COVID-19 Update: Guidance for Internships and Fellowships

We have been receiving many messages about what interns and fellows should do during Smithsonian’s COVID-19 response. The information below should give you guidance, but  currently, individuals in these groups are encouraged to telework.

The primary purpose of SI Internships is to offer guided learning. The primary purpose of SI Fellowships is to offer opportunities for independent research or study. As the Smithsonian is continuing operations with enhanced telework, there is still opportunity for interns to learn and fellows to continue their research.

 Can a current internship continue?

Yes, if the mentor can continue mentoring the intern, and learning can continue virtually or remotely.

 Can a current fellowship continue?

Yes, if the advisor can continue advising the fellow, the fellow has access to facilities, collections, or other resources they need to continue their independent study, or research can be done virtually or remotely.

If the internship or fellowship can continue, what steps do mentors or advisors need to take to facilitate remote learning or independent study?

Mentors and advisors should have conversations with their appointees about how their appointments might proceed during enhanced telework or in the event of a mandatory telework situation.

It is especially important for advisors or mentors to create contingency plans around their appointees’ remote network access needs. If a fellow or intern has a network account, they also have access to all the same telework resources available to employees. This includes, at a minimum, access to a Smithsonian email account, a telephone number at which the appointee can be reached, and familiarity with SI teleworking systems and tools. This information is available at https://telework.si.edu. All appointees should complete a successful dry run of the requisite access as soon as possible.

What if a mentor or advisor does not believe an intern or fellow could make progress on their learning or independent study goals during a period of sustained telework? What if the remote access capabilities are insufficient to facilitate remote learning or independent study?

The mentor or advisor should talk to the appointee about plans for pausing the appointment during the enhanced or potential future mandatory telework situation.

If a fellowship/internship is paused, will the fellow/intern still receive a stipend?

Yes, the fellow or intern will still receive their stipend (from the same funding source) in the event of a paused experience. This is because the fellow/intern is still incurring living expenses (which the stipend is meant to defray), despite the pausing of their experience.

Will stipend payments be interrupted?

There is no expectation that stipend payments will be interrupted during the COVID-19 response, regardless of whether the stipend recipient is able to operate remotely during that time, or their appointment has been paused. We expect staff in both the Office of Fellowship and Internship (OFI) and the Office of Finance & Accounting (OF&A) will be available to address any stipend payments that may arise.

What if appointees want to delay arrivals, extend, or otherwise change their tenure dates?

OFI liaisons can always facilitate simple appointment date changes through email exchange. However, if the requested changes are more complicated (e.g., they involve a change to the stipend amount), please process amendments through SOLAA as usual. Please be aware that, as always, extending academic appointee tenures does not automatically add funds to a current stipend unless a unit adds fund to the existing stipend.

What if an appointee is on a visa sponsored by the Smithsonian?

Any academic appointees on visas being sponsored by the Smithsonian must notify Office of International Relations (OIR) International Exchange Advisor Laine Rover (RoverL@si.edu) as soon as possible regarding any change in tenure dates or program location, including those changes to program location that would occur were the appointee approved for remote learning or remote independent study. OIR has contacted everyone on a Smithsonian-sponsored program regarding telework, but any changes to home address or program still need to be reported as soon as possible. Please note that, for appointees who plan to use the Smithsonian’s J-1 visa program, no new DS-2019s are being issued at this time in line with Department of State recommendations.

What if an intern or fellow needs to extend their appointment, but their identification badge expires during the period of mandatory telework?

OFI is working with the Office of Protection Services (OPS) on ways academic appointee IDs might be more easily extended during the period of enhanced telework, or a potential period of mandatory telework, due to the COVID-19 response.

Can interns or fellows still come into Smithsonian facilities to do their internship/fellowship during the time employees are on enhanced telework and we are closed to the public?

Yes, as long as they have approval from their mentor/advisor based on guidance from the host unit academic appointment coordinator and/or Unit Director. In that case, SI interns and fellows may continue to access Smithsonian facilities to continue their learning and research even though employees’ schedules may have changed due to enhanced telework and the Institution is closed to the public. We ask that they practice social distancing techniques when they are at a Smithsonian facility.

Is this the same as a government shutdown or snow-day type schedule for our interns and fellows?

No. This is not the same as a government shutdown or snow closure. During this period of enhanced telework in response to COVID-19, much of the institution will continue to operate virtually/remotely. If advisors/mentors believe their interns/fellows can continue to make progress on their appointments virtually/remotely during the response to COVID-19, the interns/fellows may do so.

On the other hand, if/when the advisor/mentor believes that their appointee cannot continue virtually/remotely, or on site in accordance with provided safety protocols, then the appointment is paused.

What should we recommend to our interns and fellows to stay safe?

SI interns and fellows should follow the same guidance that has been offered to SI employees, including such measures as staying home when stick, staggering hours so as not to commute during peak hours, and conducting learning or independent study remotely when possible to decrease the amount of time at Smithsonian facilities. And wash your hands thoroughly and regularly!

Should we still be recruiting summer interns/fellows?

Yes! With the caveat that the timeline for our return to standard operations remains uncertain, units should feel free to make tentative offers for future SI academic appointment opportunities under the premise that we will be open on those future dates until guidance to the contrary is provided.

In the event of an extended closure, some tentative offers will need to be withdrawn. However, the best case is that SI reopens early, and units have the ability to fill the many great internship and fellowship opportunities that Smithsonian mentors and advisors offer.

As we all know, the current situation around COVID-19 (Coronavirus) is changing rapidly, and we will provide updates as we are able.

Related posts:

ICYMI: Highlights from the week that was Feb. 8 – 14, 2020 COVID-19 Update: What does “closed to the public” mean to me? COVID-19 Update: New tools to help you telework Career music producer chosen to head Folkways Recordings