Internship Preparation Checklist
As internship coordinator you will also be the point person to prepare materials, emails, and schedules for the start of each internship program.
Checklist:
Email templates can be found at: Project Vote Smart>Internship Materials>Training.
About 3-4 weeks prior to the start date of an internship you will email the confirmed interns the "Scheduling Email."
Note
Since we recruit so far in advance, it might help to send out 1-2 emails to check in with the incoming interns during the period after the Internship Agreement Form has been returned. These would be apart from the "Scheduling Email."
Once the deadline for schedule submission is passed, you will create the intern's physical folder, as well as collect all the pertinent information which will be entered into the Access database.
1. In Admin you will create a user name and password through "Users and Permissions"
- The user name is the intern's first name (all lower case);
- The password is the intern's last name (all lower case).
2. Create entry in "Intern" form on Access using the internship agreement form, resume, scheduling email and Admin information.
3. Update Intern Schedule Calendar in Outlook (owned by the generic email).
4. Create intern folder in UT Box
5. Grant access to UTBox for interns (this will be done on the same day as you send out the "Important Links Email." Include orientation times in this email.
6. Partition interns to staff according to staff room schedules.
7. Print "UT Intern Manual" (Project Vote Smart>Internship Materials>Forms) and all training materials.
