Information for Supervisors - Onboarding your intern

Before the internship

Intro Email

  • It is encouraged to send a welcome email to your intern a few weeks before the internship starts. 
  • We will also send you a simple welcome email template in our pre-program communication as a reference.

Supervisor Orientation

  • In April, we host an orientation for supervisors to ensure a smooth transition. Some of the things we go through are cohort projects, the hybrid schedule, and intern onboarding guidance.

Intern Assignment Sheet

  • Hiring managers will receive an Intern Assignment Sheet template, which serves as a resource to clearly outline expectations for both the team and interns throughout the 14-week program.

During the internship

Initial Meeting (Orientation)

  • Interns and their supervisor and/or coach have the opportunity to meet in-person over lunch during the intern orientation.

Supervisor - Coach Support

  • Hiring managers are encouraged to delegate representatives from their team to serve as the intern's supervisor and coach. This can be the same person or two different individuals based on their team's needs.
  • Supervisors responsibilities:
    • Hold weekly meetings with interns
    • Approve bi-weekly WA timesheet
    • Conduct mid-point and final performance evaluations
    • Provide guidance & feedback
    • Meet with Planning Team bi-weekly
  • Coaches responsibilities:
    • Can be the same person as supervisor
    • Meet with interns daily and provide day-to-day direction (optional)
    • Maintain assignment sheet and deliverable list
    • Point to resources & training
    • Serve as first line for escalation of questions and issues

Performance Evaluation

  • Towards the end of the program, interns and hiring managers will engage in a performance evaluation, similar to an annual performance review.
  • This serves as a valuable opportunity to reflect on the achievements and improvements made over the course of the summer.

Bi-weekly Check-ins (optional)

  • The planning team facilitates optional biweekly drop-in sessions for intern supervisors throughout the summer. This session is a space for you to ask questions or get support from the planning team as needed.

Intern Management Tips

  1. Introduce your intern to the team to make them feel welcomed and help expand their network from day one.
  2. Establish a robust communication and feedback system early on to ensure both parties are comfortable giving and receiving feedback.
  3. Clearly communicate expectations and goals while actively listening to your intern’s expectations as well.
  4. Offer your intern both informal or formal opportunities for personal and professional growth.
  5. Celebrate successes! Showcase your intern’s work so that they can gain recognition and appreciation.
  6. Be a friendly face. Working in a professional environment can be intimidating and having someone to rely on makes a big difference.

After the internship

Opportunity to extend your intern

  • By early August, supervisors have the opportunity to extend their intern’s employment with their team. We will send an extension form near that time to facilitate the process.