Managing Internship Applications

 

 

Review Process

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.  DO NOT open an application, copy a link, and send it to a student as the system will associate your information as the student.

General Approval Process:  Once the application is completed by the student, an approval flow process begins in chronological order as seen 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 Actions dropdown menu.  If you select Approved/Eligible, Edit Request (Send to Admin), Return to Student (Resubmit) 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. 

Order and Scope:

1. If International Student:  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.  They also provide Action Notes.  The Action 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 ISS Office notes to make a final, cumulative internship decision based on all factors. 

2. Faculty: Reviews application for academic merit and makes an application decision.  They also provide Action Notes. The Action Notes text-box allows for the entry of notes and is used to compose student instructions and/or messages to the college's Internship Coordinator.  Notes are reviewed by the internship coordinator.  The coordinator will then use the 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 send Action Notes to the student.  If approved, they often send registration instructions as well. They also determine whether a Master Internship Agreement needs to be completed.

Review Options

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. 

Edit Request (Send to Admin): Used to send a request to the Application Administrator to edit application details such as site supervisor contact information, employment type, and other details that are not simply the semester, course (where applicable) or credit hours .  You can use the Quick Edit for these details. Through the application an approver sends a note to the admin so they can correct the application. After the correction, an updated application link will be emailed to the current approver. 

Return to Student (Resubmit): Used to allow a student to redo their application.  An approver sends a note through the application so they can correct their application. After the correction, an updated application link will be emailed to the current approver. 

Quick Edit: Used to edit common application details like semester and credit hours.  Certain majors can also edit the course number/s .   After editing, you will have the option to take action on the application, or you can opt to send an updated approval link to the current approver. 

Approver Change:   Used to change approver/s for the current application.  This is useful for applications in que which need to be re-assigned.   For a permanent approver change, please contact Martin Overly, Internship Services

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 cancelation (duplicates, student withdrawal). No email notifications will be sent.

FAQ's

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 this 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  or try using another browser.  Best results for application experiences are found using Chrome or Firefox.

Troubleshooting Tips

For all other questions, please contact:

Martin Overly, Internship Services