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So your LC is planning to host an intern? Don't fret over what to do! Below are many helpful tips on how to ensure smooth sailing for you and your intern.
Preparation
- Elect a Reception Coordinator/Committee no later than the beginning of the Spring Semester. Remember that this person must have access to the Local Committee bank account in order to cash the Finder's fee check. This should be a responsible person or group of people who will be on campus over the summer. This is a REQUIRED position. Failure to provide reception to your incoming interns could jeopardize your LC status and Finder's Fee.
- Once elected, it is the President's responsibility to communicate who the Reception Coordinator/Committee is to the National Office, no later that March 1.
- From March 15, keep checking the APS database (https://aps.aipt.org) every couple of days. This is where the National Office will update the status of your incoming intern; including travel information and incoming intern's email address.
- The newly-elected Reception Coordinator report is due to the National Office by May 1.
- Email your intern to introduce yourself and ask pertinent housing questions, such as roommate gender preference if any, if the intern smokes, or allergies to animals. At this point you would also direct your intern to the Reception section of your website.
- You must locate housing for your intern. This should be an apartment, furnished if possible, close to work and public transportation, and affordable according to the lodging information on the original offer letter. Ideally the intern will live in only one location for the duration of the internship. If your intern will have a roommate, be sure to let him or her know about the roommate, (it is important to detail the arrangements since this may be new to other cultures) and any other details about accommodations. Also be sure to find out and communicate to the intern about up front costs (security deposit) or any additional costs (utilities). In instances where interns will be sub-leasing or housing with someone, charge a refundable deposit.
- After the accommodations are solidified, contact the employer so he or she is aware that the intern has lodging and that the LC is fulfilling its commitment to the intern.
- Armed with the intern's travel plans, coordinate with your committee who will pick him or her up, or make other arrangements such as bus plans for your intern. If you pick your intern up at the airport, it is nice to have a card with the intern's name on it or IAESTE so he or she can find you.
- Always make sure your intern has emergency contact info of you and your committee, in case you don't meet up at the arranged time and place.
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Settling in/Logisitics
- Yay! You've met up with your intern at the airport. Bring him or her to his or her accommodations, drop off luggage, and it would be great to feed your intern. Although the intern will most likely be exhausted from travel, offer to take him or her out to grab a bite. It's recommended that the intern exchange money at the airport, as not all local banks will exchange local currency. It would be best to find out the situation in your town prior to the intern's arrival.
- Make sure that the intern is all set up in his or her housing. A trip to Wal-Mart or Target is not a bad idea, and can even be seen as a cultural experience.
- The intern must check in with the National Office so his or her arrival and contact info can be put into the government database, SEVIS. This information will be electronically sought by the Social Security Administration when you and your intern apply for his or her social security card.
- Take the intern to his or her first day of work and introduce your intern to his or her supervisor. Make sure your intern in aware of how to go to and from work on his or her own. Also follow up with the employer a week or so after the intern began work, to make sure all is well. It's all about customer service!
- SOCIAL SECURITY CARD - The intern must apply for a Social Security Number. The intern must first fill out the SS-5 form found at www.ssa.gov. Then, you want to go to the Social Security Office with your intern to apply for a card as soon as possible. The intern must have the DS2019, I-94 card, visa, and passport. Even if the Social Security office cannot verify the intern's info yet, the office should give the intern a receipt saying that he or she has applied.
- If you intern is training on campus, take the intern to be set up on payroll once the intern has applied for a Social Security number.
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Have Fun!
- Once the intern has settled in to the groove of things, plan some fun activities! Amusement parks, BBQs, parties, roadtrips, baseball games - these are all great fun things to do. Imagine yourself working in a foreign country, and how you would hope the local committee there would treat you and take you around.
- Please note that most establishments that require an ID to enter will only accept a passport as viable photo identification.
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All Good Things Must Come To An End...
- It would be a good idea to host a farewell party and arrange for a souvenir for your LC's interns, something as small as a mug or t-shirt from your school.
- When the internship ends, it would be nice if you saw your intern off at the airport. Until next year!
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