This page contains frequently asked questions regarding administrative field placements (internships, residencies & practicums). The questions are linked to their respective answers further down on the page. Please check back regularly for updates.

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Updated November 15, 2006

Questions:

1.) What is the purpose of the Administrative Internship (HA 5840)? What is the purpose of the Administrative Practicum (HA 5640)? What is the purpose of the Administrative Residency (HA 5841)?
2.) When am I eligible to begin my field placement?
3.) Who must complete a Field Placement?
4.) Why is a Field Placement necessary?
5.) What is the philosophy and change that has occurred in the procedure for applying for, and being placed in a Field Placement?
6.) What is the process for placement in a field placement?
7.) In what instance might Administrative Residency become available and what is the application process?
8.) What is the purpose of the Master’s Thesis and how does one apply?
9.) What characteristics describe a “good” placement?
10.) What characteristics describe a “good” Preceptor?
11.) Is a Field Placement ever compensated and how is the amount settled (if compensated)?
12.) What is an administrative practicum?
13.) What can I do now to achieve the type of Field Placement I want?
14.) What can I do now to prepare for the Thesis (if that is my choice)?
15.) What is my role during the Field Placement? How much should I engage in discussions at Executive and Board Meetings?
16.) What is the Preceptor looking for in a “successful” Field Placement?
17.) What are the Coordinator’s requirements for reports and projects (and the deadlines)?
18.) Who will evaluate me and based on what criteria?
19.) What if there is a major clash (that is not my fault) during the field placement? Is there a backup plan?
20.) When do I apply for graduation?
21.) Again, what are the other key deadlines?
22.) What essential documents must be turned in during the first four (4) weeks of the start of HA 5390 so that I will be able to early register?
23.) When is it appropriate for me to broach the subject of the possibility of employment with my Preceptor? When is it appropriate for me to commence a job search and should I communicate this to my Preceptor?
24.) What are some of the things I should keep in mind regarding professionalism and common courtesies?
25.) How should I dress? What should be my attitude? Punctuality? Grooming?
26.) What is meant by proprietary information and why is confidentiality so important?
27.) Do I sign a contract?
28.) What should I do to prepare for an interview?
29.) How could I get myself in trouble with my Preceptor? (i.e. What could get me removed for the field placement?)
30.) How can I appropriately show gratitude to my Preceptor at the beginning and end of the internship?

Answer to follow:

1.) What is the purpose of the Administrative Internship (HA 5840)? What is the purpose of the Administrative Practicum (HA 5640)? What is the purpose of the Administrative Residency (HA 5841)?

The purpose of the Administrative Internship (HA 5840) is to assist students in integrating and applying their didactic information in an actual healthcare setting. The Internship is a full-time, 40 hour per week, experience for one semester.

The Administrative Practicum (HA 5640) is intended for the student who is working full time in healthcare. The Practicum is a 20-hour per week experience in which students are exposed to areas to which they have not previously been exposed. That might include finance and executive functions if the student has a clinical background.

The Administrative Residency (HA 5841) is an exception to the general policy of the department of Graduate Program in Health Administration, which is largely to provide Administrative Internships and Practicums. The Administrative Residency is a full time experience for one year. The MHA Program believes that students do not need an entire year in the field experience and the national trend is for shorter, more intense field experiences. The Graduate Program requires that sites offering the Administrative Residency guarantee our program a placement. Preceptors rarely want to commit to this. As an Administrative Residency (that meetings our criteria, comes available, we will announce the opportunity and interested students will interview competitively for the position.

2.) When am I eligible to begin my field placement?

Students who have completed all their coursework and have passed the comprehensive exam are eligible to begin field placements.  Students who have not finished their coursework are not eligible to begin their field placements.

3.) Who must complete a Field Placement?

All graduate HA majors must complete a Field Placement or a thesis.

4.) Why is a Field Placement necessary?

Accreditation standards require some type of application at the end of the didactic phase. Our graduate program goes further in requiring a Field Placement for each student.

5.) What is the philosophy and change that has occurred in the procedure for applying for, and being placed in a Field Placement?

Previously, students were given little help in applying for a field placement. They applied competitively and sometimes there were ill feelings or students were left without a good Internship. We changed the philosophy to be like similar programs in that we place the student based upon the student’s geographical preference and type of institution in which the student desires his or her placement. We think that this process is fairer. Furthermore, all of our preceptors are of high quality and therefore it is a win-win for the students.

6.) What is the process for placement in a field placement?

The placement process for Administrative Internship is initiated by the Field Placement Coordinator (Dr. Burke) (Herein called Coordinator). Students may network among healthcare executives, but are not permitted to initiate a discussion about field placements. The entire process for the Field Placements is initiated and completed in the capstone course (HA 5390). The process is as follows:
a. The student completes the field placement application, indicating preferences for type of institution, size, specialty, and location.
b. The applications are reviewed by the Coordinator, in consultation with the Director of Graduate Studies (Dr. Nowicki), and students. An initial assignment is made.
c. The Coordinator reviews the assignment with the student. In the case of an extreme situation (financial conflict of interest or family experience). Only these instances would be examples where a student’s placement might be changed. (i.e. we expect students to accept the placement.
d. The Coordinator phones the preceptor at that institute or agency to request placement and to discuss the student’s background.
e. If the Preceptor is in agreement with the placement, the student will then phone and write the preceptor to request an interview.
f. The Coordinator will contact the preceptor to determine the results of the interview.
g. If all is go, the Coordinator will confirm the placement by contacting the Preceptor again.
h. The Preceptor will send an addendum to an affiliation agreement, signed by the Coordinator and the student, indicating the starting and ending dates. If an affiliation agreement is needed the coordinator will initiate that.
i. The student will initiate and complete within three weeks the health form, the insurance payment (money order payable to Texas State University-San Marcos) amount varies with the semester. The student also completes the contact form as soon as possible.

7.) In what instance might Administrative Residency become available and what is the application process?

The Administrative Internship is the customary field experience, as the coordinator and director have established excellent rapport at excellent sites. Preceptors have also indicated that the Administrative Residency does not give preference to hiring and students tell us that a nine-twelve month residency is too long. However, if an Administrative Residency comes available and the preceptor guarantees Texas State will get a slot every year or every other year, the coordinator advertises that information to all graduate students and all are invited to apply competitively.

8.) What is the purpose of the Master’s Thesis and how does one apply?

The Master’s Thesis is typically for the student who desires a career in academia or already has a large amount of high-level managerial experience and therefore does not need and Administrative Internship. It provides the opportunity for a student to write and perhaps publish a paper.

9.) What characteristics describe a “good” placement?

A good placement would be an agency or institution that reflects the interests of the student (as expressed in the application), has numerous learning opportunities (not just one department), has been shown to be an excellent site as confirmed by past students, and has a qualified Preceptor with an interest in teaching.

9.) What characteristics describe a “good” Preceptor?

From our perspective, a good Preceptor is one who has a masters degree (preferable in health administration) and is in a senior level position, preferably is certified or is a fellow in ACHE, preferably is an alum of our program, and is willing to dedicate the time to assisting a student learn.

11.) Is a Field Placement ever compensated and how is the amount settled (if compensated)?

Some Field Placements are compensated. The majority of placements are not compensated and the MHA Program keeps no record of the differences and therefore does not make assignments based on that factor. The most critical factor should be a site that provides an excellent education. Since the Internship is only one semester, students generally can do the entire Internship without compensation. If there is financial hardship, however, the student can do an administrative practicum in which the student works half time and does the practicum half time (This would have to be at the student’s place of employment and only if the student has healthcare background. It also requires the Preceptor’s approval.

12.) What is an administrative practicum?

An Administrative Practicum is similar to Administrative Internship, but involves only 20 hours per week as opposed to 40 hours per week in the Administrative Internship. This is typically reserved for those students who are working in a health care institution (such as a director of environmental services) and want to do, and are allowed to do, an Administrative Internship at the site of their employment. A key is that the Practicum must be clearly separated from the student’s job. A student’s normal job cannot be considered an Administrative Practicum. Compensation, if it is available, is discussed between the student and the preceptor. The Coordinator has no involvement in this matter.

13.) What can I do now to achieve the type of Field Placement I want?

The best thing to do early on is to consider the type of institute or agency and location in which you want to do your Field Placement. You can research types of institutions online and you can attend conferences and talk with administrators about their institutions, without soliciting a Field Placement.

14.) What can I do now to prepare for the Thesis (if that is my choice)?

The most important thing is to determine a subject for research. Students can do this by considering the research of their professor and most importantly, an area in which the student has an intense interest. The Master’s Thesis may become an avenue to publishing and paving a way for an academic career.

15.) What is my role during the Field Placement? How much should I engage in discussions at Executive and Board Meetings?

Many students feel guilty because they are not actually doing a job. That is not your role. Your role is that of a student. If you are asked to do a project that benefits the institution then you can see this as an opportunity to repay the institution for the Field Placement. Do not make suggestions for improvement in any areas, unless asked. You are not a consultant to the institution, but a student. This is important to remember.

16.) What is the Preceptor looking for in a “successful” Field Placement?

Preceptors are looking for students who are energetic, highly interested, willing to come in early for meetings and stay late, willing to do extra work and have a very positive attitude. Preceptors expect students to maintain professionalism in their appearance and in their communications in relations with employees.

17.) What are the Coordinator’s requirements for reports and projects (and the deadlines)?

The Coordinator is responsible for learning the interest for students, making an assignment, contacting preceptors and maintaining an excellent relationship with them and reviewing reports. Reports include the following:
a. Students are expected to turn in (by email) weekly reports that describe their activities and their perceptions of those activities.
b. Students are expected to turn in (by the end of the second week) a proposal for a project. This can be a project that is assigned by the preceptor.
c. Students are expected to turn in the final project by the Friday two weeks prior to graduation. The coordinator also reviews the evaluation of the student by the preceptor.

18.) Who will evaluate me and based on what criteria?

The student is evaluated by the Preceptor based on the evaluation form in the back of the MHA Field Placement Handbook. The course grade, pass/fail, is issued by the Coordinator (Dr. Burke) based upon completion of the requirements.

19.) What if there is a major clash (that is not my fault) during the field placement? Is there a backup plan?

This rarely occurs but if it does the backup plan would be for the student to complete a thesis or if feasible to be placed at another location.

20.) When do I apply for graduation?

Students should apply for graduation within the first week of their Field Placement. That deadline is posted on the academic calendar. Students may apply for graduation online.

21.) Again, what are the other key deadlines?

The key deadlines are application for graduation, weekly reports, project proposal by the third week, and turn in of final project by the Friday two weeks prior to graduation.

22.) What essential documents must be turned in during the first four (4) weeks of the start of HA 5390 so that I will be able to early register?

The following documents are required:
a. Application for internship, (second week)
b. Money order (for insurance), (third week)
c. Must be an affiliation agreement with facility,
d. Health Form (fourth week)
e. Comprehensive Exam Form (week 1!)

23.) When is it appropriate for me to broach the subject of the possibility of employment with my Preceptor? When is it appropriate for me to commence a job search and should I communicate this to my Preceptor?

It is appropriate for you to broach the subject of the possibility of employment at the 2/3 mark. The student may indicate that he/she is starting a job search and would there be any possibilities of employment at the site on Internship? If not, would the preceptor be willing to serve as a recommendation for the student? It is important for the student, during the Internship and throughout his/her career, to network at professional meetings, including ACHE regional meetings.

24.) What are some of the things I should keep in mind regarding professionalism and common courtesies?

It is essential that you maintain confidentiality, meaning information should never be shared concerning the institution with students from other institutions. Of particular importance is information that could be of competitive advantage. Also, it is not appropriate to share one department head’s confidential comments with other department heads, as this may create ill feelings. It is highly recommended that you dress conservatively, with men wearing suits or blue blazers and grey/khaki slacks and women wearing suits. One can always relax that standard upon seeing what is commonly worn by the executive staff. At social functions, students should never heavily imbibe in alcohol but limit themselves to one drink.

25.) How should I dress? What should be my attitude? Punctuality? Grooming?

It is suggested that men not have facial hair, but look as clean as possible, unless he finds that the corporate culture permits facial hair. Many corporate cultures do not. Women should take the same care with makeup, not over doing it or wearing an outfit that is too revealing. This may sound overly pious, but it is essential and something that your preceptor may not tell but consider in his/her overall perception of you.

26.) What is meant by proprietary information and why is confidentiality so important?

Proprietary information is any information that could be used for a competitive advantage, such as plans, marketing, construction, etc. Such information should never be shared. It is better not to share information with other students or employees with other organizations than to share it, particularly in this phase of you professional career.

27.) Do I sign a contract?

Yes, you sign an addendum to the affiliation agreement. This indicates that you commit to the days stated and to performing your field placement at that site.

28.) What should I do to prepare for an interview?

It is important to learn as much as you can about the institution so that you will show an interest, be able to answer questions and be informed about the institution and the Preceptor. It is also important to learn interview skills taught in the Capstone course as well as to read as much as you can about interviewing. It is also important to be yourself as interviewing is a two-way street.

29.) How could I get myself in trouble with my Preceptor? (i.e. What could get me removed for the field placement?)

Major offenses such as misuse of funds, unprofessional relationships, sharing of proprietary information, and sloppiness such as showing up consistently late. We do not expect this to happen as we know you will be professional. We are just being candid so students will know of the importance of professionalism. While these things make perfect common sense, problems have occurred in rare instances in the past.

30.) How can I appropriately show gratitude to my Preceptor at the beginning and end of the internship?

It is highly recommended, I would say required, to send a personal, hand-written note to the preceptor to thank him or her for the interview. The student can also send an email to in essence do a double thank you. At the end of the field placement it is appropriate for the student to purchase, at nominal expense, a gift for the preceptor and to write a personal note. Remember, the preceptor is not required to take you as a student but did this out of generosity and an interest in your education.