Welcome to the CoSA Member Webinar April 24, 2014

1. Welcome to theCoSA Member WebinarApril 24, 2014 • Let us know who you are, where you’re from, and who is participating with you today • Use the chat box on the right of the screen to type your name, state, and the names of those watching the webinar with you. You can connect to the audio portion of today’s webinar only through your phone line. VOIP is not available today due to technical difficulties.

2. Creating Successful Internships A collaboration among faculty, supervisors, and students

3. Who We Are Donna Webber – the faculty Jennifer Pelose – the supervisor Abigail Cramer – the intern

4. Types of Internships Internships come in all shapes and sizes, including: Paid Unpaid For academic credit Today we’ll focus on internships for academic credit.

5. Simmons College archives program At Simmons College we’ve administered internships for academic credit for more than 30 years. As the academic program changed and developed over the years, so did the internships. We have introductory and advanced internships. Despite successful, long-term relationships with many sites in New England, managing a large program presents challenges!

6. Understanding internships So we wrote a book to figure it out: Archival Internships: A Guide for Faculty, Supervisors, and Students (2006). By Jeannette Bastian and Donna Webber We consulted with faculty, supervisors and students, and used what we learned to shape the Simmons internship program, which places more than 200 students yearly in introductory and advanced internships.

7. Archival internships at Simmons • Our criteria: • An archives engaged in current practice • A professional archivist to supervise • “Doable” projects with products students can show to faculty or potential supervisors • Effective collaboration among the faculty, supervisor, and student

8. Matching students and sites Matching the right students with the right sites: Developing relationships with sites and supervisors Knowing what students bring, and what they want Bringing the two together both in the onsite and online programs Providing orientation for students – and keeping in touch

9. The Supervisor • Jennifer Pelose, Harvard University Archives • Repository hosts 4-5 interns each year • Oversight of internship program written into job description • Completed four internships as student at Simmons • Gained supervisory experience by overseeing internship projects early in career

10. The key elements for the supervisor Project planning – “shovel-ready” project Committing adequate supervisor time Managing the project both day to day and long term Creating a professional experience

11. Project planning • Critical to project success • Win/win project for student and repository • Consider repository goals • Small and discrete, or large with flexibility to be broken into chunks • Consider deliverables • Tangible, something to “hand in” • Portfolio or professional purposes • Be sure the project is “shovel-ready” on day one

12. Committing adequate supervisor time • Accessible and available to interns • While interns are in the repository • While interns are away • We’re busy! • Team approach or “back up” supervisor helpful • Allow a rising professional to supervise the intern and project

13. Managing the project • Clearly identified project deliverables and activities • Frequent check-ins • Be flexible • Things happen, be ready to adjust deliverables as needed • Communicate!

14. Creating a professional experience Set expectations and treat intern as employee from first meeting Review syllabus to be familiar with coursework and to provide tangible examples Tailor project to intern’s professional interests (if possible) Include in meetings, social activities Learn from them!

15. The Intern • Abigail Cramer, Historic New England • Preparation • Expectations • Lessons learned • Success strategies • Obstacles

16. Preparation • Planning • Applying for an internship • Logistics • Setting goals • Skills • Networking • Initial meeting between intern and site • Comparing and reconciling goals

17. Expectations • Professional atmosphere • Responsibility • Gaining skills and experience • My expectations: way off base! • Meeting with site helped to clarify • Speaking with faculty advisor reassured me

18. Lessons learned • Archival standards • DACS • MARC • Software • OCLC Connexion • Evergreen • DSpace • Skills • Project management • Instruction • Policy/procedure development • Exposure to environment • Workplace dynamic • Other projects • Hiring • Professionalism • Mentoring • Networking • New England Archivists • Current job

19. Success strategies • Active, engaged supervisor • Responsibility • Challenging project • Valued input • Creativity • Communication • Inclusion in institution • Understanding impact of project • Stakeholders • Visible outcome • Problem solving • Setbacks • Solutions

20. Obstacles to success Inadequate supervision Space and technological issues Lack of structure Lack of outcomes Unrealistic goals

21. When things aren’t working Communicate with intern Increase check-ins Adjust deliverables Consult with faculty contact

22. Meeting challenges Collaborate!

23. Contact information • Donna Webber • Associate Professor of Practice, Simmons College Graduate School of Library and Information Science • donna.webber@simmons.edu • Jennifer Pelose • Processing Archivist/Project Manager, Harvard University Archives • jennifer_pelose@harvard.edu • Abigail Cramer • Librarian/Archivist, Historic New England • acramer@historicnewegland.org

24. Questions & comments CoSA Member Webinar – April 24, 2014

25. Webinar Evaluation • We really do appreciate your feedback! • After you exit the webinar, you will automatically be taken to an online webinar evaluation. Please take a couple minutes to complete the survey and help us plan future webinars. CoSA Member Webinar – April 24, 2014

26. CoSA Update • MayDay 2014 • CoSA Awards Program Deadline Extended to May 16th! • Calls to the States Coming Your Way • 2014 Dues Invoices CoSA Member Webinar – April 24, 2014

27. Program committee • Now seeking volunteers to join the CoSA Program Committee! • ChelleSomsen, South Dakota • Debbie Bahn, Washington • John Martinez, New Mexico • Susan Lugo, Virgin Islands • Matt Veatch, ex officio, Kansas • Anne Ackerson, CoSA Staff • Becky Julson, CoSA Staff • Mary Doehla, CoSA Staff CoSA Member Webinar – April 24, 2014

28. Calendar of events • May 16, 2014 CoSA Awards Program Nomination Deadline • August 12-13, 2014 PERTTS Portal Workshop – Washington, DC • August 13-16, 2014 Joint Annual Meeting – Washington, DC • October 20-24, 2014 SERI Advanced Electronic Records Institute – Salt Lake City, UT • November 19-21, 2014Best Practices Exchange, Alabama State Archives CoSA Member Webinar – April 24, 2014

29. Upcoming webinars • Tuesday, May 13, 2014: SERI Webinar Email Preservation Tools • Thursday, May 22, 2014: CoSA Webinar Photographic Storage on a Budget • Tuesday, June 10, 2014: SERI Webinar Electronic Records Inventory • Thursday, June 26, 2014: CoSA Webinar Who’s Next? Succession Planning Without the Drama CoSA Member Webinar – April 24, 2014

30. Sponsors & Funders CoSA Thanks our 2014 Corporate Sponsors: And our Federal Funders: CoSA Member Webinar – April 24, 2014

31. CoSA is Tweeting! • CoSA Twitter Handle:@StateArchivists CoSA Member Webinar – April 24, 2014

32. Stay connected & informed • CoSA Website:http://www.statearchivists.org • CoSA Resource Center:http://rc.statearchivists.org • CoSA Blog:http://statearchivists.wordpress.com • CoSA Twitter Handle:@StateArchivists • CoSA Facebook Page:www.facebook.com/CouncilOfStateArchivists • SERI Facebook Page:www.facebook.com/SERIproject CoSA Member Webinar – April 24, 2014