Arts Leadership Program
Instructions for Intern Host Supervisors
1. INTERN EVALUATIONS
Supervisors are asked to evaluate their interns at the end of each semester. A copy of your evaluation forms must be submitted to the ALP Assistant Director on approximately the last day of each semester. Please see the 
Internship Calendar for details. All evaluations sent to the Assistant Director are confidential, and will not be shared with the student without your permission. However, we do encourage you to share your evaluation with the student directly through an Internship Evaluation Meeting.
Internship Evaluation Meeting: Host supervisors are encouraged to set up a meeting with your intern close to the last day of their internship each semester. Complete your written evaluation in advance of this meeting, and request that they bring their completed evaluation of the internship as well. The goal is that you will discuss what each of you see as the positive and negative aspects of the internship, and from that discussion come to a consensus on how to eliminate or diminish the negative aspects, while accentuating the positive.
In addition to facilitating meaningful
dialogue between intern and supervisor, these evaluations allow
the ALP Assistant Director to monitor the value of the internship
as an educational tool. They are also useful when writing reports
to supporters of the ALP, and will go in the student’s
permanent ALP record.
2. WORK SCHEDULE
Your intern has been asked to sit down with you at the beginning of each semester to create a work-schedule. Once this schedule is created they are required to stick to it. All time off must be requested, as in any job. If for any reason they have a time crisis and feel overwhelmed by their workload they have been asked to contact you to work out a possible solution.
All Interns are responsible for 8 to 10 hours per week, with a required total of 120 hours per semester. See the Internship Calendar and Payroll Schedule for details. There is flexibility on the part of the supervisor as to whether or not the interns adhere to the 8 to 10 hours a week, but interns cannot be required to work more than ten hours. They must agree to this voluntarily. We ask that you track your interns hours, and stay as close to 120 for the semester as possible, unless you and the intern reach a separate agreement, with the approval of the ALP Assistant Director.
3. REPORTING TIME
All interns must submit timecards on a biweekly basis so that
we can track their hours and they can be paid. They will enter
their hours online into the University of Rochester's Human
Resource Management System (HRMS), print off a Timecard showing
their hours worked, and ask you to sign the Timecard to verify
hours worked to the ALP office. Timecards must be signed
in ink by the internship supervisor. All interns must then submit
their completed timecard to the ALP office by the deadline.
Since the University of Rochester payroll is on an awkward schedule (Sunday through Saturday– bi-weekly), we suggest that you maintain your own system of tracking your interns hours so that when it comes time to sign their time card you can verify the time worked.
For more information on reporting time, reference the following documents:
4. UNIVERSITY HOLIDAYS
All University of Rochester & Eastman School of Music Holidays
must be honored. Interns are not permitted
to work those dates as noted. See the Internship Calendar for details.
5. PROBLEMS WITH A STUDENT
Please report any problems with a student to the ALP Assistant Director immediately. Although we have carefully screened these interns, they are not perfect and may not adjust instantly from a scholastic environment to a professional one. We will do our best to resolve any problems you might have with an intern as quickly as possible. At the RPO, Marilyn Merrigan should also be consulted immediately if there is any problem with an intern.