Secured a summer internship? Congratulations! Before you start, you might need to handle some paperwork. Let's break down what employers might request and how to get what you need.
What is a convention de stage?
If you're heading to Europe for your internship, particularly France, Spain, or Belgium, you might be asked for a 'convention de stage' (also known as 'acuerdo de practicas' or 'convenio de colaboracion'). This is a three-way agreement between you, your employer, and the University.
This isn't just a piece of paper - it's a formal contract that outlines everyone's responsibilities. Employers need this document for legal reasons, including paying intern wages and managing social security obligations.
Your employer should tell you if they need this agreement, though they might call it something different. Always double-check exactly what documentation they require.
Getting your convention de stage
Current students can get this agreement through the University, even for summer internships that aren't part of your degree. The key requirement? You need to be a registered student during your internship.
The University has its own template that we prefer to use. Contact your Faculty/School Placements Team (or Director of Studies for postgrads) to get started. While employers might have their own template, these need legal review, which can take time.
Important note for graduates: Once you've graduated, you're no longer eligible for a convention de stage. We've seen graduates have to turn down opportunities because they couldn't provide this document - so check requirements before applying for anything labeled as an internship or 'stage'.
Student status and academic records
Some employers might want to verify your student status or see your academic results.
For proof of student status, you can generate a certificate through SAMIS, or request a certified document if needed. Employers can verify these documents by contacting Academic Registry. Find out more about getting proof of student status.
As for academic transcripts, you can also generate these through SAMIS. Be aware that during exam periods, you might not be able to access this service. You can also arrange for transcripts to be sent directly to employers. Check Academic Registry's guide for more details.
When in doubt...
If anything seems unclear about what your employer wants, just ask them! It's better to seek clarification than to spend time gathering the wrong documents. While we in Careers can't provide legal advice or contact employers on your behalf, we can help you draft emails or discuss any questions you might have. Find out how to get help from Careers.
Remember: always understand what you're signing. These documents might look daunting, but they're an important part of starting your internship on the right foot.
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