Internships for Academic Credit (IACs)

IAC

UNIVERSITY ORGANIZATION AGREEMENT (UOA)

The University Organization Agreement (UOA) is a legally binding agreement between SJSU and any outside organization in which any SJSU student is doing an IAC.

The UOA describes the roles and responsibilities of SJSU and the host organization, provides both parties with information about insurance, and addresses the issues of confidentiality and liability, among others.

When properly signed and executed, the UOA releases SJSU from liability and ensures that the CSU-organized insurance policies (SAFECLIP and SPLIP) can be used as needed by participating IAC students.

The UOA is not specific to any student, department, or college; rather, it covers all SJSU students who are receiving academic credit for an internship in the signee’s host organization.

The UOA is typically valid for a period of 5 years, but may be valid for a shorter period of time at the host organization’s request.

 

Does the manner of placement in an IAC affect the need for a UOA?

No. A UOA is always needed if the student is receiving course credits (i.e. units) for the internship, and that internship is in a non-SJSU organization, and that internship is neither a “teacher preparation placement” nor a “clinical placement.”

Does the issue of a student’s payment (or non-payment) for an IAC affect the need for a UOA?

No. A UOA is always needed if the student is receiving course credits (i.e. units) for the internship, and that internship is in a non-SJSU organization, and that internship is neither a “teacher preparation placement” nor a “clinical placement.”

What if the student is getting units for the internship but s/he is not actually using them to fulfill major or minor requirements? Does that exempt us from needing a UOA?

No. A UOA is always needed if the student is receiving course credits (i.e. units) for the internship, and that internship is in a non-SJSU organization, and that internship is neither a “teacher preparation placement” nor a “clinical placement.”

What if the student is getting units for the internship but s/he is doing it to fulfill major or minor requirements? Does that exempt us from needing a UOA?

No. A UOA is always needed if the student is receiving course credits (i.e. units) for the internship, and that internship is in a non-SJSU organization, and that internship is neither a “teacher preparation placement” nor a “clinical placement.”

Procedure: Searching for an extant UOA in S4

  1. The IAC instructor logs into the S4 database.
  2. Once in S4, the instructor does a search for the organization in question.
  3. Does S4 already contain an active UOA for the organization?

If YES, the student can now begin their internship hours.
If NO, go on to the procedure for securing a UOA.

Procedure: Securing a new UOA

  1. An SJSU faculty member or student can request that an organization get registered in S4 by submitting this short form, which will automatically send the point person at the organization the Student or Faculty Request for a New Site
  2. Alternately, the point person at the organization can be given this direct URL to the New Partner Proposal form in S4.
  3. Once the organization has been invited to get registered in S4, the instructor (or admin or other party) can log into S4 at any time to see if the organization is now listed there. Once the organization is listed, that means that the UOA has been signed and the organization’s registration is complete. Students can now begin their internship hours and enroll in their internship units.

Procedure: Modifying a new UOA

If the organization wants changes, modifications, and/or amendments to the UOA, then the organization should put these in writing (an email message is acceptable) and forward them to the relevant IAC instructor.

The appropriate department administrator forwards the requested changes to the Contract Analyst in SJSU Contracts & Purchasing Services (CPS) by using a $1 Purchase Order to generate a Requisition Number. A Contract Analyst will work directly with the organization to modify the UOA.

Once the UOA has been modified and signed by SJSU and the organization, it will appear in S4. The student can now begin their hours and enroll in the units.

More detailed instructions for requesting modifications to the UOA are here.

Troubleshooting

  • If the organization has not yet completed their “new partner proposal” in S4 and/or has not signed the UOA, redirect them to https://app.calstates4.com/sjsu/new-partner-proposal-form
  • If the organization has completed the first step in creating a “new partner proposal” in S4, but has not yet heard back from the S4 team, then email the S4 team at s4support@sjsu.edu.
  • If the organization has completed their profile and the UOA in S4, but does not yet appear in S4, then email the S4 team at s4support@sjsu.edu.
  • If the organization refuses to sign the UOA, then the student cannot receive academic credit for this internship. Instead, the student could still do the internship, but not receive course credit for it. Alternatively, the student could go back to the PLACEMENT steps, and secure a different internship.