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HES-SO Valais-Wallis • rue de la Plaine 2 • 3960 Sierre +41 27 606 91 17 • [email protected] • www.hevs.ch
Internship Platform Manual
User : Partner companies (com)
2 April 2014
This document instructs companies on how to register on the Internship Platform of the Tourism Program in order to offer one or more internships. It guides them through the process from set-up, to follow-up and
to evaluation of one or more internships.
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Table of contents 1. Step 1 - Creating an account ............................................................................................................. 2
1.1. Location ........................................................................................................................................ 2
1.2. Registration form .......................................................................................................................... 2
1.2.1. Company information............................................................................................................ 3
1.2.2. Information about the contact person in the company ......................................................... 4
2. Step 2 - Internship Management ....................................................................................................... 5
2.1. Access to the Internship Platform ................................................................................................. 5
2.2. Internships (com) Tab ................................................................................................................... 6
2.3. Edit internship Tab ........................................................................................................................ 9
2.4. Show the internship offer ............................................................................................................ 11
2.5. Contact details (com) Tab .......................................................................................................... 12
2.6. Internship applications (com) ...................................................................................................... 13
2.6.1. Select or deselect an applicant ........................................................................................... 14
2.6.2. Hiring or refusing an applicant ............................................................................................ 14
2.7. Follow-up (com) Tab ................................................................................................................... 14
3. Step 3 - Evaluation ........................................................................................................................... 16
3.1. Evaluation Tab ............................................................................................................................ 16
3.1.1. Elements to evaluate .......................................................................................................... 16
3.1.2. Questionnaire to fill in ......................................................................................................... 16
3.1.3. Response rate .................................................................................................................... 17
3.1.4. Links ................................................................................................................................... 17
3.2. Evaluation - results ..................................................................................................................... 18
3.2.1. Choice of elements ............................................................................................................. 18
3.2.2. Rate of participation ............................................................................................................ 18
3.2.3. Results ................................................................................................................................ 19
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1. Step 1 - Creating an account
1.1. Location
The Internship Platform is accessible via the following URL link: www.hevs.ch/internshipplatform 1.2. Registration form
On this identification page, you have several possibilities:
1. To request creation of an account (obligatory the first time you want to access the platform) 2. To recover your password (if lost) 3. To connect to your account which you received per Email 4. To change the display language
Once you are connected, the following screen will appear. To start entering information, you need to click on “Information about the company and contact details”.
Remark: If you have already entered the company information and your personal details with the login you are using now, you will directly access the platform for internship management (cf step 2).
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1.2.1. Company information
On this page, you have two possibilities:
1.- Search for your company To search for your company, you need to enter a few letters in the field “Company Name” and select your company in the displayed list. If nothing appears go to point 2.
2.- Provide information about your company in the data base Tick the option: “Otherwise, complete the data on your company” and complete the following fields:
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1.2.2. Information about the contact person in the company
On this page, you have to insert your personal details (the fields marked with an asterisk are obligatory):
Finally, to close your registration, simply click on the “Next” button. Your details will be recorded and you will be redirected to the Internship Platform.
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2. Step 2 - Internship Management
2.1. Access to the Internship Platform
You have to connect with the login (your e-mail) and the password you received by e-mail in step 1 “creating an account” by clicking on “connect”.
• If you don’t have an account, please go back to step 1 of this document. • If you have lost your password, you can recover it by filling in the password recovery form.
Once you are connected, the Internship Platform will display like this:
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2.2. Internships (com) Tab
The internship tab (company) is divided into two units: 1. List of internships (above) 2. List of students (below)
In the cell “List of internships (com)” you can see any / all the internships you have created.
Possible operations - Add an internship Allows you to add an internship. When you click on “add an internship”, you
will be redirected to a new tab “Edit internship”. For more information about the editing of an internship, please refer to the chapter “Edit internship Tab” (cf. section 2.3).
- Filter When you click on the filter button, a pop-up window appears. You can filter
the internship by status anytime.
To be checked by company
The internship doesn’t fulfill all the requirements, therefore needs to be modified by the editor.
Pending (company) The internship has been registered by the company only.
Pending (adm) The internship has been registered by the Internship Office (adm)only.
Declined The internship has been declined by the Internship Office (adm) and is only available in read-only
Declined - Pre-study Position
The internship (Bachelor) has been declined by the Internship Office (adm) who suggest offering it as a pre-study position.
Submitted The internship is awaiting validation by the Internship Office (adm).
Validated The internship has been validated by the Internship Office and will be published shortly.
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- Show already existing internships allows you to display the previous internships.
- Search by keywords allows to search for an internship by keywords
- Publish evaluations Allows you to manage publication of internship evaluations. Evaluations are published by default (for students and the school administration). However, if the company wishes, it can temporarily mask results. In order to manage publication of evaluations, you need to click on the button in the “publish evaluations” column”. If you do not wish to publish any sort of evaluation for the internship, you need to unclick the box and save.
Please take note that when an evaluation is not to be published, the publication management button is unavailable.
In the cell “List of students (com)” you can see all the students who have applied for your internships.
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Possible operations
- Filter When you click on the filter button, a pop-up window appears. You can filter the students by the status of the application (hired, refused and transmitted to the company) at any time.
- Show already existing internships allows you to display the current students and also the
former students.
- Search by keywords enables searching for a student by keywords
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2.3. Edit internship Tab
This tab allows you to create an internship offer, which will be published for the students of the HES-SO Valais, degree course tourism (Bachelor) or for future students (pre-study). You have to fill in all the required fields and click on “Save” at the bottom of the form or in the “Actions” list on the right.
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Required fields: Red fields are mandatory
Title of the internship Give a name to the internship Type of internship Choose one or two types of internship:
1. Bachelor 2. Pre-study position
Sector of activity Specify the sector of activity of the internship Description of company Describe the company. You have two possibilities :
1. A free text field 2. Upload a PDF file
Start date of internship Insert the internship start date End date of internship Insert the internship end date Description of internship Describe the internship. You have two possibilities :
1. A free text field 2. Upload a PDF file
Required language skills Tick the desired languages Particular requirements Insert the requirements Department concerned by the internship Specify the department/services concerned Gross salary (CHF) Specify the gross salary in CHF Application deadline Insert the deadline for the applications Company internship supervisor (RS) Enter the name of the person who is operationally
responsible for the student, his integration, training and supervision at work. If this person is the same as the contact person, check the box “same as contact person who proposed the internship”. Please take note that the contact person and the internship supervisor have identical access (offers, applications, evaluations. There can only be one supervisor per internship.
Once these elements are completed, you must save to be able to offer the internship. After saving other operations become available.
Possible operations
- Save to save the details of the internship - Create new internship to create a new internship - Show internship to open a new window with view of internship - Duplicate the internship to duplicate the internship showed on the screen - Delete the internship to delete the internship showed on the screen - Offer the internship this operation is compulsory so that students are able to see the
internship. Your internship is transmitted to the Internship Office (adm) of the school, which will validate and publish it or decline it.
Once you have offered the internship, you can’t change it.
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You will notice that the internships you have created are listed in the cell “List of internships” in the tab “Internships (com)”.
New operations are available in this unit. They are shown in the first column of the table.
Show internship Edit internship Show list of students who applied 2.4. Show the internship offer
This tab allows you to consult the preview of the internship as the students will see it by clicking on the button in the “List of internships” or by clicking on “Show the internship” in the list of possible
operations in “Edit internship”. It is also possible to preview a PDF of the internship offer.
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2.5. Contact details (com) Tab
This tab is divided into 3 cells. 1. Information about company (com) 2. Edit contact (com) 3. Change password
In the “Show company (com)” cell, you can see the details of your company. If you want to change the information about your company, contact the Internship Office: [email protected]
In the “Edit contact cell (com)”, you can see, complete or change your personal details (Details that you have inserted upon creating the account).
NB: E-mails on the status of the applications and evaluations will be sent by default. If you don’t want to receive these e-mails, you must tick the option: “No e-mail required”. We advise you not to deactivate this option as all important information is communicated via e-mail. In the cell “Change your password” you can change the password that was given to you automatically.
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2.6. Internship applications (com)
This tab allows you to display in two different cells the list of the students who applied for the internship you offered and the details of each application. To reach this tab, several possibilities are offered:
- By clicking on the button “List of students” in the “List of internships (com)” cell / “Internships (com)” Tab
- By clicking on the button “Application details” in the “List of students (com)” cell / “Internships (com)” Tab
- In the “List of applications for an internship (com)” cell, you can see the list of the students who have applied for each internship you offered.
Possible operations
display the internship
to see the details of the application. This operation updates the cell “Edit an internship application”, so that the details related to the application are displayed.
to see or change the application follow-up. The follow-up contains the elements (documents, texts, files…) that enable follow-up of the student’s file. For more information, go to the “Follow up (com)” Tab (section 2.7 of this document).
In the “Edit an internship application (com)” cell, you can see the details of the student’s application and select, hire or refuse the applicant.
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2.6.1. Select or deselect an applicant
The buttons “Select” or “Deselect” allow you to manage the list of applicants, for example, if you want to select some for an interview before hiring them. When you click on this button, an “internal comment (company)” box will be displayed which allows you to enter a comment that is only visible to the company. The comment will also be displayed in the “List of applications for an internship” cell.
2.6.2. Hiring or refusing an applicant
To hire or refuse an applicant, you need to click on the button “Hire” or “Refuse” in this cell.
Attention! This step must be taken after the interview of the selected applicants.
When you hire or refuse an applicant, an automatic e-mail is sent to the students (with a copy to the Internship Office (adm). If you wish to send a personalized e-mail of refusal, you must click on the “refusal + personalized e-mail” button. A pop-up will appear and allow you to write the message.
2.7. Follow-up (com) Tab
The purpose of the follow-up is to collect all the important internship documents in one place. To open
this tab, you have to click on the button (“follow-up the application”) in the “List of internship applications” cell.
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To add a follow up, you need to click on the button “Add a follow-up”. A pop-up window appears and you must insert some information.
Follow-up action Choice between (depending on the follow-up)
Internships Tourism - Internship Agreement Internships Tourism - Employment Contract Internships Tourism - Work Certificate Internships Tourism - Miscellaneous
Date By default, today’s date Description Description of the follow-up (compulsory) Files Possibility to add a file. Ex : signed internship agreement
Once you have clicked on “Add”, the follow-up will appear in the cell.
Date Follow-up date Posted by Person who created the follow-up (you, the student, the
admin.) Type Operation of the chosen follow-up Description Description of the follow-up
Edit the follow-up Allows editing an existing follow-up (cf. Remark below)
Show the file Allows opening the attached file
Delete Allows deleting the follow-up (cf. Remark below) Remarks: - You can create, change or delete a follow-up visible to you, the student and the Internship Office
(adm).
- The student can create or change their follow-up visible to you and the Internship Office (adm).
- The Internship Office (adm) can create, change or delete all the follow-ups.
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3. Step 3 - Evaluation
3.1. Evaluation Tab
The “Evaluation” tab allows you to complete intermediary and final evaluations. This tab is divided into 4 units:
1. Elements to evaluate 2. Questionnaires to fill in 3. Response rate 4. Links
3.1.1. Elements to evaluate
This unit lists the questionnaires you must fill in. You will have to complete 2 questionnaires per student:
1. Internship – Tourism – Intermediary evaluation (RS) 2. Internship – Tourism – Final evaluation (RS)
By clicking on the internship title and the name of the student all the questions appear in the cell “Questionnaire to fill in”.
3.1.2. Questionnaire to fill in
This unit displays the questions you have to answer.
You must click on the button to validate your questionnaire.
A confirmation Email will be sent to you then.
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3.1.3. Response rate
This unit displays the response rate, i.e., the number of questions answered relative to the total number of questions available.
The rate is updated when you:
• Click on the refresh button of the unit • Click on another word in the unit Elements to evaluate • Save your answers
3.1.4. Links
This unit allows you to download the intermediary and final evaluation questionnaires as PDFs before filling them in on-line.
Remark: the evaluations must be uploaded onto the Internship Platform by the in-company internship supervisor.
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3.2. Evaluation - results
The “Evaluation – results” tab allows you to see the results of the different questionnaires. This tab is divided into 3 units:
1. Choice of elements 2. Rate of participation 3. Results
3.2.1. Choice of elements
In this cell the currently completed questionnaires are displayed.
Example: If you click on “Internships – Tourism – intermediary evaluations”, the students self-evaluation is displayed.
Remark: It is possible to see an evaluation as soon as it is completed and validated.
If you click on “go to past evaluations”, you will be directed to the “record of elements” cell which displays past evaluations. This cell works in the same way as the choice of elements cell. You can access past evaluations at any time.
To return to current evaluations, click on “go to current evaluations”.
3.2.2. Rate of participation
This cell displays the rate of participation for selected questionnaires. For each internship the company can see whether students have completed their self-evaluations or not. It also allows companies with several interns to see how many of them have completed the self-evaluations.
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3.2.3. Results
This cell displays question-by-question results for the evaluations.
To retrieve the results of the evaluations and the mark, click "HES-SO Valais-Wallis - Evaluation Questionnaire"
