internship in biomedical informatics med 3910 handbook ... ·...

New York City College of Technology Department of Biological Sciences 300 Jay Street NY 11201

Internship in Biomedical Informatics

MED 3910

Handbook Version 1a

2014-2015

Internship Coordinator Prof Davida S. Smyth [email protected] 7182604984

Internship in Biomedical Informatics Manual 2

Table of Contents

Section Page Number Introduction 3 Brief Course Description 4 General Course Structure 4 Internship Registration Procedure 5 Internship Program Policies 6 Roles and Responsibilities 7 Criteria for Selection of the Internship Site 8 Completing an Internship Experience 9 Internship Evaluation Process 10 Grading 10 Termination from the Internship in Biomedical Informatics Course 11 Frequently Asked Questions 12 Acknowledgments 14 Appendix A Academic Integrity at City Tech 15 Appendix B Information and Forms for Site Supervisors 19 Appendix C Information and Forms for Students 28 Appendix D Fact Sheet # 71 Internship Programs under the Fair Labor

Standards Act 38

Appendix E Instructions for reports and grading rubrics

Appendix F Med 3910 - Syllabus 41 58


1) Introduction

This manual serves to present the educational objectives and requirements of the Internship in Biomedical Informatics Course of the Biological Sciences Department of New York City College of Technology. It provides students, faculty, administrators and site supervisors with the information necessary to answer most of the questions that they might have. Although efforts have been made to be thorough, additional questions might arise and these may be discussed with the internship coordinator or seminar faculty.

Prof Laina Karthikeyan Chairperson

Biological Sciences Department

Prof Armando Solis Program Coordinator, Biomedical Informatics


Prof Davida S. Smyth Internship Coordinator, Biomedical Informatics


Seminar Faculty

The Biological Sciences Department consists of several faculty members with experience in the field of Biomedical Informatics and research in biological sciences. These faculty serve as mentors for the interns according to their area of expertise. Name Office Phone E-mail Christopher Blair P410 718-260-5342 [email protected]

Mercer Brugler P313 718-260-5088 [email protected]

Eugenia Giannopoulou P313 718-260-4971 [email protected]

Vasily Kolchenko P313 718-260-5954 [email protected]

Jeremy Seto P410 718-260-5078 [email protected]

Davida S. Smyth P410 718-260-4984 [email protected]

Armando Solis P313 718-260-5894 [email protected]

Mai Zahran P313 718-260-5088 [email protected]


2) Brief course description The internship in Biomedical Informatics course aims to expose biomedical informatics students to the practice of bioinformatics and medical informatics in real-world settings including biomedical companies, research laboratories and clinical and medical settings. Prior to enrollment in the course, students will be aided in identifying possible research and internship opportunities within their area of interest. Students will have to maintain a daily log/journal, meet weekly with their faculty mentor as well as comply with all the requirements of the internship site and site supervisor. Additionally, students will be encouraged to attend seminars and workshops held on campus as directed by the internship coordinator. The evaluations of the site supervisor and the quality and completeness of the interns’ log/journal, written reports and oral presentation will determine the course grade. ANTICIPATED LEARNING OBJECTIVES Upon satisfactory completion of the course, the student will be able to:

• Produce a properly formatted and worded CV and/or résumé, as well as cover letters, appropriate to the position applied for and understand the value of such instruments.

• Gain experience in interviewing for internship and/or research positions, and understand proper decorum and accepted practices in the job market.

• Construct and formulate a coherent research or project plan, directed at particular aspects of medical informatics and/or molecular bioinformatics.

• Demonstrate and use knowledge gained in medical informatics and molecular bioinformatics coursework to address a problem or need, as defined by the project plan.

• Recognize the biological and biomedical principles at play in the particular project chosen.

• Demonstrate use and understanding of information and computer systems currently used in medical informatics and/or molecular bioinformatics, as part of a project methodology.

• Keep accurate and meticulous records of research or project activities as evidence by the student log/journal.

• Demonstrate effective written and oral skills for presenting their activities during the internship project and at the conclusion of the project activities.

• Communicate effectively with other professionals, including superiors, in a real-world setting.

3) General course structure The internship course is the culmination of the study of biomedical informatics, and should serve as a demonstration of the abilities of the students (in terms of knowledge, skills, and values) to function in real-world career and/or research settings. Students enrolled in the course are typically in their last semester in the program, and must demonstrate knowledge of their course materials, maturity and sophistication in their presentation, problem solving, time management, and adaptability in the use of methods and tools as well as effective interdisciplinary approaches to tackling their project.


Following consultation with the internship coordinator and program coordinator, students should begin to investigate possible internship options in the New York City or surrounding areas, and elsewhere (for summer internships) well in advance of the semester or summer in which they wish to complete their internship. The student must establish contact with the outside internship program with the assistance of the internship coordinator, and students must complete application forms and agree to interviews if necessary and within the deadlines put forth by the internship programs. Alternatively, for those interested in pursuing careers in medicine, research, or academia, scientific research work with faculty at City Tech or at other academic institutions can fulfill the requirements of the course at the discretion of the Internship and Program Coordinators. Before enrolling in MED 3910, students must write a project proposal based upon their proposed internship project, detailing their goals, the timeline, and resources needed. Both the internship and program coordinators must approve the project proposal. Any personnel described in the project plan must specify the extent of their involvement. Resources that will be used (such as funding) must be laid out and properly accounted for. 4) Internship registration process

§ Step 1: When enrolled in bioinformatics 1, student must meet with their faculty advisor, and write a personal statement and résumé.

§ Step 2: When enrolled in bioinformatics 1, student must attend the Internship

Orientation Symposium and schedule an appointment with the internship coordinator to discuss the registration process.

§ Step 3: Having met with the internship coordinator, student must fill out a pre-internship

questionnaire. Both of these must be returned to the internship coordinator along with the résumé and personal statement.

§ Step 4: Having met with the internship coordinator, the student can begin to investigate

Internship possibilities making use of the internship database maintained by the Internship coordinator. Deadlines and due dates for applications must be considered.

§ Step 5: Student can begin to apply for internships the semester before enrolling in the

prerequisite courses, if they are to be taken concurrently. If not, student must begin to apply in the semester before enrolling in the second prerequisite course.

§ Step 5: Interview for internship positions.

§ Step 6: In order to enroll on MED 3910, the following must all apply:

1. The prerequisite courses have been taken,


2. The student maintains a GPA of 2.5 in required program courses 3. The internship site has agreed to take the student and filled in the necessary

paperwork. 4. The internship coordinator and the BIB program coordinator have approved the

internship.

§ Step 7: The Intern must sign an Internship Agreement Form and an Internship Placement Form and submit them to the internship coordinator.

§ Step 8: Enroll in MED 3910, pay fees and get permission from the BIB program coordinator.

5) Internship program policies • All internship paperwork must be submitted by the end of November for summer

internships to ensure that deadlines are met. Non-summer internships paperwork must be submitted at least 4 weeks prior to the anticipated start date.

• Interns will have the required academic prerequisites and the required GPA and be in good academic standing at the time of submitting internship paperwork.

• No hours can be accrued toward the required internship hours until the internship coordinator and BIB program coordinator have approved the internship.

• Retroactive credit cannot be applied toward prior work experiences without permission of the BIB program coordinator.

• Interns will be supervised by an independent professional or a professional affiliated with the employing agency or organization called the “site supervisor”.

• Interns are subject to regulations that govern maximum course loads. • Credits are earned by successfully completing on-site hours, preliminary paperwork, and

internship reports and presentations. • Internship tuition cost is governed by the current catalog; fees will be based on the

number of credits. • Internships may be part-time or full-time, paid or unpaid experiences. See Appendix D for

information regarding unpaid internships. • Internships can take place in an off-campus environment or on campus with an approved

on-site supervisor. • Students are responsible for selecting and securing internships sites. The internship

coordinator and the BIB program coordinator must then approve the site and internship project.

• Student must complete 225 hours of time to receive credit for MED 3910.

6) Roles and responsibilities


Intern responsibilities • Students have the responsibility for developing, applying for and securing internships,

articulating learning objectives, and providing evidence that the learning objectives have met the required academic level.

• Interns are responsible for attending the Internship Orientation Symposium and completing the necessary paperwork with the guidance of the internship coordinator.

• Interns will need to meet with the Financial Aid Office to clarify and understand the financial obligation of registering for a credit-bearing internship.

• It is the interns’ responsibility to review and understand the intern position duties. Interns are also highly encouraged to visit the internship site regularly beforehand.

• Interns are expected to follow all internship site and college conduct policies (see NYCCT student handbook).

• Interns will need to contact both the seminar faculty and the internship coordinator if they have any problems, concerns, emergencies or if they need to leave an internship site earlier than indicated on the Internship Agreement Form.

• All completed coursework, projects, and public presentations must be completed before the final due date listed on the Internship Agreement Form.

Internship Coordinator Responsibilities • The internship coordinator will identify sites that host internships and maintain a database

of internships. • The internship coordinator will contact new sites and establish criteria for hosting interns

at that site. • The internship coordinator will develop and maintain a series of OpenLab hosted sites for

advertising internship positions and sites (https://openlab.citytech.cuny.edu/biology/internships/).

• The internship coordinator will advertise and contact the BIB students regularly with new internship opportunities and sites via email and the website.

• The internship coordinator will maintain and update all documentation pertaining to the course including syllabi, the manual, rubrics and letter templates.

• The internship coordinator will review each student’s eligibility for internship participation, advise individual students and assist the interns with securing a position.

• The internship coordinator will serve as a liaison between the intern, site supervisor, program coordinator and the college administration.

• The internship coordinator will facilitate and organize the Internship Symposium. • The internship coordinator will facilitate and organize seminars for the professional

development and training of the interns. • The internship coordinator is responsible for all formal written correspondence with site

supervisors and will assist with any related problems or issues. • The internship coordinator will assign grades to proposals, reports and presentations of


the interns. • The internship coordinator will liaise with other internship coordinators and the college

administration. • The internship coordinator will regularly assess the internship needs of surrounding

businesses and universities. • The internship coordinator will present on behalf of the internship course.

Program Coordinator Responsibilities • Must approve the internship site. • Must approve the internship project proposal. • Can award retroactive credit for internships. • Must give permission prior to student enrolling in MED 3910. • The program coordinator will assign grades to proposals, reports and presentations of the

interns. • The program coordinator will present on behalf of the program at the Internship

Symposium.

Seminar Faculty Responsibilities • Will meet their assigned interns online weekly or by phone to briefly discuss their

progress. • Will review their assigned interns online journal. • Will review and grade the intern’s proposals, reports and presentations.

Internship Site Supervisor Responsibilities • Site supervisors must work with the intern to provide a written job description outlining the

primary duties and expectations that will be used by the intern to write a project proposal, which will form part of the intern’s portfolio for grading. The project description must involve the practice of medical informatics and/or molecular bioinformatics in commercial, research, and/or medical settings.

• Site supervisors should understand and support the interns learning objectives outlined in their Internship Agreement Form.

• Formal training should be provided by the site supervisor in order to inform, train, prepare, and orient the intern to the site’s expectations and culture.

• Site supervisors should meet regularly with interns to monitor progress, provide feedback and review the learning objectives.

• Site supervisors are expected to provide adequate supervision for the intern and assign duties that are appropriate, career-related and progressively challenging. These duties should reflect the learning objectives of the internship course.

• The internship site should make available equipment, supplies and space necessary for the intern to perform his/her duties.


• Site supervisors must provide a physically and emotionally safe working environment free of all forms of harassment.

• If the intern is not meeting the site expectations the site supervisors must notify the internship coordinator to discuss appropriate solutions.

• Site supervisors will be asked to complete a mid-internship evaluation of the intern and a more detailed final evaluation report at the end of the internship. This must be completed and returned promptly to the internship coordinator. The site supervisors’ evaluations are worth 30% of the total grade for the course.

• The internship site must assume liability for work-related injuries sustained by the intern, insofar as the agency may determine the same to be required by law in that state.

7) Criteria for selection of the Internship Site • Students will have to attend an Orientation Symposium at the start of the semester in which

various options for the internship site shall be introduced. Upon attending the symposium session, students will have to complete a pre-placement questionnaire (Appendix C) and submit it to the internship coordinator.

• Students will have the option to choose from a site available in the internship database maintained by the internship coordinator and downloadable from the departmental website (https://openlab.citytech.cuny.edu/biology/internships/), suggest their current site for the internship or propose a new site for consideration by the internship coordinator and program coordinator. In addition, sites on campus with the seminar faculty may be available for consideration.

• The area of concentration shall be decided upon after the student meets with their advisor to establish their career goals, and the internship coordinator and/or program coordinator. The pre-placement questionnaire (Appendix C) shall be filled in accordingly.

• Students will have to interview at internship sites prior to being accepted. Workshops and practice interviews shall be provided during the semester. The choice of internship site will have to be agreed upon by the intern in conjunction with the internship coordinator and the program coordinator.

• Following acceptance to the internship site, the internship coordinator shall contact the site to ensure that all the relevant paperwork is completed (Appendix B).

• A project description shall have to be provided to the internship coordinator and program coordinator to assess that it meets the goals and objectives of the course. This project proposal will be graded.

• Some internships will have a stipend and others will be unpaid. Where possible, the internship coordinator shall try to find paid opportunities.

• As regards unusual work arrangements, students will be accommodated to the best of the ability of the internship coordinator and potential internship sites.


8) Completing an internship experience • Site orientation: The internship site will have to provide a structured orientation of the site

within the first week of the internship as per the Internship Agreement. • During the first week of the internship, the site supervisor must assist the intern in the

production of a project proposal. This must be submitted to the internship coordinator. • The site supervisor shall complete and return to the internship coordinator a mid- and final-

internship evaluation form. • Coordination with “Seminar Faculty” (on campus): Seminar faculty shall evaluate the

interns weekly and provide weekly reports to the internship coordinator. • Interns shall be expected to attend departmental seminars and workshops to be held on

campus during the semester (unless they are completing a summer internship placement). • Interns shall have to complete an online student lab book/journal daily, which will be

accessible to the seminar faculty and the internship coordinator. • Interns shall have to complete time-sheets to record their hours, which have to be signed

by the intern and their site-supervisor. • Interns will generate a midterm report and a final written report on their work during their

internship. • Exit interviews and a site-supervisor evaluation by the student may be asked for by the

internship coordinator.

9) Internship Evaluation Process Students will be evaluated based on the following criteria: an initial evaluation of the research or project proposal, to be conducted by the internship coordinator and program coordinator (a short write-up is required); the quality and completeness of an online student log/journal which will be monitored by the seminar faculty and internship coordinator; the site supervisors’ evaluations of student performance during the project span; a mid-internship report and a final written report in the form of a paper upon completion of the project; and an oral presentation in the presence of the City Tech community at the Orientation Symposium. The seminar faculty assigned to interns will assign the grades for certain components (except for the supervisor evaluation), in consultation with the internship coordinator and program coordinator as well as other involved faculty.

10) Grading The intern will be expected to generate a research proposal (worth 15% of the grade), maintain a student log/journal online and provide a midterm progress report (worth 20% of the grade), a final written report (worth 20% of the grade) and a final oral presentation during the Orientation Symposium (worth 15% of the grade). The mid- and final-internship supervisor evaluation are


worth 30% of the grade. The numerical breakdown of the components of the final grade is as follows:

• Research Plan 15% • Student journal and midterm progress report 20% • Supervisor evaluation 30% • Final written report 20% • Oral presentation 15%

Letter Grade Numerical Ranges A 93-100 A- 90-92.9 B+ 87-89.9 B 83-86.9 B- 80-82.9 C+ 77-79.9 C 70-76.9 D 60-69.9 F 59.9 and below

11) Termination from the Internship in Biomedical Informatics course Students may withdraw voluntarily or be asked to withdraw from the internship by the seminar faculty, the internship coordinator, the program coordinator, and/or the chairperson of the department of biological sciences. The procedure for withdrawing from the internship course is outlined below:

A. Voluntary Withdrawal: A student who withdraws from school must notify the site supervisor, the seminar faculty and the internship coordinator regardless of the reason for withdrawal.

B. Unsatisfactory Academic Performance: If the student is not able to perform at an

acceptable level set by the seminar faculty, s/he will meet with the seminar faculty to decide on an appropriate course of action. It is the responsibility of the seminar faculty to inform the internship coordinator of his/her recommendation(s).

C. Unsatisfactory Performance at an Internship Site: It is very important that the site

supervisor informs the seminar faculty immediately of any problem(s) with a student at the agency. If the problem cannot be resolved informally between the intern, the site


supervisor and the seminar faculty, the following procedures will be followed: 1 The seminar faculty will meet with the intern. 2 The seminar faculty will meet with the internship coordinator. 3 The internship coordinator will meet with the intern and seminar faculty. 4 The internship coordinator will meet with the site supervisor and the intern. Some situations may require a formal meeting of all parties concerned and the chairperson of Biological Sciences.

D. Violation of Ethics: Students may be recommended for dismissal from the college if they are found to have violated professional ethics or have conducted themselves in ways that are detrimental to the welfare of their persons at their internship site (This is particularly important in regard to patient data and information).

E. Violation of School Policy or Internship Course Requirement(s): The faculty of the department of biological sciences may request college disciplinary action against a student who violates college policies and/or the requirements of the internship course.

F. Failure to Document Placement: Students who fail to submit the Site Placement

Form by the deadline established by the department may be withdrawn from the internship course by the college. The student will be notified by telephone or by letter so that appropriate program changes can be made. Students who are withdrawn from an internship course class may be reinstated at the discretion of the internship coordinator, program coordinator and the department chairperson based on the satisfactory completion of prerequisites and on the availability of a suitable internship opportunity.

G. Prerequisites: Students who register for the internship class without the necessary

course, GPA and pre-placement orientation prerequisites will be withdrawn from the class and notified by the Department by telephone/mail so that they can make appropriate adjustments to their program.

12) Frequently asked questions

A. How do I find an internship? A student can find an internship by looking at the internship website maintained by the internship coordinator https://openlab.citytech.cuny.edu/biology/internships/

B. When can I do an internship?

An internship can be taken during fall, spring or summer once the prerequisite courses have been taken and permission has been given by the program coordinator.


13) Acknowledgments We would like to thank Marcia Powell and the Human Services department whose internship course structure and manual served as a template for the development of our course. We would also like to thank the other internship coordinators at City Tech for their advice and support in the development of our course.


Appendix A

Academic Integrity at City Tech


Academic Integrity at City Tech (Adapted from http://www.citytech.cuny.edu/aboutus/docs/policies/CT_PolicyManual13_14.pdf) Students and all others who work with information, ideas, texts, images, music, inventions, and other intellectual property owe their audience and sources accuracy and honesty in using, crediting, and citing sources. As a community of intellectual and professional workers, the College recognizes its responsibility for providing instruction in information literacy and academic integrity, offering models of good practice, and responding vigilantly and appropriately to infractions of academic integrity. Accordingly, academic dishonesty is prohibited in The City University of New York and at New York City College of Technology and is punishable by penalties, including failing grades, suspension, and expulsion.

— NYCCT statement on academic integrity New York City College of Technology, like all academic institutions, encourages and thrives on the open exchange of ideas. At City Tech, we expect everyone to conduct their intellectual work with honesty and integrity. With this goal in mind, and in response to the Report of the CUNY Committee on Academic Integrity (http://web.cuny.edu/academics/info-central/policies/academic-integrity-report.pdf), the NYCCT College Council approved a new academic integrity policy in May 2007. City Tech's academic integrity policy aims to deter academic dishonesty by students, and allow the college to process cases of academic dishonesty more effectively. This policy has been in effect as of August 27, 2008. What is academic dishonesty? Academic dishonesty occurs when individuals plagiarize or cheat in the course of their academic work. 1. Cheating is the unauthorized use or attempted use of material, information, notes, study

aids, devices or communication during an academic exercise. Examples of cheating include:

• Copying from another student during an examination or allowing another to copy your work.

• Unauthorized collaboration on a take-home assignment or examination. • Using notes during a closed-book examination. • Taking an examination for another student, or asking or allowing another student to

take an examination for you. • Changing a graded exam and returning it for more credit. • Submitting substantial portions of the same paper to more than one course without

consulting each instructor. • Preparing answers or writing notes in an exam manual before an examination. • Allowing others to research and write assigned papers or do assigned projects,

including the use of commercial term paper services. • Giving assistance to acts of academic misconduct/dishonesty. • Fabricating data (in whole or in part). • Falsifying data (in whole or in part). • Unauthorized use during an examination of electronic or wireless, handheld devices,

including computers or other technologies to retrieve or send information during an exam.


2. Plagiarism is the presenting of someone else’s ideas without proper credit or attribution.

These ideas could come from: • Information obtained from books, journals or other printed sources. • The work of other students or of faculty. • Information from the internet. • Software programs or other electronic material. • Designs produced by other students or faculty.

Internet plagiarism includes submitting downloaded term papers or parts of term papers, paraphrasing or copying information from the internet without citing the source, and “cutting and pasting” from various sources without proper attribution.

Obtaining Unfair Advantage is any activity that intentionally or unintentionally gives a student an unfair advantage in his/her academic work over another student. The following are some examples of obtaining unfair advantage, but by no means is it an exhaustive list: • Stealing, reproducing, circulating or otherwise gaining advance access to

examination materials. • Depriving other students of access to library materials by stealing, destroying,

defacing, or concealing them. • Retaining, using or circulating examination materials, which clearly indicate that

they should be returned at the end of the exam. • Intentionally obstructing or interfering with another student’s work.

3. Falsification of Records and Official Documents The following are some examples of

falsification, but by no means is it an exhaustive list: • Forging signatures of authorization. • Falsifying information on an official academic record. • Falsifying information on an official document such as a grade report, letter of

permission, drop/add form, ID card or other college document. What is academic integrity, and why is it important? Academic integrity is the idea of faculty and students engaging in the process of teaching and learning with a high level of respect for each other and great attention to the values of trust, honesty, and fairness. Academic integrity is important because it is a critical value upon which students will earn true respect and value from others, not only while at City Tech, but more importantly after they graduate and enter their chosen professional field. What happens when an instructor discovers an act of academic dishonesty? All acts of academic dishonesty at NYCCT must be reported and documented, even if the instructor chooses not to impose an academic sanction (ie. a failing or reduced grade) upon the student. When an instructor discovers a violation of the academic integrity policy, the


instructor should first discuss the incident with the student and the relevant department chair or program head. The instructor must then report the incident to the NYCCT Academic Integrity Officer (AIO) using the Faculty Action Report Form (FAR) (Multiple copies are attached to the end of this manual). Instructors will use the FAR Form to indicate whether the student has admitted responsibility for the act of dishonesty, and whether the student has accepted whatever academic sanction the instructor chose to impose upon the student. If the student has admitted responsibility and has accepted the sanction, the AIO will keep the FAR Form and any attached documents (such as proof of plagiarism or cheating) in the student's confidential Academic Integrity File. This file, which will be kept separate from the student's main academic record, can only be accessed by either the AIO or the Vice President for Student Affairs. The AIO will inform the student about the Academic Integrity File when he/she receives the FAR Form from the instructor. If a student does not admit to the violation and wishes to appeal the instructor's charge and academic sanction (if any), the student may file an appeal with the AIO, who will inform the student of this right when he/she receives the FAR Form from the instructor. When a student files an appeal contesting the charge of academic dishonesty and any grade sanction, the AIO will convene the NYCCT Academic Integrity Committee to hear the appeal. If the student admits the charge but wishes to appeal the grade sanction, the student may file an appeal using the college’s grade appeal process. If an instructor wants a disciplinary sanction (i.e. suspension or expulsion from NYCCT) to be imposed upon the student in addition to or in lieu of an academic sanction, the AIO must approve the request to seek a disciplinary sanction. If the AIO decides to seek a disciplinary sanction, either at the instructor’s request or on his/her own initiative, the Faculty-Student Disciplinary Committee will hear the student’s case.


Appendix B

Information and Forms for Site Supervisors


NEW YORK CITY COLLEGE OF TECHNOLOGY City University of New York 300 Jay Street Brooklyn, New York 11201 Biological Sciences Department Telephone: 7182605088 Fax: 7182605278

Dear Sir or Madam: Thank you for offering our student, ____________, the opportunity to intern with you. If he/she forwards this letter to you and asks to work on a project proposal, it is because he/she wishes the experience to count toward academic credit. Our decision does not in any way impinge on her ability to do the internship at your agency, only whether it will count toward credit for the Internship in Biomedical Informatics course or not. To achieve this goal, we look for the following:

1. To earn biology credit, the internship must have a significant learning experience in the field of biomedical informatics or molecular bioinformatics (225 field hours).

2. If not already done, please identify a direct “site” supervisor at your agency. The site

supervisor will be asked to send monthly interim reports and a final report by email, for which we shall provide a template, indicating how the intern is performing/has performed in the internship. We ask that site supervisor indicate whether the intern has completed the required hours by signing a timesheet, and make general comments on the quality of the intern's performance.

3. The student is being asked to clearly state the aims of the internship in a "project proposal". This need not be lengthy (3 pages), but we would ask you to ascertain that the project proposal is an accurate statement reflecting the site supervisor’s expectations.

4. Interns are asked to keep a log of their experience, to be given to the faculty at New York City College of Technology for evaluation. The students will be advised not to include any name or information that is considered confidential by your agency. Please give the student specific instructions regarding what is confidential.

5. We require that the student prepare a midway report and a final project report on the internship, and to do an oral presentation at the Internship Orientation Symposium to be held in ___________. We would request guidance from the site supervisor in such an undertaking.

. Thank you very much for considering __________ for an internship. We appreciate the learning experience that he/she will be gaining. If you have any questions, please do not hesitate to contact me.


Sincerely yours, Davida S. Smyth, PhD Assistant Professor, Biomedical Informatics Internship Coordinator [email protected] 7182604984


NEW YORK CITY COLLEGE OF TECHNOLOGY City University of New York 300 Jay Street Brooklyn, New York 11201 Biological Sciences Department

Internship Site Agreement

This agreement between the biological sciences department of NYCCT (hereafter called the

College and __________________________________________________ hereafter called

the Site) agree to provide an internship experience for students as part of the biological

sciences curriculum.

1. The Site agrees to provide an opportunity for practical learning in aspects of

bioinformatics and medical informatics and to enable students to meet the objectives of

the biological sciences internship course.

2. The Site will provide students with such assignments as are appropriate to meet the

objectives of the internship.

3. The Site agrees to inform the internship coordinator of any changes in policies,

procedures and/or staffing that might affect the quality or nature of the internship

experience.

4. The Internship Coordinator will serve as a liaison between the College and the Site who

will be responsible for maintaining contact (visits, by phone, by email) in regards to a

student's progress.

5. The Site will appoint a qualified staff member to serve as an internship (Site) supervisor

of students. Internship supervisors for students must have at least a Master’s Degree in

a biomedical informatics or a related field.

a) The Site Supervisor will be responsible for directing and supervising the student's

internship project.

b) This Site Supervisor will also be responsible for verifying the hour’s students have

worked and will sign the student’s timesheet.


c) The Site Supervisor will complete and return to the college two evaluation forms,

one at the midpoint and one at the end of the Internship.

d) The Site Supervisor will provide a structured orientation within the first week of

fieldwork experience.

e) The site supervisor will communicate any urgent or serious student concerns and/or

any urgent or serious changes in supervision with the Internship Coordinator in a

timely fashion through the Biological Sciences office (718) 260-5088.

6. Students are required to follow internship site hours and laboratory or site procedures.

Students will be required to maintain confidentiality, with respect to any information

acquired during the internship experience.

7. The Ste agrees to supply the student with sufficient hours of internship work (225hrs)

that will enable the student to complete his/her course requirements.

8. The Site Supervisor will be invited to attend at the oral presentation of their intern at the

Internship Symposium.

9. Dismissal of student from a site will be a mutually agreed upon decision made between

the site, internship coordinator, biological sciences chairperson and the program

coordinator.

10. This agreement will remain valid until canceled by either or both parties. Such

cancellation must be in writing to the other party prior to the start of the academic

semester.

Agency: _______________________________________

Name of Site Supervisor: _______________________________________

Title: _______________________________________



Intern Mid-Internship Evaluation Form

Student Name ________________________________ EMPID: _________________

Number of Field Hours completed to date _____________ Date _____/___/_____

Note: MED 3910 students must intern 15 hours per week and have at least 100 hours by mid-internship.

Directions: Please circle the rating that most represents the student’s performance during the internship: 5- Excellent, 4- Very Good, 3- Good, 2- Satisfactory, 1- Unsatisfactory.

1. Arrives on time consistently 1 2 3 4 5 2. Informs supervisor and makes arrangements for absences 1 2 3 4 5 3. Completes requested or assigned tasks on time 1 2 3 4 5 4. Presents written or verbal reports in a professional manner 1 2 3 4 5 5. Is enthusiastic to learn new techniques 1 2 3 4 5 6. Demonstrates knowledge of insert something 1 2 3 4 5 7. Demonstrates knowledge of medical informatics 1 2 3 4 5 8. Demonstrates knowledge of bioinformatics 1 2 3 4 5 9. Responds to supervision 1 2 3 4 5 10. Communicates effectively with co-workers 1 2 3 4 5 11. Insert something else here 1 2 3 4 5 12. Overall evaluation of student’s progress 1 2 3 4 5 13. Additional comments:

Site: ___________________________________ Phone: ( ) ________________

Supervisor’s Name: _________________________ Title: _____________________________


Supervisor’s Signature: _____________________


Intern Final Internship Evaluation Form

Student's Name: ________________________ Date of Evaluation: ____/____/____ Supervisor: _____________________________ Title: _____________________________ Internship Site: ________________________________________________ Site Address: _____________________________________________________ _____________________________________________________

_____________________________________________________ General Description of Site and Work Performed:

Description of Student’s assignments:


Instructions: This form is designed to help site supervisors provide feedback about the performance of the interns. This form will become part of the interns record for this course and will be considered in assigning grades for the internship. Please answer each item using the scale provided. Space is provided following each category group for specific comments. There is also space at the end of this form for general comments. If you feel it would be helpful to put anything into context from the outset, please feel free to do so below. Please circle the rating that most represents the student’s performance during the internship: 5- Excellent, 4- Very Good, 3- Good, 2- Satisfactory, 1- Unsatisfactory.

1 Acquisition of new information: How well does the student understand technical information and skills that were available during the internship? Did the student identify new areas of learning and follow through with appropriate activities?

1 2 3 4 5

2 Application of professional techniques: How well does the student apply newly learned skills in the real life situation? How well does the student improve upon previously learned ones?

1 2 3 4 5

3 Communication skills: How well does the student communicate with others? Does the student write clearly and express their thoughts effectively? Can the student discuss professional matters using the appropriate terminology?

1 2 3 4 5

4 Persistence: Does the student show a continuing effort to see their tasks through to completion? (Patience, frustration control, tolerance and dependability)

1 2 3 4 5

5 Interest: Is the student eager to become involved in the activities? Does the student sit back and watch the clock?

1 2 3 4 5

6 Initiative: Does the student engage with a variety of different tasks rather than only handling the “easy ones”?

1 2 3 4 5

7 Responsibility: Does the student completely follow through on his/her assigned activities?


1 2 3 4 5

8 Adaptability: How well does the student adapt to varied (including negative) work situations?

1 2 3 4 5

9 Personal relations: How well does the student interact with the staff and his/her other colleagues? Does the student maintain a professional decorum?

1 2 3 4 5

10 Development: How willing is the student to accept and utilize constructive criticism?

1 2 3 4 5

Please comment on how to improve our curriculum/internship experience: What student skills could be improved? What key components could be added to the program to better prepare students? Feel free to add any other comments: Supervisor Signature: ________________________ Date of Evaluation: ____/____/____

Please return to the Internship coordinator


Appendix C

Information and Forms for Students



Internship Placement Form

Student's Name: _____________________________ EMPID: _________________________ Address: ________________________________________________________________ City: ________________State: ________ Zip: ________ Telephone: ( ) ______________ This student has been accepted as an intern. The student’s schedule will be as follows*: Day: _____________________ From: __________________ To: ______________________ Day: _____________________ From: __________________ To: ______________________ Day: _____________________ From: __________________ To: ______________________ The student is scheduled to start on: ____/____/____ and end on ____/____/____ * Internship hours cannot interfere with schedule of classes Name of organization: _________________________________________________________ Address: ___________________________________________________________________ City: _____________State: ________ Zip: __________ Telephone: ( ) ______________ Name of student’s immediate supervisor: _________________________________________ Title: ___________________ Department: ___________________ Telephone: ( ) ________________ Email of supervisor:__________________________________________________________


Briefly describe the duties of the intern: Site Supervisor Signature:_____________________ Print name: _____________________________ Title: __________________________________ Telephone: ( )_________________________



To: All BIB Students From: Department of Biological Sciences/Office of Internship Re: Pre-placement questionnaire for MED 3910

To be eligible for MED 3910, you must complete steps 1-8 below: 1 Once you have taken Bioinformatics I, attend one of the internship symposiums. These are

held at the start of the Fall semester and end of the Spring semester.

2 Meet with your advisor and fill out an advisement form.

3 Generate a resume and a personal statement.

4 Arrange an appointment to see the Internship Coordinator to discuss possible internship

sites.

5 File a pre-placement questionnaire with the Internship Coordinator before enrolling in the

prerequisite courses BIO 3352 and MED 4229.

6 Apply for internships with the help of the Internship Coordinator.

7 Register for MED 3910 once the prerequisites have been completed (MED4229 and

BIO3352) and the internship site has agreed to take the intern and filled out all the

appropriate paperwork (Internship Site Agreement). Permission from the Program

Coordinator must also be sought ([email protected]).

8 The intern must sign an Internship Agreement Form and have the Internship Placement

Form signed by the Site Supervisor and submit them both to the Internship Coordinator.




Pre-Internship Questionnaire

To be considered for an internship, students must: a. All prerequisite courses. Have a GPA of 2.5. b. Return this form to the internship coordinator. c. Register for MED 3910.

Students completing the above will have also have to identify an internship site in collaboration with the internship coordinator 1 Student Information

Student's Name: _______________________ EMPID: ____________________________ Address: __________________________________________________________ City: ____________State: _______ Zip: ____________ Telephone: ( ) ____________

CityTech Email: __________________________________________________________

2 Indicate your internship preference:

Bioinformatics: ______ Medical Informatics: ______

3 Indicate your internship site preference:

Academic: ______ Private sector: ______ Other ______

If other, please describe _______________________________________________ _____________________________________________________________________

_____________________________________________________________________


4 Indicate your availability below:

Weekdays (generally between 9 am to 5 pm): ______ Evenings (generally from 4 pm to 7 pm) ______ Weekends (generally between 9 am to 5 pm): ______

5 I wish to: (Choose A, B or C):

A ______ use the departmental internship database B ______ recommend my current employer C ______ recommend a new internship site

In the case of B or C above, fill in the following:

Name of organization: _____________________________________________________ Address: ___________________________________________________________________ City: ________________State: _______ Zip: ________Telephone: ( ) _______________ Name of student’s immediate supervisor: __________________________________________ Title: ___________________ Department: ___________________ Telephone: ( ) ________________ Email of supervisor: ___________________________________________________________ Some sites will require health checks (vaccinations, PPD testing, etc) as well as criminal background checks before accepting you as an intern. Please use the Student Wellness Center as a resource (Pearl Building, Room 104)


6 Are you currently employed? Yes ____ No ____ If yes please indicate:

Site of employment Supervisor and

phone Tasks Weekly Hours

7 Please list your previous internships

Date of Internship Internship Site Tasks Weekly Hours


8 Personal and confidential: Please describe any physical and mental limitations, family responsibilities, work schedule and/or other factors, which should be a consideration when arranging an internship.

Physical or mental limitations ________________________________________________ Family limitations _____________________________________________________ Other factors _____________________________________________________

9 Student Goals for the Internship: Describe the kinds of experiences you would like to have in your area of concentration. Be sure to indicate the method you wish to learn more about

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Student signature: _______________________________ Date _________________



Student Internship Agreement

Student's Name: ___________________ EMPID: ___________________ Site: ___________________ Site supervisor: ___________________ I have attended the internship symposium and received information regarding the requirements of the internship. I have read the internship manual and understand all the requirements. In addition I have taken MED 4229 and BIO 3352 or their equivalent, which must be approved by the Program Coordinator. I have a GPA of ≥ 2.5.

I agree that:

1. I will not be considered in attendance in MED 3910 until I bring the Internship Agreement form to the Internship Coordinator. This form must be returned by the end of the second week of class. If the form is not submitted I will be dropped from the class.

2. I understand that sites may do background checks and may require fingerprinting, inoculations,

physical checkups and other procedures prior to agency placement. It is my responsibility to provide correct information to the sites. Dismissal from the site based on incorrect or incomplete information may require me to withdraw from the internship until I am able to provide appropriate documentation.

3. I am responsible for discussing with my site supervisor the learning objectives and required

assignments. I must notify and work with my site supervisor during the first two weeks of my internship to resolve any serious problems or issues about appropriate assignments.

4. I am not permitted to select or change my internship site without approval from the Internship

Coordinator.

5. I am expected to complete 225 hours at the same site. These hours must be documented.

6. All excused absences from the internship site must be verified by presenting medical documentation to the Site Supervisor.

7. Incomplete ("I") grades are not given for the Internship Courses MED 3910

_____________________________ ____/____/____

Student’s Signature Date



Internship Timesheet

Student's Name: ___________________ EMPID: ___________________ Site: ___________________ Site supervisor: ___________________ All students enrolled in the Internship in Biomedical Informatics Course, MED 3910, are required to do 225 hours of work in an approved site. This form is to maintain a record of the hours worked by the Intern during the internship. The student and site supervisor must sign it. The student is responsible to keep accurate and authentic documentation of hours worked. Falsifying this document can result in dismissal from the program. Photocopies will not be accepted.

Date Time In Time Out Total Hours Supervisor’s Signature Total hours on this sheet: ___________________ Total hours on previous sheet: ___________________ Total hours to date: ___________________ _________________ ____/____/____ _________________ ____/____/____ Student’s Signature Date Supervisor Signature Date


Appendix D

Fact Sheet # 71 Internship Programs under the Fair Labor Standards Act


U.S. Department of Labor Wage and Hour Division

(April 2010)

Fact Sheet #71: Internship Programs Under The Fair Labor Standards Act This fact sheet provides general information to help determine whether interns must be paid the minimum wage and overtime under the Fair Labor Standards Act for the services that they provide to “for-profit” private sector employers. Background The Fair Labor Standards Act (FLSA) defines the term “employ” very broadly as including to “suffer or permit to work.” Covered and non-exempt individuals who are “suffered or permitted” to work must be compensated under the law for the services they perform for an employer. Internships in the “for-profit” private sector will most often be viewed as employment, unless the test described below relating to trainees is met. Interns in the “for-profit” private sector who qualify as employees rather than trainees typically must be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek. The Test For Unpaid Interns There are some circumstances under which individuals who participate in “for-profit” private sector internships or training programs may do so without compensation. The Supreme Court has held that the term "suffer or permit to work" cannot be interpreted so as to make a person whose work serves only his or her own interest an employee of another who provides aid or instruction. This may apply to interns who receive training for their own educational benefit if the training meets certain criteria. The determination of whether an internship or training program meets this exclusion depends upon all of the facts and circumstances of each such program. The following six criteria must be applied when making this determination:

1.� The internship, even though it includes actual operation of the facilities of the employer, is similar to

training which would be given in an educational environment;

2.� The internship experience is for the benefit of the intern;

3.� The intern does not displace regular employees, but works under close supervision of existing staff;

4.� The employer that provides the training derives no immediate advantage from the activities of the intern;

and on occasion its operations may actually be impeded;

5.� The intern is not necessarily entitled to a job at the conclusion of the internship; and

6.� The employer and the intern understand that the intern is not entitled to wages for the time spent in the

internship.

If all of the factors listed above are met, an employment relationship does not exist under the FLSA, and the Act’s minimum wage and overtime provisions do not apply to the intern. This exclusion from the definition of employment is necessarily quite narrow because the FLSA’s definition of “employ” is very broad. Some of the most commonly discussed factors for “for-profit” private sector internship programs are considered below.

)6��


Similar To An Education Environment And The Primary Beneficiary Of The Activity In general, the more an internship program is structured around a classroom or academic experience as opposed to the employer’s actual operations, the more likely the internship will be viewed as an extension of the individual’s educational experience (this often occurs where a college or university exercises oversight over the internship program and provides educational credit). The more the internship provides the individual with skills that can be used in multiple employment settings, as opposed to skills particular to one employer’s operation, the more likely the intern would be viewed as receiving training. Under these circumstances the intern does not perform the routine work of the business on a regular and recurring basis, and the business is not dependent upon the work of the intern. On the other hand, if the interns are engaged in the operations of the employer or are performing productive work (for example, filing, performing other clerical work, or assisting customers), then the fact that they may be receiving some benefits in the form of a new skill or improved work habits will not exclude them from the FLSA’s minimum wage and overtime requirements because the employer benefits from the interns’ work. Displacement And Supervision Issues If an employer uses interns as substitutes for regular workers or to augment its existing workforce during specific time periods, these interns should be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek. If the employer would have hired additional employees or required existing staff to work additional hours had the interns not performed the work, then the interns will be viewed as employees and entitled compensation under the FLSA. Conversely, if the employer is providing job shadowing opportunities that allow an intern to learn certain functions under the close and constant supervision of regular employees, but the intern performs no or minimal work, the activity is more likely to be viewed as a bona fide education experience. On the other hand, if the intern receives the same level of supervision as the employer’s regular workforce, this would suggest an employment relationship, rather than training. Job Entitlement The internship should be of a fixed duration, established prior to the outset of the internship. Further, unpaid internships generally should not be used by the employer as a trial period for individuals seeking employment at the conclusion of the internship period. If an intern is placed with the employer for a trial period with the expectation that he or she will then be hired on a permanent basis, that individual generally would be considered an employee under the FLSA. Where to Obtain Additional Information This publication is for general information and is not to be considered in the same light as official statements of position contained in the regulations. For additional information, visit our Wage and Hour Division Website: http://www.wagehour.dol.gov and/or call our toll-free information and helpline, available 8 a.m. to 5 p.m. in your time zone, 1-866-4USWAGE (1-866-487-9243). U.S. Department of Labor Frances Perkins Building 200 Constitution Avenue, NW Washington, DC 20210

1-866-4-USWAGE TTY: 1-866-487-9243

Contact Us

The FLSA makes a special exception under certain circumstances for individuals who volunteer to perform services for a state or local government agency and for individuals who volunteer for humanitarian purposes for private non-profit food banks. WHD also recognizes an exception for individuals who volunteer their time, freely and without anticipation of compensation for religious, charitable, civic, or humanitarian purposes to non-profit organizations. Unpaid internships in the public sector and for non-profit charitable organizations, where the intern volunteers without expectation of compensation, are generally permissible. WHD is reviewing the need for additional guidance on internships in the public and non-profit sectors.


Appendix E

Instructions for reports and grading rubrics



Internship in Biomedical Informatics – Project Proposal/Research Plan Students are expected to construct a 5-page project report midway through the internship. The detailed project report must contain a description of the project and project goals, a time-table for each aspect of the project, along with resources needed and other logistical considerations. Any personnel described in the project plan must submit a letter of support, specifying the extent of their involvement and commitment. Resources that will be used (such as funding) must be laid out and properly accounted for. The Intern will, in addition, need to have the following information: The site supervisors name, the title of the site supervisor, the name of the internship site, and the site address. Upon evaluation of the project proposal/research plan by the seminar faculty, the internship coordinator and program coordinator, credit will be awarded up to 15% of the final grade for the Internship Course. The project proposal will need to have the following components:

1 Purpose: Briefly state the overall goal of the project and what you hope to accomplish. 2 Background: Describe the background of your project as it relates to the literature or

current methods, practices. How does your proposed work fit into what is known about your project. How will it add to the field? What is novel about what you propose? If gaining a new skill, how is that skill currently applied?

3 Outcomes: Write down as precisely as you can the objectives that you expect to

achieve through this project. These should be a series of concise statements that describe specific and measurable objectives, usually stated with the following language, “At the end of this project I will have (or I will be able to)…” These objectives will be used to evaluate the successful completion of the project.

4 Description of Project: Using your stated objectives as a guide, write a brief narrative

that describes exactly what you will do in order to meet your objectives. Include a description of the form your final presentation and report will take.

5 Schedule: Give as detailed a schedule for accomplishing the various phases of your

project as possible. It is understood that this schedule may need to change, but it will guide you and your site supervisor in monitoring the progress of the project during the semester.

6 Resources Needed/to be used: Describe what resources you will need in order to

complete the project. This may simply involve access to a library, computer, and a printer, or it may include lab equipment, lab supplies, etc.


7 Relation to Course: Describe how your proposed project fits with the content of the

courses that you have been studying to date. How does your project fulfill the objectives of the internship, namely to expose students in the program to the practice of medical informatics and molecular bioinformatics in commercial, research, and medical settings. What specific techniques, methods shall you be applying from your course-work.

8 Evaluation Criteria: Describe what criteria your site supervisor will be using to evaluate

the successful completion of your project for e.g. will you have to attend meetings, give presentations. You should refer to the stated purpose and objectives in order to develop these criteria. The site supervisor will, at minimum, perform monthly evaluations of the intern as well as a final evaluation.



Internship in Biomedical Informatics – Mid-Internship Project Report Students are expected to construct a minimum 5-page, 1.5 spaced, size 12 font, project report midway through the internship. Upon evaluation of the report by the seminar faculty, the internship coordinator and program coordinator, credit will be awarded up to 10% of the final grade for the Internship Course. This report, along with the final project report to be submitted at the end of the Internship, should follow the detailed instructions for authors made available by the Journal of Biomedical Informatics (http://www.elsevier.com/journals/journal-of-biomedical-informatics/1532-0464/guide-for-authors#68000). The project report will need to have the following components:

1. Title 2. Abstract 3. Introduction 4. Materials and methods 5. Results 6. Discussion 7. Literature cited

Title: The title should be less than ten words and should reflect the content of the paper. A good title is straightforward and uses keywords that researchers in a particular field will recognize. Abstract: An abstract is a concise (100 to 200 words) summary of the purpose of the research report, the results found, and the major conclusions. It is written in the third person and the past tense. Introduction: The introduction defines the subject of the report. It must outline the scientific purpose and objective for the research performed and give the reader sufficient background to understand the rest of the report and will answer several questions, including the following: Why was this study performed? What knowledge already exists about this subject? What is the specific purpose of the study?


Materials and Methods: The materials and methods used in the experiments or analysis should be reported in this section. When procedures from a lab book or another report are followed exactly, simply cite the work, noting any deviations from the method used. However, it is still necessary to describe special pieces of equipment (non-standard), new scripts written or analysis performed and the general theory of the assays used. Generally, this section attempts to answer the following questions: What materials/tools/programs were used? How were they used? Results: The results section should summarize the data from the experiments without discussing their implications. The data should be organized into tables, figures, graphs, and photographs without replicating itself. All figures and tables should have descriptive titles and should include a legend explaining any symbols, abbreviations, or special methods used. Figures and tables should be numbered separately and should be referred to in the text by number, for example:

1. Figure 1 shows that the activity decreased after five minutes. 2. The activity decreased after five minutes (fig. 1).

Figures and tables should be self-explanatory; that is, the reader should be able to understand them without referring to the text. All columns and rows in tables and axes in figures should be labeled. Discussion: This section should not just be a restatement of the results but should emphasize interpretation of the data, relating them to existing theory and knowledge. In writing this section, you should explain whether or not you accept or reject your original hypotheses. You should also be able to suggest future experiments that might clarify areas of doubt in your results. Literature Cited: This section lists all articles or books cited in your report. The listing should be alphabetized by the last names of the authors. Different journals require different formats for citing literature. The instructions for authors of the Journal of Biomedical Informatics (linked to above) gives detailed descriptions of how to cite the literature. For articles: Fox, J.W. 1988. Nest-building behavior of the catbird, Dumetella carolinensis. Journal of Ecology 47: 113-17. For Books: Bird, W.Z. 1990. Ecological aspects of fox reproduction. Berlin: Guttenberg Press. For chapters in books: Smith, C.J. 1989. Basal cell carcinomas. In Histological aspects of cancer, ed. C.D. Wilfred, pp. 278-91. Boston: Medical Press.


When citing references in the text and all works used should be cited, do not use footnotes; instead, refer to articles by the author's name and the date the paper was published. For example:

1. Fox in 1988 investigated the hormones on the nest-building behavior of catbirds. 2. Hormones are known to influence the nest-building behavior of catbirds (Fox, 1988).

When citing papers that have two authors, both names must be listed. When three or more authors are involved, the Latin et al. (et alia) meaning "and others" may be used. A paper by Smith, Lynch, Merrill, and Beam published in 1989 would be cited in the text as: Smith et al. (1989) have shown that... This short form is for text use only. In the Literature Cited, all names would be listed, usually last name preceding initials. General Comments on Style

1. All scientific names (genus and species) must be italicized or underlined. 2. Use the metric system of measurements. 3. Be aware that the word data is plural while datum is singular. This affects the choice of

a correct verb. The word species is used both as a singular and as a plural. 4. Numbers should be written as numerals when they are greater than ten or when they

are associated with measurements; for example, 6 mm or 2 g but two explanations of six factors. When one list includes numbers over and under ten, all numbers in the list may be expressed as numerals; for example, 17 sunfish, 13 bass, and 2 trout. Never start a sentence with numerals. Spell all numbers beginning sentences.

5. Every sentence must have a subject and a verb. 6. Avoid using the first person, I or we, in writing. Keep your writing impersonal, in the third

person. Instead of saying, "We weighed the frogs and put them in a glass jar," write, "The frogs were weighed and put in a glass jar."

7. It is best to use the past tense.



Internship in Biomedical Informatics – Final Internship Project Report Students are expected to construct a 15 page, 1.5-spaced, size 12 font, project report at the conclusion of the internship. Upon evaluation of the report by the seminar faculty, the internship coordinator and program coordinator, credit will be awarded up to 20% of the final grade for the Internship Course. This report, like the mid-internship project report, should follow the detailed instructions for authors made available by the Journal of Biomedical Informatics (http://www.elsevier.com/journals/journal-of-biomedical-informatics/1532-0464/guide-for-authors#68000). The project report will need to have the following components:

1. Cover page 2. Title 3. Abstract 4. Introduction 5. Materials and methods 6. Results 7. Discussion 8. Literature cited

Cover page: The cover page should include your name, your site supervisor’s name, the date of submission, and the title of your project. It should also include the CityTech Logo. Title: The title should be less than ten words and should reflect the content of the paper. A good title is straightforward and uses keywords that researchers in a particular field will recognize. Abstract: An abstract is a concise (100 to 200 words) summary of the purpose of the research report, the results found, and the major conclusions. It is written in the third person and the past tense. Introduction: The introduction defines the subject of the report. It must outline the scientific purpose and objective for the research performed and give the reader sufficient background to understand the rest of the report and will answer several questions, including the following:


Why was this study performed? What knowledge already exists about this subject? What is the specific purpose of the study? Materials and Methods: The materials and methods used in the experiments or analysis should be reported in this section. When procedures from a lab book or another report are followed exactly, simply cite the work, noting any deviations from the method used. However, it is still necessary to describe special pieces of equipment (non-standard), new scripts written or analysis performed and the general theory of the assays used. Generally, this section attempts to answer the following questions: What materials/tools/programs were used? How were they used? Results: The results section should summarize the data from the experiments without discussing their implications. The data should be organized into tables, figures, graphs, and photographs without replicating itself. All figures and tables should have descriptive titles and should include a legend explaining any symbols, abbreviations, or special methods used. Figures and tables should be numbered separately and should be referred to in the text by number, for example:

3. Figure 1 shows that the activity decreased after five minutes. 4. The activity decreased after five minutes (fig. 1).

Figures and tables should be self-explanatory; that is, the reader should be able to understand them without referring to the text. All columns and rows in tables and axes in figures should be labeled. If a figure is reproduced from another source, the source must be cited. Discussion: This section should not just be a restatement of the results but should emphasize interpretation of the data, relating them to existing theory and knowledge. In writing this section, you should explain whether or not you accept or reject your original hypotheses. You should also be able to suggest future experiments that might clarify areas of doubt in your results. Literature Cited: This section lists all articles or books cited in your report. The listing should be alphabetized by the last names of the authors. Different journals require different formats for citing literature. The instructions for authors of the Journal of Biomedical Informatics (linked to above) gives detailed descriptions of how to cite the literature. Remember you will be assessed on your ability to cite appropriately, as well as on your ability to incorporate the ideas of others in an ethical manner, summarizing, paraphrasing and quoting when necessary.


For articles: Fox, J.W. 1988. Nest-building behavior of the catbird, Dumetella carolinensis. Journal of Ecology 47: 113-17. For Books: Bird, W.Z. 1990. Ecological aspects of fox reproduction. Berlin: Guttenberg Press. For chapters in books: Smith, C.J. 1989. Basal cell carcinomas. In Histological aspects of cancer, ed. C.D. Wilfred, pp. 278-91. Boston: Medical Press. When citing references in the text and all works used should be cited, do not use footnotes; instead, refer to articles by the author's name and the date the paper was published. For example:

3. Fox in 1988 investigated the hormones on the nest-building behavior of catbirds. 4. Hormones are known to influence the nest-building behavior of catbirds (Fox, 1988).

When citing papers that have two authors, both names must be listed. When three or more authors are involved, the Latin et al. (et alia) meaning "and others" may be used. A paper by Smith, Lynch, Merrill, and Beam published in 1989 would be cited in the text as: Smith et al. (1989) have shown that... This short form is for text use only. In the Literature Cited, all names would be listed, usually last name preceding initials. General Comments on Style

8. All scientific names (genus and species) must be italicized or underlined. 9. Use the metric system of measurements. 10. Be aware that the word data is plural while datum is singular. This affects the choice of

a correct verb. The word species is used both as a singular and as a plural. 11. Numbers should be written as numerals when they are greater than ten or when they

are associated with measurements; for example, 6 mm or 2 g but two explanations of six factors. When one list includes numbers over and under ten, all numbers in the list may be expressed as numerals; for example, 17 sunfish, 13 bass, and 2 trout. Never start a sentence with numerals. Spell all numbers beginning sentences.

12. Every sentence must have a subject and a verb. 13. Avoid using the first person, I or we, in writing. Keep your writing impersonal, in the third

person. Instead of saying, "We weighed the frogs and put them in a glass jar," write, "The frogs were weighed and put in a glass jar."

14. It is best to use the past tense.