Hiring an Intern

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

At Genie AI, we know just how important internships are for students, recent graduates and employers alike. Internships provide an invaluable opportunity for students to gain real-world experience in their chosen field, enabling them to develop the skillset they need to succeed after college. Employers find great value in internships too, as they can help identify potential employees with the required qualities and experiences needed; while internships can also help develop a pipeline of talent and cultivate relationships with interns over time.

Furthermore, local communities benefit from interns staying close to home; providing them with the opportunity to gain relevant experience. In addition to this, internships can significantly increase diversity in the workplace; offering those from different backgrounds a chance at getting essential on-the-job training.

That’s why since 2017 Genie AI has been empowering people all over the world to access free legal documents; allowing anyone to draft and customize high quality contract templates without spending time or money on a lawyer. Our open source legal template library is fed by millions of data points that have helped us build up an understanding of what makes a ‘market standard’ internship agreement - giving you access to a robust set of guidelines for hiring an intern that don’t require any prior Genie AI account or knowledge.

So if you’re looking for step-by-step guidance on how best practice when it comes to hiring an interns - or if you’d like more information on our template library - then read on below!

Definitions (feel free to skip)

Job Boards: A website or online platform where employers can post job listings to attract potential candidates.

Job Description: A written document outlining the skills and qualifications necessary for a position, the job duties and responsibilities, and the company culture and environment.

Compensation: Payment or other form of reward for work done or services provided.

Recruitment Process: The steps taken to find and select a candidate for a position.

Advertise: To make a job opportunity known to the public.

Review Applications: To examine and evaluate the applications for a position.

Choose a Candidate: To select a person for a position.

Interview: A meeting between an employer and a potential employee to discuss the job and the applicant’s skills and qualifications.

Job Offer: An invitation to take a position.

Performance Review System: A process used to measure an employee’s progress, performance, and behavior.

Formal Evaluation: An official assessment of an employee’s skills and qualifications.

Contents

• Identify the type of intern you are looking for
• Research the best places to find qualified interns
• Identify relevant job boards
• Research universities and other educational programs
• Develop a comprehensive job description
• Outline the skills and qualifications necessary
• Define the job duties and responsibilities
• Describe the company culture and environment
• Determine what type of compensation is appropriate
• Create a timeline for the recruitment process
• Advertise the position
• Specify where the ad should be posted
• Outline the process for responding to applications
• Review applications and select the best candidate
• Conduct interviews
• Prepare questions to assess the candidate’s skills and qualifications
• Assess the candidate’s fit with the company culture
• Make a job offer
• Outline the terms of the offer
• Establish a performance review system
• Provide feedback and guidance during the intern’s employment
• Schedule regular check-ins
• Establish a method of communication
• Provide a formal evaluation of the intern’s performance at the end of the term

Get started

Identify the type of intern you are looking for

• Define the skills and qualities you need in an intern
• Determine the type of intern you need (full-time, part-time, remote, etc.)
• Create a job description and list the duties and responsibilities of the intern
• Decide the length of the internship
• Set the minimum qualifications and experience for the intern

When you have identified the type of intern you are looking for, you can move on to the next step.

Research the best places to find qualified interns

• Identify industry-specific job boards and job listing sites that target interns
• Ask your colleagues and industry contacts for advice on the best places to find interns
• Review online resources such as Glassdoor and Indeed
• Check out university and college job boards, as well as specialized sites such as Internships.com
• Research relevant companies and organizations that may have internships available

You can check this off your list when you have identified at least 3-5 industry-specific job boards and job listing sites, as well as other resources such as Glassdoor and Indeed, where you can find qualified interns.

Identify relevant job boards

• Identify job boards that list internships or list relevant job postings
• Check out websites like Indeed, Craigslist, and Glassdoor to find postings related to the job you are looking to fill
• Look through job boards specific to your industry or geographic area
• Once you have identified a few job boards that you feel are relevant, you can move on to the next step of researching universities and other educational programs.

Research universities and other educational programs

• Reach out to universities, alumni networks, and other educational programs to find potential interns
• Ask for referrals from faculty and other professionals in the field
• Look for job boards and other postings from universities and educational institutions
• Make sure to factor in any relevant diversity initiatives that universities may have
• Research the types of internships that universities offer and how they can benefit your company
• Once you have a list of universities and other educational programs that you can use to recruit interns, you can check off this step and move on to developing a comprehensive job description.

Develop a comprehensive job description

• Determine the scope of the internship project and what the intern will be responsible for
• Create a list of daily tasks and other activities the intern will be expected to do
• Decide the hours and length of the internship
• Write a job description that covers all aspects of the job expectations
• Outline the required skills and qualifications
• Clearly explain the benefits associated with the internship
• When complete, post the job description on job boards, university websites and other online sites
• You can check this off your list when you have a complete job description ready to post.

Outline the skills and qualifications necessary

• Identify the specific technical and soft skills required to succeed in the intern role
• Make a list of qualifications needed to perform the duties of the position
• Consider the level of experience and knowledge required for the role
• Assess the type of education and certifications necessary
• Research the job market and industry standards to determine the desired qualifications
• Check to see if there are any legal qualifications necessary to fill the role
• Check off this step when you have a clear list of qualifications and skills necessary for the role.

Define the job duties and responsibilities

• Create a detailed list of job duties and responsibilities for the intern role
• Ensure the list is comprehensive and accurately describes the work to be completed
• Revise the list if necessary to ensure the intern is able to complete all the tasks
• When the list of job duties and responsibilities is finalized and revised, it is ready to move on to the next step.

Describe the company culture and environment

• Research existing employees to get a better understanding of the company culture
• Create a complete description of the ideal candidate and the work environment
• Establish core values for the organization and the team
• Determine the company’s unique benefits, such as flexible hours, remote working, additional learning opportunities, etc.
• Identify any perks offered, such as free coffee, snacks, or other incentives
• Develop a plan to promote the company culture and values
• Determine what type of feedback system will be used to evaluate the intern’s performance

You will know you have completed this step when you have a clear understanding of the company culture and environment and have a plan to communicate these to the intern.

Determine what type of compensation is appropriate

• Research local, state, and federal laws to determine the minimum wage requirements for interns
• Consider the company’s budget to determine what salary, hourly rate, or stipend is realistic
• Decide if additional compensation, such as bonuses or stock options, should be offered
• Once the appropriate compensation is determined, document it for the intern agreement
• Once the compensation is determined, check it off your list and move on to the next step in the recruitment process.

Create a timeline for the recruitment process

• Decide how much time you need for each part of the recruitment process (e.g. advertising, reviewing applications, interviewing, making a decision).
• Estimate the total time required for the process.
• Create a timeline with specific deadlines for each stage of the recruitment process.
• Assign tasks and responsibilities to each team member involved in the recruitment process.
• Know when you can check this off your list and move on to the next step by ensuring all tasks are completed according to the timeline.

Advertise the position

• Create a job listing and use job boards or social media to post the listing
• Make sure to include any qualifications you’re looking for and details about the position
• Check back regularly and monitor responses to the listing
• When you have a satisfactory number of responses, you can move on to the next step

Specify where the ad should be posted

• Decide which websites, job boards, and/or social media platforms you’ll post the ad on
• Consider using job boards and websites specific to the type of intern you’re looking for, like internships.com for students
• Post the ad on each platform
• Once the ad is posted on all platforms, you can check this step off your list and move on to the next step.

Outline the process for responding to applications

• Create a response template for when you receive an application
• Set up a system for tracking applications received and their status
• Decide how many rounds of communication you will have with each applicant
• Establish a timeline for responding to applications
• Create a specific timeline for each applicant, determining when to respond, when to follow up, and when to provide feedback
• When you have a response written, reach out to the applicant with feedback
• Update the tracking system with any changes to the applicant’s status
• When you have made a final decision, notify all applicants of the outcome

When you have completed this step, you should have a response template created, a tracking system set up, and a timeline for responding to applications established.

Review applications and select the best candidate

• Gather applications and review them for qualifications, including hard skills and relevant experience.
• Create a shortlist of applicants who best meet the criteria and reach out to them for interviews.
• Once you have identified the best candidate, extend an offer of employment and notify the other applicants.
• You can check off this step when you have selected the best candidate and they have accepted the offer.

Conduct interviews

• Gather the top candidates who submitted applications and contact them to schedule interviews
• Set up a meeting space or virtual interview platform to conduct the interviews
• Have the same set of questions for each candidate and review their answers to assess their qualifications
• Ask follow-up questions to get a better idea of their skills and experiences
• Give the candidate a chance to ask questions about the role and your organization
• Once all the interviews have been conducted, evaluate the candidates and select the best one
• When you have chosen the best candidate, you can check this step off your list and move on to the next step of preparing questions to assess the candidate’s skills and qualifications.

Prepare questions to assess the candidate’s skills and qualifications

• Brainstorm a list of questions to ask the candidate that assess their skills and qualifications
• Research questions that are applicable to the intern position you are hoping to fill
• Make sure to ask questions that will help you assess the candidate’s problem-solving skills, communication skills, and ability to work in a team
• Prioritize questions that are specific to the role you are hiring for
• Prepare a list of at least 10 questions to ask the candidate
• When you have completed your list of 10+ questions, you can check this off your list and move on to assessing the candidate’s fit with the company culture.

Assess the candidate’s fit with the company culture

• Ask questions about the candidate’s professional background and how it relates to the company’s culture
• Discuss the candidate’s experience and how it will help them fit into the company culture
• Ask the candidate how they think their skills and experience will fit into the company’s culture
• Ask the candidate about their interest in the company and its culture
• Gain insight into the candidate’s values, beliefs, and interests

You will know you can check this off your list and move on to the next step when you have obtained enough information to determine the candidate’s fit with the company culture.

Make a job offer

• Prepare a job offer letter: Include the job title, start date, salary/stipend, hours, and other relevant details
• Schedule a meeting to present the offer in person: Allow the candidate to ask questions and have a chance to discuss the offer
• Get the candidate’s signature on the job offer letter: Make sure all relevant details have been discussed and understood
• Send a copy of the signed job offer letter to the candidate: This step helps ensure that both parties are in agreement and have a record of the terms of the offer
• Check off this step: Once the candidate has accepted the job offer and the signed job offer letter has been sent, you can move on to the next step in the process.

Outline the terms of the offer

• Determine the job title, salary and benefits that you are offering
• Decide on the start and end dates of the internship
• Outline the job duties, tasks and expectations
• Specify the hours the intern will work
• Clarify who the intern will report to and who will provide oversight and support
• Make sure to include who is responsible for paying taxes and other related paperwork
• Document the terms of the offer and make sure both parties sign it
• Once the intern has accepted the offer, you can check this off your list and move on to the next step.

Establish a performance review system

• Decide on the criteria you will use to evaluate interns during their employment
• Set up an evaluation system with clear expectations, deadlines, and guidelines
• Create a system to document performance, goals, and progress
• Determine how often reviews will be conducted and how long they will take
• Make sure the intern understands the system and is comfortable with it
• Once the system is in place, review it with the intern to ensure they understand it

You’ll know you can move on to the next step when the evaluation system is in place, the intern has been briefed on it, and the intern is comfortable with the system.

Provide feedback and guidance during the intern’s employment

• Establish a timeline for progress and goals to ensure that the intern is making progress
• Provide timely and constructive feedback on tasks and assignments
• Set up regular check-ins to review performance and provide guidance
• Recognize achievements and successes with positive reinforcement
• Make sure that the intern understands deadlines and expectations
• Encourage the intern to ask questions and seek clarification
• Ensure the intern is comfortable and that their questions and concerns are addressed
• When the intern has achieved their goals, review and update accordingly

How you’ll know when you can check this off your list and move on to the next step:

• The intern has been given the necessary guidance and feedback to complete their tasks
• The intern is making progress and meeting expectations
• Regular check-ins are taking place
• The intern is comfortable in their role and their questions and concerns are being addressed

Schedule regular check-ins

• Set a regular schedule for check-ins with your intern, such as once per week or bi-weekly
• Make sure to be clear about expectations for the check-ins and the topics you will discuss
• Have a plan for how often you will provide feedback and guidance during these check-ins
• Document the check-ins and keep track of any topics discussed during the meetings
• When you feel that the intern is meeting the expectations of the job, you can move on to the next step of establishing a method of communication.

Establish a method of communication

• Identify the best form of communication for the intern, such as email, phone, text, or video conference
• Set expectations for how often you’ll communicate and how quickly you expect responses
• Ensure that the intern has easy access to the chosen method of communication
• Establish a schedule for regular check-ins with the intern
• How you’ll know when you can check this off your list and move on to the next step: Once the method of communication is established and expectations are set, this step is complete.

Provide a formal evaluation of the intern’s performance at the end of the term

• Schedule a meeting with the intern to discuss their performance
• Ask the intern to provide feedback on their experience
• Ask the intern to provide examples of the successes achieved throughout their internship
• Ask the intern to provide examples of areas where they feel they could have improved or done better
• Provide the intern with feedback on their performance
• Ask the intern for ideas for improvement for the future
• Give the intern a written evaluation of their performance
• Thank the intern for their work
• How you’ll know when you can check this off your list and move on to the next step: When you have completed the evaluation and provided the intern with feedback and written evaluation.

FAQ:

Q: How do I ensure my intern is legally compliant?

Asked by Jane on April 15th, 2022.
A: Ensuring that your intern is legally compliant is vitally important. Depending on where you are based, the laws and regulations that apply to interns may differ. For example, in the USA and the UK there are specific laws that must be adhered to in order to ensure you are legally compliant. In the EU, there are a number of different regulations that must be adhered to depending on which country you are based in. It is essential to research the laws and regulations for your jurisdiction and make sure that your intern abides by them. Additionally, it is important to ensure that your intern has appropriate insurance coverage, such as workers’ compensation insurance if needed.

Q: How do I find the right intern for my business?

Asked by Jack on March 25th, 2022.
A: Finding the right intern for your business can be a challenging task, but it is essential in order to ensure that your business is able to get the most out of the internship experience. When looking for an intern, it is important to consider their relevant skills and experience as well as their personality and attitude. It can also be helpful to create a set of criteria or questions that you can use to evaluate potential candidates against. Additionally, it can be beneficial to reach out to relevant contacts or networks in order to find potential candidates who may not be actively seeking an internship but would still make a great addition to your team.

Q: How do I incentivize an intern?

Asked by Jacob on June 17th, 2022.
A: Incentivizing an intern is an important part of ensuring they feel valued and motivated during their time at your business. There are a variety of different ways you can incentivize an intern depending on your resources and budget. Some common forms of incentives include offering a stipend or bonus payment upon successful completion of their internship; providing additional perks such as flexible working hours, free lunch or access to company events; offering mentorship opportunities with senior staff members; or providing opportunities for career development such as attending industry conferences or networking events.

Q: What type of tasks should I assign an intern?

Asked by Joseph on May 5th, 2022.
A: When assigning tasks to an intern it is important to consider their skillset and experience level. It can also be beneficial to provide them with tasks related to their field of study or academic background in order for them to gain greater insight into their chosen profession. Tasks should also offer them enough challenge in order for them to learn new skills and gain valuable experience while still allowing them enough time for self-improvement activities such as reading books or attending seminars related to their field of study. Typical tasks assigned to interns include researching trends in the industry, developing marketing materials, conducting market analysis, managing social media accounts or assisting with customer service inquiries.

Q: What type of training should I provide my intern?

Asked by John on February 8th, 2022.
A: Training your intern is essential in order for them to be successful in their role and gain the most out of their internship experience. The type of training required will depend largely on the particular tasks they will be assigned and the industry they will be working in. Generally speaking though, it is beneficial to provide both basic training related to the business’s operations as well as more specific training related to the tasks they will be assigned such as market research or social media management etc. Additionally, providing them with access to relevant resources such as books or industry publications can help them gain further insight into their chosen profession and develop them professionally during their time at your business.

Example dispute

Lawsuits Involving Interns

• Interns can sue employers for violations of their rights under the Fair Labor Standards Act (FLSA), which includes minimum wage and overtime.
• Interns may be able to bring a suit if they have not been paid for their work, have been subjected to unsafe or discriminatory working conditions, have suffered physical or emotional injury while on the job, or have been wrongfully terminated.
• Claims may also be made for breach of contract, if the employer failed to fulfill the terms of the internship agreement.
• In some cases, an intern may be able to seek compensation for emotional distress and punitive damages, if the employer’s actions were particularly egregious.
• Settlement may be reached through negotiation, mediation, or arbitration.
• Damages may include payment for wages and benefits, as well as punitive damages, if appropriate.

Templates available (free to use)

Unpaid Internship Agreement
Unpaid Internship Contract Learning Contract
Unpaid Internship Contract Learning Contract California
Unpaid Internship Contract Learning Contract Colorado
Unpaid Internship Contract Learning Contract Florida
Unpaid Internship Contract Learning Contract Georgia
Unpaid Internship Contract Learning Contract Illinois
Unpaid Internship Contract Learning Contract Louisiana
Unpaid Internship Contract Learning Contract Massachusetts
Unpaid Internship Contract Learning Contract Minnesota
Unpaid Internship Contract Learning Contract Missouri
Unpaid Internship Contract Learning Contract New Jersey
Unpaid Internship Contract Learning Contract New York
Unpaid Internship Contract Learning Contract Ohio
Unpaid Internship Contract Learning Contract Pennsylvania
Unpaid Internship Contract Learning Contract Tennessee
Unpaid Internship Contract Learning Contract Texas
Work Experience Or Internship Agreement

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