Greatra Mayana

Career & Employment Opportunities

2019 Internship Funding Program Virtual Info Session

Hello and welcome to the virtual information
session for the Duke Career Center’s Internship Funding Program. My name is Leigh Ann Waring and I coordinate
the funding program. It is my pleasure to guide you through this
information session today. As part of this virtual information session
we’ll cover the basics about the Internship Funding Program. This includes the objectives of the program,
student eligibility information, the types of experiences that qualify for funding, frequently
asked questions and the application process. Before we discuss qualification criteria,
let’s talk a little bit about the actual program. What is the Duke Career Center Internship
Funding Program? Well, it’s a funding program for low-paying
or unpaid internship experiences. It was created as a way to encourage Duke
students’ participation in experiential education and career exploration. It is our hope that by providing funding students
will engage in a more diverse array of internship opportunities, as it opens opportunities that
may not be fiscally optional otherwise. The purpose of the program is to minimize
expenses that students accrue as a result of participating in unpaid or low-paying internships. Please note that the funding dispersed through
this program is not intended to provide a wage or stipend for the actual work performed
during the internship. But, rather, it is to offset the cost for
these types of experiences. As we begin to get into program details, I
want to mention two key pieces of information up front. 1. Application deadline: February 28 at 11:59
p.m. Please note that this is a hard deadline and that there is absolutely no exceptions
that will be made. 2. Maximum Award: $3,000 Please note that this
is the maximum award amount and that students are not guaranteed to receive this amount. Award amounts vary from 600 to 3,000 dollars
and are based on application quality and student financial need. We will talk about this more in a few slides. So who is eligible to receive funding through
the Career Center’s Internship Funding Program. There are several criteria that need to be
met in order to qualify. First, you need to be currently enrolled at
Duke as an undergraduate student. Unfortunately, at this time, only undergraduate
students are eligible to participate through this program. Graduate students are encouraged to seek funding
through the Duke Graduate School. Second, you must either be enrolled in classes
or in a university approved study abroad experience in the fall semester after your internship. Unfortunately May and August 2019 graduating
seniors are not eligible for funding. Third, you must be in good standing with the
university. This included good academic standing, good
standing through student conduct, and good standing with the Bursar’s office. And fourth, you must be legally eligible to
complete an internship with your student visa. If you are unsure whether your visa allows
for you to complete an internship, please visit Visa Services in Smith Warehouse. There is also qualifying criteria for the
types of experiences covered by the funding program. In order to be eligible, the experience will
need to meet the following: the experience must provide a minimum of 240 hours. This is the equivilant of 40 hours per week
for six weeks. Your experience can last shorter or longer
than six weeks as long as it meets the minimum hours. Internships with more hours do not receive
preference during the evaluation process. Your internship must start and conclude during
the summer. The experience must include consistent supervision
and mentoring by a professional. The experience must be unpaid or the pay must
be equal to or less than $1500 for the entire summer. This amount includes all types of compensation,
including hourly wage, stipend, living allowance, travel allowances, etc. The internship funding program is also open
to supervised research projects. The funding program is a highly selective
program that grants awards based on the quality of experience and financial need of the applicant. Recipients are selected by an independent
selection committee that blindly reviews and ranks all applications. The selection committee is seeking out the
most competitive internships and will be evaluating the learning outcomes and quality of experience
for each applicant. The most competitive internships will provide
the opportunity for the following: Intellectual growth. Developing knowledge and skills relating to
a specific career or setting. Exploring new career options and understanding
career paths. Developing professional skills. Exposure to a unique experience that can not
be gained through a paid position. And most importantly, these experiences will
address your specific learning goals, whether it be academic, career, self-knowledge, or
all of the above. Therefore it is important that you present
your opportunity in the best light possible and explain why the experience is important
to you. While we encourage all undergraduates to apply
for funding, regardless of major and interests, please be aware that there are some programs
that do not qualify for the Career Center’s funding program. If you’re interested in pursuing any of the
following experiences, please be aware that you will need to see funding from other sources. Fee-based volunteer programs. These types of programs require students to
fundraise a certain amount of money prior to participating in the internship program. Tuition-based programs. Like the fee-based programs, these internships
require a student to pay tuition in order to participate in the internship program. Many times these programs will include language
programs, touring packages, and seminars as part of the internship program. Courses or training programs without a significant
experiential component. Some programs exist that provide students
with a mini internship along with academic coursework. Unfortunately, these programs do not meet
the experiential education hours required for funding. And traditional study abroad programs that
are mostly academic in nature. Again while these have experiences that may
be beneficial to students, they are not covered by the terms of our endowment and therefore
are not eligible for funding through the Career Center Internship Funding Program. Next we are going to discuss some frequently
asked questions. The first frequently asked question is very
popular and I tend to get it numerous times during an application period. The question is, can I still apply for funding
if I have not yet been accepted into an internship? The answer to this question is yes. You can still apply for funding even if you
have not yet secured an internship position. However, you must be in the application process
or interview process for the internship in order to apply. This means that you must have at least submitted
a resume to the employer prior to applying to the funding program. This allows students to still be considered
for funding even if their desired internship program has a late spring application deadline. Please note however, that all students who
are selected for funding must provide proof of acceptance of an offer prior to having
their funds dispersed. The second frequently asked question: I haven’t
made a final decision on where I’ll be interning yet but have received multiple offers. Can I include more than one internship in
my application? The answer to this question is yes. You can actually include up to three internships
for which you would like to be considered for funding. In addition to meeting all eligibility requirements,
all three positions must also be fully documented according to the application instructions
in order to be considered for funding. Please note, however, funding can not be transferred
to experiences outside those listed on your application. This means that if you are selected for funding
and decided to accept a position not listed on your application, you must return all of
the funds. Therefore, it is very important that you are
being selective when listing the positions on your application. Third frequently asked question: Exactly how
competitive is the internship funding program? This is a great question. You should think of the funding program the
same way you would think of a scholarship or fellowship program. The Duke Career Center has a specific amount
of funding that is available based on the endowment from generous donors. We try to award as many students as we can
with this funding. However it is impossible to award all applicants. The exact number of students being awarded
funds is entirely dependent on the number of applicants, the quality of their application,
and their financial need. In the past, our award rate has varied between
17 percent and 37 percent. With this being said, we encourage all undergraduates
with a financial need and interest to apply for funding. Let’s move on into discuss the program’s application
process. Because the program is selective, the application
process is somewhat involved and has multiple steps. All steps must be completed by the application
deadline of February 28. Again, there will be no exceptions to this
application deadline. All materials must be submitted by this date
and time. The first step in the application process
is to either attend a live, in-person information session or to view this virtual information
session. If you are viewing the virtual session, please
note that you must also complete a certification agreement attesting to your viewing. The certification agreement is located online
at an address which is displayed in the about section of this YouTube video. The next application step involves completing
an online application and having your employer complete the Employer Verification Form. We’ll talk more about both of these steps
in a minute. Finally, you will be required to submit three
documents to the Career Center’s CareerConnections database. These documents include your resume, a personal
statement, and an unofficial transcript. If you would like assistance with your resume
or personal statement, you can contact the Career Center to schedule an appointment with
a career counselor or you can visit during Drop-in Advising. For the unofficial transcript, you will need
to submit a request to the registrar’s website or to screenshot your Aces (DukeHub). Again all these steps must be completed by
the deadline and all application materials are expected to uphold the Duke Community
Standard. As I mentions on the previous slide, part
of the application process involves the completion of an employer verification form. This is an online form that must be completed
by your internship employer. It is your responsibility to contact the employer
and to provide them with a link for the form. However, it is the employer’s responsibility
to actually complete the information. This form must be completed by each organization
listed on your application. The employer verification form is not a confirmation
of an offer and it must be completed, even if you are still in the application period
for the internship. The form provides us with the following information:
Organization contact information. Your internship application status. Internship compensation and responsibilities. Supervision arrangements and the number of
hours expected. The form allows us to verify that the internship
meets our program requirements. Please contact your employer as soon as possible
to have your employer complete this form. The form must be completed by the February
28 deadline. This brings us to another frequently asked
question, If I can’t reach my employer to get them to complete the verification form,
what do I do? Or, what if my employer does not have reliable
internet access? These situations do arise sometimes, especially
for students who are traveling abroad to remote areas for their internship. If you find yourself in this situation, an
alternative verification process may be available. However, you must communicate this to me early
in the application process. Because it takes time for me to reach out
to the employer and find an alternative verification process that meets their needs, last minute
requests will not be granted. And without the completed verification, you
will not be considered for funding. One of the other major steps in the application
process is completing the online application. The application has different parts which
address your information. The employer and internship information and
also a budget of expected expenses. The budget portion of your application is
critical. It is how the selection committee determines
your financial need. We do not access your FAFSA or go through
financial aid in determining need. Instead, we ask you to provide us with a budget
for each of the internship positions for which you would like to be considered for funding. The budget should include the costs that you
will incur as a result of pursuing the internship. For example, you can include cost information
for expenses such as housing, transportation (including day to day transportation as well
as transportation to your site location), food, utilities and other miscellaneous expenses
such as visa costs or costs for vaccinations. It is critical that you research these costs
and use realistic numbers in your budget. The reason for this is that once you submit
your application, you can not edit or alter your budget request. The funding that you receive from Duke can
not exceed the cost that you document on your application. This included funding from all sources on
campus, whether it be from the Career Center or undergraduate research or another office. Therefore, if you have a large need, please
be sure to list the total expense number on your application. Internship Funding Program funding can be
stacked on top of other university funding as long as the total amount that you received
does not exceed the amount requested on your funding application. Also, please note that there are some non-qualifying
expenses that the university will not cover. Luxury, lifestyle or preexisting expenses
such as cell phones, internet and entertainment costs, dining out, etc. will not be covered
by funding. This is a sample of what your budget may look
like for one of your organizations. Budget templates are available on the Internship
Funding website or by contacting a Career Center counselor. Please do not copy the content on the sample
budget as the numbers are fictitious and will likely not meet your financial needs. Again, it is critical that you research costs
in your target geographic region. Once your budget has been submitted, you will
not be able to edit the information. The resume, personal statement, and unofficial
transcript must be submitted through the Career Center’s CareerConnections website. CareerConnections is a job and internship
database. As a Duke student, you already have an account
established with CareerConnections. To access your account you can visit
or click the link on the Career Center’s website. Then you can log in using your netID and password. Once you log in, you need to upload all the
required documents onto your profile and then apply to the Internship Funding Program’s
Job listing. It is important to remember to apply to the
position after uploading your documents so that the selection committee receives your
materials. The next couple of slides will walk you through
this process. This slide shows you how to upload your documents
on to your profile. To upload your documents, click the mouse
on the “my profile” and then click on resumes. This will take you to the page to upload your
resume. Once your resume is uploaded, repeat this
step for your personal statement and for your transcript. Note that your personal statement should be
uploaded under “Cover Letters” and that your transcript should be uploaded under “Additional
Document.” This places the materials in your account
so that you can then apply to the Internship Funding’s job posting. Please note it is important that you upload
your documents in the appropriate places as it is how CareerConnections determines whether
you have submitted the correct materials for the application. To find the Internship Funding Programs job
posting in CareerConnections, click on the Jobs & Internship Search in the left hand
menu. This will bring up a search engine. Type in Duke Career Center Internship Funding
Program into the search engine and click search. The search results will show up and there
should only be one job listed. Click on the Internship Funding Program 2019
job title. This will take you to the Internship Funding
Program job posting, which provides details about the program and the application process. Click the blue “Apply Now” arrow at the top
left of the job posting page. Once the job posting page loads, search for
your resume, personal statement, and transcripts from the search engine and click the blue
“Apply Now” button. This will submit the documents to the selection
committee for their review and consideration. The guidelines for your personal statement
are included in the CareerConnections job posting. However, they are also listed on this slide
for your information. To create the most effective personal statement,
please follow these guidelines. Documents should be three pages or less. The document can be either single-spaced or
double-spaced. You should include a description of the organizations
listed on your application. Include descriptions of each internship position
listed on your application. Discuss how this opportunity will advance
your personal, professional, and intellectual goals. This is critical as the selection committee
will be specifically looking for this information. Address why this position is important to
you and why it is worth funding. Also, discuss how this particular position
differs from other, similar opportunities which may be paid. If you are applying for a service-learning
position, please discuss your intentions to contribute to the organization’s goals. As you are applying for the Internship Funding
Program, please be aware of the following terms and conditions associated with the program. The funding award that you receive is attached
to the internships listed on your application and is not transferrable to any other position. Therefore, please be selective when listing
your positions on the application. Funding awards are taxable income and your
award will be taxed at the time of dispersement. This means that if you are granted an award
of $1500, the actual amount of money that you will receive will be less as taxes are
taken out. The exact amount deducted will depend upon
the tax forms that you complete with the university. However, most students see 20-30 percent withheld
in taxes. The majority of students will receive the
tax amount as a refund after filing their annual taxes. If you are selected for an award, the following
will be asked of you as a condition of the program. Write a thank you letter to your donor, submit
at least two photos taken during your internship, submit a reflective essay at the end of your
internship, which will be sent to your donor. Participate in a post-internship reception
(usually in September-of course, unless you are abroad), submit an entry into our Summer
Experience Survey, and participate in InternMix (a networking event held in the spring). Some additional, important considerations
for you to think about when applying to the funding program:
The funds you may receive are taxable income. We cannot wave the tax as it is federal law. Please take this into consideration as you’re
planning your summer. Employer decision timeline–We have to confirm
your offer and acceptance prior to processing your award. Also, please be aware of factors such as security
clearance and the impact that they may have on your experience. For example, last semester we had a student
who had to return his funding because a security clearance did not process in time to fully
complete the internship over the summer. International travel. If you are traveling broad for your internship,
Duke has requirements that you must complete prior to departing. First, your travel must adhere to the Duke
travel policy for Duke undergraduates, including adhering to the list of restricted regions. You must also register your travel plans and
provide proof of insurance for your trip. Some key dates for you to be aware of, as
they relate to the funding program: February 28 Applications are due. April 3 funding decisions will be announced. You will be contacted by email regardless
of whether or not you’ve been accepted for funding. April 8 you must notify the Career Center
about your intention to accept or decline funding by this date. Also you must visit the Career Center to complete
the required payroll paperwork if you decide to accept the funding. Late May you will receive your funding payment. And mid-September your photos, thank you letters,
and reflections papers are due. We want everyone who is applying for funding
through our funding program to approach the process as if you are going to be selected
for an award. In order for payroll to process your award
in time for a May disbursement, we must complete all of the necessary paperwork quickly. Federal law requires that a valid passport
or a valid driver’s license and social security card be presented when tax paperwork is completed. These documents must be shown in-person and
must be original documents. No photographs or scans can legally be accepted. No exceptions can be made to this–as it is
federal law. Please begin gathering these documents now
so that they are readily available should you be granted a funding award. Your award can not be processed without these
documents being presented unless you are already on Duke payroll. Please note that if you are not able to submit
these document by the April 8 date, your award will be forfeited and distributed to another
student. If you have questions or would like to meet
with a counselor for assistance with your funding application, please contact the Career
Center to schedule and appointment. Or, if you have a brief question, you may
also visit during Drop-in Advising. Please note that Drop-in Advising is reserved
for concerns that are 10-minutes or less in nature and occur on a first-come, first-served
basis. Therefore, you may have to wait to be seen. In addition, a series of live online text
Q&A sessions will be offered throughout February. These sessions are a great way to get quick
answers to your application questions. Please visit the Career Center’s website for
dates and times and for links to the sessions. Thank you for viewing the virtual information
session. In order to receive credit for viewing this
session, please be sure to complete the Certification Agreement at the link listed in the About
section of this video. The Certification Agreement must be completed
in order to get credit as part of the application process. Again, thank you for viewing this session
and good luck with your application.

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