BYU-Idaho Academic Discovery Center
Internship Submission Instructions
PLEASE READ THESE INSTRUCTIONS CAREFULLY!
Questions? Contact the Academic Discovery Center at (208) 496-9827, via email at
internships@byui.edu, or in 129 Manwaring Center.
By completing the information on the Career Navigator pages, you are requesting credit for an internship
experience. It is your responsibility to follow through to ensure all steps are completed.
 You WILL NOT be authorized to register for academic credit until all steps are completed.
 It can take up to 48 hours (or more) to confirm all documentation is complete and to authorize
you for the course.
 You should complete the form well in advance of registration deadlines, as well as any
applicable financial aid deadlines, to ensure you are registered in time.
 Submission of the form by the deadline does not ensure that you will be registered before the
deadline.
Once you have secured an internship position, the following outlines the basic steps for requesting
credit:
1. Complete the online initial internship approval form and save it (see below)
2. Print the form
3. Take the form to your department internship coordinator for approval and signature.
4. Take the signed form to the Academic Discovery center for your major for initial review.
5. Follow up with any additional documentation your internship requires.
6. Bring the form to the Academic Discovery Center, 129 Manwaring Center for final review
7. Upon final approval, the Academic Discovery Center will authorize you to register for the
appropriate course.
8. YOU will be responsible for registering for the course once authorized. Failure to do so in a timely
manner may result in lost credit.
CREATING, PRINTING & SUBMITTING FORMS
Forms are completed in Career Navigator. Go to www.byui.edu/academic-discovery-center/students,
the Career Navigator button is on that page. Once you have logged in with your NetID and password,
click on “internships” in the Quick Links menu on the CN home page. Then, click on “add new”. All
fields are required.
Once you have completed all the necessary information, click the “save” button. Return to the form,
then click the “print” button to print the Initial Internship Approval Form. You should print three (3)
copies: one for your records, one for your Department Internship Coordinator’s records, and one for
the Academic Discovery Center.
You will need to take the printed forms to your Department Internship Coordinator for their signature,
then to the Academic Discovery Center over your major, for initial review. Once you have all
signatures and documentation, you will then need to bring a final signed copy to the Academic
Discovery Center in 129 Manwaring Center. If you do not know who your department internship
coordinator is, please contact our office for more information.
YOUR REQUEST IS NOT SUBMITTED UNTIL THE ACADEMIC DISCOVERY CENTER RECEIVES
YOUR PRINTED FORMS. ONLINE COMPLETION OF THE FORM IS NOT SUFFICIENT FOR
REGISTRATION.
REGISTRATION DEADLINES
You should plan on registering for the internship course at least 2 weeks before starting work. At a
minimum, you should register for your internship within 14 days of beginning work to ensure that you
are covered by intern liability insurance.
You will be registered for an academic course for your internship, and regular semester registration
deadlines apply.
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Rev 2/29/12
INTERNATIONAL REQUESTS
Requirements
1. All international requests must receive approval from the President’s Council – additional
documentation is required, instructions are available from the Academic Discovery Center.
2. Request MUST be submitted prior to starting the internship and before leaving the United States,
and received with adequate notice to allow proper research and decision-making time (typically a
minimum of 30 days in advance, and PRIOR to booking tickets and travel). Requests from
students who are already in-country will typically be denied.
3. Students MUST have an in-country, on-site supervisor in order to apply to receive credit.
Students who do not know this information in advance will not receive approval for credit until this
information is obtained. U.S. based supervisors do not fulfill the requirement unless they will be in
attendance in-country and on-site during the entire course of the internship.
4. Students must complete and sign the “Acknowledgement of International Health Insurance” form
and submit it with their request. Forms may be obtained from the Academic Discovery Center in
129 Manwaring Center; you may call to request these forms be sent to you by calling (208) 4969827 or via email at internships@byui.edu.
Note for International Students going “home” for their internship:
Due to accreditation and immigration issues, you must complete the additional documentation. This
will be used to document why you are registered for courses at BYU-Idaho (in Rexburg) and why you
are home while registered.
MASTER AGREEMENT (or contracts)
We must have a contract on file with every company/organization that hosts/employs our interns. If the
employer has previously signed an agreement, no further steps are necessary. You will be informed when
you bring in your form whether or not your employer has completed the necessary agreement.
To complete the Master Agreement your Experience Provider should go to:
 www.byui.edu, scroll down to the black footer, and click on “Career Navigator” in the “Help Tools”
section.
 OR www.byui.edu/academic-discovery-center, click on the Career Navigator link
 Once on the Career Navigator site, select the button for employers, then click "Register."
 The Master Agreement is the last part of the registration process, and the Experience Provider
indicates their acceptance before submitting their registration.
If we do not have a contract on file with the company/organization you will be working at, it will be YOUR
responsibility to ensure that it is complete. You will not be authorized for the course until this step is
complete.
Organizations who require separate affiliation agreements or contracts may send their request
electronically to internships@byui.edu. You will be held to the terms of the contract – including required
background checks, drug screens, immunization verifications, etc., as well as any costs associated with
obtaining these items.
OTHER INFORMATION
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Based on the nature of your internship, additional documentation may be required. You will receive
information regarding any additional documents when you bring your forms to the Academic
Discovery Center.
International students may be required to submit additional documentation for paid internships
within the United States. You should contact the International Office for information on updating your
I-20 status for paid internships.
You may have restrictions on your account which prevent you from registering for the course. You
can check your status by logging in to your “My BYUI” account. Most restrictions will appear on your
home page, but you may need to click “add/drop courses” for complete information.
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All internships must fit both the department’s and university’s guidelines, including length of
experience. Internships must coincide with the date of the semester (or block, if applicable). End
dates must run through the end date of the applicable block or semester for which you are registered.
For more information on deadlines and length of experience, contact the Academic Discovery Center.
ACADEMIC COURSEWORK
All BYU-Idaho internships are academic courses, and you will have some kind of homework,
assignments, or report to complete. You should check with your department coordinator to obtain the
syllabus for your course before beginning work. Some departments require you to login to I-Learn or
Brain Honey to complete/submit assignments. It is your responsibility to obtain this information and follow
through on homework and assignments.
EVALUATIONS
Students are required to submit an end-of-experience evaluation in order to receive credit and a
grade for their internship. A reminder notice will be emailed to you 2 weeks prior to the end date of your
experience. You will simply log back in to Career Navigator, pull up your internship, and click on the “selfevaluation” tab. (You do not need to receive the notice to complete the evaluation – just log in at the
appropriate time and your evaluation should be available to you.)
Your supervisor will also receive email notice to log in to Career Navigator to complete their
evaluation.
IMPORTANT: IF YOU CHANGE SUPERVISORS DURING YOUR INTERNSHIP (FROM WHAT
YOU ENTERED ON YOUR FORM), YOU MUST NOTIFY OUR OFFICE WITH THE NEW
SUPERVISOR’S CONTACT INFORMATION IN ORDER FOR EVALUATIONS TO BE SENT
CORRECTLY.
INTERN RESPONSIBILITIES
The student intern hereby agrees with BYU-Idaho and the Experience Provider as follows to:
1. Notify the University Academic Discovery Center Director in writing of my age if I am younger than 18
years.
2. Be enrolled as a BYU-Idaho student in good standing.
3. Live according to the BYU-Idaho Honor Code and Dress and Grooming Standards.
4. Pay all required tuition and fees to BYU-Idaho in respect to the internship.
5. Complete all BYU-Idaho academic assignments and coursework as outlined by the applicable
department. Failure to do so will result in a reduced grade or course failure.
6. Complete the internship during the dates specified unless released by the Experience Provider and
BYU-Idaho.
7. Accept no other employment during the internship unless agreed upon in writing by the Experience
Provider and BYU-Idaho.
8. Receive and read a copy of the Master Agreement between BYU-Idaho and the Experience Provider.
I agree to abide by its terms and acknowledge that the Master Agreement is specifically incorporated
by reference into this Agreement, and I acknowledge that I am also bound by all of the terms and
conditions of this Agreement.
9. Comply with all Experience Provider's policies and procedures.
10. Work conscientiously under the direction of the supervisor assigned by the Experience Provider,
submitting all reports, forms, and assignments as required.
11. Make certain that the Experience Provider provides for the BYU-Idaho Department Internship
Coordinator and me a written explanation describing any dangerous conditions or physical hazards
that I may be exposed to as a result of my participation in the internship program.
12. Report serious personnel, safety, or other problems regarding the internship to the Experience
Provider supervisor and the BYU-Idaho Department Internship Coordinator.
13. Voluntarily identify to my BYU-Idaho Department Internship Coordinator and the Experience Provider
any personal, physical, and/or emotional problems I might have, which would, without reasonable
accommodation, prevent me from performing my essential responsibilities as an intern. I agree that if
I have a disability, which requires reasonable accommodation by either BYU-Idaho or the Experience
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Provider, I will advise them at a time sufficiently prior to the commencement of the internship to allow
them to make reasonable accommodations.
Provide evidence of health insurance and, if required, liability insurance.*
Consult with my personal physician in regard to necessary immunizations and any other medical
matters relating to my participation in the internship program.
If, during my participation in the program, I become incapacitated or otherwise unable to provide
consent to medical treatment and advance consent cannot be obtained from my family, I authorize
BYU-Idaho's designated representative to grant permission for my necessary medical treatment, for
which I will be financially responsible.
Acknowledge that all creative work performed as part of my internship shall be considered a “work
made for hire,” and that all copyright and other intellectual property rights in any such original creative
work produced by me shall be owned entirely by the Experience Provider. Further, I agree not to
utilize, incorporate, or otherwise make use of any pre-existing intellectual property and/or trade
secrets of BYU-Idaho in the creative work or internship performance without the express written
permission of Brigham Young University-Idaho.
Acknowledge and agree that as an Intern, I am working with the Experience Provider in order to
receive educational experience as part of my academic curriculum; my duties performed as an Intern
are performed in fulfillment of the academic requirements of my educational experience and are to be
performed under direct supervision by the Experience Provider’s personnel.
To the extent allowed under state and/or federal law, neither the Experience Provider nor BYU-Idaho
is required to provide worker’s compensation coverage for my participating in this educational
experience. If I am considered an employee of the company or organization, and will be utilizing my
employment as an internship, then applicable state and/or federal worker’s compensation laws will
govern the experience.
Participation as an intern may involve risks not found in study at BYU-Idaho. These include risks
involved in traveling to and returning from place of internship; different standards of design, safety,
and maintenance of buildings, public places, and conveyances; local medical and weather conditions.
I represent that I have made my own investigation and am willing to accept these risks.
I understand that BYU-Idaho does not represent or act as an agent for, and cannot control the acts or
omissions of, any host institution, host family, transportation carrier, hotel, tour organizer, or other
provider of goods or services involved in the internship. I understand the BYU-Idaho is not
responsible for matters that are beyond its control, including, without limitation, strikes, war, loss or
theft of personal belongings, delays, weather, acts of God, governmental restrictions or acts, errors,
or omissions of third party providers of goods or services.
Neither BYU-Idaho nor the Experience Provider can guarantee my health and safety while
participating in the internship program, and I will be responsible to act prudently and exercise caution
and common sense at all times.
Abide by all applicable laws, including laws of the country hosting the internship program. I
understand I must personally attend to any legal problems I encounter or incur as an intern.
By participating in the internship program, I voluntarily release BYU-Idaho from any and all claims and
causes of action, present and future, against it and its officers, agents, or employees arising out of my
participation in the internship program and resulting in my death, dismemberment, disability, physical
or mental illness or the loss or destruction of my personal property.
Be personally responsible for all housing, transportation, study, and other arrangements in connection
with my internship and personally bear all associated costs. To indemnify and hold BYU-Idaho
harmless for any financial liability and obligation which I personally incur and for any injury, loss,
damage, liability, cost or expense to the person or property of another which is caused or contributed
to by me during my participation in the internship program.
Acknowledge and agree that BYUI-Idaho is acting as an internship facilitator only, and that BYUIdaho will be neither responsible for nor held liable for any claims, disputes, losses, damages,
injuries, adverse events or outcomes arising out of or caused by the internship, including but not
limited to such claims, disputes, losses, damages, injuries, adverse events and outcomes caused by
Experience Provider’s actions, inactions or negligence, even if BYU-Idaho has been advised of the
possibility of such.
All lawsuits brought by one party hereto against the other and which are in regard to this Agreement
or in any way relating to my participation in the internship program shall be filed and litigated in a
court of competent jurisdiction in the State of Idaho pursuant to Idaho law.
*BYU-Idaho will provide liability insurance for the student. Coverage will only extend through approved
dates of the internship.