Creating an Experiences Template

Complete the following fields:

• Template name: Enter a unique name that helps students and staff identify the template.
• Applicable terms: Choose All active terms or Custom terms. Students can select these terms when submitting their Experience. If you choose Custom terms, a field appears where you can add specific terms.
• Reviewer response time (days): Enter the number of business days a reviewer has to respond to an approval or evaluation request.

Click Save and continue.

For instructions on accessing or adding terms, refer to School Settings: Terms.

In Approval email prompt, enter the message to send to approvers when the approval process begins.

Click Save and continue.

Configure mid-term and final evaluations for students, reviewers, or both.

For each evaluation type you enable, select a survey for the intended recipients:

• Students only: Select a student survey and leave the reviewer survey field blank.
• Reviewers only: Select a reviewer survey and leave the student survey field blank.
• Students and reviewers: Select a survey for both groups.

If a survey field is blank, Handshake does not automatically send an evaluation email to that group. Leaving both survey fields blank for an enabled evaluation type results in an error.

Mid-term evaluations

Select Enable mid-term evaluations, then configure:

• Mid-term evaluation request send date: Specify the number of business days before the mid-term date to send requests.
• Reviewer mid-term email prompt: Write the reviewers’ request message.
• Reviewer mid-term survey: Choose the reviewers’ evaluation survey.
• Student mid-term email prompt: Write the students’ request message or keep the provided text.
• Student mid-term survey: Choose the students’ evaluation survey.

Final evaluations

Select Enable final evaluations, then configure:

• Final evaluation request send date: Specify the number of business days before the final evaluation date to send requests.
• Reviewer final email prompt: Write the reviewers’ request message.
• Reviewer final survey: Choose the reviewers’ evaluation survey.
• Student final email prompt: Write the students’ request message or keep the provided text.
• Student final survey: Choose the students’ evaluation survey.

Mid-term and final evaluation dates can be edited in your school settings. For instructions, refer to School Settings: Terms.

Note: Clicking Create Survey opens the Surveys module. For instructions, refer to Creating and Testing Surveys.

Click Save and continue.

Reviewers are contacts who participate in the approval or evaluation process and may not have Handshake accounts. Add reviewers in the order they should approve the Experience.

1. In Title, enter the position of the reviewer, such as Faculty Department Head, Dean, or Registrar Contact.
2. Under Contact Info, select one of the following:
   • Student will provide reviewer’s contact email: The student enters the reviewer’s email when completing the Experience form.
   • Reviewer is a contact in Handshake: A Choose Contact field appears. Select the contact from the list, which is arranged alphabetically and includes email addresses.
3. Under Permissions, select the applicable options:
   • Approve experience submissions: Allows the reviewer to approve submissions. Selecting this option displays Approver survey (optional), where you can select a survey for the approver to complete.
   • Evaluate experiences: Allows the reviewer to complete the evaluations configured in the previous section.
4. Click Save to save the reviewer’s information. You must save before adding another reviewer.
5. To add another reviewer, click Add another reviewer and repeat the process.

Note: If you cannot locate a reviewer, they may not have a contact record in Handshake. For instructions, refer to Add a Contact.

Click Save and continue.

The qualifications you select determine which students can access the template. The number in the upper-right corner updates automatically to reflect how many students qualify.

Configure any applicable qualifications:

• School years: Select school years from the dropdown. Each selection appears below the dropdown with an x to remove it. You can select additional school years.
• Individual majors: Select individual majors from the dropdown.
• Majors groups: Click Add major groups, then select the boxes next to the groups you want to include.
• Colleges: Select the colleges whose students qualify to access the template.
• Required labels: Select the labels students must have to access the template.
• Career Clusters: Select the career clusters that apply.
• Require minimum cumulative GPA: Select this option to display a field where you can enter the minimum required GPA.

For instructions on adding majors, refer to School Settings: Majors and Minors.

For information about labels, refer to School Settings: Labels.

Click Save and continue.

Choose which additional fields appear on the student submission form and whether they are required.

Fields that are always required

The following fields are required and cannot be changed:

• Experiment template
• Term
• Organization
• Experience
• Reviewers Email

Additional fields

You can include the following fields and mark them as required:

• Location
• Industry
• Phone Number
• Email
• Department
• Dates
• Experience type
• Employment type
• Salary
• Offer date
• Offer accepted
• Additional survey: Use the search bar to find a survey or create a new survey for the template.

Click Save and continue.

Configure the messages and attachments sent to students:

• Message to approved students: Enter the message students receive after their Experience is approved, or use the provided text.
• Message for declined students: Enter the message students receive if their Experience request is declined.
• Attachments (optional): Add attachments to include in these emails. Supported file types are PDF, DOC, DOCX, PNG, and JPG.