General Application Process: A student begins an application by entering their Internship Orientation Completion Code. Applications are specific to a particular UVU college, or in some cases, majors. Students should use the appropriate link on the Application for Academic Credit page as opposed to sending a link to the student directly.
General Approval Process: Once the application is completed by the student, an approval flow process begins in chronological order as seen in the Review Process (Ordered) section below. After the application is fully processed, all relevant parties will receive an email with a finalized decision.
When first opening an approval for a student, you will see a page with application details and other information such as previous approver decisions and a Considerations section that will display noteworthy information such as remote internships, students attempting to perform their internship internationally, restriction messages, and information about students attempting to use their job as an internship.
At the bottom of the page you will see an Application Action dropdown menu. If you select Approved/Eligible, Student Edit Request, Staff Edit, or Denied/Ineligible you will be taken to a page where you can enter notes about your decision. If you select Quick Edit or Approver Change, you will be taken to a new section that will allow you to modify the application. If you select Cancel, the application will immediately end. Specific information about each action can be found in the Approval Options section below.
1. Education Abroad: Students who are attempting to perform an internship in an international country will first need to be approved by the Education Abroad office. There are some countries which are restricted for students attempting to get credit. The approver will make a decision and provide Application Notes. The Application Notes text-box allows for the entry of notes and is used to compose student instructions and/or messages to other approvers. Notes are reviewed by faculty and the internship coordinator. The coordinator will then use the notes to make a final, cumulative internship decision based on all factors.
2. International Student Services: International students are automatically detected in the application system. When this occurs, the first approver will be a representative from International Students Services. The ISS office reviews the application to determine appropriate F1 Eligibility and I-20 authorization.
2. Faculty: Reviews application for academic merit and makes an application decision. The coordinator will use faculty notes to make a final, cumulative internship decision based on all factors.
3. Final Approver:Typically the Internship Coordinator, the Final Approver makes a final, cumulative application decision based on all factors. They also consolidate all previous notes with their registration notes and send them to the student. They also determine whether a Master Internship Agreement needs to be completed.
Approved/Eligible: Used to approver an application for your role. The ISS Office uses the term Eligible. After an application is approved, it will either be sent to the next approver or if it is in the final approval phase, an email will be sent to the student with registration instructions. Unless a particular approver has adjusted notification settings for a particular application, the student and all approvers will receive an email with a finalized application decision.
Denied/Ineligible:Used to deny and end an application. The ISS Office uses the term ineligible. Use the application notes section to send your reasons for the denial. The purpose of the Denied/Ineligible option is to allow a decision which cannot otherwise be addressed through editing. Common examples for a Denied/Ineligible decision are situations that cannot be resolved in the short-term, such as an internship that doesn't meet departmental requirements or other factors like matriculation.
Quick Edit: Used to edit common application details like semester, and course and credit details. After editing, you will have the option to take action on the application.
Student Edit Request: Used for a student to go through their application and update any incomplete or missing details. An approver sends a note through the application so the student can correct their application. After the correction, an updated application link will be emailed to the current approver.
Staff Edit: Used so that the current approver can go through the application and make edits themselves. This may be appropriate for certain cases where an application update needs to be corrected in a timely manner. An approval decision can then be made after the edit is performed.
Approver Change: Used to change approver/s for the current application. This is useful for applications in queue which need to be re-assigned. For a permanent approver change, please contact Marty Overly, Career and Internship Center
Denied/Ineligible:Used to deny and end an application. The ISS Office uses the term ineligible. Use the application notes section to send your reasons for the denial. The purpose of the Denied/Ineligible option is to allow a decision which cannot otherwise be addressed through editing. Common examples for a Denied/Ineligible decision are situations that cannot be resolved in the short-term, such as an internship that doesn't meet departmental requirements or other factors like matriculation.
Cancel: Use the application notes section to document your reasons for cancellation (duplicates, student withdrawal). No email notifications will be sent.
Can I go backwards with an approval action? For example, if the application is in the final approval stage, can it be sent back to the faculty approver?
No. All actions allow for either approval or editing for the current approver, student, or admin but applications cannot go backwards in the approval flow. If an application needs to be approved by a previous approver, we suggest working with your school's Internship Coordinator outside of the application system and if the application can still move forward, they can include faculty approval information in their notes.
I cannot locate an approval link in my email? Who should I contact? Please contact your school's Internship Coordinator and they can provide you with an approval link.
I am observing a system error when trying to access the application? What should I do?
Clear your browser cache and cookies or try using another browser. Best results for application experiences are found using Chrome or Firefox.
For all other questions, please contact:
Marty Overly, Career and Internship Center
