Frequently Asked Questions, Internship Placement Program

General Questions- Who, What, When, Why & How

What's this all about?
Paid internships abroad! IAESTE's Placement Program matches technical students from U.S. universities with paid internships abroad. Internships are available in private companies, research laboratories, universities, and other academic institutions. 

Am I eligible?
Please visit our Eligibility page for complete details on eligibility. As an overview, you must be:

1. A full-time student in a technical field at an accredited four-year university in the United States. U.S. citizenship is not required.
2. At junior-level standing or above by the time you begin your internship.(Sophomores are encouraged to apply). 
3. Between the ages of 19-30.
4. Fluent in English

What is a technical field?
Engineering, physical sciences, natural sciences, architecture, computer science, agriculture, and more! If you're not certain whether your major qualifies as technical, please contact us at iaeste@aipt.org.

Where can I go?
IAESTE United States is part of an international network comprised of more than 80 countries. We typically have opportunities in numerous countries around the world every year. 

When can I go?
Most of the positions are 8-12 weeks in the summer, but fall and long-term internships are also available. 

When can I apply?
For the best chance of being matched to an internship, you should apply between October 1 and January 10.  Second-round applications will be accepted between March 1 and May 1.  Applications will be accepted for internships in the upcoming summer or fall only (i.e. students apply between October 1, 2010 and January 10, 2011 for internships in summer or fall 2011). 

Do I have to speak a foreign language?
No. The vast majority of our internships require only English. However, we do prefer students who have some foreign language experience, as it makes day-to-day life in the host country easier. 

How much does it cost?
A $75 non-refundable application fee (reduced fee of $50 for students from universities with an LC) must accompany the initial online application. If you are matched to a position, there is a $100 deposit (refundable upon completion of the internship and submission of evaluation forms) and a $1300 program fee ($750 for Local Commitee members). You are also responsible for the cost of transportation to and from your host country, health insurance, visa fees (if applicable), and other incidental expenses. In return, your employer will pay you a salary which will cover the cost of living in that country.

Where will I live?
In most cases, our counterpart organization in your host country will arrange housing for you. Most interns live in university dormitories or shared apartments with other IAESTE interns, though private apartments and home stays are also possible depending on the country.

What are my chances of being placed?
It is impossible to determine any individual's chances of being nominated to a position due to the many factors involved in the process. These include field of study, willingness to be flexible in place and type of internship, specific qualifications for different jobs, and language skills. Additionally, we can not predict how many international opportunities will be available or how many students apply.

Submitting the Online Application

Do I have to apply online?
Yes. We only accept applications online. Please read the "terms & conditions" carefully before submitting your application. We also recommend that you read about the complete application process so that you understand the steps and timing of our program.

The second-round application process for 2011 internships will open March 1.  During the second-round, the sooner you apply, the better your chances of being matched to a position.  If you have not already applied for IAESTE United States membership, you will be prompted to do so before completing the internship application. 

The application period for 2011 internships is now open. Remember to apply by January 11, 2011. If you have not already applied for IAESTE United States membership, you will be prompted to do so before completing the internship application. 

So that means I have to pay online, too?
Yes. We only accept payment for the initial application via credit card (Visa, MasterCard, or American Express) through Pay-Pal™. If this poses a serious problem, please contact us at iaeste@aipt.org.

I made a profile for myself, but that doesn't seem like it's enough. Now what do I do?
Immediately after creating a profile, you will be prompted to complete the membership & Internship applications.

How do I log back in?
Visit the Applicant / Alumni login page and log in with the user name and password which you created. 

I forgot my username and password!
Please make sure to record your username and password as you will need it to log back in throughout the year. There are also features at the Applicant / Alumni login page to retrieve this information. 

Will I be able to change my dates of availability later?
Yes. At the time you submit update documents, you will be able to change your dates of availability. 

I'm moving to a different campus address for the spring semester. How do I change that in the database?
Log back in at the Applicant / Alumni login page Here, you can edit any of the information in your initial profile, including mailing address, telephone number, and passport information.

When do I get to see the jobs?
The jobs list will be posted no later than February 4, 2011.  Please do not contact us to inquire about the jobs list prior to February 4.

Reading the Jobs List

What information will be available about the jobs?
The following is a sample listing; actual jobs will have information available for all of the categories in the sample listing.

Offer ID: 12345
Employer: University of Some City
Country: Some Country
City: Some City
Language Required: English-G [good]
Major Required: Aeronautical/Aerospace Engineering
Specialty within Major: Aircraft Structures
Special Requirements: Should be near end of studies.
Previous Training Required: None.
Work Period: 8-10 weeks
Between: 6/1/07 and 9/30/07
Work Description: Intern will have the opportunity to participate in various lab projects in the Aerospace Engineering department; possible topics include experimental high speed flows, optical measurement techniques, and digital image processing.
Salary: 600 foreign currency per month
Estimated Cost of Living: 500 foreign currency per month
Housing will be located by: IAESTE

When a job listing says that previous training is required, are they referring to previous work experience?
Yes.

If a job is posted as 8-12 weeks between June and October, what does that mean?
Such a scenario would indicate that you must work at least 8 weeks and no more than 12 weeks, starting no earlier than June 1 and ending no later than October 31. Employers try to give students a window to help accommodate their schedules.

What do the different study levels mean?
End level should either be someone finishing their senior year or a master's level student. An extremely well qualified junior may be considered for end level positions provided that they have all of the qualifications desired by the employer. Middle level should be juniors or seniors. Beginning level should be sophomores.

Are employers flexible with the dates?
No. The employer has listed the dates that they would like an intern. We can not bug our employers to ask if they can change these dates. Usually the dates are given to match a timeframe that the employer would like a project completed within. 

I'd like to contact some of the companies listed for more information about their research projects. Can I do that?
ABSOLUTELY NOT. Students are not permitted to contact overseas employers or IAESTE counterparts before having been accepted. To do so will jeopardize your chances of placement and damage our relationship with both the employer and the IAESTE counterpart. The IAESTE international system is designed so that students only contact the IAESTE counterpart in their country. 

One of the jobs requires experience with a certain type of software. I don't have much experience, but I could learn before I go, because this job sounds really perfect otherwise. Is that OK?
No. Please only apply for jobs for which you meet ALL of the requirements. We will not nominate students who are only partially qualified - there is a reason why the employer requested this experience, and the employer will not be pleased if the candidate does not have this experience. 

Submitting Update Materials

How do I submit my internship placement form?
We only accept documents through our online database. You will log in using the username and password which you created if you applied online. If you have forgotten your password, you can go to the Applicant / Alumni login page and use the "Forgot Password" feature.Once you have logged in (on/after February 4), you will be able to view the available jobs, and submit your job choices and update documents. All placement documents must be uploaded through the online database. We will not be able to accept any materials via e-mail, fax, or postal mail (with the exception of letters of recommendation and architecture portfolios -- please see below). 

What do I need to submit besides job choices?
You must submit the following documents:

• Resume/CV
• Two essays; topics are as follows: (please address the following two topics in 250 words per essay or less).
  • Explain your motivations for working abroad and what you hope to gain from this experience.
  • Explain how you are technically qualified for the particular positions that you selected and briefly highlight your skills and experience. (Do not simply rehash your resume).
  • Optional - If you apply for a position that does not list your major, you may also wish to submit a very brief essay describing your field of study and how it still qualifies you for the position.
• Official transcript (scanned). This can be obtained via the registrar's office, the document must be original and not pulled from an online source.
• Proof of enrollment.
• List of all relevant courses (course title, number and a brief description).
• Copy of your passport (if possible -- please read the passport section for details).

Helpful Tips for Uploading Documents:

Text files should be submitted as .txt, .pdf, or .doc files.

• Items such as transcripts and proof of enrollment can be scanned and should be saved as .pdf or .jpg files; please try to compress file size to 1MB or less where possible. Files should be saved at actual physical size when possible (i.e. 8 ½ x 11 inches). Please consult your campus computer lab for assistance with scanning files.
• Adobe offers a free trial version of "Create Adobe PDF Online," in which a new user may create 5 PDF files free of charge.
• We can not accept one zip file for all of your documents. However, if you have more than one page to your transcripts you can scan the pages individually and zip them as one file to upload.
• All updates must be completed no later than 11:59pm EST on February 11.
• Please don't wait until the last minute. If you encounter technical difficulties, our staff will not be available to assist after 5pm EST and your update materials will likely not be accepted unless you can document the problem.

What about recommendations?
Recommendations are optional. If you would like to send in a recommendation, we will accept recommendations via email or postal mail due to privacy of the recommender. Since the letter will be read by our office and an overseas employer (if you are nominated), letters of recommendation should be addressed "To Whom It May Concern."

Please have your recommender send an e-mail with your recommendation either as an attachment or in the body of the message to outbound@aipt.org, or mail a hard copy to:

IAESTE United States
10400 Little Patuxent Parkway, Suite 250
Columbia, MD 21044-3519

I'm an architecture student and would like to submit a portfolio.
Portfolios are optional. If you would like to send in your portfolio, you can send it to IAESTE United States using  the address above, or you can upload a document with the Web address if your portfolio is online. All architecture students must present a portfolio if they are nominated to a job; however, it is optional to send it in at the time of the update. 

How can I give you an official transcript if I can't mail it? I'll have to break the seal, so doesn't that make it unofficial?
We require all materials except letters of recommendation and architecture portfolios to be uploaded through our online system, so transcripts will need to be scanned. This will indeed require that you open the transcript and void its official status, but that's OK. We are concerned with having a good, clean copy of your academic record, not with having a fully official copy of your transcript. 

How do I scan?
Please go to your university computer lab to ask for assistance in scanning and uploading documents. You must upload and scan all non-text based documents to complete your application update. We greatly prefer that scanned documents be saved at standard physical sizes (i.e. 8 ½ x 11 inches). Once you scan a document, you can click on it to view it; as a general rule, if you can not see it clearly, neither can we. Please check your documents after you have uploaded them. 

My transcript is more than one page. How do I upload it?
You can scan the pages separately and create a single PDF file. In addition, you can zip the scanned pages and upload the transcript as one document. 

Does it have to be an official transcript?
Yes, IAESTE will only accept official transcripts. 

I'm an international student. Do you need a copy of my visa and I-20?
Not at this time. If you are nominated to a position, we will need copies of your pertinent immigration documents. Please make sure you have met with your International Student Advisor to discuss working abroad and that you fully understand the regulations of your visa/re-entry into the United States. 

Do I really need to get an official statement of enrollment? Doesn't a transcript prove that I was enrolled?
You do need to get an official statement of enrollment. Overseas employers want to see something that clearly states the dates for which you have been a full-time student. Additionally, this is a requirement for visas/work permits in some countries.

I'm a transfer student/I'm a graduate student who attended a different university for my undergraduate work. Do I need to submit transcripts from both my old and my current universities?
No. We only need a transcript from your current university. If you feel that it would be to your advantage to submit a transcript from your last university (example: you just completed your first semester of graduate school, and want to send your undergraduate transcript), then please feel free to do so. 

Passports

How do I get a passport?
U.S. citizens can get information about applying for a passport from the U.S. State Department's Web site. You can normally apply for a passport at a local post office, but you will need your original birth certificate. 

I don't have a passport yet. Is it OK not to upload a copy on the placement form?
Yes, but please make sure to apply for a passport NOW. Do not wait until after you have been nominated. Passports can take 6-8 weeks to be processed, and sometimes longer in the spring, since many travelers are preparing to take summer vacations. If you are nominated, we will need a copy of your passport as soon as possible.  if your'e not sure.

What happens to the money if I'm not accepted?
Please read our refund policy, which is in the Agreement/Release Form included with your nomination materials. If you have any questions about this policy, please contact us.

I'm not sure if I really want this job now. I might be getting another internship in the U.S., but I won't know for a few weeks. Can I wait to give you an answer?
Unfortunately, no. Our program is set up on a strict calendar, and we must ask that you observe the deadline for response as listed in the "overview" document sent by our office. Because of our extremely high placement rate for nominated students, we must ask that you make a firm commitment to the program at this time. If you are not absolutely certain that this internship is what you want, then please have the courtesy to give your spot to a student who is committed. Instructions for how to reject a position are included in your materials.

When will I know if I've been accepted?
Most employers make a final decision between early April and late-May, depending on when your nomination was sent and your start date. If your start date is in the fall, you will most likely hear in May or June. Our office will email you the news as soon as we know, and we will follow up with a hard copy of the employer's written acceptance and some more paperwork.

What are my chances at this point?
Since you are the only student nominated to this position, you have about a 90% chance of being accepted by the overseas employer, based on our past statistics. Occasionally, an employer will cancel the offer due to a variety of circumstances, usually an unforeseen economic crunch. If that does happen, we will inform you immediately. Do keep in mind that this is rare.

Since I've been nominated, it seems like I've got a really good chance of being accepted. Can I go ahead and reserve my plane tickets now?
ABSOLUTELY NOT. We highly recommend that you not purchase plane tickets until after you have been formally accepted by the employer and you have any necessary visas/work permits/residence permits in hand. Delays at foreign embassies/consulates are very possible, and we don't want you to lose a nonrefundable plane ticket because of that.

Should I be researching visas and work permits now?
We know what sort of documentation you will need to do to enter your country of training, and will give you detailed guidelines on what to get and how to get it. In most cases, you won't need to do anything until after you've been accepted. However, in some instances, you will need to begin the application process now. If so, we will include detailed instructions in your application materials.

I remember reading something about health insurance... Do I have to do anything about that now?
No. We won't be asking about your health insurance coverage until after you've been accepted by the overseas employer. If you happen to have some free time now, it might not be a bad idea to find out if your current health insurance plan is valid overseas. If it's not, don't worry -- we offer reasonably priced health insurance coverage.

Money

These jobs don't pay much. Is that normal?
Yes. The IAESTE Placement Program is designed to give you practical on-the-job work experience and the chance to experience another culture. Our program is NOT designed to be a money-making venture. You should earn enough to cover your costs of living while in your host country. Keep in mind that the cost of living is often lower in other parts of the world than it is here. Your salary might not seem like a lot when translated into U.S. dollars, but it should be sufficient to live on in that country. 

Can I ask my employer for a raise later?
NO! We cannot emphasize this enough. Your employer has generously agreed to host an unknown foreign student for an internship, and the funds for your salary have in most cases already been allocated. To ask for a raise would be insulting to the employer. 

Will my employer pay for me to fly to the host country?
No. You are responsible for paying for your own airfare to and from your host country, as well as for any weekend travel you may wish to do. 

How much will I owe IAESTE United States?
If we nominate you to a position and you choose to accept the nomination, we will need the $100 deposit and the $1300 program fee ($750 for LC students). We will refund both your deposit and program fee if you are rejected or the employer withdraws the offer. You will not receive a refund of either the program fee or the deposit if you withdraw after your nomination has been accepted by the employer. The deposit is refundable after you complete the internship and submit a short evaluation form by December 1 or 30 days after the end of your internship, whichever is later. 

What fees am I responsible for?
You are responsible for the program and deposit fees stated above. In addition, you are responsible for flights to your host country, health insurance, visa fees (depending on your host country), and other incidental expenses. 

After Nomination

When will I know if I have been nominated?
Our nomination process begins on February 15. This usually takes about two weeks. We will then contact the students who have been nominated for positions within the first round. However, we will also be posting late job offers to students who asked to be put on the waiting list throughout February, March, April, and May.

How will you contact me if I have been nominated?
Our main form of communication is e-mail, so please make sure to check your inbox!

Cool, I got nominated to a position! Now what do I have to do?
Read the instructions in the e-mail sent by our office. Typically, you will have to upload some documents to our website, including:

• Student Nominated Form
• Agreement/Release Form
• Offer Commitment Statement
• Payment for fees, by completing the Payment of Funds Form to use a credit card

All of these documents will be included in the materials sent by our office. Please read these materials very carefully; depending on your particular situation, there may be additional forms to upload or return to our office.

Are you going to send me a hard copy of the stuff in this e-mail?
In most cases, no. In order to expedite the process as much as possible, we are only e-mailing your nomination materials unless you need an original copy of a form. If this is the case, it will be noted in your materials. If you would prefer a hard copy for your records, please let us know and we'll be happy to mail one.

Can I e-mail this stuff back to you?
No*. You must upload everything to the website.

* For students nominated to a position in certain countries, some original documents are required. You will need to mail these documents to our office - we cannot accept faxes or scanned copies. This will be noted in detail in your nomination materials.

The Student Nominated Form asks about passport information, and I don't have mine yet. What do I do?
If you are in the process of renewing your passport, please include your old passport information if you have it. If you don't have your old passport information handy, please type "renewal pending" in the passport section. If you've never had a passport and are in the process of applying for one, please type "application pending" in the passport section.

What dates should I put for the "desired period of training" in the Student Nominated Form?
You should list the exact dates for which you would like to begin and end your internship abroad. Please have a calendar handy so that you can commit to these dates. Some countries' governments get cranky if you change your mind later. Things to keep in mind:

• The acceptable range of dates listed by the employer; your requested dates must fall in here.
• Your last day of classes for the spring semester.
• Your first day of classes for the fall semester: give yourself a few days to get over jetlag!
• Any vacations or other personal events (i.e. weddings, family reunions) you've already committed to
• Any special events taking place over the summer (i.e. Copenhagen GetToGether).
• Countries which request that you start and end your internship at the beginning and end of calendar months (i.e. June 1-July 31).
• Starting and ending on a Monday and Friday respectively.
• Employer vacation dates, during which students normally cannot work.

When is the deadline for returning all of this stuff?
Look on the first page of the "overview" document included in the e-mail sent by our office. The deadline will be listed there, and that date refers to the deadline for your materials being uploaded to our website (or postmarked date if you need to return original copies.) This is normally 10 days from the date the nomination was sent to you. Please make every effort to have your materials uploaded by that date, and contact us if something will prevent you from doing so.

So you need money now too, right?
Yes. Please send payment of your $100 deposit and program fee, which is $750 for LC students and $1300 for at-large members. There will be a credit card form included in your materials; we cannot accept checks unless paying via credit card poses a serious difficulty.

What happens to the money if I'm not accepted?
Please read our refund policy, which is in the Agreement/Release Form included with your nomination materials. If you have any questions about this policy, please contact us.

I'm not sure if I really want this job now. I might be getting another internship in the U.S., but I won't know for a few weeks. Can I wait to give you an answer?
Unfortunately, no. Our program is set up on a strict calendar, and we must ask that you observe the deadline for response as listed in the "overview" document sent by our office. Because of our extremely high placement rate for nominated students, we must ask that you make a firm commitment to the program at this time. If you are not absolutely certain that this internship is what you want, then please have the courtesy to give your spot to a student who is committed. Instructions for how to reject a position are included in your materials.

When will I know if I've been accepted?
Most employers make a final decision between early April and late May, depending on when your nomination was sent and your start date. If your start date is in the fall, you will most likely hear in May or June. Our office will email you the news as soon as we know, and we will follow up with a hard copy of the employer's written acceptance and some more paperwork.

What are my chances at this point?
Since you are the only student nominated to this position, you have about a 90% chance of being accepted by the overseas employer, based on our past statistics. Occasionally, an employer will cancel the offer due to a variety of circumstances, usually an unforeseen economic crunch. If that does happen, we will inform you immediately. Do keep in mind that this is rare.

Since I've been nominated, it seems like I've got a really good chance of being accepted. Can I go ahead and reserve my plane tickets now?
ABSOLUTELY NOT. We highly recommend that you not purchase plane tickets until after you have been formally accepted by the employer and you have any necessary visas/work permits/residence permits in hand. Delays at foreign embassies/consulates are very possible, and we don't want you to lose a nonrefundable plane ticket because of that.

Should I be researching visas and work permits now?
We know what sort of documentation you will need to do to enter your country of training, and will give you detailed guidelines on what to get and how to get it. In most cases, you won't need to do anything until after you've been accepted. However, in some instances, you will need to begin the application process now. If so, we will include detailed instructions in your application materials.

I remember reading something about health insurance... Do I have to do anything about that now?
No. We won't be asking about your health insurance coverage until after you've been accepted by the overseas employer. If you happen to have some free time now, it might not be a bad idea to find out if your current health insurance plan is valid overseas. If it's not, don't worry -- we offer reasonably priced health insurance coverage.