“The experience was more than I could have expected and allowed me the freedom to develop as a student.” - ASE Intern
“He was more productive than many of the graduate students I have had in the past. It was a pleasure working with him. I learned quite a bit as a result of his research…” -PSU mentor
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This year over 660 applicants applied for ~160 positions. that’s a 1:4 chance. So first off, CONGRATULATIONS! We strive to serve more students through our program so your success and dedication this summer continues to help us make the case for why more organizations and mentors should participate.
Major Grant Support for 2015 ASE provided by:
J.F.R. Foundation
Additional Grant Support for 2015 ASE provided by:
Financial support also provided by mentor organizations and individual contributions
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As a non profit, ASE is supported solely through contributions, grants, and fees. About 40% of our funding is provided by grants and contributions. Additional support from these other foundations and organizations as well as many of our mentors support ASE directly through their own funding. It’s not just ASE that’s invested in your success!
• Overview of ASE Program • Participants and Expectations • Making ASE Work for You
Saturday Academy’s Mission: To engage motivated young people in hands-on, in-depth learning and problem solving by connecting them with community experts who serve as instructors and mentors
The ASE Program is part of Saturday Academy,
a 501(c)(3) nonprofit organization
• Started in 1989 • Over 3,600 interns • 163 interns in 2015 • 149 mentors in 37
organizations • 3 dedicated program staff • 15 Teacher Monitors
ASE by the numbers
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Group of teachers and professionals in 1989 saw need to develop a pipeline of talent in STEM Started with only 6 interns in 1989 pilot and since expanded to serve over 3600 students, including over 160 in 2015. We have 37 unique organizations with almost 150 mentors!
Participants: What we expect
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Moving onto the logistics of the ASE Program, let’s now discuss the structure and roles of those involved.
Your ASE Support Team
Mentor Teacher Monitor
Intern
ASE Staff
Co-mentor(s)
Key Admin
Parents /Guardians Other ASE
Interns
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As a materials scientist in my previous career, I like to recall a critical paradigm for describing the ASE Program – the tetrahedron. In this case, there are four vertices – each representing a major participant of the ASE program. There are the obvious ones – The Intern and the Mentor, Once in your internship, their may be even more people, such as co-mentors like grad students or technicians and peers, like other high school or college interns. You also may reach out to your fellow INTERNs using the WHITE Table in your folders. and then the less obvious ones – ASE Staff and Teacher Monitors. Teacher Monitors are typically high school science teachers. Role of Teacher Monitors: Provide support to students, mentors, and ASE through the program. I will go into more detail in a moment, but these are your first-point of contact for issues or problems. Support from ASE Staff. Available if concerns or questions arise Provide: Conferences, School Credit documentation, Stipends payments Activity – who do you contact when?
Instructions: Look at the following examples and discuss who you would contact/ notify
ACTIVITY: Who to contact when…
• Scenario 1: You are sick one day from your internship • Scenario 2: You are concerned that your internship isn’t going
the way you expected • Scenario 3: You didn’t receive your stipend • Scenario 4: You need help registering for MSC or Symposium • Scenario 5: You need to switch some days of your internship • Scenario 6: You become injured while at internship
Scenario 1: You are sick one day from your internship – MENTOR or PRIMARY SUPERVISOR
Scenario 2: You are concerned that your internship isn’t going the way you expected – TEACHER MONITOR
Scenario 3: You didn’t receive your stipend – ASE STAFF
Scenario 4: You need help registering for MSC or Symposium – ASE STAFF
Scenario 5: You need to switch some days of your internship – MENTOR, then notify TEACHER MONITOR
Scenario 6: You become injured while at internship – MENTOR or PRIMARY SUPERVISOR, then ASE STAFF
ACTIVITY: Who to contact when…
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Scenario 1: You are sick one day from your internship – MENTOR or PRIMARY SUPERVISOR Scenario 2: You are concerned that your internship isn’t going the way you expected – TEACHER MONITOR Scenario 3: You didn’t receive your stipend – ASE STAFF Scenario 4: You need help registering for MSC or Symposium – ASE STAFF Scenario 5: You need to switch some days of your internship – MENTOR NOTE: if you are needing to change days you must get your MENTOR’s approval and notify you TEACHER MONITOR Scenario 6: You become injured while at internship – MENTOR or PRIMARY SUPERVISOR, then ASE STAFF
Expectations of Interns
• 8 weeks “full-time” schedule • Complete 296 hours by Aug. 31 • Manage schedule and time • Follow all workplace policies • Act professionally • Inform mentor of any problems or
issues and work together to resolve
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Refer to the PINK Handout – it is a paper version of the form you e-signed online. This is what we expect of you. Establish a schedule that will work for you (mentor). Interns are expected to spend the equivalent of 37 full-time days = 296 hours total. Follow through with scheduling commitments. Provide advance notice, when possible, if unexpected time off is needed. Arrive promptly in morning, stay until end of work day. Schedule Changes – final calendars (as of today) will be the record ASE keeps. Any changes after today – your responsibility to get Mentor approval and you MUST notify the TMs in consideration of site visit planning! Follow the company policies. This includes health, safety, security, confidentiality, internet, email etiquette, communication, time off, and any others that may apply. Very important to address problems or issues early!
• Clarify expectations and goals • Learn the subject matter, ask
questions, keep a log
• Participate fully in required program activities: Midsummer Conference & Symposium
• Respond to Teacher Monitor’s requests
• Write Thank You Notes and Summaries
Expectations of Interns
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The log might seem unnecessary, but it will be very useful when they are making college applications and preparing for interviews. It will remind them of the details of what they actually accomplished! A long-time TM suggests that his students use PowerPoint to document their project that way they have their content for Symposium ready to edit without having to go back and think about it. Thank You notes – we will speak more about this at MSC, but here’s what ASE expects: - you thank your mentor and those who directly sponsored your internship (like a manager, dean, foundation, etc) - good habit (if you aren’t already) - treat with the same importance as your cover letter, i.e. write/ revise/rewrite/ask for feedback We also have a list of what is all involved in the ASE Program in this handy chart – a WHITE HANDOUT on ASE Program Requirements and Time Commitments for School Credit. Feel free to take on to educate yourself about the full breadth of the ASE Program.
Expectations of Mentors • Provide pre-professional
and educational experience
• Provide a safe and adequate work space
• Give clear expectations and feedback
• Host parents for one onsite visit if requested
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Mentors do this because: Not just to get back-projects done. Really invested in seeing the program and you succeed. Mentors not only give time but most provide sponsorship - going year to year. They had a mentor - pass this legacy on. Care about the viability of their field Provide a safe and adequate work space Articulate expectations and provide feedback Host parents for one site visit – schedule early on Provide pre-professional experience. First few weeks you may be doing more mundane activities until your mentor can give you more challenging work.
Expectations of Teacher Monitors • Serve as resource to interns, mentors, and ASE staff • Conduct 2 site visits and interviews with interns and
mentors (Teacher Monitor will contact you to schedule visits)
• Take photos • Provide support to student - program logistics,
transportation assistance • Coordinate Thank You Letters • Assist with events, like this Orientation and conferences
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Teacher Monitors are HIRED by ASE for the summer. They are our eyes and ears – a window into your internship. The provide support and resource – line of contact in the event of issues They document the experience For Grants For Quality Control For Continuous improvement Help with Logistics Transportation Event Staff You will have the opportunity to meet your TM after this orientation (6-6:30), along with your intern. We’ll email you their contact information soon.
Support from ASE Staff • Ensure a quality program and experience • Point of contact in event of an emergency • Organize conferences • Disburse stipend payments • Provide liability insurance and documentation to
schools Our goal is an educational and
productive summer for all!
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We will provide stipend payments to the students, in two payments. This allows us to send checks to students at the same time, which is less confusing for both interns and their families.
Expectations of Parents/Guardians
• Encourage student to fully participate • Facilitate learning experience • Provide housing and safe transportation • Provide health insurance • Reinforce professional behavior and workplace
etiquette • May request one site visit
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Not to be overlooked are the Parents and Guardians of the students and your responsibilities Housing and transportation are not the mentor’s responsibility (nor are they the ASE Program’s responsibility)! Support your child: Sleep Transportation and Housing 40 hours is a lot, even for high achieving students, are usually a little over whelmed.
How ASE will contact you ASE will rely on EMAIL to communicate with participants. Please check your email often and
notify us immediately if your contact information changes!
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Already noticed we use email Please notify us if your address or phone numbers change One year we had a student come to the wrong location for Symposium because she changed her email address and didn’t get the directions. Don’t let that be you! We will provide cell phone numbers for emergencies, and help especially at MSC and Symposium.
Interns: Making ASE Work for You
Preparation • Forms • Reading Materials • Parent Visit • Register for science fairs • School Credit • Expectations
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After you submitted your ASE Intern form online your mentor, parent and counselor were automatically sent emails from Formsite. If I don’t get those forms back in a week I will send reminders with the link to the form to all of those people. Parents, if you had trouble with the payment, I will send you an invoice within a week you can pay online via credit card or PayPal. I will be sending your teacher monitors your final summer schedules and your emergency contact information for them to keep on file and provide to your MENTORS Calendars may changes – that’s your responsibility to approve with mentor and notify teacher monitors Plan parent visits early – understand and respect the mentor’s time Register for science fairs (see PURPLE form) Submit Credit info (see CORAL form and example) Read articles about what you will be doing and brush up on programs ACTIVITY 1: What are your goals for this summer? - See the BLUE sheet in your folders Hopes - skills & knowledge Fears - worries Expectations - accomplishments
• What skills do I hope to learn this summer? • What knowledge do I hope to gain this
summer? • At the end of the summer, what do I hope to
accomplish? • What worries do I have coming into this
experience?
ACTIVITY: Summer Goals
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It is important to think about these questions both on the hard scientific side of your internship (“I hope to learn how to work a high-powered microscope”) and also on the more personal side of your internship experience (“I hope to learn how to communicate within a workplace setting”). Use these questions to think about your internship this summer and consider how you might discuss this with your mentor and/or teacher monitor.
Stipends • Not an hourly wage • Intended use to cover costs
like transportation • Two payments sent:
– July 15 – Sept 7
• Taxes are your responsibility (we don’t issue W-2’s)
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We are an educational program and do not provide wages. Unless other arrangements made, you are a volunteer of the organization Stipends are intended to help cover costs of transportation, meals, & extra clothing or supplies associated with the internship. 2 payments SENT in middle of July, and at the beginning of September. Wait a week before calling to find out where it is. Because stipends are not wages, you have to talk to your own tax preparer to know if you will need to declare your stipend on your taxes.
Approaching your Internship
• Regard your internship as a real “job” not just an extension of your high school education.
• Trade: – Your time and energy (attributes you possess) – For knowledge and additional technical skills
(attributes that you might lack).
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An internship is a little like school in that: You need to take in information and You need to output something productive But it is unlike school in that: No one will give you the right answers and no one will give you permission to think on your own. There rarely are concrete “right” answers to the project you are trying to solve. It is your responsibility to be aware and inquisitive to find new avenues and answers to your scientific questions. It can be daunting to move into this type of experience, please keep in mind that while you may not have the technical skills that you need for the internship, you do have time and energy to devote to the task. Refer to the GREEN sheet for some great tips put together by an ASE Mentor
The First Two Weeks • Listen and observe • Plan for enough:
– travel time – Sleep – lunch
• Be friendly, open and inquisitive
• Make sure that you understand the big picture
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A lot of listening and observing. Don’t be afraid to make mistakes as long as you learn from them. Start your logbook the first day of your internship. Names of people that you meet, places to find files. This logbook will be invaluable when you start preparing for symposium. Complicated set of instructions - listen carefully and take notes Mentor won’t always be available for questions. When you are given a task take notes and. Understand the expectations – ask about what the final result should look like. Middle, check in to make sure you are on track. At end, make sure that your final project is what the mentor wanted and make corrections if necessary. You can also record questions At first, your mentor tell you what to do After the first few weeks you should start making your own list of projects with a timeline for each. Share this with your mentor to prioritize Then, when you get down to only a few days of activities, give your mentor a heads-up that you will need to discuss further projects with them by _____ and give them a date.
Middle of Your Internship • Be your own best advocate • Communicate expectations • Keep a log of activities • Weekly check-ins
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This is the time to make your skills shine and get things done! This is also the time when problems might arise. ACTIVITY Be your own advocate: If you have skills that you think you can use to help your mentors or department, let folks know and offer up your services! Communicate Expectations frequently. Most problems in the workplace come from not communicating expectations OR misunderstanding expectations. The log might seem unnecessary, but it will be very useful when they are making college applications and preparing for interviews. It will remind them of the details of what they actually accomplished!
Middle of Your Internship • Offer solutions if problems arise • Be realistic • Make yourself invaluable • Plan your presentation
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Offer solutions: If there is an emergency or hazardous situation, find your mentor or supervisor immediately. If your mentor is going to be out of the office, make sure to check in to see who you will be reporting to while they are gone. If it isn’t an emergency, think of a couple of solutions before you go to your mentor. If you make a mistake, DON’T BE DEFENSIVE Take responsibility for your actions, apologize and offer solutions Tricky spot, questions – consult with your TEACHER MONITOR. That’s what they are there for.
1: You have a project with a deadline in three days and you just realized that there is a big problem in your data. 2: One of your co-workers tends to stop by frequently during the day and chat for lengthy periods of time, usually about their personal life. 3: You are working on a project together with 4 people and the deadline is coming up. One of the people on your team is procrastinating and doesn’t have their portion of the project done.
What do you do?
ACTIVITY: Problem Solving
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1: You have a project with a deadline in three days and you just realized that there is a big problem in your data. 2: One of your co-workers tends to stop by frequently during the day and chat for lengthy periods of time, usually about their personal life. 3: You are working on a project together with 4 people and the deadline is coming up. One of the people on your team is procrastinating and doesn’t have their portion of the project done.
Events: Midsummer Conference
• Tuesday, July 14, 2015 • Oregon State University • What to expect:
– Hands-on workshops – Career exploration – Seminars & activities – Early start, long day
• Who attends: Interns, WS Presenters, Teacher Monitors
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Intern will be absent from mentor organization on these events MSC FUN but Long Day Like a conference that you will register for your sessions in advance (look for the email from ASE). If you don’t register for sessions, we will pick them for you. We provide meals and transportation You get to meet your other interns, Noyce college interns from UP, other science, engineering, and technology professionals through workshops.
Events: Symposium • Friday, August 21, 2015 • University of Portland • What to expect:
– Students presentations – Celebrating and recognition – Networking
• Who attends: – Interns, Mentors, Families,
Teacher Monitors, Community Members
– Free to attend and open to all – Invite others!
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Intern will be absent from mentor organization on these events Symposium: Interns make formal oral and poster presentations Mentors are highly encouraged to attend Feel free to invite managers, benefactors and potential mentors Presentations are intern homework – you can help them prepare (recommended) Review poster and oral presentation for proprietary information and technical accuracy Optional but recommended: practice presentation, provide visual aids (digital images, equipment, etc) Networking!
End of your Internship • Reflection and
Introspection – Summaries – Thank you letters
• Networking & keeping in touch
• School credit • Certificate of Completion • Science fairs
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As your internship ends, leave gracefully. If you decided you don’t want to go into your internship discipline, try keeping your elation of leaving to yourself. Likewise, if you really loved it, try not to push too hard about being hired back. Summaries: Used 2 times: Symposium presentation, executive summary. You can use this same paragraph for your internship summary that we request at the end of the summer. You can also modify this paragraph to include in your thank-you letters to demonstrate what you learned this summer to the people that made your internship possible. Mentors that need to use them on grant applications Our own grant applications Tell future employers what you did during the summer. Thank you Letters: Important for the future of our program Due at the same time as your summaries. Guide on how to write professional thank-you letters after MSC Write letters to CEOs and high managers School Credit: beginning of October we will send your counselor a letter certifying your completion of the program. Another chance in September to do so Certificate: Also in early October we will send you a certificate of completion, a letter certifying, a copy of the credit letter that we sent from your school. That way, if you don’t see the credit on your transcript you can show your counselor the copy we sent them. Science Fair: ASE friends collaborators Must be approved BEFORE your internship begins. handout in your packet that outlines the process. We highly encourage you to do this, as it looks great on applications AND it may even result in thousands of dollars in scholarships for college. Caution in asking your mentor to be the adult sponsor. ONLY ask this if you are planning to stay in contact with your mentor, i.e. student will still be in the lab in January when registration really happens and February when we review the forms and need corrections they shouldn't be the adult sponsor.
Networking • Learn about it • Ask your mentor • Embrace
opportunities • Stay Connected • Get LinkedIn
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Networking: Networking is like gardening, you have to sew your garden before you can harvest. Don’t let it go to waste. Keep your mentor updated on your progress through school, and keep in touch through sites like Facebook or LinkedIn. Many students and mentors recommendations, collaborate or hire , pass their information on to colleagues looking for interns. This isn’t a requirement though of the program so be mindful of your mentor’s time when requesting such favors. You should also keep in touch with your ASE friends. We have an Alumni LinkedIn group that that you can join and start connecting with current and past interns and mentors. Great way to get familiar with this professional networking tool.
