Finding Value in Volunteering and Internships for Future Archival Professionals

FINDING VALUE IN VOLUNTEERING AND INTERNSHIPSFOR FUTURE ARCHIVAL PROFESSIONALS

Utah Library Association Conference May 2, 2013

Panelists: Greg Seppi, Jay Burton, Sarah Langsdon, and Maggie Kopp. Hosted by: Archives Manuscripts and Special Collections RoundtableModerated by: Kellie M. Johnson

ROOTS OF THE CONVERSATION Society of American Archivists (SAA)

2011 Annual Meeting

"Wanted, Free Labor: The Impact and Ethics of Unpaid Work" by Lance Stuchell http://newarchivist.com/2011/11/17/free-labor/

SAA Students and New Archives Professionals (SNAP) Roundtable

SNAP CALL FOR COMMENTS“Although I can see the benefits of volunteering to both the student and an organization, I believe that organizations can take advantage of this arrangement and additionally if there are volunteers to "fill in," organizations are less motivated to hire regular employees.” – Name Withheld, BA/MA History, MLIS Candidate

“. . . if a college student is paying a course fee to intern, it is the responsibility of the supervising archivist to prepare a useful internship experience or, if not at the student's institution, to pass on hosting an internship unless they are willing to make it useful.  It's not fair to the student to have them pay for a lousy internship.” – Greg Jackson, Archivist, Bryn Anthyn College

SNAP CALL FOR COMMENTS

“Volunteering may be a good way to see if you would like different aspects in the field but job seekers need to go beyond the traditional volunteering route.  Volunteering no longer makes candidates stand out.” - Name Withheld, MA Public History

SNAP CALL FOR COMMENTS

“It is always difficult to say "I would love to volunteer, but I am also in the process of looking for full time work" - so that balance between wanting to help an organization and looking out for oneself is quite hard. I don't want to lose an opportunity to network and get some more experience and I don't want them to think that I will "work for free" forever.” - Shane E. Stephenson, Graduate UW Milwaukee Archival Studies Program

SNAP CALL FOR COMMENTS

GOALS Begin a conversation

Promote advantages of professional training

Provide meaningful ideas for host institutions

PANELISTS Greg Seppi – LDS Church History Library

Rare Book Acquisition Specialist Jay Burton – LDS Church History Library

Digital Records Archivist Sarah Langsdon – Associate Curator of

Special Collections at Weber State University

Maggie Kopp – Curator of Rare Books at L. Tom Perry Special Collections

Greg SeppiPERSONAL EXPERIENCE IN INTERNING

LDS Church History Library

Jay BurtonPERSONAL EXPERIENCE IN INTERNING

AND WORKING WITH INTERNSLDS Church History

Library

The Good, The Bad, and The

Phils* (names have been changed)

Sarah LangsdonAssociate Curator of Special Collections

Weber State University

Internships have long been an accepted way to learn

and enter the archival profession Internships are

A necessary educational tool Helps students get jobs Essential to entering the profession

SAA Guidelines “In the context of archival education, practical experience

is not an exercise to discover theory and methods; rather it is an opportunity for students to verify their understanding of archival principles by applying them to real life situations”

Internships

Started as ad-hoc program with the history

department Undergrad history students working 20 hours 1-3 credit hour interns (Public History

Students)

Background at WSU

Undergraduates

Public History Students have to do6 credit hours of internship

Usually have 1-2 a semester working 90-120 hours

They must keep track of their hours, create a portfolio

A letter is given by library staff to their supervising professor

Practicum

Higher level of expectations Processing Helping patrons Exhibit work Dealing with donors Readings Set learning objectives

Graduate Students

Volunteers

Former Interns Interested

Community Members

Retired persons

Intern Packet

MPLP

Processing Manual

Sample of RegistersControlled Vocabulary

Mock CollectionCollection of letters, photographs, printed materials that the students must process

Process Collections

Scope Complexity Ability

Projects

Address dress code (if necessary) Food/drink policy Timeliness Who to contact if can’t work Professionalism Remind them to always ask questions

You don’t expect them to know everything Remember to be flexible and go with what

works

Set clear expectations

Gets our collections processed Provides work experience to students Been able to hire some for student and staff

positions Beneficial to both library and history

department Fostered a better relationship with students Students work on collections that they can

then use for senior thesis

Success

Unreliable Undergraduates

Disappeared Not interested in the work Don’t follow directions

Volunteers Stay on

Graduate Students Better work ethic Fewer problems

The Phils

A program requires staff time including

training and supervising On the flip side- able to better use interns

It is all well and good to have theory but unless you have the practice you are useless to an employer

Conclusion

Questions?

Maggie KoppCurator of Rare Books, L. Tom Perry Special Col lections,BYU

CREATING A SUCCESSFUL VOLUNTEER/

INTERNSHIP PROGRAM

ABOUT PERRY SPECIAL COLLECTIONS’ INTERNSHIP PROGRAM

Why start an internship program?

SOME CONSIDERATIONS

Commitment to mentoringSupervisor workloadWorkspace issuesBreadth and depth of experience being providedExpectations of academic programsLegal: Fair Labor Standards Act (FLSA)

SOME CONSIDERATIONS

Though taking place in employer’s facilities, training is similar to what would be received in school

Training is primarily for student’s benefit, not employer’s

Student does not displace a regular employee & works under close observation of a regular employee

Employer provides training & derives no immediate advantage from trainee’s activities (training may in fact impede operations)

Trainee is not necessarily entitled to a job at the end of the training period

Employer & trainee understand that the trainee is not entitled to wages during time spent in training

Criteria for differentiating between employees & interns

FLSA

Source: Bastian & Webber, Archival Internships (SAA, 2008)

A GOOD EXPERIENCE FOR INTERNS

Create a professional environment – allow students to take on professional responsibilities

Choose appropriate projectsSet clear expectations – learning outcomesMonitor & evaluateTeach & trainMake realistic time commitmentsCommunicate regularly with intern & with academic

program as needed

A GOOD EXPERIENCE FOR INTERNS

Internship coordinator handles logistics Create internships on an ad hoc basis

rather than having students compete for fixed positions

Interns must adhere to same work expectations & policies as student employees

Curator/supervisors assign tasks & mentor

No more than 2 interns per supervisor

WHAT WORKS AT LTPSC:Coordinating the program

Interns receive formal training alongside student employees: training videos (

http://www.youtube.com/user/LTomPerrySC) and readings

Hands-on training Students encouraged to explore other

areas of the department Allow students to produce something

they can share with future employers

WHAT WORKS AT LTPSC:Working with students

Email: maggie_kopp@byu.edu

Website: http://lib.byu.edu/sites/sc/policies-services/fellowship-internships/

CONTACTINFO

DISCUSSION What would you say to MLIS Candidate

who stated that “organizations are less motivated to hire regular employees” if they can use volunteers/interns?

How much responsibility do you thinking the hosting site has in the way of creating a “professional” experience?

DISCUSSIONAn individual noted on the SNAP Listserv that although experience through volunteering has been paid lip service it has not resulted in satisfactory hirings.

Another respondent stated “There is no bridge between intern/volunteer work and the skills apparently needed now for a full-time professional position. Institutions make it seem like internships are a gateway to employment, when really they're just cheap labor.”

Is there a negative attitude towards volunteer work?And what can we do to change that?

FINAL THOUGHT

“We are only as strong a profession as our greenest members. Those most in need of experience and mentoring. Those that are the most open and willing to continue to learn. Are we willing to offer them that service?” - Jan Coco Day, MLS 2013

http://archivingaloud.tumblr.com/post/49238431264/thoughts-on-interns-in-the-archives

CONTACT US Greg Seppi – gseppi@ldschurch.org Jay Burton – jburton@ldschurch.org Sarah Langsdon –

slangsdon@weber.edu Maggie Kopp – maggie_kopp@byu.edu

(underscore)

Kellie Johnson – kmjohnson.archivist@gmail.com