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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