Supporting Student Workers in Archives and Museums
Student workers bring fresh energy, diverse perspectives, and invaluable assistance to archives and museums. But managing student work arrangements requires flexibility, communication, and a thoughtful approach to project design and supervision. Here’s how to make the most of student contributions while setting them up for success.
Types of Student Work Arrangements
There are several ways students may engage with your institution. Some students pursue internships for credit, typically arranged through an academic department with learning goals and reporting requirements. Others work through Federal Work Study (FWS), which is part of a financial aid package and may include hour limits or eligibility criteria. Some students are hired through standard payroll processes outside of the FWS program, while others may volunteer. Even unpaid volunteers should have clearly defined projects and be treated with the same respect and support as paid workers.
Restrictions and Considerations
Students balance coursework, exams, and personal responsibilities. Be mindful of the hour restrictions that may be set by their campus. Prioritize scheduling flexibility to help students succeed academically while also contributing meaningfully to your institution. Academic responsibilities must come first. Keep in mind that students may not always have the same legal protections or access to benefits that full-time employees do. Being supportive and adaptable can go a long way in helping students feel valued and trusted.
Contracts and Expectations
Setting clear expectations from the beginning helps everyone. Familiarize yourself with your institution’s requirements for hiring, reviewing, and disciplining student workers. For volunteers or interns, written agreements can help define the scope and duration of a project. Mid-semester and final evaluations should be taken seriously—they give students the opportunity to reflect on what they’ve learned and practice articulating their skills.
Reassurance and Confidence-Building
Students may need reassurance as they grow into their roles. Offering guidance without micromanaging is key. Create structured environments with "guard rails" and "sandboxes"—projects where students can safely experiment and self-teach. Encourage questions and normalize the learning curve. Let students gradually take ownership of their work as they build confidence.
Understanding Student Contexts
Many of today’s students have experienced disruptions in their education due to COVID. Some may have never held jobs in high school due to the demands of college preparation. While they are often digitally fluent, they might not have deep troubleshooting skills. Mental health challenges and disabilities are more frequently diagnosed, but they may not always be visible. Meet students with patience, empathy, and understanding.
What Students Need
Providing a supportive environment begins with basics. Students need a workspace that’s comfortable and adjustable. Ensure they have access to the necessary equipment—computers, scanners, and supplies—to complete their tasks. Encourage them to use supplies freely. Most importantly, foster an atmosphere where accommodations are welcomed and stigma-free.
Task and Project Types
Student assignments should be well-balanced. Repetitive tasks like scanning or rehousing can be great for getting started. Blend these with opportunities to engage more deeply in metadata entry or information retrieval. Open-ended projects like research or exhibit work allow students to explore and take initiative. Keep a list of small, quick tasks for when students have short shifts or finish projects early. A shared bibliography or list of archival videos can also provide meaningful context and professional development.
Building Transferable Skills
Archives work develops skills useful across many fields. Students can learn to work with spreadsheets, create and manage metadata, handle rare or delicate objects, and participate in exhibition or educational program design. Encourage them to explore areas of interest and recognize the expertise they already bring, whether it's in graphic design, video editing, language fluency, or community engagement.
Integrating Archives into the Classroom
If you're collaborating with faculty, consider incorporating archives work into class activities. Students can work in groups to conduct inventories, create metadata, or rehouse materials. Even tasks like physically moving collection materials can build community and teach logistical aspects of archival care. These hands-on experiences deepen student understanding and build appreciation for archival labor.
Recognition, Rewards, and Retention
Student contributions deserve recognition. Celebrate milestones, welcome collaboration, and look for institutional options that allow merit-based or longevity raises. Create small traditions like team lunches, thank-you notes, or informal awards. Show your student workers that their time and effort are truly appreciated.
Final Thoughts
Student workers are more than extra hands—they’re future professionals, thoughtful collaborators, and community ambassadors. With a little intentional planning, you can make their time with your institution meaningful for both sides.
Watch the Webinar
Want to learn more about supporting student workers in archives and museums? Watch our recorded webinar for practical strategies, common pitfalls, and real-life examples.
