The purpose of this policy is to identify the different types and features of internships available to Miami students and to set forth the responsibilities of the student, the University, and the Internship Sponsor.

It is important to remember that Miami University awards academic credit for the learning outcomes gained through the experience, rather than for the experience itself. To receive academic credit the internship must be a legitimate learning experience benefitting the student with measurable learning outcomes and not just a work experience in a degree-related field. While the majority of internship sponsors will be organizations and businesses external to Miami, Miami University may sponsor internships and co-ops if the work experience advances measurable learning outcomes and the professional development of the student.

Students should complete the application for the appropriate type of internship in consultation with the faculty advisor and site supervisor.  For internships that are required as part of a degree program, the faculty should also develop a Memorandum of Understanding with the internship organization.

Although internships can be paid or unpaid, research shows that paid interns are more likely to gain meaningful employment upon graduation. Students may receive credit for both paid and unpaid internships. International students wishing to pursue internships in the United States should consult the guidelines for Curricular Practical Training and Miami’s International Student & Scholar Services.

Minimum Eligibility Qualifications

Students must:

1. Be in good academic standing with Miami University and have maintained at least a 2.00 cumulative grade point average prior to applying for and enrolling in an internship. Individual departments/colleges or programs may require a higher GPA; and
2. Have completed at least two full-time semesters with a minimum of 24 GPA hours earned at Miami (for continuing students); or completed at least 12 GPA hours earned at Miami (for transfer students); and
3. Understand that academic credits may only be awarded in the term during which the internship is conducted; they may not be awarded retroactively; and
4. Be currently enrolled at Miami University and have been enrolled for at least one full semester prior to beginning an internship.

The department, program or internship sponsor may require a criminal record background check or a review of the student’s University disciplinary record and take that information into account when awarding internships.

General Expectations for Students:

Before and during an Internship, students must:

1. Complete the appropriate Internship Application which includes the Learning Plan. 
2. Communicate with their faculty advisor if there are concerns with the internship, including notifying the advisor if they are not able to participate in or complete the internship and reporting when they are in an uncomfortable work environment or experiencing discrimination or harassment as a protected class;
3. Abide by the Code of Student Conduct at all times.
4. Understand and follow the policies, procedures, rules and regulations of the Internship Sponsor.
5. Perform the internship duties for the hours and duration specified. Failure to maintain the internship hours may result in a loss or reduction of academic credit hours, a reduced or failing grade or administrative withdrawal from the internship.
6. Fulfill all of the academic assignments and reporting requirements of the Independent study or internship course. Failure to meet the goals of the Learning Plan may result in a loss or reduction of academic credit or a reduced or failing grade.
7. Complete the appropriate Human Subjects or Animal Research Training as required, if the internship involves research with human subjects (e.g., interviewing, collecting data) or animals.
8. Understand they are solely responsible for any financial obligations incurred by for their participation in the internship; this includes, but is not limited to, tuition and fees for credit hours, travel and housing arrangements, and the cost of background checks (if required).
9. Understand they are solely responsible for the payment of any medical care for injuries alleged to have resulted from their internship experiences.

Note: Students pursuing an internship may be considered for Title IV Aid if the internship is credit-based and a required part of the degree program.

General Expectations for Internship Sponsors

For credit-bearing internships, internship sponsor/ employers should

1. Complete the appropriate portion of the Internship Application. 
2. Enter into the Learning Plan with the student and the University as articulated in the Internship Application
3. Submit to the faculty or staff mentor a final evaluation of the student by the deadline specified by the department.
4. Designate a full-time professional as the Internship Supervisor.
5. Provide pertinent policies and procedures to the student before they begin the internship.
6. Provide the agreed upon relevant education/training to the student. Maintain regular communication about the student’s work activities during the internship. Any conflicts should be quickly resolved by communication among the student, instructor, and employer
7. When the internship is unpaid, maintain the intern status of the student, to be distinguished from employment status.
8. Make individual arrangements, if agreed upon between the student and organization, for any stipend or other benefit of service deemed appropriate.
9. Notify the department of any decision to remove the student from the internship prior to the agreed upon time (including the situation when a student is offered and accepts an internship and the internship opportunity is withdrawn prior to the beginning of the internship period) and provide a written report to the department specifying the reasons for terminating the internship.
10. Ensure the student understands Title IX policy and where and to whom the student should report any concerns regarding the internship experience including but not limited to discrimination, sexual misconduct or harassment.
11.  Fully comply with all applicable state and federal laws including wage and hour laws. See, for example: https://www.dol.gov/whd/regs/compliance/whdfs71.pdf

Expectations for Miami Internship Supervisors

For credit-bearing internships, Miami supervisors should:

1. Ensure that the appropriate Internship Application has been completed, including the Learning Plan and all portions by the employer and student.
2. Complete a fully executed Memorandum of Understanding with the University to provide internships required for the degree program or major.
3. Maintain regular communication about the student’s work activities during the internship. Any conflicts should be quickly resolved by communication among the student, instructor, and sponsor.
4. Assign appropriate credits for the internship experience.
5. Ensure that the student understands where and to whom the student should report any concerns regarding the internship experience, including but not limited to discrimination, sexual misconduct or harassment.

Expectations for Career Services

1. Maintain Internship Application (currently Handshake), the software that collects student requests for internship/co-op credit and enables the workflow to gather internship approvals from Internship Sponsors and Internship Supervisors.
2. Assist students in internship/co-op position searches without guaranteeing placements.  Career Services will cultivate relationships with new and existing employers in line with student interests and academic program offerings.
3. Document communications with the student and the employer regarding internship expectations and activities. 
4. During the internship experience, serve as a resource to students, internship sponsor and internship supervisor.  Assist in the completion and collection of evaluations and help resolve any conflicts among the student, sponsor, and instructor.
5. Ensure that the student understands where and to whom the student should report any concerns regarding the internship experience, including but not limited to discrimination, sexual misconduct or harassment.

Types of Internships

Internships involve a partnership between students, Miami University, and employers that formally integrates students’ academic study with work or community service experiences and that:

• Are of a specified and definite duration and are posted for a recognized academic term or part of a term and follow all academic calendar deadlines;
• Evaluate (when completing credit-bearing internships) each participating student’s performance in the internship position, both from the perspective of Miami University and the student’s internship sponsor/employer;
• May provide participating students with academic credit upon successful completion of the internship, and may provide students with compensation in the form of wages or salaries.

Internships at Miami can come in three different forms:

1. Optional, Noncredit Internships are internships that are initiated by the student, are not required for the degree and do not receive academic credit. Students do not enroll in any Miami internship-related course.
2. Optional, For Credit Internships are not required for the student’s academic degree or major, but because they relate to the student’s program of study, these internships qualify for undergraduate academic credit. These internships may count for the degree requirements, if the academic program requirements include that opportunity.
3. Required, Program-Related Internships are a requirement for the student’s declared degree or major and carry academic credit.

Specific Expectations for Different Types of Internships

1. Optional, Noncredit Internships
   1. Are initiated by the student, are not required for the degree and do not receive academic credit. In this situation, students do not enroll in any internship courses.
   2. May be pursued during academic terms in which students are enrolled in other classes or during breaks between periods of enrollment.
   3. Need not be related to the student’s program of study. No faculty supervision or written Learning Plan is required for an Optional, Noncredit Internship.
   4. Do not involve an agreement between Miami University and the Internship Sponsor.
   5. May be listed on the student’s resume, but do not appear on the student’s academic transcript.
2. Optional, For Credit Internships
   1. Are not required for the student’s academic degree or major. However, because these internships relate to the student’s program of study (e.g., major, minor, certificate program), they qualify for undergraduate academic credit. Note: The internship must meet a degree requirement to qualify for federal financial aid.
   2. May not exceed six (6) credit hours per semester/ term, nor more than ten (10) credit hours per academic year, and must follow the required minimum time commitments:
      1. 0 credits = less than 37.5 work hours
      2. 1 credit = 37.5 total work hours
      3. 2 credits = 75 total work hours
      4. 3 credits = 112.5 total work hours
      5. 4 credits = 150 total work hours
      6. 5 credits = 187.5 total work hours
      7. 6 credits = 225 total work hours
   3. Must involve an internship course (typically numbered 340, type N) in which the student is enrolled and which is supervised by an assigned faculty supervisor or a qualified career services staff member.  This course appears on the transcript and may be offered as credit/no credit or for a letter grade.  It adheres to the normal registration schedule and course-add deadline for the semester or term in which the internship is taken. Note: Students may elect to take a zero-credit internship course.  A zero-credit internship may be a cost-effective option for students particularly during the summer or winter term.  In consultation with the faculty supervisor, students may also take an independent study course (X77 with the I designation) for one or more credits during the semester following the internship experience to reflect on the learning gained during the internship experience.
   4. Complete assessments, which are strongly encouraged.
   5. May not be substituted for degree requirements.
3. Required, Program-Related Internships

1. Are a requirement for the student’s declared degree program or major.
2. Must be for academic credit. Academic credit may not exceed 15 credit hours per semester or summer term.
3. May not exceed 3 credits during the winter term and are often preceded or followed by a full-semester.
4. Abide by the following minimum time commitments:

1. 0 credits = less than 37.5 work hours
2. 1 credit = 37.5 total work hours
3. 2 credits = 75 total work hours
4. 3 credits = 112.5 total work hours
5. 4 credits = 150 total work hours
6. 5 credits = 187.5 total work hours
7. 6 credits = 225 total work hours
8. 7 credits = 262.5 total work hours
9. 8 credits = 300 total work hours
10. 9 credits= 337.5 total work hours
11. 10 credits = 375 total work hours
12. 11 credits = 412.5 total work hours
13. 12 credits = 450 total work hours
14. 13 credits = 487.5 total work hours
15. 14 credits = 525 total work hours
16. 15 credits = 562.5 total work hours

1. Have assigned faculty supervision that includes ongoing communication and guidance by the responsible faculty member.
2. Have concurrent integrated coursework that appears on the student’s transcript and may or may not be offered as credit/no credit or for a letter grade.
3. Have a completed Internship Application which includes a written Learning Plan.
4. Involve appropriate education by Miami University to better ensure that the student is prepared for the internship experience. This may include clinical and other hands-on training provided by Miami University.
5. Have a fully executed Memorandum of Understanding between the internship organization and Miami University.
6. Ensure that the required internship experience is related to the program of study by regular interaction with the student.
7. Require the student to report on a regular basis throughout the internship.
8. Complete on-site assessments for all Required, Program-Related Internships. If personal visits are not feasible, the instructor should regularly converse with the intern electronically including skype, phone, Internet and/or e-mail.
9.   Obtain the Internship Sponsor’s site supervisor’s completed Internship Evaluation.

 4. Internships Outside of the United States

1. Require students taking an internship for academic credit outside of the United States to register in the Miami University Independent Travel Program system at least 30 days prior to departure.
2. Strongly encourage students engaging in noncredit internships to register in the Miami University Independent Travel system.
3. Require enrollment in Miami University’s international travel supplemental health and safety insurance plan and in the S. Department of State Smart Traveler Enrollment Program (STEP). Students will also be expected to provide documentation regarding housing, transportation, and emergency contact information.
4. Require faculty supervisors to consult with Global Initiatives prior to approving an internship in a country listed on the S. Department of State Travel Advisory List.
5. Understand and abide by visa requirements and labor laws relevant to engaging in an internship in the host country.