Instructions for Domestic Forms

• Procedure
  Ideally, forms will be completed and processed by the Internship Office prior to the start of a student's internship. Nevertheless, the student may begin work as long as the contract is in process and has a reasonable expectation of approval. A current list of providers who have already signed a Master Agreement can be accessed via the office homepage. The department internship coordinator is responsible for the completion of all of the following forms though the completion may be facilitated by the student.
• Master Agreement
  This form is to be filled out by the experience provider (the organization), signed on page two by an "Administrator or Responsible Office," and sent to the department internship coordinator with the Experience Information Sheet. The coordinator will send the forms to the Internship Office for processing. A copy of the Master Agreement is then kept on file in the office and the information is posted on the Web site's database. The Internship Office will return the original agreement to the department.
• Experience Information Sheet
This form provides necessary information about the experience provider and experience. Once the provider completes the form, the coordinator should forward it with the Master Agreement to the Internship Office for processing. (Note: A description of the function of the company is required, NOT what the student intern will be doing in the position.)
• Student Agreement
This form needs to be signed by the student indicating that he or she is willing to abide by the content of the Master Agreement. This form is required even if the experience provider has already signed a Master Agreement. After the student signs the Student Agreement, the form is usually kept by the department internship coordinator in the student's file for future reference.
• Processing
Once all three forms are completed, the department internship coordinator sends the Master Agreement (2 pgs) and Experience Information Sheet together to the Internship Office for processing. The office will sign the agreement, enter the provider information into the database, and return the original copies to the department. (Note: If the provider is already listed on the Web site, the Master Agreement and the Experience Information Sheet do not need to be completed again unless the provider would like to update its information on file. The Student Agreement still must be signed.)

Frequently Asked Forms Questions

• How do I know if an experience provider has signed a Master Agreement or an IMOU?
  
  The first option in this situation is to access the current Master Agreement database. Currently, both domestic and international agreements are on the same database. Perform a search for the provider in question to see if the provider is listed. The second option is to call the Internship Office at 422-3337 and ask.
• What is the procedure if an experience provider would like to modify the Master Agreement?
  
  If the experience provider would like to modify the Master Agreement, the provider should either redline the Master Agreement or submit an alternative agreement (typically written by the experience provider's legal department). Send an electronic version of the modified contract to the Internship Office for approval. Because the Internship Office must seek approval for most modified agreements from the university's legal department, the process usually takes two weeks. It may be longer if several revisions are required to satisfy all parties.
• Why are forms returned to the department internship coordinator?
  
  Once a form is processed and assigned a university contract number by the Internship Office, the original copy of the Experience Information Sheet and Master Agreement will be returned to the department coordinator's office.
• Where can additional forms be accessed?
  
  Forms are available as writable PDFs or Word documents on our home page (http://www.byu .edu/intern) on the right hand side under "Forms." Once a copy is downloaded, you may print or photocopy as many as you wish. If photocopying forms is a burden, please contact us, and we will provide what you need at no cost.
• What is the procedure if an experience provider prefers to sign an agreement in its own language?
  
  The Internship Office currently has the Master Agreement in English, French, German, Traditional Chinese, and Simplified Chinese. If you need the Master Agreement in additional languages, please contact the Internship Office for information.
• How can processing be expedited for last-minute students?
  
  Most last-minute students can have their contracts submitted in the regular fashion as they may start their internship as long as the paperwork shows a reasonable expectation of completion. International students who need to have the paperwork processed before starting the experience may circulate the paperwork in person to the Internship Office.
• Why all the forms and policies?
  
  The university's legal council has designed the Master Agreement to protect the university, student, and experience provider against any malpractice incidents or other issues that may endanger any party involved or lead to law suits.
• What is the coordinator's personal level of liability for not following policy?
  
  In a September 14, 2004 memo to deans, chairs, and coordinators, the Internship Office stated, on behalf of the university: "Without a signed Master Agreement, the university insurance may not be available to protect the department, faculty, and/or student. ... If a claim is filed in the instance where a student has participated in an internship, but did so prior to enrolling for credit and signature of a Master Agreement, the insurance will likely not cover the claims. In such cases the faculty member, department, or student may be required to shoulder any liability with no guarantee of institutional support." For a complete copy of the memo, see page 133 of the Internship Coordinator Handbook.
• What liability insurance does the university provide?
  
  The university provides liability insurance for each student who serves an internship to cover damage or harm caused by the student. The insurance covers up to $1,000,000 per student, per occurrence, $3,000,000 in the aggregate. The liability insurance, however, is only in effect when both the experience provider and the university have signed the Master Agreement, and the student is enrolled for the internship.
• Must all of the legal forms be completed before the student begins his or her internship?
  
  Ideally, contracts will be signed and filed with the Internship Office prior to the start of a student's internship. Nevertheless, university legal counsel has stipulated that the student may begin work as long as the student is enrolled and the contract is in progess and has a reasonable expectation of approval.
• How is proof of insurance provided to an experience provider?
  
  Risk Management has drafted a letter that functions as BYU's proof of insurance. If a provider needs documentation, the coordinator can copy page 132 of the handbook to pass on to the provider. For an original copy, please contact Glenn Johns at 422-4468 or e-mail risk_mgt@byu.edu.
• For what is the experience provider liable in accidents and other incidents?
  
  The experience provider is responsible for providing Workers' Compensation and/or other employment benefits to the student to the extent required by law. Although the law differs from state to state, a general rule of thumb is that if the employer is paying the student, Worker's Compensation will be in effect. If the employer is not paying the student, then the university's insurance will cover accidents. This is only a general rule-of-thumb. For more precise information, please refer the provider to his or her state's Workers' Compensation program.
• On the Master Agreement database, some providers are listed as unapproved. Why is that and what is the process if a student obtains an internship with one of them?
  
  If a provider is designated as "unapproved," the provider either doesn't offer internships that meet BYU's internship policy, has violated a contract in some way, or is not university approved. If a student would like to do an internship with one of these providers, he or she may not receive credit from BYU with that provider. The student should be advised to find another provider and experience. If he or she is not interested in finding a new experience, he or she may participate in the chosen internship, but may not receive credit nor university support. As of July 19, 2005, BYU has five unapproved experience providers. These are the following:

  • Fisher Financial with Greg Peterson
  • International Media Services/IMS
  • Matador Exterminating/Pinnacle Security, Inc./Provo Security
  • Problem Solved Pest Control with Stephan Adams and Scott Cornelius
  • Satcom International, Satcom LLC, Satcom Wireless LLC, and Dish Network
• On the Master Agreement database, some providers are listed with a limited approval. Why is that and what is the process if a student obtains an internship with one of them?
  
  If a provider is designated with a "limited approval," the experience providers have special considerations.Please contact the Internship Office for specific information on individual providers if you encounter one of these providers. The current listing as of July 19, 2005, is as follows:

  • Alcatraz Security Progression Marketing
  • Apex Alarm, LLC
  • Blueline Marketing
  • Bulwark Exterminating
  • Frontline Exterminating Co.
• If a student is auditing an internship class, is he or she covered by the Master Agreement and BYU's insurance policy?
  
  No. The Master Agreement only covers students who are enrolled for academic credit.
• What should be done if the experience provider requires that the student have a criminal background check and/or drug screen prior to starting the experience?
  
  Many departments place the responsibility of obtaining and paying for the appropriate checks and screenings in these situations on the student. For a sample packet, please see the College of Nursing's "Criminal Background Checks & Drug Screen" packet on pages 134-141 of the coordinator handbook.