The 2022 Internship Program Process Overview - hackforla/internship GitHub Wiki
Prepping for The IS22
Things we did in the order we did them
(this list makes it easy for new volunteers to get up to speed fast)
- Decided to Run the Internship program in Summer of 2022
- Received Invitation from BWS
- Reviewed Opportunity and Decided to participate
- Asked Various Questions for clarifications (link to the issue of all our communication)
- Reviewed the prior year (2021 posting)
- Reviewed the 2021 Value Delivered Documents
- Created draft postings for BWS
- Created Landing Pages for Interns
- Created Meeting Time Pages:
- Updated Intern Overview Page
- Created schedules for Intern meetings
- Created draft of IS22 Timeline/Milestones
- Created new Meetings page that will have links to role specific meeting pages (volunteers, pm interns, engineering interns)and descriptions of what each type of meeting is about
- Reached out to potential partners (link to the issue)
- CrossRoads and Marlborough showed interest
- Created a list of requirements from BWS's application process with their permission
- Emailed Marlborough the list of requirements
- Ask Me Anything (AMA) Prep
- Scheduled AMA for BWS, Crossroads and Marlborough AMA issue
- Created IS22 FAQ
- Created an AMA slide deck to use if necessary
- Held AMAs
- 2022-02-16, Wednesday, 1 pm PST for BWS (two BWS students attended)
- 2022-02-21, Monday, 6 pm (1 Marlborough student and 2 BWS students attended)
- Received student applications
- first application from Marlborough student on Monday, February 21st
- Received 4 BWS applications on Thursday, February 24th
- Received the independent BWS student's application on Wednesday, April 20th
- Received application from Bolsa Grande High School student (for the PM role) on Friday, April 29th
- Received application from a UCLA student on Wednesday, May 4th
- Received application from a HW student on Wednesday, May 4th
- Interviews
- Set up Calendly for intern interviews and sent emails to each student asking them to book a slot
- All scheduled interviews were held via Zoom between March 14th and 19th (1 interview was rescheduled for the 22nd)
- Interviewed independent BWS canditate on Saturday, April 30th
- Interviewed Princeton Candidate on Tuesday, May 3rd
- Interviewed Bolsa Grande High School candidate on Saturday, May 7th
- Application Deadline Extension
- 2022-03-18: Reached out to Xrds with an extended deadline of April 3rd
- 2022-04-08: Further Extended the application deadline to April 22nd for Xrds
- 2022-04-25: Have not received any applications from Xrds
- 2022-04-26: Informed that no students have applied
- New Partner Outreach
- Reached out to Windward school after Emily's introduction (sent both email and vmail, have not received response by 2022-04-20)
- Reached out to Harvard-Westlake through the contact provided by Emily. Bonnie met with HW Works director and agreed to send details of all HfLA opportunities. See HW/Internship Communication log issue
- 2022-05-02: Created and sent HfLA: workforce development opportunities for HW
- 2022-05-02: Created and sent HfLA IS22: 2022 Summer Internship Application Process overview
- 2022-05-04: Received email from 1 HW student interested in internship
- 2022-05-02: Received email from 1 HW student interested in service hours opportunities
- UCLA students sent Bonnie emails asking for internship positions. Reached out to UCLA to figure out next steps
- 2022-04-01: First email sent to re-establish communication with UCLA on how to proceed with their students
- 2022-04-06: Confirmed which listing category to enlist on and requested to update and add new information to our listing on their website
- 2022-04-13: Received internship timeline from UCLA
- 2022-04-22: Received email from 1 UCLA student interested in internship
- Acceptance Emails
- We sent our acceptance emails with acceptance letters attached on April 13th using the google mail merge process
- 2 students from BWS have accepted our offers as of April 20th
- a rising 10th grader reached out to us after our Service Hours presentation at BWS
- they are not eligible to join through the BWS process. The school is okay with us accepting them as an independent candidate
- emailed the candidate and waiting for a response as of April 20th (Please check under Received student applications)
- they are not eligible to join through the BWS process. The school is okay with us accepting them as an independent candidate
- Pre Internship Outreach
- Intern Onboarding
- Defined day 1 activites and agenda
- Created TWE IS22 Intern Onboarding
- Selected Meeting Timer
- Created Intern Project/Meeting Spreadsheet to keep track of intern calendar invites to relevant meetings
- Created a LinkedIn Profile Checklist template
- Created a Self Onboard issue for the interns to use during onboarding
- Mentorship Program
- Communication
- We created a mentor interest form
- We sent mail merge emails to 6 mentors who responded to the interest form (add link to the messaging)
- We sent additional email requests to increase female recruitment for software engineer mentors (if we did this, we need to link to the documents we uses. Current draft of letter is in an issue comment on Contact Mentors and Expand Mentor Recruitment
- Opted to assign mentors only to the college students since we did not have enough mentors.
- Onboarding
- Created TWE IS22 Mentor Onboarding
- Communication
- Research Recruitment Outreach
- Intern Research Spreadsheet with links
- Consent Process
- Created a form to collect parent emails
- Drafted an email to parents/guardians
- Created a parent/guardian section on the Wiki
- Created a Parent Consent Form for Surveys/Interviews containing questions that the interns will be asked through surveys/interviews during the course of the interview
- Sent Parental Consent using mail merge document..
- Created a mentor informed consent overview document.
- Created a corresponding mentor informed consent form.
- Sent mentors link to informed consent document during mentor onboarding.
- Created time card and productivity tracker system to monitor intern activity
- Intern Off-Boarding:
- Created a form for interns' continued interest in their teams/HfLA
- Off-Boarding deck
- Collected feedback on productivity tracker and time card
- Held exit interviews during the last week of the internship
- Used off-boarding tracker issue with interns to work together to check off all off-boarding steps
- Mentor Off-Boarding:
- Conducted exit interviews with mentors to gauge effectiveness and nature of mentorship program in practice
- After the Internship: creating and auditing Wiki pages for all research plans so that all output of future analyses will have a landing page
External Links
Communicating with Students
Times when its ok to communicate with Interns
(Brentwood Blocks these out)
- Contact Time:
- Mondays 12:10 p.m. - 1:35 p.m.
- Wednesdays 11:55 a.m. - 1:25 p.m. -Thursdays 1:20 p.m. - 1:40 p.m.
- Late Start:
- Wednesdays 8:00 a.m. - 9:20 a.m.
- Activities:
- Thursdays 9:05 a.m. - 9:35 a.m.
Things to improve for next year
- Edit the AMA and publish during this year, so its ready for next year.
- Evaluate service hours and non profit labels and work with Brentwood to make sure Internship is desirable.
- Ask partners the following
- to allow us to review the posting (24 hours) before they notify students.
- Why they choose the dates for the internship postings in Feb instead of matching the college internship posting schedule.
- Develop parental consent form for interns under the age of 18.
- Define all dates for the internship and announce before application process starts. See TWE: Intern availability email - Junior S/W Engineers for details
- Create the Project/Meeting spreadsheet and send meeting invites to interns a day before the onboarding and just have them confirm that they received and accepted the invites
- Create mentor onboard/offboard issues
- Collect commitment in hours per week from interns during the application process (this will help with the dashboard creation)
- Decide on letter/email title: Acceptance or Offer Letter so that there is uniformity in documents and the drive
- Provide the selected interns with a video tutorial on how to write a LinkedIn Bio and have them bring a draft for the first session
- We need a contract for researchers to agree to delete all interview content after the data has been collected (7 days). They could edit the video to include interviewer questions but they would need to edit out participant responses.