Through the generosity of Hamilton alumni and parents, funding is available to cover cost-of-living expenses for students who obtain unpaid internships or “gap” funding for paid summer internships.
Policies and application information have been updated for summer 2021. Due to the evolving pandemic, some policies may be updated throughout the process. Students will receive updated information via email as well as this site. Please review all policies prior to submitting your application or intent to apply. All questions must be sent to email@example.com. Due to our remote working environment, committee members will not be readily available by phone.
APPLICATION AND INTENT TO APPLY FORM
Students must have a secured opportunity in order to apply for funding. Students who have not yet secured an opportunity should submit an intent to apply. An intent to apply is not required but is encouraged, so we have a sense of how many applicants we may have. Also, we will use your intent to apply to send you opportunities based on your interest and provide support to help you with your search. We recommend you use Google Chrome to access the form.
SUMMER 2021 Policies
All class years are eligible to apply for funding during summer 2021 including seniors. However, we will only provide funding during the time frame indicated below. Funding will not be available during the academic year or after August 2021 if you are a senior.
The application will open in February 2021. Applications will be accepted on a rolling basis as long as funds remain and the opportunity conforms to required dates and the number of hours required to complete the opportunity. No retroactive funding will be issued. Students must apply prior to starting the opportunity.
Students are eligible to receive funding more than once during their time at Hamilton College as long as there are available funds. The committee will prioritize students who have never received funding.
Opportunities (including remote) must take place after classes have ended and conclude by the time classes resume in August. The maximum allowable time frame is twelve weeks. The funding period will be between May 24 and August 16.
COVID-19 restrictions (as of February 2021): Though you may receive an offer for funding, no funding will be transferred to you unless the guidelines from the state in which you will be working allow you to report to work or unless your work is approved to take place remotely. For example, if New York state still has restrictions on non-essential work by the time your internship is slated to begin, you will not be awarded funding for this opportunity unless it is a remote opportunity. If you are considering international internship opportunities, travel connected with these funds will not be approved due to the College’s current policy regarding student travel.
- The organization must provide supervision and training.
- Funding cannot be provided for on-campus research projects or departmental positions.
- Provide exposure to a career field of interest.
- The committee will allow for opportunities at an organization for which you have already worked/interned. It is preferable that the duties and responsibilities of the proposed internship at the same organization are substantially different and at a higher level than those of the previous experience. Please be sure to make the effort to describe how your experience could be different and/or more in-depth this year.
- Unpaid or minimally paid. Examples of minimally paid internships include stipends or hourly wages that do not sufficiently cover cost-of-living expenses. Wages, stipends, or other forms of compensation must be included in your application and will be verified with your internship contact. The committee will deduct any compensation from the potential award. Students may receive “gap” funding if the compensation does not exceed the award amount. Summer Internship Funding is intended to assist with cost-of-living expenses only and is not intended to provide an income. Funding cannot be used to cover items such as the purchase of a vehicle, clothing other than a required uniform, Hamilton or any other tuition, test prep courses (LSAT, GRE, etc.), insurance, personal travel, or entertainment.
- Proposals to participate in a tuition-based or fee-based program will be considered only if there is an internship component to the program. Summer Internship Funding can be offered to cover those expenses related to the internship component of such a program, including transportation, training, housing, and food. Funding will not cover administrative overhead or tuition.
- All applicants are required to forward an employer confirmation form to their internship contact. The Google form is provided in the application. No funds will be distributed without the appropriate confirmation.
Requirements for opportunities that are remote or commuting from home:
- The organization must provide supervision and training.
- The minimum number of hours for remote opportunities or commuting from home is 80 hours.
- Total stipends can range from $160 - $960 depending on the number of weeks/hours and if there is compensation.
Requirements for opportunities away from home — in a location that requires moving to another city or not commutable from your home address. (COVID-19 college policies will be considered prior to approval):
- The organization must provide supervision and training.
- The minimum number of hours for opportunities away from home is 240 hours. Opportunities can be arranged in a variety of ways:
- A combination of 2 or more internships.
- Work fewer hours per week for a greater number of weeks
- Work more hours per week for a shorter period
- Total stipends can range from $160 - $4800 depending on the number of weeks/hours and if you are compensated for your work.
Summer Internship Funding Award Process
The following timeline is to serve as a general guide for the selection process. We receive hundreds of applications each year and give each application the same attention in order to consider as many students as possible. Review, notifications and decisions will be made on a rolling basis. Therefore, we request your patience throughout the process.
February 1: Application process opens. Students must submit their application or intent to apply using this form.
March 29: Application review begins. The committee will review all submitted applications to this point. The process will continue on a rolling basis.
April 19: Notification process begins. Applicants will receive a notice of:
- Award — Students who are offered an award based on an internship from an organization designated in their original application, but then accept an internship from a different employer not detailed in their proposal, must submit an updated application. Based on a review of the updated application which provides details of the new internship, the committee will either: 1) alter the award; 2) make a new award; or 3) withdraw the award.
- Waitlist — Students who are placed on a waitlist will be notified within three weeks of original notice if they will be awarded funding. The award process is complex and we do our best to keep students informed throughout the process.
- Declined — The most common reasons for a declined application are things such as not enough hours, compensation exceeds the award amount, opportunity does not align with the policies, or the opportunity is with an on-campus department/research.
The Summer Internship Funding committee uses a standardized system for reviewing applicants. The following factors are considered when reviewing applications. The criteria correspond to the questions asked in the application:
- Financial need — Financial aid levels are obtained from the Financial Aid office. We assess extenuating circumstances if they are not reflected in an applicant’s reported financial aid level. The Financial Aid office provides the committee with an aid level: 3=high, 2=medium, 1=low, 0= none. We do not review aid documents such as your guardian's taxes, scholarships, etc.
- Quality of proposal — Is the proposal well written & did the applicant clearly and adequately answer the questions?
- Fit with career, academic & personal interests.
- Benefit to student — Class year and past internships are considered.
- Effort in identifying & securing an internship.
- Number of times student has received Career Center funding.
How and when will I receive the funding?
Funds are distributed via Accounts Payable direct deposit (different from payroll direct deposit). Instructions can be found on the Accounts Payable webpage. Students do not have to re-register if they have received funds in the past.
You can expect to see the direct deposit around two weeks after we receive the signed contract.
Note: A paper check will be mailed to your home address on record if you do not register for Accounts Payable direct deposit.
Is the funding taxable?
The funding you are receiving is to assist you in pursuing your summer internship with the primary purpose to further your personal education and training. The funding is not part of the regular curriculum and is not associated with obtaining your degree from Hamilton College.
This funding may be considered taxable income if you are a U.S. Citizen or Resident Alien. This funding is excluded from gross income only if you are a candidate for a degree at an eligible educational institution and if the funds are used for qualified tuition and related expenses (not including room and board).
If you are a U.S. Citizen or Resident Alien, Hamilton College will not report your funding on a Form 1099 or a Form W-2, nor withhold any amount towards the payment of federal, state, or local income taxes. You may or may not have taxes due depending on your other income, tax withholding, and filing status. For more information, U.S. Citizens and Resident Aliens may wish to refer to IRS Publication 970 “Tax Benefits for Education” which is available at https://www.irs.gov/pub/irs-pdf/p970.pdf.
If you are a Nonresident Alien for tax purposes, Hamilton College is required to report your funding on Form 1042-S. Unless you are eligible for tax treaty benefits and claim them using the College’s Glacier tax software, the College is required to withhold 14% of your scholarship/fellowship payment and forward to the IRS as your tax payment. Nonresident Aliens are required to report such scholarship/fellowship on a 1040-NR. More information is available by reviewing IRS Publication 519 “U.S. Tax Guide for Aliens” available at https://www.irs.gov/pub/irs-pdf/p519.pdf.
Any questions regarding tax information should be referred to the business office:
Non-Resident Aliens should contact Amanda Gleasman at firstname.lastname@example.org
US Citizens & Resident Aliens should contact Gary Carrock at email@example.com
What other documentation do I need to provide if I receive an award?
All recipients are required to complete a contract, submit a mid-way progress report, end of internship self-reflection report, and supervisor report. These reports are intended for the student to reflect and set goals for their opportunity. We find the reports are just as valuable to a student to assess the things they did not like about an industry or internship as much as what they enjoyed. The supervisor report form must be forwarded to your internship contact. We use the report to confirm that the internship was completed as anticipated and address any concerns, if any.
Do I have to submit receipts or proof of how I spend the funds?
No. Since the funding is a cost-of-living stipend (not based on an hourly wage), students are not required to submit receipts or other budgetary documentation. The funding is calculated in order for students to manage expenses such as food costs, transportation, rent, utilities, etc. We evaluate standard cost-of-living expenses and utilize a tiered funding model to determine the maximum amount we are able to offer.
Awarded students can use this budget form as a resource for determining how to best utilize the funds. You can also talk to your career advisor about budgeting options.
What if the award amount is not enough?
If you feel the amount of the award is not enough to sufficiently cover cost-of-living expenses, please contact the committee immediately so we can properly review your award. We perform an annual review of standard cost-of-living expenses, inflation, and other factors to be sure we are offering sufficient awards. Our goal is to fund as many students as possible.
Many students have not had to create a budget before. Students can use this budget form as a resource for determining how to best utilize the funds. Your assigned career advisor can also assist with budgeting resources and advice.
What should I do if I have an issue during my internship?
While uncommon, students occasionally experience difficult work environments, personal issues, or even fraudulent situations during their experiences. We strongly encourage any student who is not sure how to manage a particular experience to reach out to the funding committee or to their assigned career advisor.
Remember, the Career Center will never share your personal or Hamilton email credentials with an outside company. Never provide information such as your birthdate, social security number or banking information with any outside source. If you receive an email or think you may be involved in fraudulent activity that you just are not quite sure about, report it immediately to the Career Center and to the Hamilton College LITS department at firstname.lastname@example.org.
How do I know which fund I receive? I would like to thank the donor!
Recipients will be matched to the appropriate funds by the selection committee. A list of available funds is listed below. The assigned fund will be indicated on the recipient's contract and recipients will be able to write a thank-you message in the final reflection report at the end of the summer.