---
title: Generating Externship Schedules
description: Process for identifying students missing externship schedules and generating accurate schedules using evaluation forms and Canvas submission.
---
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# Generating Externship Schedules
# Generating Externship Schedules
**Assigned To:** Dan Tietz, Sarah Dungan
**Category:** Student Life Cycle
**Department:** Student Support
**SOP Rule:** Trigger
**Status:** Approved by CEO and Implemented
## Purpose
This SOP outlines a consistent and accurate process for generating and submitting externship schedules for students who have begun submitting externship hours but do not yet have a formal externship schedule in HubSpot. This ensures accurate tracking, compliance, and student success.
## Scope
This SOP applies to all Support Team members managing externship documentation for Dental Assistant (DAS) and Medical Assistant (MAS) students at Zollege.
## Definitions
- **HubSpot:** CRM used to track student data.
- **Externship Schedule:** Weekly schedule of student externship attendance.
- **Externship Evaluation Form:** Submitted form showing completed hours.
- **Canvas:** Learning platform where the Externship Application form is hosted.
## Responsibilities
- **Student:** Submit externship schedule after securing placement.
- **Student Support Team:**
- Identify missing schedules
- Review evaluation forms
- Generate schedules
- Verify updates in HubSpot
- Submit Canvas form
## Procedure
### Step 1: Identify Students Missing Schedules
- Use HubSpot contact view to find students missing schedules.
- Alternatively use assigned HubSpot tasks.
### Step 2: Open Student Record
- Open Contact record in HubSpot.
- Confirm externship hours exist.
- Verify no schedule is recorded.
### Step 3: Review Evaluation Forms
- Check Attachments section.
- Review all submitted forms.
- Identify patterns and dates.
### Step 4: Access Canvas Form
- Open Canvas portal.
- Locate Externship Application form.
- Reload if needed.
### Step 5: Complete the Form
- Enter student email (not your own).
- Fill required fields using evaluation data.
- Use earliest date for start date.
- Build consistent weekly schedule.
- Ensure:
- 40 hours for DAS
- 80 hours for MAS
### Step 6: Submit the Form
- Review all entries.
- Submit the form.
### Step 7: Verify Submission
- Return to HubSpot contact.
- Refresh page.
- Confirm Externship Information is populated.
## Tools and Resources
- Externship Schedule SOP
- Externship Application Form (Canvas)
## Revision History
- 1st version - 4/11/25
- 2nd version - 4/17/25
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