Information for Applicants & Appointees

Updated: 20 August 2010
Answers to Interns
Frequently Asked Questions

Whether you're just starting a new internship at Natural History or have been here for awhile but still haven't found what you're looking for, here are some answers to commonly asked questions. Click on the link to reference answers and find links to additional information on the topic. Note that some links are to references posted on the SI intranet and therefore only accessible from a Smithsonian IP address:
      • What is an internship?
      • Internship Programs: What are the formal internship programs hosted at NMNH?
      • Other Opportunities: What other opportunities are available?
      • Eligibility: Who is eligible to serve an internship? Are there specific qualifications? Can international students serve an internship? Can high school teachers serve an internship?
      • Award: Are students selected for an internship provided an award package such as stipend, housing, travel? Can students selected for an internship apply for financial assistance?
      • Credits: Does the Smithsonian award academic credit for students serving an internship at Natural History?
      • Dates: When are internships in-session? Is there a standard internship start date?
      • Application Deadlines: What are the deadlines to apply for an internship?
      • Advisors: Who can serve as an internship advisor? What's expected of an intern advisor? Do I select an advisor or is one assigned to me?
      • Projects: What types of projects are available to interns? Can a student design their own internship project?
      • Planning your internship: If offered an internship, what's next?


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NMNH INTERNSHIPS

What is an internship?

Like all internships at the Smithsonian Institution, an internship at Natural History is a prearranged, structured learning experience scheduled within a specific time frame.

The experience must be relevant to the intern's academic and professional goals, and to research and museum activities of the Institution. An internship is performed under the direct supervision of Smithsonian staff. Most internships are unpaid, although a few offer a stipend and/or award package.

Internship appointments generally are at least six weeks long and require a minimum commitment of 16 hour per week. Students must be at least 16 years old to serve an internship.

 


INTERNSHIP PROGRAMS

What are the formal internship programs hosted at NMNH?

Not only does Natural History offer our own suite of internship programs and specialized projects, we also host interns placed through other Smithsonian programs (e.g. Minority Internship Program, Native American Internship Program, James E. Webb Internship, Smithsonian Affiliations Intern Partnership Program).

At the Smithsonian there are more than 50 different internship programs, plus a general referral. Each program is administered separately, with different processes and deadlines. Some programs have separate application and review processes, a few even have dedicated funding allocated to award stipends. To review the complete listing of internship opportunities at the Smithsonian, visit the main SI Internship Page.


OTHER OPPORTUNITIES

What other opportunities are available?

In addition to internships we offer opportunities for volunteering, research, and study crossing many educational levels from high school student to senior scientist. We host fellowship opportunities for graduate students and post doctoral scholars. Our Office of Education produces a variety of educational resources and sponsors tours, events and activities for school groups and educators.


ELIGIBILITY

Who is eligible to serve an internship?

While some internship programs have specific eligibility requirements, interns are typically students currently enrolled in school or have graduated within 6 months of applying for the internship or plan to return to school within 6 months of completing the internship.

International students are welcome to participate in most internship opportunities. However, interns coming from abroad will require appropriate visas to enter the United States.


Are there specific qualifications (e.g. grade point average, prerequisite courses, previous experience, time commitments) required to serve an internship?

While some programs have specific qualifications, and individual staff sponsors may have certain preferences that guide their selections, there are no specific qualifications needed to serve a general internship.


Can high school teachers serve an internship during their summer break?

Yes, most of our general internship opportunities designed for students are also open to teachers.


FINANCIAL ASSISTANCE & HOUSING

Are students selected for an internship provided an award package such as stipend, housing, travel?

Generally no. Most internship appointments are unpaid and do not offer housing or travel. If support or assistance is available, it will be listed as part of the project description under the "Award Package" category. If "none" is recorded, no support or assistance is available.


Can students selected for an internship apply for financial assistance?

Students are encouraged to apply for resources from outside the Smithsonian to support their internship, but there are no internal sources of support available unless specifically listed.


CREDIT

Does the Smithsonian award academic credit for students serving an internship at Natural History?

The Smithsonian is not a degree granting institution and therefore can not award academic credit. However, interns can receive academic credit from their university or college for their internships and many U.S. colleges and universities will recognize academic work performed while interning at the museum. We recommend that you contact your school’s registrar or career planning office for more information. Credit arrangements should be made in advance with your school advisor and your internship supervisor. If there are special terms, conditions, or requirements associated with earning credit, you will need to discuss these with your sponsoring staff before you arrive.

 


PROGRAM DATES

When are internships in-session?

Unlike many internship opportunities at the Smithsonian, at Natural History we have new interns starting almost every week. We don't administer our general internships as a session but instead manage each intern separately. However, summer is our busy season and most summer interns begin their appointment the last week of May and first two weeks of June. Most summer interns depart during August. Our fall and winter interns typically begin in September. We host a special Winter Break session with interns in-residence during the month of January and also a special Spring Break session during March.


Is there a standard internship start date?

Registration sessions at Natural History are conducted Mondays from 9:00 - 9:45 a.m. While interns can begin their internship at any time, we recommend that you start with the Monday registration session, preferably the first Monday of your appointment.


Can I start my internship as soon as a staff sponsor selects me?

While we can register a new intern with only one day notice, we request at least two weeks prior notification to ensure that everything is ready for your first day with us.

 

APPLICATION DOCUMENTS

What documents are required to apply for an internship?

A complete application portfolio includes a one-page cover letter describing the applicant's educational background, internship interest and current career goals; an application form providing an educational and professional biography; and two letters of recommendation. However, we actually don't require application documents but leave the specifics up to the sponsoring staff.


Can I submit a resume instead of an application form?

Yes, for general internship application However, some programs require specific documents and forms.


Do you require application documents if an internship has already been agreed on?

No, but all new interns are required to complete registration documents.


My letters of recommendation will be sent separately. How will my application documents be matched together?

Typically we match application documents using the applicants first and last name, but have encountered duplicate names and inconsistent names used for the same applicant so we also use the applicant identification number - so be sure to record this on each application document submitted (even your resume).


APPLICATION DEADLINES

What are the deadlines to apply for an internship?

Some programs accept applications and inquiries at any time, while others have set application deadlines. Check individual program requirements for specific deadlines.


INTERNSHIP ADVISORS

Who can serve as an internship advisor?

Interns are placed throughout the Museum crossing all offices and units. Almost anyone with formal status at Natural History can serve as an intern advisor, although individuals with temporary appointments are generally asked to have a permanent staff serve as cosponsor.


What's expected of an intern advisor?

Intern advisors are expected to serve as a mentor and resource, to provide career guidance as well as project direction.


Do I select an advisor or is one assigned to me?

For most general internship appointments the student selects the person they most want to work with and then it's up to the sponsoring staff to accept or decline. However, some of our formal internship programs assign a staff sponsor.


INTERNSHIP PROJECTS

What types of projects are available to interns?

Natural History is a diverse organization. We welcome interns to join us in all aspects of our organization. However, we don't always have projects available in every unit. A listing of known projects is posted on the web. Here our staff are actively recruiting for students to help them with a particular project. This is listing is updated continuously. However, this listing may not include all internship opportunities available. Often our staff are not actively recruiting for a particular project but may be interested in hosting an interns. We recommend that you use the available staff lists to learn more about what we're doing and to let us know if you'd like to join us.


Can a student design their own internship project?

Yes, but a sponsoring staff member must oversee and support your appointment as an intern. Student-designed projects should be relevant to the goals of our Museum and complement the efforts of our staff.


NOTIFICATION

When will applicants be notified if they've been offered an internship?

Students selected for an internship will be contacted directly by a sponsoring staff. There are no formal notification dates. Applicants could be contacted at any time.


Will all intern applicants be notified of status?

No. Students who submit application documents will not necessarily receive formal notification of their status. Students who send a direct inquiry to a potential sponsoring staff will also not necessarily receive a formal reply. If you don't hear anything, assume that there isn't placement for you at this time. Maybe consider contacting another advisor.

WHAT'S NEXT

For detailed information about what to do after you've been selected for an internship, including arrival notes, review the Intern Registration and Orientation Guide.


BACKGOUND CHECK & FINGERPRINTING

To serve an internship do I have to undergo the background investigation and be fingerprinted ?

Yes, if you're internship will last more than 30 days. All academic and volunteer positions at the Smithsonian are now characterized as Non-Critical Sensitive. Placement in an internship requires successful adjudication of a pre-appointment background check.

PROCESS: Please allow at least 4 weeks for this process to complete BEFORE your appointment start date. All individuals, U.S. citizens and Internationals, nominated for an academic appointment must undergo a pre-appointment background investigation before an appointment can be confirmed.

Nominees are required to complete an OF 306 Declaration for Federal Employment, a standard form issued by the Office of Personnel Management. The OF 306 is available at the OPM web site as an on-line fill-in form at: http://www.opm.gov/forms/pdf_fill/of0306.pdf.

Nominees are also required to complete an SF 87 Fingerprint Chart (fingerprint card). The SF 87 will be mailed directly by the Smithsonian to individuals nominated for an academic appointment. The SF 87 is not available electronically and cannot be sent via e-mail.

Non-local (to DC/NY) nominees must take the SF 87 to their local law enforcement agency or courthouse to obtain fingerprints. A minimal fee is usually involved. The nominee must then mail the completed OF 306 and SF 87 to the Office of Protection Services.

GENERAL MAIL: Please send your response via the US Postal Service to:

Smithsonian Institution
Office of Protection Services
Personnel Security Division
P.O. Box 23793
Washington, DC 20026-3793

We recommend that, minimally, you select First Class mail for timely delivery. To help ensure quicker service we suggest USPS Priority Mail and advise that you request Delivery Confirmation to track and confirm delivery of your response.

EXPRESS MAIL: Should you wish to use a delivery service (FedEx, UPS, etc.), address your response to:

Smithsonian Institution
Office of Protection Services
Personnel Security Division
Capital Gallery Building
600 Maryland Avenue SW, Suite 4160
Washington, DC 20024

If the nominee is within commuting distance to Washington, DC, they may hand-deliver the completed OF 306 and be fingerprinted on-site at no cost. In addition, nominees having difficulty obtaining the proper fingerprints at their home location may request a deferment to be fingerprinted at the Smithsonian upon their arrival to DC.

The Smithsonian Office of Protection Services is located at 600 Maryland Avenue, SW, Suite 4036. Office Hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

If you have questions regarding the process, or the status of your submitted documents, please e-mail: ops.pso@si.edu.

The Smithsonian Office of Protection Services (OPS) contracts the Office of Personnel Management (OPM) to conduct all investigations. Based upon the investigation results, OPS determines the nominee's suitability for a position at the Smithsonian. The turnaround time for investigation results is about 10 days from the time information is received by OPS from the nominee.

OPS will notify the NMNH Head of Acaedmic Services when an investigation is closed. They will then contact the nominee to extend a formal offer, and provide further detail.


Do I have to complete a post-award investigation (like is required for other academic appointees)?

Generally no. Although some internships last several months to a full year, unless otherwise notified, interns do NOT need to complete the National Agency Check and Inquiry with Credit check (NACI) investigation including completion of forms SF 85 and OF 612. However, all other academic approintees (fellows, research students, research collaborators, research associates, adjunct scientists and some long-term visitors) and all volunteers must complete this postaward process. However, if converting your internship to another status type, you will need to complete the NACI post-award process.


HOUSING

How do I go about finding a place to stay during my internship?

Finding good and inexpensive housing in the DC area can be difficult. Here are some links to help. However, these are just suggested sites for starting your housing search. The Smithsonian does not officially recommend any particular housing listing, web site or reference.

Short-term: The following locations offer short-term (several weeks/months) housing options in Washington DC in dormitories and other shared living arrangements.
Resources: Use the following sources to access a variety of housing listings for the Washington DC area.
DC Links:

National Housing Information Links:

How much?: In 2006 the average monthly rental rate in and around DC is $950 - $1,100 for a studio and $1,300 - $1,500 for a one bedroom; in most places this includes utilities. A two or three bedroom town home starts around $2,000; this varies greatly from neighborhood to neighborhood and usually doesn't include utilities. If you were looking for a room to rent in a town house or apartment with other roommates, you could expect to pay any where from $550 to $750 and most likely doesn't include utilities.


ORIENTATION

What happens at SCEMS orientation?

There are two different opening activities for new interns: registration and orientation.

REGISTRATION: All new NMNH interns, upon their arrival at Natural History, are required to attend a REGISTRATION session. These sessions are conducted in the ARC by Natural History's Intern Coordinator, Mary Sangrey. During registration you complete necessary documents, receive your authorization for Smithsonian credentials, secure your e-mail account and computer network access, and receive vital information relevant to your internship experience.

ORIENTATION: A web-based orientation presentation is now available. All new interns are encouraged to review the on-line orientation guide: http://intern.si.edu/orientation/


CONTRACT WORK

Can I accept paid, contract work during my internship appointment?

Yes. Even interns receiving a stipend to support their internship can generally accept separate contract work as long as there is a clear separation of duties, time commitments, and all appropriate approvals are secured. Check with your Intern Coordinator to discuss the specifics.

Remember, you will need to formally exit from both your internship and close your contract through appropriate exit protocols. This includes proper return of all your Smithsonian credentials.


VOLUNTEERING

Can I volunteer in another Department during my internship?

Yes. Many interns serve dual appointments, either simultaneously or consecutively, and even in different Museums. The important thing is to ensure that appointments don't conflict and that each appointment is recorded with the appropriate office. You will also need to officially exit from each appointment, including documenting return or transfer of your Smithsonian credentials.


VOLUNTEERING - vs - INTERNING

What's the difference between an unpaid internship and a volunteer appointment?

While an unpaid internship and serving a volunteer appointment may seem like the same thing, they are actually VERY different and students should carefully consider the best appointment type for their situation. Don't just select the "easiest" option presented to you. Discuss the appointment type differences with our Office of Academic Services and then review your individual situation and preferences.

INTERNING: An internship is an academic appointment. An internship is a prearranged learning experience with both the intern and Institution benefiting from the endeavor. Internships have an element of educational training build into the appointment and this training should complement the education and career goals of the intern. Internships have a formal start date and end date and generally last less than one year. To serve an internship individuals should either be currently enrolled in school or graduated within 6 months of applying for the internship or plan to return to school within 6 months of completing the internship. All internship appointment at Natural History are managed centrally through the NMNH Intern Coordinator (Mary Sangrey) and recorded with SCEMS.

VOLUNTEERING: Volunteers contribute their time to the benefit of the Institution. While the service can be educational and of benefit to the volunteer, the activities are determined solely by the sponsoring staff with the aim of contributing to the needs of the Museum. A volunteer position is considered community service, not an academic appointment, and may NOT be recorded as such on the volunteers resume or CV. As a community service activity, travel to and from the volunteer site/activity can often be tax deductible. (CAUTION: students serving dual appointments will, most likely, need to forego this aspect). Volunteer appointments are for an indefinite time period, but most begin with a 6 month trial period and all require annual renewal. Volunteers must report in and record their hours with their staff sponsor as well as submit a time sheet each month. Each unit and office at Natural History manages their volunteer appointments separately but most have one designated individual who ensures that monthly time sheets are submitted. The Visitor Information and Associates' Reception Center (VIARC) manages and administers all behind-the-scenes volunteer appointments Smithsonian-wide. All new volunteers must register through VIARC or with their docent coordinator, annually renew their appointment, suspend their appointment when inactive or involved in a conflicting endeavor (e.g. contract work), and formally close their registered service when no longer interested/available to continue the volunteer work assignment.


TECHNOLOGY NOTES

I'll be bringing my computer along. What are the IT specifications, connections, requirements and limitations?

The networked environment at Natural History consists of over 700 workstations linked via 10/100baseT copper and fiber to dozens of Netware, Windows and UNIX servers. Access to this distributed system is handled by Netware Directory Services. Once connected, users have access to email, network drive space, network printers, shared applications, and the internet.

Networking a PC requires 1) a physical connection to the network, 2) client software, 3) accounts and passwords and 4) a properly configured workstation.

No Devices are to be connected to the Network without prior approval from the appropriate NMNH-IT operations staff. This includes personal PCs, printers and all other networkable devices.
For any non SI laptop connecting to the SInet you must:
  • make sure the laptop is set to DHCP (obtain an IP address from the SInet
  • not set to a specific IP at your University/institution)
  • have a Virus program installed (McAfee or Symantec, etc.) with all current updates
  • have all current Windows updates loaded and installed.
No remote access software of any kind that goes outside the SI to look at home workstations (PC Anywhere etc.) is permitted.

 

I'm having trouble with my office computer. What do I do

The Smithsonian Office of the Chief Information Officer (OCIO) is the central information technology resource for all Smithsonian technology needs. The office maintains a help desk and automated service request system (called, Help Self Service and is administered through the submission of a HEAT Ticket). Contact:

phone: 202-633-4000
E-mail: OCIOHelpDesk@si.edu
Fax: (202) 312-2828


COLLECTIONS

I'll be bringing specimens with me to the Museum. How do I get them into the building?


As you could guess, you'll need to check first before traveling here to ensure appropriate steps are taken care of.

Interns seeking to bring comparative materials into the research collections must notify the Collections Management Staff prior to their arrival. Most units have sterile entry requirements, mandating that specimens first be treated according to the policies of the unit. Each unit has slightly different processes including required documentation. In some cases protocol treatments yield the specimens unavailable for several days/weeks while undergoing treatment. Please plan accordingly.

The Museum Support Center also maintains strict inventory control over specimen movement in and out of the building through its shipping office. Visitors planning to bring comparative material into the MSC facility must notify Collections Management Staff prior to their arrival. A list of specimens being brought into the building must be presented, along with the specimens, to the shipping officer.

If you're bringing in specimens not managed by your assigned unit you will need to check the policies covering the associated specimens (e.g. if your internship is with the Department of Entomology but you're also bringing in plant specimens associated with your insects you will need to check with the Botany collections Manager).


MEDICAL LEAVE

What options are available to me if I become sick during my appointment?


During your internship a whole variety of medical and personal issues may arise that could affect your appointment. A new pregnancy, death of a close family member, illness, accident, etc. are examples of things our interns have encountered during their appointment. We recommend that you discuss new developments with your staff sponsor. In most cases sponsors are supportive of working out a plan to best address new developments. You may also want to first discuss your options with your internship coordinator (Mary Sangrey).

In the case of an extended illness we will first review how you prefer to proceed and then consider your preferences under the terms and conditions of your appointment.

Any new development during your appointment can be stressful. It's important to us that you feel that you're being treated fairly and know where to turn if you need somebody to talk to. In addition to talking to your staff sponsor and internship coordinator, important offices and resources at the Smithsonian include:

Employee Assistance Program

Interns having a problem or a difficult situation affecting their work are encouraged to contact the Employee Assistance Program (EAP). They are here to listen, advise and refer you to services or resources which may help.
Typical concerns EAP can assist you with include:

• Substance Dependency and Addiction
• Family and Marital Crisis
• Financial Problems
• Workplace Stress
• Medical Concerns
• Caregiver Demands
• Mental Health and Wellness
• Workplace Violence
• Management Support
• Employee Counseling
• Reasonable Accommodation Guidance
phone: 202-633-1051

Office of Equal Employment and Minority Affairs

Office of Equal Employment and Minority Affairs (OEEMA)
Capital Gallery, Suite 2091
600 Maryland Avenue, SW
MRC 521
Washington, DC 20024

Telephone: 202-633-6430
Fax: 202-275-2055
TTY: 202-275-0756