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Protocols for Library Internships at Yale University

Slavic Reading Room

Prepared by Tatjana Lorkovic, Curator and William Larsh, Acquisitions Assistant

Skip to a section of the Protocol:

  1. Internship program
  2. Funding
  3. Initiation of the Program
  4. Preparation for Intern's stay
  5. Intern's arrival
  6. Work Orientation
  7. The Internship
  8. Conclusion of the Internship

I. Internship program

Well defined program of Internship aimed at middle level carrier librarians with good knowledge of English and preferably with no previous experience of similar programs in the United States. For a detailed description of the Slavic Internship at Yale please see our web page.

II. Funding

Funding for the Internship is realized through federal grants, non governmental organizations, private donations, etc. It is important to remember that requests for grants must be forwarded by the Library Business Office’s Director, Deborah McGraw, (432-1767) to the University Grant and Contract Administration, 155 Whitney Ave., Room 214. Funding supported by donors should be channeled through the Library Development Officer, Carolyn Claflin, (432-1818), who will work closely with the Office of Development of Yale University, 265 Church, Ste 3000. The initiative for donations and/or grants starts with the Curator, but to bring funding to fruition Yale procedures require close cooperation with the aforementioned departments.

III. Initiation of the Program

Delineation of procedures necessary to initiate the program prior to candidates arrival in the U.S.:

  1. Announce the competition for the Internship in the relevant countries by informing the following organizations:
    1. Major research libraries: academic, national and regional.
    2. Inform the United States Information Agency (USIA) --by writing to the Cultural Attache and major information officer attached to the U.S. embassy.

  2. Request from the applicants the following: curriculum vitae, short statement of purpose for why they would like to intern at the Yale University Library and two letters of recommendation from their supervisor and/or prominent librarians.

  3. Selection of the best suited applicant. The selection is done at Yale jointly by the AUL for Collection, the Coordinator for Area Studies and the Curator and her staff.

  4. The winning candidate is promptly informed by telephone, e-mail or fax as well as by an official letter from the Curator.

  5. Once the chosen candidate has accepted the offer, two steps are then initiated:
    1. A letter to the Cultural Attache of the U.S. Embassy in the relevant country in order to expedite the quick issuance of the J-1 visa for the candidate.
    2. The Curator notifies the unsuccessful applicants by mail that they were not selected, but encourages them to apply for the next round of the competition.

  6. The Curator contacts the Office of International Students and Scholars at Yale University to obtain the following form "Notification Form for Foreign National Faculty, Staff and Visitors--Yale University’s Office of International Students and Scholars (OISS)". The Curator fills out the form and sends it back to the OISS. This document is essential because it verifies the existence of the program and availability of funds. It is also important because this must be forwarded to the candidate so that they can take it to the U.S. Embassy in order to receive a visa. Our experience has shown that it is best that we ourselves send the completed document by Federal Express directly to the candidate. This process, along with our prior notification to the USIA (see step 1. b.), has heretofore always resulted in the issuance of the visa to our candidate the same day they requested it at the U.S. Embassy.

IV. Preparations for the Intern's stay

Preparations for the Intern's stay in New Haven prior to the candidate's arrival:

  1. Housing

    There is a variety of possibilities: campus dormitories, Yale colleges, private accommodations and hotels. During the course of our last Baltic Internship Program we have successfully used private accommodations. Campus housing is difficult to secure and one must initiate the process quite early with the appropriate authorities. Our internships typically run for a semester and our experience has been that if the duration of the internship is less than an academic year it is almost impossible to secure campus housing.

  2. Travel Arrangements

    Travel arrangements are usually made six weeks or a month before the beginning of the Internship. A travel requisition, signed by Mr. Roy Bohlander, from the Business Office of the Library (432-1774), is forwarded by him to the Yale Travel Office. Yale Travel then sends the completed airline ticket along with the Connecticut Limo pass directly to the Intern at their home address. The Slavic Reading Room also sends to the candidate a detailed description of how to get to New Haven from JFK and information that they will be met by a staff member at their final stop in New Haven and escorted to their lodging.

  3. Office of Human Resources at the Yale University Library

    The Office of Human Resources is given all the relevant documentation pertaining to the Intern in order to officially establish the Intern’s position within the Library:

    1. Library Human Resources (LHR) (432-1810) will arrange for the Yale Health Plan coverage. It would be best to have the Intern arrive by the 1st working day of the month so that their Yale Health coverage can be activated immediately. Otherwise, the candidate may not be able to be insured until the next month.

    2. Library Human Resources (LHR) will arrange with the Payroll Office the issuance of monthly checks. The Intern will receive their first paycheck as soon as they arrive. (The Library Business Office actually processes this based on information that is provided by LHR)

    3. Library Human Resources (LHR) will arrange for a temporary Yale ID and the "dummy" Social Security number which is essential for free movement within Yale University.

V. Intern's Arrival:

  1. The Intern should be met at the Connecticut Limo Station by a staff member who will have the keys to their apartment. The staff member will provide information on how to obtain food, necessities, and transportation. On the first working day the staff member will escort the Intern to the Library.

  2. The staff member must also accompany the Intern in order to accomplish several crucial tasks within the first few working days:

    1. The first step to accomplish is to register the Intern at the Office of International Students and Scholars at 246 Church, Ste 201.

    2. Formally enroll the Intern at the Yale Health Plan in Human Resources at 155 Whitney Ave.

    3. While at 155 Whitney Ave. the Intern should also pick up the first paycheck at the Payroll Department.

    4. The Intern should proceed to the bank (Fleet Bank) and open up a checking account.

    5. Be aware that the application for a permanent Social Security number should take place within the next two weeks. Because of the Homeland Security Procedures, the Social Security Administration will arrange for a meeting on campus of all foreign students in order for them to formally apply for the permanent Social Security number. It is important that the Intern receives the SS card so that no taxes will be deducted from their paychecks. Most nations have a tax treaty with the United States which allows for this privilege. The next step is to arrange for a meeting with the Tax Department (Ms. Daisy Cardona) and fill out the necessary forms so that the intern stipend will have no taxes deducted. It is very important to do this as soon as the intern receives the permanent social security number.

VI. Work Orientation:

  1. The Intern is received by the Curator and the staff of the Slavic Reading Room.

  2. The Intern is placed at his/her work station which includes desk, computer and pertinent documentation.

  3. The training begins immediately according to the set plan.

  4. The Intern is introduced to other area studies curators and meets with the AUL for Collections. The Intern receives the organizational chart of the Yale University Library and participates in the various orientation programs.

VII. The Internship

  1. The Curator sends campus wide information about the arrival of the Intern and requests the cooperation of the entire library community at Yale.

  2. The Internship proceeds according to the predetermined plan— with work in the Slavic Reading Room, visits to many different departments of the University Library, and getting acquainted with the wide variety of campus life at Yale.

  3. The Curator arranges for a meeting with the donor, if the Internship is sponsored by a private donation.

  4. The Curator informs the national community of Slavic and East European librarians via "slavlib listserv" with the purpose of enlarging the circle of contacts for the Intern.

  5. The Curator arranges for the Intern’s visits to other important libraries in the United States such as The New York Public Library, the Library of Congress, Harvard University Library and possibly some other institutions.

VIII. Conclusion of the Internship

  1. The Intern is required to submit a short report about the value of the program and a day by day diary account of his/her activities.

  2. The Curator arranges an exit interview with the University Librarian and the AUL for Collections.

  3. If the Internship was sponsored by a private donor, the Curator arranges for an exit interview with the donor if feasible.

  4. The Curator organizes a farewell party for the Intern with as wide a circle of colleagues as possible.

  5. The Curator arranges the transportation to the Connecticut Limo Station for their return trip home.

  6. The Curator and her staff try to keep in touch on a professional basis with the Intern after he/she has returned to his/her library.
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This file last modified: 16 March 2007
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