Co-op/Intern with UT Dallas CSO Training and Networking Conference May 21, 2014 Presented by: UT Dallas Career Center Agenda About UT Dallas and our program Our process – pre and post internship module How we made the transition Special considerations What next? Q&A UT Dallas Career Center About UT Dallas Large, public university – 21,000+ enrollment Grew in a nontraditional, “backwards” way (Mostly) centralized career services Manage over 1500 internship placements/year Most internships are within the US, primarily TX Paid/unpaid, credit/non-credit, transcript notation Partner with academic departments to manage internship postings, student communications, eligibility, enrollment process, site visits, etc. Career Center staff teach some internship classes UT Dallas Career Center Process – Pre Internship Module LOTS Of PAPER! – Anywhere from 6-9 sheets per student per placement. CAMPUS RUNAROUND – In some cases, a student would have to bring the same piece of paper to 3 different offices for approval prior to registration. Used PLACEMENT section in CSO to record internship data. GROWTH – Internship placement numbers were growing annually by 20%. UT Dallas Career Center Process – Post Internship Module Minimal use of paper – 2 sheets per student per placement. Online workflow drastically reduced student runaround and processing time. Prior to module, approvals could take 3-4 days. With module, it can happen in a matter of minutes. Use Internship Record section to track internship data. GROWTH – Internship placement numbers are still growing annually by 20-25%!! UT Dallas Career Center Transition to Internship Module Spring 2011 – Began use of Internship Timeline Set up form in system to closely match our Internship Acceptance Form. Multiple custom fields: • Course • Did you work for this employer last semester? • Has the employer offered you a full-time position? • How would you like to process this internship? (academic credit/transcript notation/neither) • Source of internship • Employer website address • Student Username (added this in Fall 2013) UT Dallas Career Center Transition to Internship Module – Student Report Student completes required Internship or CPT Information Session – in person or online. For eligible students, we allow access to internship postings and “Report an Internship” link in system. Student accepts offer and completes all fields in internship timeline, including uploading an offer letter or job description. Internship reports go into pending file and assigned staff members follow up with students. UT Dallas Career Center Transition to CSO Internship Module – Student Report Report an Internship link on student profile UT Dallas Career Center Transition to CSO Internship Module – Student Report Custom Fields UT Dallas Career Center Transition to CSO Internship Module – Student ReportMemo Custom Fields UT Dallas Career Center Transition to Internship Module – Evaluations Summer 2011 – Began using online student evaluations. Summer 2012 – Began employer evaluations. We initially had questions about creating new contacts and linking surveys, but those were resolved with a system update. Evaluations are set up in the survey module with appropriate start and end dates. Internship Timelines are set up in advance for each semester to designate evaluation deadlines. UT Dallas Career Center Transition to CSO Internship Module Evaluation is linked here after completion. Reminders are every 3 days. (You decide how often.) UT Dallas Career Center Transition to Internship Module – Work Flow Fall 2011 – Began using Work Flow with selected academic departments. Everyone does it differently! In some cases, approver is professor and in others it’s an advisor – we needed to make sure it could be customized. Started with one strong, long-term partner (accounting) to use as our pilot. Meetings with various academic partners to discuss approvals and get buy-in for new process. UT Dallas Career Center Transition to CSO Internship Module Set defaults for frequently used work flows (We have 12 so far!) Primary co-op manager is final step. This way they are notified when process is complete. UT Dallas Career Center Special Considerations We don’t allow students to edit the internship report once it’s submitted. If they don’t include document, we have to manually do it later. Print Forms to reduce manual data entry and to use less paper for CPT letters and Transcript Notation memos Academic credit/transcript notation/neither custom field – communication tool with students; useful for reporting purposes UT Dallas Career Center What Next? Learning Objectives Planning to begin use of learning objectives section for transcript notation and selected for-credit internships. Currently done via email. Including students in work flow process Will inform students when approvals are complete, notifying them to meet with coordinator to complete process. Currently handled manually by coordinators. UT Dallas Career Center Q&A CONTACT US: Lisa Garza Mohammed Rahman Director Associate Director [email protected] [email protected] 972-883-4349 972-883-6184 UT Dallas Career Center Thank you for attending! If you have any additional questions, please contact the Support Team or your CRM. What’s next? The next session will begin at 3pm CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.