Student Intern Mentor Requirements and FAQs
Responsibilities and Requirements of a Mentor
J-1 Program Related
Screen prospective Student Interns to ensure they are eligible for program participation. See Student Intern Eligibility Requirements.
Confirm the program is suitable for the student intern’s education, background, needs, and experience.
Provide the Student Intern with office space.
Ensure the Student Intern checks in with the Office of Global Affairs upon arrival. Paid Student Interns must also check in as a foreign national employee with Human Resources.
All mentors must do a concluding evaluation, and programs lasting more than six months must do a midpoint and concluding evaluation. The Office of Global Affairs must retain these evaluations for at least three years following the completion of the student’s internship program.
Request ECU Access
Facilitate campus privileges such as Banner ID, PirateID, 1Card, etc.
BannerID and PirateID
The BannerID is necessary to obtain an institutional PirateID, an ECU email address, and to access services such as Teams, Canvas, and Webex.
Work with your department’s administrative support to submit the appropriate forms. Human Resources Information Systems (HRIS) will create a BannerID, and a PirateID and ECU email. These will be generated within 24-48 hours.
If ECU does not pay your Student Intern, then you will need to request an Unpaid Affiliate Electronic Personnel Action Form (EPAF) to HRIS.
ECU 1Card
An ECU 1Card is necessary to access campus buildings and other resources, such as the library or recreation centers.
Ensure the Student Intern applies for an ECU 1Card upon arrival through 1card.ecu.edu.
Resources for Cultural Activities
Offer or make available a variety of appropriate cross-cultural activities. Mentors will be responsible for determining the appropriate types and numbers of such cross-cultural programs. Mentors are encouraged to give their Student Intern the broadest exposure to American society, culture, and institutions. The average age of a Student Intern can range from 20 to 30. Include connecting them to fellow ECU students, clubs, and other appropriate activities appropriate for their age. The Office of Global Affairs hosts numerous exciting activities throughout the year!
Resources for Professional Support
ECU’s Office for Faculty Excellence supports faculty in their teaching, research, and service through faculty development programming and consultation. A variety of workshops are offered throughout each academic year. Learn more at ofe.ecu.edu.
Visa Requirements
Notify the Office of Global Affairs of any future changes to the Student Interns’ status information.
Related to work within 15 days, such as
- Change of supervisor;
- Change in office location or office phone number; or
- Does not return/continue after travel abroad.
Related to the J-1 Program at least 45 days before the change
- Early arrival or departure;
- Intent to transfer to another university while continuing their J-1 status;
- Program extension;
- Change in program pay or unpaid pay status; or
- Terminated.
FAQS
What is required from the ECU mentor?
As exchange visitors, the Student Interns are more than ECU employees; they are also student-aged adults. Your responsibilities include welcoming the Student Intern into your department, the ECU community, student life, and the U.S. culture, as well as collaborating on research, projects, and other initiatives.
Are mentors financially responsible for the Student Intern?
No, mentors are not financially responsible for the Student Intern. They cover their own expenses and may participate as unpaid affiliates. If the department has a grant, you may be able to use funds to assist with the Student Intern’s fees, such as English proficiency tests, flights, or health insurance.
What happens if the Student Intern is paid through ECU and the funding stops?
It is the mentor’s responsibility to notify the Student Intern and the Office of Global Affairs immediately. This way, the Student Intern may be able to switch to an unpaid affiliate based on personal expenses, or they will have to transfer to another university, which takes about 45 days to process.
How long is it required to be a mentor, and when does it start?
The mentor and the Student Intern will decide on the program length before submitting the Student Intern application. The timeline does not have to revolve around the academic year, but be aware of campus breaks, department travels, and personal time off.
Does the mentor have to house or provide transportation for the Student Intern?
No. It is the mentor’s preference to be a host family. We recommend that mentors collaborate with the Student Interns to find a suitable rental. They may be interested in off-campus student living or other student rental locations.
Similar to housing, you are not required to provide transportation for the Student Intern. However, we recommend connecting the Student Intern with other students in the host lab who may have access to a vehicle.
The Office of Global Affairs has additional resources to support the mentor and Student Intern.
How many Student Interns can a mentor or department host?
Unlimited. It is the mentor’s responsibility to confirm that the program is suitable for the Student Intern’s background, needs, and experience, and the department can offer them the minimum requirement of 32 hours a week.
What if the Student Intern and mentor are not a good fit?
The mentor or student Intern should contact the international Student & Scholar Program Coordinator by emailing visitingscholars@ecu.edu or scheduling a consultation meeting to initiate possible solutions. Options may include assigning the student intern to another appropriate department based on their J-1 Program subject, identifying a new mentor within the department, exploring personal solutions, discussing expectations, or considering shortening or transferring the J-1 Program.