Creating an Experiences Template

Templates allow your office to identify and define internships at your Institution. Follow the details outlined below to create a new Experience Template! 

Note: changes made to the Template after an experience has been requested won't be reflected in existing experiences. 

There are two ways to access the option to create a new template in Handshake: 

Institution Settings

1. Click on your name in the upper-right corner of the screen, then click Institution Settings.
2. Click Experience Preferences from the menu on the left of the page.
3. Click the grey button Browse Templates, then the blue button Create Template in the upper-right corner of the page.

Experiences Overview page

1. Click Experiences from the left navigation menu in Handshake. 
2. Click the grey button Edit Templates, then the blue button Create Template in the upper-right corner of the page.

Note: if your view looks different, you may be using the legacy version of Experiences. Refer to Legacy View: Create a New Experience Template for detailed instructions, or update your Experience workflow in Handshake by following the steps outlined in Experiences Updates (May 2019). 

Details 

• Template Name: this should be a descriptive name for the internship that'll help the student identify which option to pick.
• Applicable Terms for This Experience: choose whether this internship should be available for all terms or only specific terms.
  • Best Practice: use All active terms if this is an ongoing internship program so you don’t have to edit it each term.
• Student Request Survey: include custom questions you'd like students to answer when they request an experience (for more information on surveys, refer to the article Creating and Testing Surveys)
• Reviewer Response Time: identify the number of days each reviewer has to approve the Experience once the approval process is started.
• Message for Reviewers Asked to Approve: add a custom message that's displayed when a reviewer receives an approval request.
• Message for Approved Students: add a custom message that's displayed when a students Experience is approved.
• Message for Declined Students: add a custom message that's displayed when a students Experience is declined.

Attachments

Drag and drop a file to the box with a dotted outline, or click the grey button Upload File to pick a file from your computer. Including an attachment is completely optional!

• Add any relevant attachments that students and approvers should have access to as part of the Experience process.
• Example attachments: Experience Process Overview, Internship Guidelines, Internship Best Practices.

Reviewers 

Add reviewers in the order that they should approve the experience. Reviewers are contacts that may not have Handshake accounts that are a part of the approval or evaluation process.

• Reviewer Title: enter a title for the reviewer.  
  • • Examples: Faculty Department Head, Dean, Registrar Contact
• Reviewer is an institution contact: select this option if the reviewer is an existing contact at your institution, then search for their name in the provided Reviewer Name field.
• Reviewer contact info will be provided by the student: select this option if the student plans to enter the details for this reviewer.
• Send approval requests: check the box for the reviewer to receive an email prompt with instructions for approving requests for the experiences. 
  
  • Approval Request Survey: include a survey for the approver to take within the email prompt. 
• Send evaluation requests: check the box for the reviewer to receive an email prompt with instructions for evaluating any student approved for this type of experience.
  • • This setting must be checked for the reviewer to receive any evaluation requests, whether they're automated or you are sending them manually.

Click the grey button Add Another Reviewer to include another reviewer to the Experiences template. 

Mid-Term Evaluation (optional)

• Enable mid-term evaluation survey(s): check this box if you would like to have the mid-term survey automatically sent to Students, Reviewers (who have the Send Evaluations option selected), or both half way through the term.
  • • Leave this box unchecked if you wish to send the evaluation manually to reviewers.
    • Sending manually allows you to choose which survey will be sent at that time.
• Send Evaluation Requests: select the number of business days before the Mid-Term date that the Evaluation request(s) will be sent.
  
  • • Evaluation emails are only sent on business days.
    • Reminder emails for mid term evaluations will be sent 3 days and 24 hours before the mid term date.
    • Note: you can send manual reminders about evaluations at any time! 
• Student Mid-term Survey: include additional questions that you'd like to ask students in the mid-term evaluation.
• Message for Students: add a custom message that's displayed when a students mid-term evaluation is due. 
• Reviewer Mid-term Survey: include additional questions that you'd like to ask reviewers in the mid-term evaluation.
• Message for Reviewers: add a custom message that's displayed when a reviewers mid-term evaluation is due. 

Final Evaluation (optional)

• Enable final evaluation survey(s): check this box if you would like Students, Reviewers (who have the Send Evaluations option selected), or both at the end of the term.
  • • Leave this box unchecked if you wish to send the final evaluation manually
    • Sending manually allows you to choose which survey will be sent at that time
• Send Evaluation Requests date: select the number of business days before the Term End date that the Evaluation request(s) will be sent.
  • • Evaluation emails are only sent on business days.
    • Reminder emails for mid term evaluations will be sent 3 days and 24 hours before the mid term date.
    • Note: you can send manual reminders about evaluations at any time! 
      
• Student Final Survey: include additional questions that you'd like to ask students in the final evaluation.
• Message for Students: add a custom message that's displayed when a students final evaluation is due.
• Reviewer Final Survey: include additional questions that you'd like to ask reviewers in the final evaluation.
• Message for Reviewers: add a custom message that's displayed when a reviewers final evaluation is due.

Click the green button Publish to save the Experience Template!

Note: at this time you can't restrict templates to a particular set of students or attach a permission label to them, but you can restrict the experience overall. For more information on this, refer to Restricting Student Access with Permission Labels.