Each account you open and interact with an intern on via phone or email, you should notate the account with the following information:
Be Specific when you choose a category for your notes
- Phone – should be for in bound calls or when conducting a follow up phone call and the intern/applicant answers the phone.
- Email – Should be used when an intern emailed us and we are replying to that email.
- Sent Email - Should be used when sending a brand new email, not responding to an email.
- Return Voicemail – Should be used when an intern has called and left us a voicemail and we are returning their call.
- Left Voicemail - Should be used when calling an intern but they don't answer. (Example, calling a list of interns/applicants and they do not answer.) Also can be used when making a follow up phone call and the intern does not answer.
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Administrative– should be for any information pertaining to the account that was not directly shared with the intern
- For example: a HP note stating the intern Cannot be a Late Hire because they are a transfer candidate
(We wouldn’t intentionally share that with the intern, but we would want to notate the account so others know to be mindful of that when advising the intern.)
Required when making a note:
- Reason for the call
- Information provided
- Action(s) taken
Example:
Phone-
- Intern is requesting their SOE. I advised the intern they will need to pass their exam and complete required online training to gain access to their SOE. Follow up email sent with instructions to register for exam with Pearson. Further information regarding test prep was provided and where to access TLL in portal.
In addition, you will need to indicate each topic covered on the call or email, not just the main topic.
Example:
Phone-
- Intern called in asking when to expect their probationary Cert for her extension. (Reason) I advised it typically takes 3-5 business days. Also reviewed was where her district can send SOE, how much her extension fees were, and remaining internship project requirement needed for her standard. (Info Provided) Sent follow up email providing email address for her SOE and outlining her remaining requirements for her standard certificate. (Action Taken)
Moving forward, please do not indicate in the notes that you have taken an action that has not actually happened.
For example, You would not want to indicate that you have “Offered Admission” if in fact you only added the interns name and ID to the offered admission audit list.
Please be specific about the actions you are taking. “Added to offered admission list.”