Creating an Experiences Template

Templates allow your office to define a process for the different types of internships on your campus.

To create a new Experience Template

1. Navigate to the Experiences tab
2. Click Edit Templates
3. Click Create Template

• Details 

• Template Name: this should be a descriptive name for the internship that will help the student identify which option to pick
• Applicable Terms for This Experience: select if 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: the custom questions you would 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: the number of days each reviewer has to approve the Experience once the approval process is started
• Message for Reviewers Asked to Approve: custom message that reviewers will see when they receive an approval request
• Message for Approved Students: custom message that students will see when their Experience is approved

• Attachments

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

• Reviewers 

  • Note: Reviewers are contacts that may not have Handshake accounts that are a part of the approval or evaluation process
    • Add reviewers in the order that they should approve the experience
  • Reviewer Title
    • Reviewer is a school contact - select an existing contact at your school in the Reviewer Name field
      • Examples: Faculty Department Head, Dean, Registrar Contact
    • Reviewer contact info will be provided by the student - ask the student to enter the details for this reviewer
      • Examples: Faculty Advisor, Site Supervisor
  • Send approval requests
    • Approval Request Survey - This reviewer will receive an email prompt with instructions for approving requests for these experiences
  • Send evaluation requests
    • This reviewer will receive an email prompt with instructions for evaluating any student approved for this type of experience
    • This setting must be checked in order for the reviewer to receive any evaluation request, whether or not they are automated or you are sending manually.

• Mid-Term Evaluation (optional)

  • Send 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. 
  • Survey send date - business days before mid-term date - the number of days before the Mid-Term date that the Evaluation request(s) will be sent
    • You can send manual reminders about evaluations at any time!
    • Evaluation emails are only sent on business days
    • Reminder emails for mid term evaluations will be send 3 days and 24 hours before the mid term date
  • Note:
    • Student Mid-term Survey - the additional questions that you would like to ask students in the mid-term evaluation
    • Reviewer Mid-term Survey - the additional questions that you would like to ask Reviewers in the mid-term evaluation

• Final Evaluation (optional)

  • Send final evaluation survey(s) -  check this box if you are interested in surveying 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. 
  • Survey send date - business days before end of term -  the number of days before the Term End date that the Evaluation request(s) will be sent
    • Reminder emails for final evaluations will be send 3 days and 24 hours before the term end date
  • Student Final Survey - the additional questions that you would like to ask students in the final evaluation
  • Reviewer Final Survey - the additional questions that you would like to ask Reviewers in the final evaluation