Contacting Employers
Do you have a list of places you'd like to contact but are hesitating to do the initial outreach? This is an important part of the learning experience but can be outside of the comfort zone for many. Below are some useful resources to help you get started in contacting employers, explaining your requirements for Keuka College's Field Period® program, and helping them understand what their role would be as your site supervisor.
You can download this Field Period Letter and Supervisor Responsibilities document to share with prospective sites so they can better understand the Field Period Program and what their role would be as your site supervisor.
Calling a Prospective Field Period® Site
Tips on how to get started:
Go to a quiet place where there will be no distractions.
Write down a few points that you do not want to forget and keep them in front of you, along with the Learning Contract Worksheet for reference during the phone call. Take notes throughout the conversation, including the name, number, and email of the appropriate person on the other line.
Practice your introduction out loud or in your head prior to calling. You should speak clearly at an appropriate speed and volume and avoid using hesitation words such as “um,” “like,” or “you know.”
Think about who will pick up the phone and what information that person will need. If it is the main organization or office number, you do not have to explain the Field Period® Program in detail but rather introduce yourself and ask who you could talk to about possibly doing an internship/observation/volunteer experience at this organization.
Practice explaining the Field Period® program. You will need to do at least 120 on-site hours.
Be polite and patient. Some employers understand our Field Period® program, while others do not and may have questions. If requested, you can refer them to the Field Period® Program and Community Relations office at fieldperiod@keuka.edu and 315-279-5022 for additional information.
Example Phone Call to a Prospective Site
Hello, my name is Jason Gills. I am a student at Keuka College majoring in business management and am very interested in the event management field. Keuka College has a program called Field Period® in which students explore their interests through a three to four-week-long experience interning, volunteering, or observing with an organization each year.
…Can you please direct me to the appropriate person to speak with about doing an experience with your organization this January (summer)?
...If you have a few minutes, I am hoping to speak with you about possibly doing an experience with Perfect Events, Inc. with your organization this January (summer). Throughout this conversation, you will want to explain why you are interested in this company and what relevant experience/coursework you have thus far.
If the conversation goes in your favor, be sure to have appropriate contact information and a clear next step, and THANK the employer for his/her time. If the employer is not able to host a Field Period ® student at this time, thank this person for his/her time and ask if they have any suggestions on other related opportunities in the area.
Example Voicemail to a Prospective Site
Hello, my name is Malory Watts. I am a student at Keuka College majoring in Biology with the intent of becoming a small animal veterinarian. Keuka College has a program called Field Period® that allows students to gain hands-on experience in the fields that interest them for a short period of time.
I am hoping to speak with someone about doing a three to four-week-long internship or shadowing experience with North Shore Veterinary Hospital this January (summer). Again, my name is Malory, and I can be reached at 123-456-7890 or mwatts@keuka.edu. Thank you for your consideration; I look forward to speaking with you soon.
Sending an Email to a Prospective Field Period Site
Tips on how to get started:
Many employers post a general email address on their websites under “Contact Us,” but it is best to reach a direct contact. Before sending an email, you might need to call the organization to ask for the appropriate contact.
Briefly introduce yourself, outline the Field Period Program, and why you want to do your experience with this organization. If you have relevant experience, be sure to mention it and possibly include your updated, error-free resume. You will need to do a 120-hour on-site experience during the January or summer term.
Be professional. Use proper spelling, punctuation, and capitalization and be sure to PROOFREAD your email before sending it.
Example Email to a Prospective Field Period Site
Subject: Requesting an Internship or Observational Opportunity
Dear Principal Evans,
My name is Tracy Gold and I am a student at Keuka College majoring in Unified Childhood/Special Education. Keuka College has a program called Field Period® in which students complete a three to four-week long internship or observation each year to gain knowledge and experience in areas of interest.
I am writing to ask if you would please consider allowing me to do an experience at William S. Shaker Elementary School this January. As a Childhood Education major, I am especially interested in gaining experience in a second or third grade classroom so that I can observe the teacher and assist with activities as appropriate. My resume is attached to provide you with a greater understanding of my experience thus far (if you don’t attach a resume, it would be a good idea to provide a few sentences on any relevant experiences or coursework). I would appreciate the opportunity to discuss this further and elaborate on the Keuka College Field Period® program. Please let me know how best to reach you for a follow up. I look forward to hearing from you.
Sincerely,
Tracy Gold
(555)555-5555
Once They Say "Yes"
Thank the site for agreeing to host you!
Discuss your dates and be sure to have the required contact information that will go on your Learning Contract.|
Discuss what your activities may look like and explain that you have to create a Learning Contract that will need their electronic approval before you can begin.
Mention that they will receive an email communication from the Field Period office about mid-way into the experience and a Final Evaluation at the end.
Plan to follow up on the status of your Learning Contract and address final logistics such as how to prepare for your first week, typical work hours, where to go when you arrive, how to dress, and what is typically done for lunch.