Creating an Experiences Template

• Template name: The unique title for this template that will help students and other staff determine which template this is.
• Applicable terms: Choose either all terms or custom terms
  • If custom terms are selected, a box will appear for you to add specific terms for this template. To access your institution's terms or add new terms, refer to: Institution Settings: Terms
• Reviewer response time (days): Enter a number to specify how many days a reviewer has to respond to an approval or evaluation request.

Approval email prompt: Type out the email that you’d like to be sent to approvers when the approval process begins. 

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.

• Mid-term evaluations
  • Enable mid-term evaluations
    • Mid-term evaluation request send date: Enter how many business days prior to the mid-term date the evaluations should be sent out. Mid-term dates are editable in your institution settings, please refer to Institution Settings: Terms
    • Reviewer mid-term email prompt: Type out the email that you’d like to be sent to reviewers when the mid-term evaluation request begins.
    • Reviewer mid-term survey: Select a survey for reviewers to complete in the mid-term. 
      • Note: You will be redirected to our Surveys module if you click Create Survey. Learn more about Surveys here: Creating and Testing Surveys
    • Student mid-term email prompt: Type out the email you’d like to be sent to students when mid-term evaluations begin. You can use the text we’ve provided instead - We're halfway through the term and we'd like to check in with you to see how your experience is going. Please fill out this survey so we can help you get the most out of the rest of it.
    • Student mid-term survey: Select a survey for students to complete in the mid-term. 

Note: You will be redirected to our Surveys module if you click Create Survey. Learn more about Surveys here: Creating and Testing Surveys

• Final Evaluations
  • Enable final evaluations
    • Final evaluation request send date: Enter how many business days prior to the final evaluation date the request should be sent out. Final evaluation dates are editable in your institution settings, please refer to Institution Settings: Terms
    • Reviewer final email prompt: Type out the email that you’d like to be sent to reviewers when the final evaluation request begins.
    • Reviewer final survey: Select a survey for reviewers to complete in the mid-term. 
      • Note: You will be redirected to our Surveys module if you click Create Survey. Learn more about Surveys here: Creating and Testing Surveys
    • Student final email prompt: Type out the email you’d like to be sent to students when final evaluations begin. You can use the text we’ve provided instead - We’re almost through the term and we’d like you to review your experience. Please fill out this survey so we can help educate future students on potential opportunities.
    • Student final survey: Select a survey for students to complete in the mid-term. 

Note: You will be redirected to our Surveys module if you click Create Survey. Learn more about Surveys here: Creating and Testing Surveys

• Title: The position of the first individual that will be reviewing the experience.
  • Examples: Faculty Department Head, Dean, Registrar Contact 
• Contact Info: Select from the following options
  • Student will provide reviewer’s contact email: The student will provide this information when completing the Experience form on their end
  • Reviewer is a contact in Handshake: Selecting this will prompt a new field to appear:
    • Choose Contact: You can select the contact, contacts are listed alphabetically with their email addresses included.
• Permissions: Select from the following options
  • Approve experience submissions: If this is selected, a new field will be made available
    • Approver survey (optional): Select a survey for the approver to complete 
  • Evaluate experiences: Select this and the reviewer listed will complete evaluations that were set up in the prior step
  • Save: Save the information for this reviewer. This must be selected in order to add another reviewer.
  • Add another reviewer: Select this to add another reviewer, and fill out the above information for that reviewer.

Any options chosen on this tab will make this experience template available to students that fit the qualification criteria selected. The number in the top right will update automatically to show how many students qualify to access this content.

• Levels of study: Select levels of study from the dropdown menu. After you select one, it will appear below the dropdown menu with an “x” as an option to remove that level of study. You can then select more levels of study.
• Individual courses: Select each individual course from the dropdown menu. To add new courses, refer to Institution Settings: Courses
• Course groups: Click Add course groups to select boxes next to each course group you’d like to add as a qualification.
• Colleges: Choose which colleges are qualified to access this template.
• Required labels: Select labels that students need in order to be qualified to access this template. To learn more about labels, refer to Institution Settings: Labels

Some fields like “Template” and “Term” will remain required in the student submission form. With this update, you can now indicate which additional standard fields should be included for each template and can determine whether each field is required or optional.

• The following fields are always required, these cannot be changed:
  • Experiment template
  • Term
  • Organisation
  • Experience
  • Reviewers Email
• The follow fields can be included, and marked as required for student completion:
  • Location
  • Industry
  • Phone Number
  • Email
  • Department
  • Dates
  • Experience type
  • Employment type
  • Salary
  • Offer date
  • Offer accepted
  • Additional survey - Use the bar to search for a survey or create a new survey for this template

• Message to approved students: Type in the message that you would like to send to students after they’ve been approved for experiences. You can use the text we’ve provided instead - Your experience has been approved for this term.
• Message for declined students: Add the message you would like to send to students if their experience request has been declined. 
• Attachments (optional): Add any attachments that you’d like to include in these emails. You can add a .PDF, .DOC/.DOCX, .PNG, or .JPG file type.

Click the blue button Publish to save the Experience Template!