co-op module - CSO Research
Contents
1. ilable Fields C Available Fields In the Co op Timeline report you can pull in the results for the student employer evaluation questions as well as when the survey was started and completed Co op Timeline ID Co op Term Co op Type v Job Title Department Student Eval Student Eval Start Date Student Eval Completed Date Start Date Employer Eval lend Date Employer Eval Start Date Position Type Employer Eval Completed Date Salary View of generated report E ZET CoopTime CoopTimeline Stu CoopTimeline Stu CoopTime CoopTimeli CoopTime Employe Job Job Title Studi Student L Engineering Business Trainee Superior E 11 5 2009 11 5 2009 Outstandii 11 5 2009 11 6 2009 Olin Corg Engineering Betty Davis Engineering Business Trainee Olin Corg Engineering Betty Davis Engineering Business Trainee Olin Corg Engineering Betty Davis Engineering Business Trainee Olin Corg Engineering Betty Davis Engineering Business Trainee Olin Corg Engineering Maril Monroe Engineering Business Trainee Olin Corg Engineering Maril Monroe Engineering Business Trainee Olin Corg Engineering Maril Monroe Engineering Business Trainee Olin Corg Engineering Maril Monroe CO OP MODULE SETUP To add new co op terms you will need to go to Tools gt Setup gt Co op Timeline Terms Contact Contact CoopTi CoopTimeline C CoopTimeli CoopTimeline Job Title Angie Standefe 1 2009 Fall At Work Angie Standefe 2 2010 Winter At Sch2. 0 Job Agents 5 Co op Records 2 Audits I lt lt 1 gt Page 1 of 1 items 0 to 0 of O Co op Term Co op Type Work Term Number Description Y iy ly No records to display r Page 1 of 1 items 0 to 0 of 0 STEP ONE Select what term the student s co op timeline should start in Add to Timeline Add To Timeline Select Starting Term Select v Timeline 2009 Fall 010 Alinta 2010 Spring 2010 Summer CSO Research Inc Page 6 of 20 Co op Addendum STEP TWO Select if the student will be at work at school etc until the term that they will be graduating Then click the Create button If for a specific term you do not know where the student will be you can leave it at Do not create Add to Timeline Add To Timeline Select Starting Term 2009 Fall v Timeline 2009 Fall Do not create 9 At Work At School Parallel Both Graduated Other 2010 Winter Do not create O At Work 9 At School Parallel Both Graduated Other 2010 Spring Do not create 9 At Work At School Parallel Both Graduated Other 2010 Summer Do not create O At Work O At School Parallel Both Graduated O Other STEP THREE If you know what company and job the student will have assign this to their timeline 0 Schedules 0 Job Agents 0 Mentors 0 Event Registrations 1 Placements 2 R
3. 5 CO OP RECORDSACTIVITY TAB s ihi ne akut d eeu oa arena be miae SC tut Soo 5 CREATING A STUDENT S CO OP TIMELINE AS AN 6 CREATING A STUDENT S CO OP TIMELINE AS A 11 EVALUATIONSURV ES usciti utu touc eunte Eo cineca see dot edu Seta ead owe eo Ut ae eau EA dri use uae 13 TRACKING CO OP REFERRALS AND PIRES dx e odi ee tana d eal o oS natam tede 15 REPOR dope 16 gere UR Hz TUP dec 16 COOP TIMELINE TINE Ia dade tai ea datae sen drum ete dr aita 16 defuit in accede in is vedete etim alunduc imbuta TET enden 17 SETTINGS P RERO ME ORE MEUM EON IE A MC am em MP ADM SU 18 CODPOTHERTE AND COOPOTHERZ ROLE SETUP iro PEN TIR IDEE PER HEN ED E UD 19 CSO Research Inc Page 4 of 20 Co op Addendum CO OP MODULE What is the co op module The co op module is an additional Interfase component that allows administrators to manage co op student timelines and any associated position information In this addendum we will cover setting up a co op timeline as well as how to link the timeline to the employer that the student will be working for NOTE Schools that use the co op module may or may not use the placement activity tab Information in the Placement tab will not
4. Number Description jv jy fy At Work 1 The current term will be highlighted in red Employer Olin Corporation Contact Angie Standefer bm Remove Job Engineering Business Trainee 2009 Fall At School Remove At School 2010 Winter 2010 Spring Remove Employer Olin Corporation 5 2010 Summer At Work Contact Angie Standefer Remove Job Engineering Business Trainee Page 1 of 1 items 1 to 4 of 4 Viewing co op record These page functions will allow you to resend the student and or employer evaluation email that includes the link to the evaluation survey Survey J Pending Page Functions Email Student Survey Email Employer Calendar D Resource Library CO Quick Search Last Viewed Quick Links before evaluation survey is completed Disable Required Fields Profile View Timeline Information Work Information Intern Co op Information Links Student Marilyn Monroe Organization Name Olin Corporation Contact Angie Standefer Job Engineering Business Trainee Schedule Timeline Information Co op Term 2010 Spring Co op Type At Work Student Evaluation Employer Evaluation Approval Work Flow Survey period is active Survey has not been completed and deadline is 6 18 2010 Survey period is active Survey has not been completed and deadline is 6 18 2010 Department NOTE Student Surveys will not be emailed out if there
5. completed Once the evaluations are completed you will be able to view and edit the evaluations directly from the student s co op record Department NNNNNNNNANNNNNANANANANANANASN SON QUE ee CASS Intern Co op Information Edit Graduation Month Graduation Year GPA Degree Majors Score Work Term Number 1 Course Credits Enrolled Date Student Eval Superior Excellent Employer Eval Outstanding Grade 4 CSO Research Inc Page 14 of 20 Co op Addendum TRACKING CO OP REFERRALS AND HIRES We have added two management consoles under Quick Links to help you easily track the students that are working in a co op position or who have had co op referrals for this term With these management consoles you will only see the information for students where you are listed as their Primary or Secondary Co op Manager in the Student Profile Quick Links Co op Work Flow In HJ ESS Co op Referred Students Co op Hired Students Observations Co op Referred Students Shows referrals that have been made for any co op job by term and optionally by job for employers administrators and or faculty Filter by Co op Term 2010 v Filter by Job Referred Students 1 gt gt Page 1 of 1 items 1 to 2 of 2 Student Job Job Title Employer Name Manager Action 3 8 2010 Condde Monikka 20 Troy Farrar Prim
6. is not an Employer linked to the co op record Viewing co op record Profile View Links Student Organization Name Contact Job Schedule Timeline Information Co op Term Co op Type Student Evaluation Employer Evaluation CSO Research Inc Timeline Information after evaluation survey is completed Work Information Intern Co op Information Approval Work Flow Betty Davis Olin Corporation Angie Standefer Engineering Business Trainee 2008 Fall At Work Edit Student Co op Work Report View Student Co op Work Report Survey was completed Edit Employer Evaluation cf a Co op Student View Employer Evaluation of a Co op Student Survey was completed Page 8 of 20 Co op Addendum STEP FOUR Set up the Approval Work Flow The Approval Work Flow will allow you to send the student co op record to different approvers for them to fill in and approve sections of the co op record using an external view of the record NOTE This step is not mandatory and can be removed if your office does not want to approve the co op record within the system Profile View Timeline Information Work Information Intern Co op Information Approval Work Flow Deadline Date 5 4 2010 Approver Contact b Email Definition sali a Co op Timeline Contact Co op Timeline Supervisor Deadline Date 5 6 2010 Approver Faculty IM Email Definition i mennamon student Facul
7. the deadline date SYSTEM EVENT EMAIL TEMPLATES To customize the emails that are sent to students employers about the evaluation surveys you will need to go to Tools Setup Templates There are four templates for each the student and the employer Please refer to the Supervisor s Manual for more information on editing and activating system event email templates CSO Research Inc Page 17 of 20 Co op Addendum NOS LN NNNNNNNNNNNNNN NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNMMN N Sil Si ee ON CN NNN NN gin Approveu min Lbs EMPLOYER Co op Evaluation Completed by Employer nightly EMPLOYER Co op Evaluation Completed by Student nightly EMPLOYER Co op Evaluation notification nightly EMPLOYER Co op Evaluation reminder nightly WI VV VV VV VV VW VW VW VV VV VV VV Vw yyy TA AT ORO ONO STUDENT Co op Evaluation Completed by Employer nightly STUDENT Co op Evaluation Completed by Student nightly Occurs to notify that an employer has completed a co op evaluation Occurs to notify employer that student has completed a co op evaluation Edit Edit Initial notification for employer co op evaluation Edit Reminder for employer co op evaluation Edit XU RUNS NA LX MEE E EO N N Occurs to notify student that an employer has completed co op evaluation Occurs to notify that a student has completed a co op evaluation Edit Edit STUDENT Co op Evalu
8. 444 Interfase Co op Moputt ADDENDUM Revised May 2010 m m P Aran c TT 7 advanced solutions for career services offices Interfase Co op Module Addendum TRADEMARKS amp REGISTERED PRODUCTS The following products are registered and or trademarked to the listed companies Microsoft is a registered trademark and Internet Information Server Internet Explorer Windows and Windows NT are trademarks of Microsoft Corporation Netscape is a trademark of Netscape Inc All other names are registered trademarks of their respective companies CONVENTIONS The following conventions are used in this manual CSO represents CSO Research Inc WWW represents the World Wide Web URLs and email addresses are printed in blue and underlined LICENSING With your office s signature on a new Interfase contract including the co op module or a signature on a co op module addendum to an existing contract you are granted an annually renewable nonexclusive non transferable license to use the Interfase software Refer to your purchase agreement for more details SUPPORT Every attempt has been made to make this documentation complete If questions or problems do arise you can get technical support from CSO Research Inc CSO Research Inc P O Box 340819 Austin TX 78734 866 705 4201 toll free Press 1 for Support su pport csoresearch com Copyright CSO Research Inc CSO Research Inc Page 2 o
9. Objectives Learning Goal 1 Goal 1 to be met through the following tasks Learning Goal 2 Goal 2 to be met through the following tasks Learning Goal 3 Goal 3 to be met through the following tasks Internship Project Project Type Project Description Project Deadline Score Work Term Number Course Section Credits Documentation Co op Document name Co op Document file CSO Research Inc Select Page 12 of 20 Co op Addendum If a student already has a Co op Record marked At Work for selected Co op Term and it is linked to employer contact job they will receive the message below and will not be able to continue with this term selected record exists for this term and is in progress Select Co op Term Spring 2010 What position was filled If the results did not return the position that was filled click here to enter position information My Jobs My Schedules Job ID Job Title Employer Name Post Date Expiration Date Action 139 Chris co op test job USARA 3 29 2010 4 28 2010 Select Job Once the student has reported their Co op Intern Hire it will go into your Co op Records pending bin for approval Pending Students Jobs Flagged Jobs Mentors 2 e Contacts Schedules E Placements Co op Records 3 EVALUATION SURVEYS To create evaluation surveys you will need to go to Databases gt Surveys After you have created the survey
10. Survey aspx SurveyID 1731 Link Student Co op Student True How would you rate this work Student co op record with completed evaluation survey 0 Referrals 0 Placements 0 Schedules 0 Mentors 0 Event Registrations 4 Observations 1 Survey Responses 0 Appointments 0 Job Agents 4 Co op Records 26 Audits Add To Timeline lt lt 1 gt gt Pagel of 1 items 1 to 4 of 4 Co op Term Co op Type Work Term Number Description Lx kwd Jv Employer Olin Corporation Contact Angie Standefer 2009 Fall At Work Job Engineering Business Trainee View Remove Student Eval Superior Excellent Employer Eval Outstanding Grade A 2010 Winter At School View Remove 2010 Spring At School View Remove Employer Olin Corporation Contact Angie Stafidefer View Remove Job Engineering B siness Trainee 2010 Summer At Work Page 1 of 1 items 1 to 4 of 4 Profile View Timeline Information Work Information Intern Co op Mformation Approval Work Flow Links Student Betty Davis Organization Name Olin Corporation Contact Angie Standefer Job Engineering Business Trainee Schedule Timeline Information Edit Co op Term 2005 Fall Co op Type t Work Student Evaluation Edit Student Co op Work Report View Student Cc op Work Report Survey was completed Employer Evaluation Edit Employer Evaluation of a Co op Student View Employer Evaluation of a Co op Student Survey was
11. act Employer Job Currently Linked To Quick Assign to Record EN Search Criteria Organization Name Colleges Job ID Job Title Action 8 Physical Ed Drivers Ed Teacher K 12 Austin ISD Professional Link 8 Social Studies Teacher Grades 7 12 Austin ISD Professional Link Elementary Teacher Grades 3 4 One Austin ISD Position Professional Link 11 Page 7 of 20 CSO Research Inc Enter the job title and or the organization name and then click Search Select if you want the job to be assigned to only the record that you selected or to the record you selected and all following records Co op Addendum After selecting the job the system will fill in the information for the selected records and all following records if that option was selected NOTE If you select to assign the current record plus records following the information will automatically be added to all of the following terms If the student changes jobs you will be able to re assign those terms This also means that if a term is changed from At School to At Work it will already be assigned to the appropriate position 0 Referrals OPlacements 0 Schedules 0 Mentors 0 Event Registrations 4 Observations 27 Audits 0Job Agents 1 Survey Responses 0 Appointments 4 Co op Records Add To Timeline r Page 1 of 1 items 1 to 4 of 4 Co op Term Co op Type Work Term
12. ary View Referral 3 8 2010 Berger Lynn 20 Troy Farrar Primary View Referral lt lt gt 1 of 1 items 1 to 2 of 2 Co op Hired Students Shows those students working in co op positions by term for employers administrators and or faculty Hired students per term Filter by Co op Term Spring 2010 Hired Students I lt lt 1 gt gt Pageiofi items 1 to 6 of 6 Start Date Student Job Job Title Employer Name Contact Manager Action IY ly Y ly v Student Joe Consulting Co op See Ess amp Oh Dolores Haze Primary View Co op Condde 7 Consulting Co op See Ess amp Oh Dolores Haze Primary View Co op Monikka 3 31 2010 Berger Lynn test USARA Troy Farrar Primary View Co op Monroe Marilyn RubyOn Rails Faux Company New CSO Primary View Co op Programmer Name Employer 4 6 2010 Davis Betty 137 Coop Test USARA Troy Farrar Primary View Co op Camel Shadow 133 Test News feed USARA Troy Farrar Primary View Co op gt Page 1 of 1 items 1 to 6 of 6 CSO Research Inc Page 15 of 20 Co op Addendum REPORTS To run reports on the Co op Timeline you will need to go to Tools gt Reports gt New Report and select the report type of Co op Timeline and click continue On the next page you will check off all of the fields that you would like to see in your report For more detailed instructions please refer to the Interfase User s Manual Select Report Fields to Display Select Fields for Co op Timeline
13. ation notification nightly STUDENT Co op Evaluation reminder nightly A Initial notification for student co op evaluation Edit Reminder for student co op evaluation Edit The Employer Co op Evaluation notification and reminder emails will contain all students from that Co op Term This means that the employer will receive one email containing a link for each student evaluation survey that they are linked to EMPLOYER Co op Evaluation Notification and Reminder Email Setup 1 Everything except the student data needs to be in the header or footer This includes any merge fields for employer or term data 2 The header and footer must be a section header and footer You can create the section header and footer in the Word document by going to Page Layout Breaks then select Continuous to insert a break Once this is done you will notice that the header and footer say Section 1 REFERRAL SETTINGS To customize if existing referrals change statuses when a student is hired into a position you will need to go to Tools gt Setup gt Settings Help Sign Out Activity Log Codes Reports Memos Mass Email Menus Packets Forms Announcements Roles Firewall Record Merge Resume B
14. be linked to information in the Co op Records tab STUDENT PROFILE AND ACTIVITY For the co op module there will be a new section added to the student s profile called the Co op Information Section This section will allow you to link the student to their co op manager and keep track of their current co op status The Co op Status field is independent from the Co op Records activity tab This field can be used when doing uploads or if you have a limited access admin role that cannot view a student s activity Information in this field must be manually entered Co op Information Primary Co op Manager e Secondary Co op Manager e Co op Status The Primary and Secondary Co op Manager fields will allow you to link a student profile directly to an admin profile You will then be able to pull these fields into a report to keep track of the student s co op mannaaers CO OP RECORDS ACTIVITY TAB To view the student s co op timeline go to the Student Profile and click on View Activity under Page Functions on the left and then click on the Co op Records tab tudent Search gt Student Profile Page Functions A Check In gt Make Appointment gt Print Forms View Documents view Activity Profile View Co op Information Viewing Student Betty Davis Cl Disable Required Fields Personal Information Demographic Information Skills Control Information Qualifiers Personal Information Delete Login As Studen
15. eferrals 15 Co op Records 3 Audits 0 Appointments 0 Survey Responses lt 12 gt gt I Pageliof2 items 1 to 10 of 15 Co op Term Co op Type Work Term Number Description Work Term Number counts the number of 7 j terms student is at At School 1 View work or at school This Winter At Work number 2010 Spring At School 2 iew automatically 2010 Summer At Work 2 iew generated when you 2010 At Work 3 fiew first create the 2011 Winter Parallel Both timeline If you make 2011 Spring At School 3 fiew changes or add to the 2011 Summer At School iew timeline you will have 2011 4 iew to manually change 2012 Winter mes these numbers as this is only a text field in the record Page 1 of 2 items 1 to 10 of 15 22 Observations Add To Timeline Check the term that you want to Remove Remove start the emove assignment with emove and then click emove the Assign Remove button Remove Remove Remove Remove After clicking the assign button you will be able to search for the employer and job that the student will be working with and link it to their co op timeline Co op Timeline record 21 Assign to Current Record Only D Assign to Current Record Plus Records Following Schedule Cont
16. f 20 Co op Addendum Support Information For complete information on available support services please visit http www csoresearch com support There are three main options for obtaining support for Interfase The CSO Research services team is available Monday through Friday from 8am to 6pm CT LIVE CHAT To access the Live Chat service please visit http www csoresearch com su go to the Live Chat section and click the Live Chat button e EMAIL support csoresearch com e PHONE 1 866 705 4201 Toll Free Press 1 for support Support Help Menu As an Administrator you will have access to the Help menu option You will find the Help menu in the main menu of your Interfase system Clicking on this menu will load the CSO Support website and display the Support Information All support options are listed there for your convenience Home My Profile Databases Tools Sign Out Home Calendar Account Summary Welcome Sally Ryan ihpyagwu re U gagange heag ON NN m no SUPPORT Support ann The CSO services team is made up of professionals who were hand picked for their knowledge and experience in the career services community technical savvy and dedication to providing the
17. highest level of supportto each of our customers There are several options for obtaining support from the CSO services team You are welcome to use any ofthe following options with which you are most comfortable The CSO Services team is available from 8 am to 6 pm CT e Online Documentation Below are the main support documents available Click each link below to obtain the document Interfase Training User Guide this document provides comprehensive information on how to use Interfase This version includes all information that is included in the Summer 2009 Update Addendums New Interfase Interview Schedules Training this document provides comprehensive information on how to use Interfase s Interview Schedules module Interfase Supervisor Guide this document provides comprehensive information on setup customization options and advanced capabilities in Interfase Winter 2009 Update Addendum v75 Released December 2009 e Live Live Chatis the quickest and most efficient option for working directly with member ofthe CSO Services team on a support issue This option is bestfor questions and CSO Research Inc Page 3 of 20 Co op Addendum TABLE OF CONTENTS 8919 212 0 0 dorm 5 STUDENT PROPFIEE nq todo oa 8 docet Eia ead aout opa qo Pet aeo nup 5 COOPINFORMA TON SECTION Odette TA us Eo eddie ea E eterno a EE
18. is will only show you the status of all work flows in progress for which you are listed as the primary secondary manger Quick Links Co op Work Flow In Progress Co op Referred Students Co op Hired Students CSO Research Inc jean csoresearch com chris csoresearch com Intern Co op Information Page 10 of 20 Initiate Approval Process Initials Co op Addendum Co op Work Flow In Progress lt 1 gt gt Page i of 1 items 1 to 3 of 3 Status Co op Term E mailed Viewed Deadline Approver E mail Student Employer Manager Action v y SH ui E Y wi Y OVERDUE Summer 3 30 2010 4 1 2010 3 31 2010 Student jason csoresearch com Monikka USARA Primary X View Resend E mail 2010 Condde Pending Spring 2010 4 14 2010 4 16 2010 Faculty jean csoresearch com Betty Davis USARA Primary View Resend E mail REJECTED Spring 2010 4 14 2010 4 14 2010 4 22 2010 Contact jason csoresearch com Lynn Berger USARA Primary View Resend E mail I lt lt 1 gt _ Page 1 of 1 items 1 to 3 of 3 STEP FIVE Upload co op documentation file This step is optional but if you have any file that you would like to store with the co op record you can upload it to the Documentation section You can only upload one file to this section per co op record Profile view Report Co op Intern Hire Timeline Information Work Information Intern Co op Information Documentation Approval Wor
19. k Flow Co op Document name Co op Document file select CREATING A STUDENT S CO OP TIMELINE AS A STUDENT A student can now initiate the co op process using the Report a Co op Intern Hire function under their left nav menu I want tn Report a Co ap Intern Hire Term selection defaults to current term If we are not in a current term it selects the upcoming term Select Co op Term Spring 2010 What position was filled If the results did not return the position that was filled click here to enter position information My Jobs My Schedules Job ID Job Title Employer Name Post Date Expiration Date Action 139 Chris co op test job USAR A 3 29 2010 4 28 2010 Select Jab NOTE This process works similar to the regular Report a Hire function The student will have the option of selecting a job that they already referred themselves to or they can manually enter the co op position CSO Research Inc Page 11 of 20 Co op Addendum Below is example of what the student will need to fill in when they Report Co op Intern Hire Timeline Information Co op Type Job Title Start Date End Date Position Type Salary Pay per Period Estimated Hours per Week Work Information Supervisor Address Line 1 Address Line 2 City State Province Zip Country Phone Fax At Work Coop Test 0 00 Email jason csoresearch com Intern Coop Information Learning
20. ond role for CoopOther2Role If you are planning to use Co op Timeline Supervisor under the Contact approver then you will need to create a role for CoopContactSupervisorRole After you type in the new role name you will need to decide which existing role you want to copy The new role will start with the same permissions selected as the role you copy so will want to select the existing role that most closely represents what you want the Other 1 Other 2 or CoopContactSupervisorRole approver to see Once you have selected the correct role to copy click the Update button to create your new role Create a New Role New Role Name CoopOtheriRole Select a role to copy FacultyRole Once you have created new roles you will need to go to Tools gt Setup gt Permissions to set up what part of the co op record this approver should be able to see and edit NOTE For more detailed instructions on how to change permissions please refer to the Interfase Supervisor s Guide which you can find by clicking on the Help menu when logged in as an admin CSO Research Inc Page 19 of 20 Co op Addendum Sign Out Activity Log Codes Reports Memos Mass Email Menus Packets Forms Announcements Roles Firewall Permissions Record Merge Resume Books Templates Resource Library Timelines Upload Timeslots Setup Document Categories Default Sorts Co op Timeline Terms Manage Permissions Categ
21. ooks Resource Library Timelines Upload Timeslots Setup Document Categories Default Sorts When these settings are in use the system will change all referral statuses with the status indicated in the Status From setting to the status indicated in the Status To setting automatically when one referral for that student is changed to have the status indicated in the Employment Offer setting Edit Edit Edit Resume Referred System Co op Referral Status From System Co op Referral Status To No Longer Available for Employment System Co op Referral Status Trigger Employment Offer Accepted i CSO Research Inc Page 18 of 20 Co op Addendum NEW ROLE SETUP If you plan to use Other 1 Other 2 or Co op Timeline Supervisor as approvers for your Work Flow Approval Process then you will first need to create these roles under Tools gt Setup gt Roles Help Sign Out Activity Log Codes Reports Memos Mass Email Packets Announcements Firewall Record Merge Resume Books Templates Resource Library Timelines Upload Timeslots Setup _ Document Categories Default Sorts Co op Timeline Terms From here you will need to type the new role into the New Role Name box If you are planning to use Other 1 as an approver then your role name will need to be CoopOther1Role If you are planning to use Other 2 as an approver then you will need to create a sec
22. ool Angie Standefe 3 2010 Spring At School Angie Standeft 4 2010 Summer At Work Angie Standefe 5 2009 Fall At Work Angie Standefe 2010 Winter At School Angie Standefe 2010 Spring At School Angie Standeft 8 2010 Summer At Work Help Sign Qut Activity Log Reports Mass Email Packets Announcements Firewall Record Merge Resume Books Resource Library Upload setup CSO Research Inc Codes Memos Menus Forms Roles Permissions Settings Templates Schedule Timelines Templates Schedule Timeslat Templates Document Categories Page 16 of 20 Co op Addendum Once you are under the Co op Timeline Terms setup menu you will need to click Add New to create the new timeline term This will give you a pop up box to fill in the name of the term date range and select which evaluation survey should be sent for this term Co op Timeline Terms Add New Mass Change Surveys Action Description Active Start Date End Date Student Survey Employer Surve X a Co op Student 20 18 2009 Edit EE arval Co op Term Description 2009 Fall Active a Co op Student 2010 Edit a Co op Student 20 Start Date 10 5 2009 End Date 12 19 2009 0 2010 Edit Student Survey Student Co op Work Report val i a Co op Student 2 20 Start Date 11 4 2009 Deadline Date 12 18 2009 1 2010 Edit Reminder Date 12 2 2009 Reminder Interval 3 Employer Su
23. ories v Menus 3 Forms PC Student Employer Contact pm 5 N P Check In n 2 xx NN setup re Co op Timeline Link Information Timeline Information Work Information Intern Co op Information Z Migcellaneous Information Documentation Approval Work Flow New Co op Timeline Sections H Activity CSO Research Inc Page 20 of 20 Co op Addendum
24. rvey Employer Evaluation of a Co op Student v Start Date 11 4 2009 Deadline Date 12 18 2009 Reminder Date 12 2 2009 Reminder Interval 3 Co op Term Description Insert the name of the term that you are trying to create The co op timeline terms will sort by the description so we suggest putting Year Term Active If you would like this term to be available when setting up a student s co op record please check the box Start Date This is the date that the term should start End Date This will be the last day for this term The start and end dates must be filled out prior to saving the new co op term Student Employer Survey Select the evaluation survey that you would like the students employers to take for this term You will be able to mass change these surveys for particular records if you have a special evaluation for specific majors Start Date This will be the start date for the survey and it will prompt the email to be sent to the student employer to notify them that the evaluation survey is ready Deadline Date This is the last day that the student employer will be able to take the survey Reminder Date If you would like the student employer to receive a reminder before the deadline date you will need to fill in the reminder date Reminder Interval If you would like the student employers to receive more than one reminder to take the survey you can set up the interval for how often it should be sent up until
25. t Quick Search Pending Last Viewed Record ID First Name Middle Name Last Name User Name Password 17 Betty Davis co opstudent Permanent Address Line 1 12 CSO Research Inc Page 5 of 20 Additional Information Co op Addendum Student Search gt Student Profile gt Activity Quick Search Co op Records for Student Betty Davis Pending v Last Viewed v 0 Referrals 0 Placements 0 Schedules 0 Mento DE 4 Observations Quick Links 1 Survey Responses 0 Appointments 0Job Agents 4 Co op Records 27 Audits Add To Timeline I lt lt 1 gt gt Page 1 of 1 items 1 to 4 of 4 Co op Term Co op Type Work Term Number Description iy ly ly Employer Olin Corporation Contact Angie Standefer 5 A W E 2009 Fall At Work Job Engineering Business Trainee Remove 2010 Winter At School View Remove 2010 Spring At School Remove Employer Olin Corporation Contact Angie Standefer Remove Job Engineering Business Trainee j 2010 Summer At Work Page 1 of 1 items 1 to 4 of 4 CREATING A STUDENT S CO OP TIMELINE AS AN ADMIN To create the student s co op timeline you will click on the Co op Records tab in activity and then click on Add to Timeline 2 Referrals 1 Placements 0 Schedules 0 Mentors 0 Event Registrations 22 Observations Add To Timeline 0 Survey Responses 0 Appointments
26. ty Advisor Deadline Date 5712 2010 Other 1 wv Email Definition dyoung university edu e mail address Department Head description Deadline Date 5 14 2010 Approver Other 2 Email Definition bsmith university edu e mail address College Dean description Deadline Date 5 19 2010 Approver Student Email Definition Student Email Deadline Date 5 26 2010 Approver Administrator v E il Definition E 9 Student Primary Co op Manager Student Secondary Co op Manager If you plan to use Other 1 or Other 2 in your Work Flow Approval Process you will need to set up these roles and their permission See the New Role Setup under the Co op Module Setup section If you plan to use Contact in your Work Flow Approval Process and select to use the Co op Timeline Supervisor you will need to set up a new role and set the permissions See the New Role Setup under the Co op Module Setup section After you have filled in the Approval Work Flow you can initiate it by going to the Approval Work Flow section under the Profile View tab and clicking the Initiate Approval Process link CSO Research Inc Page 9 of 20 Co op Addendum This field will automatically change to Yes after all steps in the Status Approval Work Flow have been approved Pending Pending Once the approval process has been initiated the email
27. will go out to the person in Step 1 of the Approval Work Flow After the person in Step 1 approves the co op record the email will be automatically sent to the person in Step 2 If one of the people decides to reject the co op record or they miss their deadline the Approval Work Flow Work Flow Initiated No Work Flow Complete Deadline Viewed Action Taken Approver Email 5 4 2010 Contact 5 6 2010 Faculty approval process will stop until an admin has resolved the issue After the approval process has been initiated you will have the option to delete approvers approve the co op for them and re send the email to the approver Profile View Report A Co op Intern Hire Timeline Information Work Information Documentation Approval Work Flow Step 1 C Delete Approve Resend E mail C Delete Approve Send E mail Step 3 C Delete Approve Send E mail You can keep track of where co op records are in the Work Flow Approval process by clicking on Co op Work Deadline Date 41 16 2010 Approver Faculty v 9 student Faculty Advisor Deadline Date 4 20 2010 Approver Contact wv Email Definition imeli HENMAN 9 Co op Timeline Contact Co op Timeline Supervisor Deadline Date 41 22 2010 Approver Other 1 v Email Definition jean gcsoresearch com e mail address Dean description Flow In Progress under Quick Links in your left nav bar NOTE Th
28. you will need to mark that it is a Co op survey and mark if it is for Students or Contacts Current Surveys Survey Criteria If you set prompt to Title Type Co op Question Criteria Prompt ctive Action TRUE they will be Employdr prompted to take the Evaluatipn Contact Dverall Rating amp Co op Grade None True rie Update Cancel 2I when they log of a Co ls A into the site This wil Student Status Open Responses 1 be the same link they Created 11 4 2009 Launched 11 4 2009 receive in the email Start 11 4 2009 End 12 4 2010 so they will still only http surveys myinterfase com TakeSurvey aspx be able to take the SurveyID 1731 survey once Link Student Co op Student True How would you rate this work p From here you can also designate an evaluation question The answer to this question will be recorded within the Co op Records activity tab in the Student Evaluation and Employer Evaluation fields These fields can then be pulled into a report CSO Research Inc Page 13 of 20 Co op Addendum Current Surveys Survey Criteria Title Type Co op Eval Question iteri Prompt Active Action Employer Evaluation ua Co op True Overall Rating amp Co op Grade True Update Cancel Student Status Open Responses Created 11 4 2009 Launched 11 4 2009 Start 11 4 2009 End 12 4 2010 http surveys myinterfase com Take
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