SMD Unpaid Academic Internship and Shadowing Program Requirements and FAQs

SMD Unpaid Academic Internship and Shadowing Program Requirements

1. Interns must be students enrolled (including periods when school is not in session) in a course of instruction that leads to a degree, diploma or certificate. Graduating students enrolled in an institution who plan to continue their education also qualify* (see details in FAQ below). No more than six months should elapse between the end of one program and the start of the next.
   
   Shadows are not required to be enrolled students, however, shadowing is not appropriate in cases where a supervisor wishes to evaluate an individual for a future paid position for the same reason.
    
2. Interns must obtain a statement from their school which attests that he or she is a student whose course of instruction leads to a degree, diploma or certificate. This statement must be on school letterhead and may be from the school’s Registrar or from a professor at the school. The statement should include the current registration status and the expected degree completion date. The department must submit this statement with the intern’s application. University of Rochester students do not need to obtain and submit such a statement.
3. Internships may last no longer than 6 months and, if appropriate, may be renewed. In order to renew, a new application form, including an updated statement of enrollment, will be need to be submitted and approved.
   
   Shadowing experiences may last no longer than 160 total hours and may not be renewed. In rare cases, exceptions to this rule may be granted at the discretion of SMD Finance and Administration.
4. Level of supervision – it is required that the intern/shadow be supervised at all times either by the Advisor or an appropriate delegate.
5. At the end of the experience, interns must complete at least one final project (see below). Shadows do not need to complete a final project.
   1. Oral report – this must be presented to the lab group or to a wider audience.
   2. Written report – this must be provided to the Advisor.
   3. Poster presentation – must be presented at a formal poster presentation of some kind.
6. Below is a list of related institutional programs, policies and training that may apply to your intern/shadow. The Department is responsible for complying with all polices and training requirements in a timely manner. Compliance-related documentation should be retained at the departmental level. The department must be able to produce all documentation within 24 hours for audit purposes. The Department may also have additional, department-specific, policy/training requirements.
   1. Will any part of the experience take place in a laboratory? If yes, the EH&S Guidelines for Visitors to Laboratories must be adhered to and any related lab safety training is required.
   2. Will the intern/shadow receive technical experience or participate in an internally or externally sponsored research program? If yes, an Intellectual Property Agreement is required.
   3. Will the intern/shadow have access to patient/human research subject information? If yes, HIPAA and Mandatory In-Service training are required.
   4. Will the intern/shadow do any clinical shadowing as part of the experience? If yes, in addition to this approval process compliance with Strong Memorial Hospital Policy 12.07 for clinical shadowing is required separately.  Please note that clinical shadowing experiences with no research component are not appropriate for our program and application process. Departments should instead pursue the process noted in SMH Policy 12.07.
      1. Policy 12.07, Short-Term Observational Experiences, can be found in the Strong Memorial Hospital Policy Manual, located here on the URMC intranet.
   5. Will the intern/shadow have any hands-on patient/human research subject contact? If yes, (1) compliance with Strong Memorial Hospital policy 12.07 is required and (2) a Health Assessment via UHS is required. An Affiliation Agreement may also be required. See SMH Policy 12.05 for details.
      1. Policy 12.07, Short-Term Observational Experiences, and Policy 12.05, Affiliations with Other Institutions for Educational Purposes can be found in the Strong Memorial Hospital Policy Manual, located here on the URMC intranet.

Process to Arrange for Health Assessment Through University Health Service

1. Register the prospective intern:
   1. Department/lab Administrators should email UHS @ uhsocchealth@uhs.rochester.edu begin the registration process. In the subject window write "Intern, Shadowing experience". Please provide your name and phone number for someone to call back.
   2. Information that will be needed: If the intern is not already in the UR system, the following information will be needed, at minimum:
      1. First and last name of intern
      2. Birth date
      3. Local Address
      4. Telephone number at which the intern can be reached
      5. Name, phone number and account number through which the intern will be placed (i.e., the person making the phone call.)
   3. Once registered, an appointment can be made either at the same time or in the future.
2. Make the appointment:
   1. Department/lab Administrator should call 585-275-4955 to schedule an appointment for Health Risk assessment, immunization review and TB testing.
   2. For the appointment, immunization information is required.  It is most helpful if the individual can bring an immunization record with them to the appointment (not necessary if a UR student). Most students will be able to get their immunization record from their home school or doctor’s office. The appointment is best made when the immunization record is in hand.
   3. The current standard charge (4/2024) is $60 for the visit, $19.00 for a PPD (which includes a return for the read) plus any additional immunizations or lab tests required at the time. UHS will need an OP, FAO or GR number for billing purposes.
3. Additional care:
   1. Such individuals suffering an acute injury or exposure directly related to their service in the lab can be directed to UHS for care. The standard Medical Center UHS number is 275-4955. The Office is open Monday through Friday, 8 am to 5 pm, except Tuesdays, 9 am to 5 pm. All care is by appointment unless a serious acute situation exists, such as active bleeding, serious chemical exposure and the like, in which the person should be walked over directly. A MERT response should be called if the injury is life-threatening. The individual’s health insurance will be billed for any visits.

Frequently Asked Questions

What information is needed for the internship/shadowing application?

An application must be submitted via our online form.

How is a shadowing experience different from an internship?

A lab/research shadowing experience is appropriate if the individual will be doing no work, will be constantly supervised, and will simply be observing his/her supervisor. Shadows may perform minimal mirroring of experiments, techniques, etc. Shadows may not have any hands-on patient/human research subject contact. Strict adherence to these guidelines is necessary to avoid the potential that a shadowing opportunity could be considered a volunteer or intern arrangement, both of which would be prohibited under existing New York State Department of Labor guidelines. A shadowing experience is not appropriate in cases where a supervisor wishes to evaluate an individual for a future paid position for the same reason.  

Can a person not enrolled in an educational program complete an academic internship?

No, interns must be enrolled in a course of instruction that leads to a degree, diploma or certificate. Individuals interested in an internship to find out what graduate school or lab work is all about should seek out a paid position, such as a lab tech position.

Can a person not enrolled in an educational program complete a shadowing experience?

Yes, individuals not currently enrolled in an academic program may complete a shadowing experience.

Can a person under 18 complete and internship or shadowing experience?

Yes. Interns/shadows under 18 have additional requirements including submission of the Parental Consent Form and the Obligations of Adult Supervisors of Interns Under 18 Training Compliance Form. Additionally, the Department Administrator is responsible for completing the Background Check Process. Interns/shadows under 18 may not start until all requirements are completed.

The intern/shadow is not “in the system”; what about liability insurance?

Everyone in the building is automatically covered under the University’s general liability insurance.

Can international medical students intern or shadow?

International medical students are not eligible for clinical shadowing, clinical observerships, clinical internships or other clinical experiences. They are eligible to shadow or intern for research only with no clinical component experience.

How does the intern/shadow get a University ID?

Forward the approved application to the ID office at mcidcard@ur.rochester.edu

How does the intern/shadow arrange for a parking permit?

The intern/shadow must visit the parking office with (1) their University ID and (2) their approved application form.

Does the intern/shadow have to pay for parking?

Yes, the intern/shadow will be required to pay for parking.

Can the department pay a stipend to the intern?

No, interns may only receive payments for reimbursements for incidental costs incurred related to completing the internship (e.g., parking). Unpaid interns may not receive payment in the form of wages or a stipend.

How does the Department arrange for the health assessment?

See section 'Process to arrange for Health Assessment through University Health Service' below

How often does an intern need a health assessment?

Health assessments and PPD testing are required annually.

How does the intern/shadow get an email address (if applicable)?

The Departmental Administrator can request an account by sending an email to HelpDesk_ISD@URMC.Rochester.edu.

How does the intern obtain housing (if necessary)?

The intern may contact Residential Life to discuss housing options.

Can a University of Rochester intern receive academic credit for the internship?

University of Rochester undergraduate interns may be able to register for independent study. See the College Center for Advising Services handbook for more information.

Can a non-University of Rochester intern receive academic credit for the internship?

Non-University of Rochester undergraduate interns cannot receive University of Rochester credit for the internship. Interns may check with their home institution to determine whether credit at their home institution is available/applicable.

Can graduate student interns register for Visiting Student in Residence?

Visiting graduate students enrolled in biomedical and health sciences PhD programs may be able to register for Visiting Student in Residence through the SMD, particularly if the student needs access to health insurance and the experience will be greater than 8 weeks. Please contact Sharon McCullough to determine if this would be more appropriate than applying to the internship program.

*For students who are transitioning between programs, where should the Statement of Enrollment (SOE) come from?

Graduating high school seniors must obtain a SOE from their post- secondary institution. Undergraduate, graduate, and other students who are seeking an internship while transitioning between programs must provide a SOE from both their current and future institutions.