This “Policies and Procedures” document is a guide to your internship-related rights and responsibilities as a Host Organisation and will provide the procedures for you to effectively obtain and supervise an Internex Intern. The following are the specific topics discussed within this document;

- Definitions of internship-related terms

- During the internship placement

- If internship- related difficulties arise

- Premature termination of a placement

- Internship program specifications

1. Definitions of internship-Related terms

Internship: A supervised, practical, unpaid, time-limited training or service experience for qualified students and professionals, conducted on-site within your Organisation. An Intern gains real-world experience related to his or her academic or professional field while serving in a company, organisation, not for profit, NGO or Charity.

Internex Internship Program: A highly customized Internship Service Program, carefully managed by Internex Supervisors.

Internex Supervisor: An Internex Internship Program Supervisor, who accepts the Intern into the program, arranges the Intern’s internship, and supervises the internship placement.

Internex Intern: A qualified student or professional who has been formally accepted into the Internex Internship Program by an Internex Supervisor.

Host Organisation: An Organisation that agrees to accept, supervise and train the Internex Intern for specific, unpaid, project-related, non supervisory activity within the Organisation for a specified, limited time period.

2. During the internship placement

I. Interns must strictly adhere to the policies, procedures and practices or your Organisation, and behave as responsible professionals at all times.

II. Interns are expected to fulfil their duties with your Organisation on a full-time basis. The exact hours of daily activity are negotiated between you and the Intern. The Internex Supervisor must be informed of any “Vacation” time, or extended time off negotiated between the Interns and your Organisation.

III. Your organisation agrees to provide the opportunity for the Intern to observe your day-to-day operations, conduct project-based activity, shadow individuals in position relevant to the Intern’s areas of interest and conduct research. Your organisation should give reasonable opportunities for the Interns to use the English language as it is operationally used in your Organisation’s daily activities.

IV. If you contemplate requiring the Intern to travel out of the province or country in connection with his or her duties; then you agree to notify Internex and seek approval for this travel from the Internex Supervisor.

V. Your organisation agrees to notify the Internex Supervisor of any extended absences of the Intern.

VI. Your organisation agrees to provide any tools, data, equipment and other resources required for the Intern to perform his or her duties as outlined in the placement interview with the Intern.

3. If any internship related difficulties arise

I. Your organisation must inform the Internex Supervisor immediately of any serious transgression by the Intern of your organisation’s policies, procedures or practices (including unwarranted absences without a doctor’s note).

II. Your organisation should make a good-faith attempt to resolve less serious internship-related concerns, issues or difficulties directly with the Intern. If anything remains unresolved after you make this attempt, your organisation must inform the Internex Supervisor immediately of any remaining difficulties, issues or concerns. The Internex Supervisor then would contact the Intern and your organisation’s representative, in an attempt to help resolve the situation.

4. Premature termination of a placement

I. Your organisation may terminate an Internex internship at any time, for any reason. If you make this decision you must inform the Internex Supervisor immediately as to the reason why this termination has occurred.

II. If your operational requirement dictates that the internship period must end prematurely (excluding any incident of “just because” with the Intern) Internex asks that your organisation provides at least on week’s notice to the Intern of the internship ending.

III. Internex reserves the right to terminate an internship placement at any time, and for any reason.

IV. Interns seeking to prematurely terminate their placement with your organisation must first negotiate their premature departure with their immediate supervisor within your Organisation. The Intern must state his or her reasons clearly, giving a minimum of 2 weeks notice, and must obtain your organisation’s written agreement with the intern’s request. The Intern must then present a copy of the written agreement to the Internex Supervisor and obtain Internex's approval of the premature placement termination.

5. Internship program specifications

I. The Internex Internship Program is an educational program only, and does not provide free labor or replace qualified local labour. It does not prevent the employment, advancement, or any training opportunity for anyone legally entitled to work in the host country.

II. All Internex internships are unpaid. Your organization may not give the Intern a stipend, an honorarium, wages or anything of value in connection with the intern’s placement. If your Organisation chooses to give the Intern something of value in connection with the internship, then these arrangements are totally and entirely between your organisation and the Intern and should be done so in conjunction with local employment standards.

III. Interns are not permitted to be in any management or supervisory position. All placements must be clearly project-based, and supervised by a competent member of your organisation, in accordance with the requirements/objectives discussed in the placement interview with your Organisation and the following internship offer.

Before the commencement of any internship an agreement to outline the terms of the internship placement must be signed by both the intern and an authorised representative of the host company.