Purpose
The purpose of this policy is to ensure responsible stewardship of internship stipend funds while recognizing that internship experiences may change due to circumstances beyond a student's control. The policy is intended to provide a fair, transparent, and student-centered process for determining when internship stipends may be retained, reduced, or repaid.
General Principles
Internship stipends are awarded to reduce financial barriers to participation in experiential learning. Because these funds are intended to support students rather than create additional financial hardship, the College will make every reasonable effort to avoid repayment processes that negatively affect a student's academic progress.
Whenever possible, repayment arrangements should not result in registration or transcript holds. Students who owe repayment should be offered reasonable repayment options, recognizing that repayment requirements may vary based on the amount of the stipend and the individual circumstances.
Eligibility to Retain a Stipend
- Internship Completed
Students who successfully complete their approved internship and fulfill all program requirements retain the full stipend.
- Internship Partially Completed
Students who begin an approved internship but do not complete it may retain all or a portion of their stipend depending on the extent of their participation.
As a general guideline:- Students who complete 50% or more of the approved internship are normally eligible to retain their full stipend.
Students who complete less than 50% of the internship may be required to repay a prorated or full portion of the stipend, depending on the circumstances and expenses already incurred.
The Director of Applied Learning (or designee) may consider documented extenuating circumstances when determining the amount, if any, that should be repaid.
- Internship Does Not Begin
If a student never begins the approved internship, the stipend will normally be returned.
However, exceptions may be made when:- The student secures a replacement internship during the same or immediately following academic term; or
- The internship is postponed only briefly (for example, from early summer to later in summer or the upcoming fall semester).
The College may allow the student to retain the stipend and apply it toward a replacement internship without requiring repayment.
If the internship is postponed to a substantially later term (such as the following summer) or no replacement internship is secured, the stipend will generally be reversed and repayment requested.
Repayment Process
When repayment is required, Student Accounts will work collaboratively with the student to establish a reasonable repayment plan whenever possible.
The institution's preferred approach is to avoid administrative actions that impede a student's academic progress, including registration or transcript holds, except when required by institutional policy or when repayment efforts have been unsuccessful.
The amount to be repaid may consider:
- Whether the internship began;
- The percentage of the internship completed;
- Documented internship-related expenses already incurred by the student;
- Extenuating circumstances beyond the student's control; and
- Availability of a replacement internship within a reasonable timeframe.
Timing of Stipend Disbursement
To minimize repayment situations, internship stipends should generally be disbursed after the internship has officially begun, such as after verification of the student's first day of participation.
Exceptions may be approved when students demonstrate a financial need for funds before the internship begins.
Appeals
Students may request reconsideration of any repayment determination by submitting a written appeal describing the circumstances that prevented completion of the internship and any supporting documentation.
The Director of Applied Learning, in consultation with appropriate campus offices as needed, will review appeals and issue a final determination.