INTERNSHIP GUIDE MASTER OF PROFESSIONAL STUDIES SPORT MANAGMENT

INTERNSHIP GUIDE MASTER OF PROFESSIONAL STUDIES SPORT MANAGMENT St. John s University College of Professional Studies Division of Sport Management January 2017 To check for an updated version of this guide, please visit: http://facpub.stjohns.edu/~gerstneg/internships/spg.htm Any questions regarding the contents of this guide should be directed to: Emese Ivan, Ph.D. Associate Professor of Sport Management St. John s University 8000 Utopia Parkway Queens, NY 11439 (718) 990-2038 ivane@stjohns.edu Graduate Sport Management Faculty Carol Fletcher, Glenn Gerstner, Alanna Harman, David Hedlund, Emese Ivan, Simon Pack

Table of Contents 1. General Procedures... 1 1.1 Eligibility... 1 1.2 Definitions... 1 1.3 The internship... 1 1.4 Objectives... 2 1.5 Finding an internship... 2 1.6 Internship approval... 3 1.7 The internship course... 3 1.8 Timeline... 3 2. Agency considerations... 5 2.1 Benefits of the internship program to the profession... 5 2.2 Benefits of the internship program to the agency... 5 2.3 Agency selection and student placement... 5 2.4 Financial considerations... 5 2.5 Agency student supervision... 6 2.6 Agency responsibilities... 6 2.7 Legal... 7 3. Student considerations... 8 3.1 Student Responsibilities... 8 3.2 Assignments... 8 3.3 Grading... 9 4. University considerations... 10 4.1 Benefits to the University... 10 4.2 University responsibilities... 10 4.2.1 Overall supervisory role of the University... 10 4.2.2 Internship advisor responsibilities... 10

1. General Procedures 1.1 Eligibility Students are required to complete the equivalent of six credit hours of integrative experience as a requirement for the conferral of the MPS in Sport Management degree. The first option is an internship as part of an agency s staff. The second option is to write a Master s thesis. Students that choose to complete an internship can do so after all coursework and requirements are completed. With the permission of the Program Director, the internship can be completed during the student s final semester of residence in the program while completing all required coursework. The internship requirement includes a minimum of 10 weeks of full-time employment and a minimum of 400 contact hours with an agency that has been approved by the University. Should a student be fortunate enough to get a job offer within the sports industry upon graduation, the first ten 10 weeks of full-time employment may be used to satisfy the requirements of the internship. Students will still be expected to complete an application form, submit all logs, evaluations, reflection papers, and other deliverables to receive credit. 1.2 Definitions Intern that s you. Agency the organization that hires you as an intern. Agency supervisor the person at the sponsor organization who supervises your performance. Internship advisor the faculty member at St. John s who approves, supervises, and grades you in the internship course. 1.3 The internship Sport management students have the opportunity to complete their internship in a sport or a recreational agency. Students are encouraged to seek a variety of administrative experiences including (but not limited to) professional sports teams and leagues, intercollegiate athletic departments and conferences, high school athletic departments, sport marketing and management firms, and amateur sport organizations. The graduate sport management program at St. John s has been designed to provide students with theoretical background in areas pertaining to sport including history, ethics, facility and event management, marketing, financial management and legal aspects. The internship experience provides the student with some practical experience needed for success in the competitive job market. Understanding that many of the applications of sport management are service-oriented professions, serving various clients, learning is enhanced by the opportunities for hands-on experience and maximized when qualified professionals provide supervision. The internship experience is also designed to allow the student to grow professionally, to identify strengths and weaknesses, to apply learned theory to practical 1

situations, and to gain an appreciation of the role, duties, responsibilities, and nature of the work that has been chosen as a career. It is expected that students enrolled in the coaching specialization of the sport management program will pursue internship opportunities that include a component of coaching in their daily activities as an intern. To the extent practical, students specializing in the international dimensions of sport management track should pursue internship opportunities that include an exposure to international business as part of their internship activities. 1.4 Objectives After completion of the course, students will have: 1. Applied sport management theory and concepts to their internship duties. 2. Developed career skills such as self-discipline, teamwork, responsibility, and initiative in a real-world setting. 3. Demonstrated the ability to work well with others. 4. Assessed their own strengths and weaknesses as a potential employee. 5. Compared and contrasted the performance of sport professionals in action. 6. Evaluated their own performance over the course of the internship, with an eye on making improvements in the future. 7. Confirmed or re-shaped their career goals and objectives. 8. Built a network of professional contacts for future career development. 1.5 Finding an internship The Division of Sport Management has cultivated numerous contacts within the sport industry in the greater metropolitan area. However, it is ultimately the responsibility of the student to seek out and obtain a suitable internship. Students should not expect faculty, Division staff, or graduate assistants to place them in an internship. Part of the learning experience in the graduate sport management program is for students to discover ways to network with industry professionals and use those contacts to their advantage. Having said that, there are numerous resources at your disposal which will help you in your search. The first step is to make sure that your resume is up-to-date and in order. Every student should meet with a Career Advisor from the SJU Career Center to go over their resume and cover letter: http://www.stjohns.edu/employers/career-services/students The Career Center also offers other services such as administering mock interviews, tips on how to negotiate your compensation, and even lessons in dining etiquette and how to dress. Jaime Grillo is the Career Advisor assigned specifically for sport management students. She can be reached at grilloj2@stjohns.edu or 718 990-5943. If you do not have a particular internship site in mind, you should meet with a member of the graduate faculty discuss your career plans and where you might want to intern. This can done 2

either as part of the academic advisement process (when your class schedule for upcoming semesters is approved) or by separate appointment. If despite your best efforts you are unable to find a suitable internship site, please contact Jaime Grillo. She will see you only AFTER you have had your resume reviewed and approved by the Career Center. Be sure to mention to her that you are a graduate student. She has the most up-todate contacts with our approved internship sponsors and will assist you in identifying potential internships and scheduling interviews. 1.6 Internship approval Students cannot start an internship without the approval of the program director. The application form should be submitted to the director at least two weeks prior to starting your internship. The director will then evaluate the potential internship and respond to the student within one week. All the necessary forms, including the application, are available as fillable forms in WORD format, they can be downloaded at http://facpub.stjohns.edu/~gerstneg/internships/spg.htm 1.7 The internship course The courses for the MPS in Sport Management internship is SPG 500 (3 credits) or SPG 510 (6 credits). You cannot register for these courses yourself, you will be placed in the course by the Program Director after your internship has been approved. Successful completion of the internship will require the student to submit logs, papers, and evaluation forms in a timely fashion. Students are expected to maintain regular contact with their internship advisor throughout the internship. 1.8 Timeline 1. At least three months prior to the beginning of the internship semester: Begin identifying and contacting potential internship sites. 2. At least two weeks prior to beginning of the internship semester: Have your agency supervisor submit your internship application to your internship advisor. 3. During the first week of class: Confirm internship site, location, agency supervisor, and contact information with your internship advisor. 4. Within the first three weeks of internship: Student, agency supervisor, and internship advisor meet at location of internship (if possible given travel distance) If a site visit is not practical due to distance a conference call or online chat will take place between the student, supervisor, and faculty member. 5. Each week of internship: Complete weekly logs and returns them to their internship advisor. 3

6. Midpoint of internship (200 hours): Complete mid-session evaluation and returns it to their faculty advisor. Agency supervisor completes the mid-session intern evaluation form and returns it directly to your internship advisor. 7. At the end of the internship (400 hours): Complete and return the internship evaluation, final internship log, and the reflection paper. Agency supervisor completes the final intern evaluation and returns it directly to your internship advisor. 4

2. Agency considerations In accepting a student trainee, the agency is helping to prepare future professionals in the field of sport management by helping the University produce individuals better qualified for responsible positions. The agency must have a desire to participate in this educational process and be willing to cooperate with the University in preparing these young professionals. 2.1 Benefits of the internship program to the profession 1. Provides the graduates of professional curricula with a better insight into the operations of sport management organizations. They will enter the industry more aware of their roles and responsibilities. 2. Provides a mechanism whereby the profession can screen future members prior to their full-time employment. 2.2 Benefits of the internship program to the agency 1. Contributes to the education and preparation of future professionals. 2. Allows the agency to broaden its base of service by utilizing the student and university resources. 3. Compares the agency s practices with what students have learned in the classroom. 4. Stimulates the agency s professional staff and strengthens the in-service development program. 5. Provides the agency with an opportunity to evaluate prospective staff candidates for potential employment. 2.3 Agency selection and student placement Students are responsible for finding and agency and submitting the agency for approval. The University is responsible for the review and selection of agencies, and ultimately the approval of students to these agencies. When feasible, the University encourages an agency representative to visit the campus and interview prospective internship candidates as part of the placement process. 2.4 Financial considerations Two financial factors should be considered before an agency decides to join the internship program: 1. The University encourages the agency to pay the student a stipend sufficient to cover modest living expenses in the area. This may be expressed in dollars per week, per month, or for the duration of the internship. It may include lodging with a stipend to cover food, travel and uniforms where necessary. In short, the student should at least 5

meet expenses for the term in which he or she is employed. (The student is expected to pay all tuition and fees, the transportation at the field training site, and for any materials required by the University.) 2. The agency must be prepared to absorb any of the costs incurred by the agency supervisor in their role as the intern s supervisor. 2.5 Agency student supervision It is requested that the agency supervisor or a designated representative have weekly conferences with the student to discuss definite means to help the student gain desirable experiences and information not usually obtained in general staff conferences or while working on the job. This part of the internship should also help the student understand the total concept of the Agency through the discussion of actual problems and situations in the operation. During these meetings, assistance may also be given in helping the student prepare the eportfolio that the University requires concerning this experience. These agency areas (where appropriate) include the following: Administration (as appropriate) The student should study and observe in action the policies and practices of the agency. This would include the legal status of the agency, board-staff relations, budgeting and record-keeping procedures, personnel and supervisory practices, and general staff relations. Program services The student should help plan a broad program of activities, events and/or services characteristic of the agency involved, and be involved in helping to carry out those programs and services. Planning and facilities (where applicable) The student should gain practical experience in facility planning and operation. This would include experiences in long range planning as well as the layout and operation of facilities and areas used in ongoing programs or events. Maintenance (where applicable) The student should be scheduled and assigned to various operations to provide a number of learning experiences in the area of maintenance management and operations. General experiences (where appropriate) The student should gain experience in dealing with public relations problems, attend board and/or other community meetings, work with committees, visit individuals in the agency and the community, and receive broad agency and community experiences during the internship experience. 2.6 Agency responsibilities The Agency s responsibilities are to: 6

1. Appoint a supervisor to work with the student. 2. Provide the student with a letter that offers the student an internship training position with the agency (see Appendix 1). It should include the starting date, a description of the student s responsibilities during the internship experience and the name and title of the agency supervisor appointed to work with the student. 3. Promptly complete and return all required reports on the student to the university. 4. Constructively evaluate the student as if he or she was seeking employment at the agency. It is necessary for the University to receive these evaluations two weeks prior to the end of each term in which a student is performing an internship. For some agencies, this will mean completing the evaluation before the student s experience ends. 5. Orient the agency staff to the objectives of the internship and the staff s role in the internship experience. 6. Present the student to the agency staff in such a manner as to insure high professional status. 7. Orient the intern to the agency and the surrounding community. 8. Provide for meetings at least once a week between the agency supervisor and the student at which time the specified outline material will be discussed as well as the problems and performance of the student. 9. Provide a variety of experiences for the student as appropriate for the type of agency. 10. Recommend to the University that a student be removed when his or her performance or behavior is unsatisfactory and/or detrimental to the agency. 2.7 Legal In 1974, the U.S. Department of Labor developed six criteria for differentiating between an employee entitled to at least the minimum wage and a learner/trainee who may be unpaid. These criteria are summarized in a 2010 fact sheet and are as follows: 1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment; 2. The internship experience is for the benefit of the intern; 3. The intern does not displace regular employees, but works under close supervision of existing staff; 4. The employer that provides the training derives no immediate advantage from the activities of the intern, and on occasion its operations may actually be impeded; 5. The intern is not necessarily entitled to a job at the conclusion of the internship; and 6. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship. (Source: http://www.dol.gov/whd/regs/compliance/whdfs71.pdf) The overriding principle is that the University, agency, and student all understand that the intern is not an employee of an organization, and is generally not treated as such. 7

3. Student considerations Success depends on the student s realization of assigned responsibilities. Agencies have a regular job to perform. Agencies must maintain their reputation for professional services; they cannot tolerate inefficiency, irresponsibility or other actions that might impact the public s/client s confidence in the agency. During the internship experience, the student becomes a functional part of an agency. What the Student does reflects the policies and standards of both the agency and the University. The gains in experience by the student as a future professional are dependent upon the degree of commitment on the part of the student to the experience. 3.1 Student Responsibilities The student responsibilities are to: 1. Initiate entrance into the program by applying for the position, interviewing and registering for the required course by the established dates. 2. Attend all individual and group meetings regarding the internship program when called by the Director of the Graduate Sport Management Program. 3. File all forms, fees, and reports on time with the proper recipients. 4. Contact your agency supervisor of the approved agency after the agency office has accepted. 5. Report to the agency on the date specified by the agency. 6. Meet with your agency supervisor at least once a week to discuss progress and problems. 7. Become intimately acquainted with the structure, operation, functions and policies of the agency. 8. Abide by the regulations of the agency. 9. Support the agency and its staff in any contacts with the public and/or client groups. 10. Be properly groomed and appropriately dressed on all occasions. When in doubt, ask the agency supervisor. 11. Conduct all actions, both on and off the job, in a professional manner. 12. Use discretion in living and working habits during the time employed. 13. Plan assignments and presentations well in advance. 14. Promptly seek help from your agency supervisor for problems that arise. 15. Notify your agency supervisor as soon as it becomes evident that you will be unable to report to work. 3.2 Assignments After the internship is approved, students will submit: 1. A weekly log report of activities and duties performed at the internship site. 2. A mid-session evaluation of your progress and experiences at that point. 8

3. A final evaluation of the agency. Comments made will not be directly communicated to the agency without proper permission. The purpose of the evaluation is to improve the experience for future students who may be placed with the agency. 4. A final reflection paper. Students also should remind their supervisor of the due dates of the midterm and final evaluations. If despite repeated requests an evaluation is not submitted, contact your internship advisor for assistance in procuring the evaluation. 3.3 Grading Grading will be based upon the agency evaluation of the intern and the quality and timeliness of the intern s assignments. The exact grading rubric will be determined by their internship advisor and will be communicated to the student on the course outline. 9

4. University considerations 4.1 Benefits to the University 1. Provides the faculty with information regarding each student s performance in a field setting. 2. Provides the faculty with information necessary in guiding and counseling students in the future. programs 3. Provides the faculty with information on current industry standards and procedures in order to keep abreast with the innovations and problems of the professionals in the field. 4. Provides the University with contacts for future job placement of graduates. 5. Provides an opportunity for the University to measure the relevancy of its curriculum. 4.2 University responsibilities The University s role in the internship program can be divided into two parts the overall supervision of the program and the assignment of specific duties to University personnel involved with the internship program. 4.2.1 Overall supervisory role of the University 1. Review and recommend agencies to participate in the internship program. 2. Ensure that the student s placement that is best suited for their needs. 3. Provide the student with information concerning internship requirements and responsibilities. 4. Prepare the student for work with the agency. 5. Provide the agency with information concerning its responsibilities as a participant in the internship program. 6. Communicate to both the student and the agency the objectives and expectations of the program. 7. Remove the student from an agency when it becomes evident that either the student or the agency is not suited to the program. 8. Critically evaluate the field experience and, if necessary, suggest changes as to improve the experience of future students that may intern at the agency. 4.2.2 Internship advisor responsibilities 1. Initiate contact with the agency supervisor within the first week of the internship and schedule a site visit within the first three weeks of the internship (if a site visit is practical). 2. Review the student s weekly logs and provide constructive feedback. 3. Discuss the student s performance with the student and the agency supervisor during the site visit (or by phone or online chat if a site visit is not practical). 4. Prepare a brief report on the student and the agency after each visit for inclusion in the student s file and, if indicated, report any problems to the Director of the Graduate 10

Sport Management Program and the Chair of the Division of Sport Management for possible action. 5. Review the student s midterm evaluation form of the field experience and provide constructive feedback. 6. Review the agency s midterm and final evaluation of the student and initiate contact with the agency supervisor if indicated. 7. Review the student s final agency evaluation and (if the student permits) discuss the evaluation with the agency supervisor or their designee. 8. Ensure that the student s summary of fieldwork that is included in their eportfolio is submitted in a timely fashion and is complete. 11