Faculty & Staff Internship Agreement FAQ

Why isn't my class/section showing up for students to select on their applications?

Either your class/section has not been created by your Department, it has not been input by the Registration Office into AIM, or your student has selected the wrong semester/term at the beginning of their application.

What should a student do if AIM won't allow them to add the class to their schedule?

There are multiple things to check:

• Has their application been approved by all parties (Internship Coordinator, possible 2nd Approver, and Office of Experiential Learning)?
• Are they selecting the correct semester or term?
• Are they selecting the correct course and section number?
• Has the add/drop deadline passed?
  
  • (View dates and deadlines here).
• Does the course exist in the course catalog?
  
  • (Look through the registration course catalog here).
• Has the class reached maximum occupency?
• Are they missing any prerequisites?
• Do they have a registration flag on their account?
  
  • (Check for a registration flag here).
• Are there holds on their account? Is the course already on their schedule?
  
  • (Check their schedule here).
• Are they trying to enroll in more than 18 credits?
  
  • (Check their schedule here).

  If they are still having trouble, please contact the Office of Experiential Learning at (801)422-3337.
  

Can the Office of Experiential Learning adjust the number of students who can enroll for an internship class on AIM?

No, class size is set on the department level by the Registration Office.

We have a new coordinator in our office that needs IRAMS access. What do you need from us?

Click here for a 3-step checklist to getting IRAMS access to a new internship coordinator or other IRAMS approvers.

What should a coordinator do with a provider who doesn't want to sign an IMA?

Let the provider know that the Internship Master Agreement activates an insurance policy that indemnifies the internship provider, the university, and the student from any potential damages. An Internship Master Agreement is required for all organizations where students receive credit for their internships. The agreement outlines responsibilities of the internship provider, the university, and the student. If they have concerns with a specific part of the agreement, they can red-line it and submit the revised agreement to be looked over by the Experiential Learning Office to see if the agreement can be signed. The internship providers can also submit their own agreement. If the provider doesn't have their own agreement and refuses to sign/red-line BYU's, the student can request an exemption to intern without an IMA.

What should a coordinator do if a student selects the wrong course number or section number on his/her application and the coordinator has already approved the application?

The Office of Experiential Learning's approval of a student's application places a flag on the specific internship class section the student selected on the IRAMS application. If a student selects the wrong class and the coordinator has already approved the application, the coordinator should let the Office of Experiential Learning know the correct course number/section number so we may enter the correct information and revert the student's application. Once the application has been reverted both the coordinator and the Office of Experiential Learning will need to re-approve the student's application.

What should a student do if IRAMS won't allow them to select a class on their application?

First, students should verify that they have selected the correct semester/term for their internship. Internship applications are semester/term specific and will only show the courses that are available for that semester/term. Second, students should verify that the class they would like to add exists in the course catalog.

What should a coordinator do about an application that has already been approved but the student didn't add their class before the add/drop deadline?

The student or coordinator should contact our office with the student's ID number so that we may revert and re-approve the application. The registration office will then be notified to add the class to that student's schedule.

What should a coordinator do if a student says they have completed an IRAMS application but it is not showing up in the coordinator's queue?

If the student’s application is not showing up in the coordinator’s queue, they likely either haven’t submitted their application or the “class credit” section of their application didn’t save. Coordinators can check to see if either one of these possibilities is the case by searching for the student’s application using “Intern01.”
Coordinators access this by typing “Intern01” in the QuickURL box on the BYU homepage (when logged in to MyBYU). This should pull up the “Student Internship Application” page. Coordinators can search for students by typing in the student’s first and last name at the top of the screen. Searches can also be conducted by typing in the student’s Net ID or ID number into the “Last Name/Identifier” box. If the application has not been submitted, the following text will appear under the Department Coordinator Endorsement heading: This student's internship Application HAS NOT been submitted yet. It will not show up in your queue. The coordinator should then instruct the student to re-access their application and click the "submit" button at the bottom of the screen. If the class credit section has not saved, coordinators can select the desired class from the drop-down menu and click "save" at the bottom of the section. The application should then appear in the coordinator's queue.