Topic 13 - School to Career Participation - Step by Step Instructions
Section 1: Activity (Yellow): Select the appropriate activity from the popup list - such as Summer Internships 2007-2008. If the Activity is not yet on the list, click the yellow button to Add an Activity ID, and then fill in the Activity Name, and the Activity Code. (Or open the Activity file from the main menu to create the activity).
Section 2: Student and Activity (Orange): Start by typing the student's first name and last name. Then, if the student is already in the database, select the Student ID from the popup list (which lists all students with the same last name). If the student is already in the database, click the button to "Bring in Student Information" to bring in the student's school, year of graduation, career area, address, etc., and edit the information as needed. If the student is not already in the database, you can type in an ID or click the orange arrow button to generate an ID. (See STUDENT IDs for details.)
* The Career Area field is flexible - for students in a career pathway, career and technical education program, or other program, enter the name of program. For students who are in a elective course or MCAS remediation course that has an internship component, enter the name of the course. Or enter the area the student is exploring, such as Health or Business. The dropdown list of Career Areas can be edited as needed. (From the Main Menu, open the CareerAreas.skl file from the Scripts command on the menu bar.)
* Graduation Year - enter the four-digit year - or leave blank if not applicable (i.e.: Out-of-School Youth).
* The "WIA Enrolled" field is optional. Some regions look in this database to find information about jobs and internships held by WIA enrolled students in order to update WIA records.
* The student address, phone, email, cellphone, etc. is optional. (This information can be used to generate mailing labels or telephone lists.)
* Fill in the Start Date and End Date of the internship. (Use the expected end date and adjust as needed if the student leaves sooner.) Enter dates in standard date format, such as 7/5/2008.
* Fill in the pay per hour and approximate hours per week. For hours, please use a single number; not a range like 10-15. If the internship has a stipend, fill in an approximate hourly rate and make a comment in the comments field (such as "$500 stipend"). Comment: The start date, end date, pay and hours are used to create the annual "Qualifying Wages" report.
* Click Yes or No to indicate whether the student has a WBL Plan. (If the student is expected to have Work-Based Learning Plan but it has not been written yet, click No and then come back later to click Yes when it has been completed.)
* Click Yes or No to indicate whether the student is in the targeted groups (MCAS Warning/Failing or Needs Improvement) for Work and Learning Levels B or C. If yes, please complete the MCAS Worksheet at the bottom of the screen.
* The MCAS Scores are at the end of the form because (a) you don't want to print this information when you print the internship form; and (b) you will probably enter or import this data separately from the internship information. Click the orange GO button or use the scroll bar to go to the bottom of the form.)
* Click Yes or No to indicate whether the program is an integrated Work and Learning "Level C" program. If yes, please include the hours of instruction.
Click for more information on the Work and Learning Levels
* The Work and Learning Level, Summer/School Year and Paid/Unpaid fields fill in automatically based on the information you have entered. Because the Work and Learning Level depends on the student's MCAS Scores, this field won't be accurate until the MCAS Scores worksheet is completed.
* For Level C internships that are connected to MCAS remediation classes or other special courses/classes, click the button to fill in instructional hours (from the Activity) or type in approximate instructional hours. Leave blank if hours are unknown or if the information is not available.)
* Fill in a job title and any comments (optional).
Section 3: School (blue): Click in the box to open a popup list of Schools and choose the student's school. Leave blank for out-of-school youth (or create a record in the Schools file for a youth outreach program for out-of-school youth). If you need to edit the list of schools, go to the Main Menu and open the Schools file.
Section 4: Employer (pink/red): Select the Employer from the popup list. If the employer is not yet on the list, click the red button to Add an Employer ID. Then (be sure you are in the next box) type in the Employer Name. Continue with the address, city, state, zip code, etc. The employer size and industry are optional but recommended. The employer type is required and is used in the quarterly reports.
* EMPLOYER TYPES ... Private=private, for profit businesses. Public=government employers, including local, state or federal government, state colleges and community colleges, public schools, etc. Nonprofit = not-for-profit organizations, including most social service agencies and youth organizations (YMCA, YWCA, Boys and Girls Club), and most hospitals and nonpublic colleges and universities such as Harvard University or Holy Cross College.
Section 5: Contact/Supervisor (pink) (optional): Select the Contact/Supervisor from the popup list. If the person is not on the list, click the pink button to add a Contact ID and then type in the name of the person. The name goes into three fields - prefix (Ms/Mr.), then first name and then last name. Fill in the job title, phone, etc. (NOTE: This information is stored in the file Contacts.SKL and is linked to the Employer file by the Employer ID. Be sure that you've chosen the correct Employer before you fill in the Contact/Supervisor section.)
Section 6: Staff/Teacher Information (blue) (optional): This information is optional. Teacher and staff names are stored in the table SContact.skl, which is linked to the Schools file. Use this area to fill in the name of a teacher, career specialist or other staff person who coordinated this internship placement or activity. Choose the staff/teacher name from the popup list or click the blue button to add a Staff/Teacher ID. and then type in the name of the person. The name goes into three fields - prefix (Ms/Mr.), then first name and then last name. Then indicate the staff/teacher's school or organization.
Section 7: Other Information (teal): The last part of the form is filled in automatically. This includes the name of the region (which comes from the setup screen), the date the record was created, the last date the record was modified, and a record number (called Job Number).
NOTE: Throughout this form, fields that are required for the Connecting Activities report are labeled in plain font and optional fields are labeled in italics. The demographic information along the right side of the form is not required for Connecting Activities quarterly reports, but many regions require it for various other reports.