Transcript Co-op/Intern with UT Dallas

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.