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Fall 2012

SHSV Internship

LWIT Advising OfficeIn this document:

1) Intern roles and duties2) Tentative timeline of events3) Computer Set-up4) Project outlines, directions and examples

You will be interning in the Academic Advising Office (W207).

What do advisors do?

› Understand your placement test results

› Plan your education at LWIT

› Determine transferability of classes from previous colleges (unofficial evaluation)

› Register for your first quarter's classes at LWIT

› Connect with other support services on campus

What is your role in the Advising Office?

Provide support to a specific sub-population of students using a variety of methods.

If you are working with Worker Retraining students:

Worker Retraining students are:

› Students who are receiving unemployment or have run out within the past two years

› Dislocated Homemaker

› Military Veteran

› Self-Employed but had to close their business due to the economic downturn

Interns will engage these students with the college to improve their chances of graduation and employment

Ways to help …

› Create service learning opportunities to engage mentees

› Provide college information about support services to students

If you are working with first-generation college students:

First-generation college students are those that are the first person in their family to attend college, those whose parents do not have a college degree.

Interns will engage these students with the college to improve their chances of graduation and employment

Ways to help …

Create service learning opportunities to engage mentees

Provide college information about support services to students

How will you provide support to these students?

Email, call, and meet with clients

Create a newsletter with important campus events and deadlines

Assist with on campus events and encourage client participation

Shadow Advising Staff

Interview staff from student services department regarding their area of focus (Employment Resource Center, TRiO, Disability Support Services, etc.)

Training on Outlook, Word, Excel and other Microsoft computer applications

Expectations

Treat this internship like a real job

› Be on time

› Be on task (no homework!)

› Be proactive. If you have nothing to do, find something or ask!

› Dress professionally (no jeans)

Open lines of communication

› If you can’t attend or if you are going to be late, please let us know via email or phone as soon as possible

Attitude

› As a school representative, how you treat students is how they believe the school will treat them too.

Be positive, courteous and have professional body language

Have good attendance and promptness. People are counting on you.

Confidentiality-You are to act professionally and to keep all student information confidential.

› FERPA gives students access to their educational records and control over the disclosure of their personal information.

› Failure to comply with FERPA may result in lawsuits, loss of accreditation and damage to student’s wellbeing

› Colleges can only release student information that is considered “directory information.”

› LWIT considers directory information to be

Student Name

Academic Major

Degrees, Certificates & Awards Earned

Eligibility for participation in activities and organization

Dates of attendance

Full time or part time enrollment status

Notice: Emails/Phone/Address/Class Schedule are NOT considered directory information

Course ObjectivesAt the successful completion of the internship, the student will be

able to:

› Interact with prospective clients/students in variety of settings

› Thoroughly understand the process of accessing systems for service delivery and be able to clearly explain the process to clients

› Accurately document client information using the appropriate forms for the agency

› Interact collaboratively and professionally with the agency staff

› Develop competency and accuracy in general information provided to the public

› Maintain confidentiality of client information such as test scores, grades, disability and personal concerns

› Demonstrate reliability and dependability by following the arranged schedule for practicum hours

› Develop a resource directory of referral agencies

› Demonstrate understanding of your agency by comparing the sociological , educational and economic demographics of your agency with those of the community which it serves

Tentative Timeline for SHSV interns: Summer 2012

Time Frame Activities9/24-9/28 Rick and Sydney come to Heidi’s class to talk about internship 9/?

Create schedule for interns to start next week10/1-10/5 Start first week of internship

Set-up outlook accounts Create biography for website Interns to set up interviews with staff members in the office REQUIRED intern training on 10/? from ?-?pm, room to be determined

10/8-10/12 Continue interviewing staff members around the office Send out Welcome Letter to mentees. Remember to invite them to the

mentor/mentee meet and greet event (add date/time/location) Start working on Fall Quarter Newsletter (include important events, dates,

resources.) Start shadowing advisors in office using “Shadow Notes”. You may shadow

Lynne, Chris, Alma, Kaytlyn, Tisha, Rick, or Sydney. If it works with your schedule, please try to attend one or more of the ERC

workshops (Career Choice, Resume, Cover letter, etc.) See schedule in your folder.

Weekly Training, topic TBA*FYI: Rick and Sydney will be at a conference 9/10 – 9/13 and will not be in the office during their regular hours. See Chris Harter for Questions*

10/15-10/19 Mentor/mentee meet and greet event this week! Continue interviewing staff members around the office Continue working on Fall Quarter Newsletter Continue shadowing advisors in office using “Shadow Notes” If it works with your schedule, please try to attend one or more of the ERC

workshops (Career Choice, Resume, Cover letter, etc.) See schedule in your folder.

Weekly Training, topic TBA

10/22-10/26 Send follow up email to client thanking them for coming to meet and greet or letting you know you wish you could have met them.

Finish newsletter and submit to Rick or Sydney for edits (due by 10/26/12) Continue shadowing advisors in office using “Shadow Notes” Set up a time to meet with your supervisor to talk about how you are

meeting your course objectives. Start planning service-learning project (group project) Saturday 10/27 – Make a Difference Day (service learning project) Weekly Training, topic TBA

10/29-11/2 Send out newsletter to students after Rick or Sydney have approved them Continue work on service-learning project (group project)

Help Heidi on Advising Day with new student registration Continue shadowing advisors in office using “Shadow Notes” (new student

registration is this week-it will be busy!) Weekly Training, topic TBA

11/5-11/9 Continue work on service-learning project (group project) Meet with your supervisor to make sure you are on track to complete your

hours by 11/9/12 Continue shadowing advisors in office using “Shadow Notes” Weekly Training, topic TBA

11/12-11/16 Continue work on service-learning project (group project) Send out email to mentees inviting them to service project Continue shadowing advisors in office using “Shadow Notes” Weekly Training, topic TBA

11/19-11/23 Implement service-project this week or next Continue shadowing advisors in office using “Shadow Notes” Weekly Training, topic TBA

11/26-11/30 Implement service-project (at latest) this week Continue shadowing advisors in office using “Shadow Notes” Weekly Training, topic TBA

12/3-12/7 Rick and Sydney will run report to see if students are registered for Spring quarter, if they are not, please call/email them to let them know registration is open and invite them in to see an advisor.

Weekly Training, topic TBA

Other ways to get hours:

Attend an Employment Resource Center workshop: Career Choice Workshop: July 6, July 20, Aug 3, Aug 17 at 10am

(Check with Kate Conant for location) Ragin’ Resume: Wednesday October 3rd, 12-1, W204F Impressive Interview: Wednesday October 10th 12-1PM, W204F Navigating Boeings Employment Process: Weds October 31st, 12-

1:30, T-121

Attend a Worker Retraining Workshop: WRT Orientation: Tuesdays at 8:30AM, Fridays at 12PM W213C Academic Planning: Mondays 8:30AM, Tuesdays 1PM, Wednesdays

1PM in W213C CAT/TB Paperwork Intake: Mondays 11AM, Wednesdays 8:30AM

W204F

Attend a college information session: Every Tuesday in W204F 10-12pm

Attend new student orientation: Every Wednesday in W305B 9-11am

Attend the Student Development weekly meeting: Every Friday from 8:30-9:30 in W204F

Help lead a campus tour: Email Jaime Villa, Outreach and Recruitment Specialist, to see if she needs any help with giving campus tours. [email protected]

Feeling like you have nothing to

do?

Shadow the Advising Office front desk-This is where all of the “action” happens. The front desk staff are the front line to all student contact that happens.

Check-in with your mentees by calling or emailing them Email your mentees with any current events/activities/important

information coming up: Find this information by checking your email-often you will get all staff emails advertising upcoming events. Check the Events Calendar (go to www.lwtech.edu, search “events calendar”. Go to the ASG (E214) and look at the calendar outside of their office. Look at the inside cover of the Class Schedule, there are important dates for adding + dropping classes, when Holidays are, when the quarters start +end, and when students can get refunds.

Make New Student Orientation packets-Ask Lynne, Tisha, Kaytlyn, Alma or Chris for directions

http://www.lwtech.edu/

Computer Set-up

1. Fill out the Acceptable Use form on the next page and give it to your supervisor to turn into the IT office.

2. After this paperwork is processed, you will be given a username (firstname.lastname) and a password to log into the computer.

3. When you receive your username and password, open Microsoft Outlook.

a. Click the “Start” button (the icon on the bottom left of the task bar)

b. Click “All Programs”c. Click “Microsoft Office”d. Click “Microsoft Outlook”

4. When you open Outlook, it will bring you through a series of set-up questions-just keep pressing next (the correct settings are automatically chosen).

5. If you have never used Outlook before, please ask someone in the office to show you how to use it.

6. Make sure you set up a signature on your emailsJohn DoeSHSV Intern | Advising Office, [email protected] | 425-739-8300

7. Make sure you put all of your class times, times you are interning in the office, and any appointments on your calendar

8. Share your calendar with your supervisor

mailto:[email protected]

LWTECHNet Acceptable Use Policy and Release.

As a condition of my right to use the Lake Washington Institute of Technology Network (LWTECHNet), including use of CTCNET and WedNet, to access public networks such as the World Wide Web and E-mail, I understand and agree to the following:

1. That the use of LWTECHNet, including use to access the public networks, is a privilege which may be revoked by the Lake Washington Institute of Technology administration (LWIT), or other administrators of LWTECHNet, at any time for abusive conduct or violation of the conditions of use set forth herein. Abusive conduct includes, but is not limited to, the placing or transmission of unlawful information on the network; the improper access, misappropriation or misuse of information/files of other users; and, the use of obscene, abusive, or otherwise offensive or objectionable language in either public or private messages. LWIT administrators will be the sole arbiter(s) of what constitutes abusive conduct or violation of the LWTECHNet acceptable use policy.

2. That LWIT have the right to review any material stored in LWTECHNet files to which other LWTECHNet users have access and to edit or remove any material which they, in their sole discretion, believe may be unlawful, obscene, abusive, or otherwise objectionable, and I hereby waive any right of privacy which I may otherwise have in and to such material.

3. That all information and services contained on Internet access nodes in LWTECHNet is placed there for general informational purposes and is, in no way, intended to refer to, or be applicable to, any specific person, case, or situation.

4. That LWIT will not be liable for any indirect, incidental, or consequential damages due to information gained and/or obtained via use of the LWTECHNet, including, without limitation, access to public networks.

5. That LWIT does not warrant that the functions of LWTECHNet or any of the networks accessible through LWTECHNet will meet any specific requirements I may have, or that LWTECHNet will be error free or uninterrupted; nor shall LWIT be liable for any direct or indirect, incidental, or consequential damages (including lost data, information, or profits) sustained or incurred in connection with the use, operation, or inability to use LWTECHNet.

6. To abide by such rules and regulations of usage as may be promulgated from time to time by LWIT and/or the administrators of LWTECHNet.

7. In consideration for the privilege of using the LWTECHNet and in consideration for having access to the public networks, I hereby release LWIT, its operators, and any institutions with which it is affiliated from any and all claims and damages of any nature arising from my use, or inability to use, the LWTECHNet including, without limitation, the type of damages identified in paragraph 4 above.

____________________________ _____________________________ ___________________Signature of User Printed Name of User Date Signed

Page 1 of 2Rev. 01/12/2012

LWTECHNet Application

Please check one of the following:

LWIT Student Lake Washington Technical Academy High School Student [If you have already applied for an e-mail account as part of a class requirement, do not complete this form.]

Part-time Faculty Full-time Faculty Administrative Staff

If you are a student, who is your instructor? ______________________________________

If you are an employee, who is your supervisor? ______________________________________

If you are age 18 or under, please have parent or guardian complete this section.

Student ID Number

First NamePlease print clearly

Last or Family Name Printed Name of Parent/Guardian

Home Phone Work Phone Signature of Parent/Guardian (required if user is under 18)

Program Enrolled (if applicable)Date

Signature

Date

Students: Return this form to Library Media Center, 2nd Floor of Tech BuildingEmployees: Take this form to the ITS office in T318

For Office Use Only

Internet Address ________________________

Password ________________________

Date Established ________________________

Intern Biography AssignmentCreate a web bio to go on the LWIT Webpage. Include any relevant background information, future goals, hobbies, etc. See examples below. When finished please submit electronically to your supervisor.

To get to the webpage, go to www.lwtech.edu, click on “Advising”, and then on the left bar click on “AmeriCorps”.

Winter 2012 Intern Biography Examples:

http://www.lwtech.edu/

Interviewing Student ServicesPlease meet with representatives from the following programs within Student Services. Conducting these informational interviews will help you gain a better understanding of how Student Services functions together to support LWIT students. You can email them to set up an appointment or you can walk to their office to ask for an interview. All email addresses are [email protected]

Counseling-Neera Mehta

Who did you meet with? What population does this program serve?

What services does this program provide? How would a student go about using this resource (hours, appointments, etc)?

Worker Retraining- Jayne Heyde or Tisha Miller



Workfirst-Irene Reynolds



TRiO-Pat Hunter, Erin Smith, Sally Heilstedt, Craig Kerr, Tien Do



DSS-Alma Osorio



Advising-Christina Harter, Lynne Szymanski



Employment Resource Center-Kate Conant



Opportunity Grant-Adria Sneed



SHSV W207 SCAVANGER HUNTPlease find each of the following in at least two places (bonus points for more than two):

Admissions Form 1.____________________ 2. _________________

Registration Form 1.____________________ 2. _________________

Program Sheet for Accounting 1.____________________ 2. _________________

Financial Aid Application 1.____________________ 2. _________________

Where would you find explanations of our grading system (A, B, C, D, F … I, V, W, Z)?

Where can you find job announcements for students?

Where can you purchase used text books?

How would you help a student find his or her faculty advisor?

How do you find out what classes you still need to take to graduate?

Can you change your address online? _______ If yes, how:

List three fabulous features of “Schedule Planner”

1.

2.

3.

How do you apply for admission online?

List two things (school related) you wish could be done online:

1.

2.

When does ASG meet?

When is the next nursing info session?

Write a welcome letter to your students

You will receive a list of students you are to be in contact with throughout the quarter. The purpose of the welcome letter is to introduce yourself to these students. Include your name, program, why you are contacting them, the hours you are in the office and how to contact you.

EXAMPLES:

Hello (First Name)

My name is XXXXXXXXXXX, and I am a student in the Social and Human Services program here

at the Lake Washington Institute of Technology. I am doing an internship in the Advising Office

working with new students who are the first in their family to attend college (first-generation

students)! I’ve been in school for one and half years and I am also a first generation student.

My job here is to assist you with any questions that you may have during your first quarter here

at LWIT and to help you to experience the best time of your school experience. If you have any

questions or you want to ask me something, do not hesitate to email me at [email protected]

or call (425) 739-8204. I am here at the Advising Office every Monday-Wednesday 10:30 – 1:00

pm. Please contact me and we can schedule an appointment.

I will be emailing you with important information about upcoming events at the college and

important dates, like when you can register for classes for the next quarter.

Thank you and I look forward to working with you this quarter!


EXAMPLE:

Hello,

I would like to take this opportunity to introduce myself to you. My name is XXXXXX and I am currently a student in the Social & Human Services program working as an intern for first-generation students at the Lake Washington Institute of Technology. I myself am a first-generation student so I can understand the unsure feelings that come along with being the first person in your family to attend college with intentions to graduate with a degree. Our school has made my college experience very positive and I hope you’ll feel the same. My purpose here is to assist you with any questions you may have about anything related to your college experience. Do not hesitate to contact me with any concerns, questions or information about the many resources our college provides. You may do so via e-mail or you can reach me at 425-739-8204. I will be available Wednesdays from 12:30-3:30 and Thursdays from 9:30-11:30.

Thank you and I hope you enjoy your quarter!

Hello! My name is XXXX, and I’m an intern in the Social and Human Services program here at Lake Washington Institute of Technology, in the Advising office. I’ve been a student here for over a year, , and just wanted to let you know that if you need anything to be successful here as a student I would be more than happy to help. If you have any questions about your classes or any of the resources here on campus, please let me know and I can answer any of them.

Please feel free to contact me, either by email at XXXXX @lwtech.edu, or at 425-739-8204. That number is my supervisor’s number, but please feel free to call and ask for me. I will be available by phone or in the Advising office on Tuesdays between 9 AM and 2 PM, but I’m out of the office for an hour at noon. I’m also available on Thursdays between 1 PM and 3 PM. If I’m not in the office, please feel free to email me, and I will get back to you as soon as possible.

I also wanted to let you know that Advising Day is coming up on October 25 th. This is a great opportunity to meet with your program’s faculty advisor to figure out what classes still need to be taken and what classes are offered for the upcoming quarter, as well as being the first day to register for Winter quarter. If you’re unsure who your faculty advisor is, I would be happy to find that out for you.

Thank you, and have a great quarter here!


Newsletter

What is a newsletter?

“A newsletter is a regularly distributed publication generally about one main topic that is of interest to its subscribers.” - Merriam-Webster Online Dictionary.

LWIT Newsletters are designed to provide information about the current quarter. Must be done on Microsoft Publisher (use newsletter templates), if you do not know how to use Publisher ask your supervisor.

1) See examples attached but feel free to use your creativity in designing your newsletter. 2) The following information should be included.

a. List at least two campus eventsb. List at least four campus resources (student support services) c. List at least two community activities/events that are related to our student population.

(see your local newspaper for festivals, art exhibits, plays, free events etc.) d. Inspirational Quote (always fun)e. Bio with picture

If you are a Worker Retraining Intern include the following.

a) WRT contact info (Jayne, Tisha, WRT AmeriCorps member & you) b) WIA partners on campus (see WRT AmeriCorps member for details) c) Include link to the Workforce Development Facebook Page

https://www.facebook.com/LWITWorkforceDevelopment

Must save as a PDF file and attach to an email to send to your Students.

https://www.facebook.com/LWITWorkforceDevelopment

Shadowing Advisors

You will be shadowing the advisors in the office. You are to act professionally and keep all

student information confidential. You are not to share the information you hear in advising

appointments outside of the Advising Office.

When you first start shadowing, you will just be observing the advisor. You can take notes with

the form below (Shadow Notes). After the appointment, if there is time, you may discuss any

questions you have with the advisor or later with your supervisor.

As you get more comfortable watching the advisors and with all of the information they give,

you can feel free to jump-in and speak during advising appointments. For example, if a student

is interested in the SHSV program, you may share that you are also an SHSV student and what

type of information you are learning in class. You are not to share your opinions with students (I

don’t like this teacher; I hated that class, etc…). If a student asks about a particular class or

teacher, you are to be objective about the issue-EX: “The teacher has high expectations and

wants all assignments in on time, no exceptions. The class had 2 tests that were each worth

25% of the grade, plus weekly homework assignments.” It is the advisor and your job to give

the student the information they need to make their own decisions about their education.

When using the Shadow Notes form, do not use any identifying information. You will want to

keep the shadow notes for your portfolio. Make copies of the form so that you do not run out.

Shadow NotesDuring Session Discussion After Session

How are the students treated during intake (greeting, needs assessment, referral) ?

What is the body language of staff vs. student ?

What was the primary question of the student? Did the advisor answer that question?

What was clear or unclear ?

Shadow Notes

During Session Discussion After Session

How are the students treated during intake (greeting, needs assessment, referral) ?

What is the body language of staff vs. student ?

What was the primary question of the student? Did the advisor answer that question?

What was clear or unclear ?

Fall 2012 Drop in Schedule-September

Monday Tuesday Wednesday Thursday FridaySept 38:00-12

Sept 48:00-12

Sept 58:00-12

Sept 68:00-12

Sept 7

8am9am

12-3:30pm

8am9am

12-3:30pm

Evening:

8am9am

12-3:30pm

Evening:

8am9am

12-3:30pm

Appointments

Sept 108:00-128am9am

12-3:30pm


12-3:30pm

Evening:


12-3:30pm

Evening:


12-3:30pm

Sept 14

Appointments


12-3:30pm


12-3:30pm

Evening:


12-3:30pm

Evening:


12-3:30pm

Sept 21

Appointments


12-3:30pm


12-3:30pm

Evening:


12-3:30pm

Evening:


12-3:30pm

Sept 28

Appointments

Fall 2012 Drop in Schedule-October

Oct 18:00-128am9am

12-3:30pm

Oct 28:00-128am9am

12-3:30pm

Evening:

Oct 38:00-128am9am

12-3:30pm

Evening:

Oct 48:00-128am9am

12-3:30pm

Oct 5

Appointments

Oct 88:00-128am9am

12-3:30pm

Oct 98:00-128am9am

12-3:30pm

Evening:

Oct 108:00-128am9am

12-3:30pm

Evening:

Oct 118:00-128am9am

12-3:30pm

Oct 12

Appointments

Oct 158:00-128am9am

12-3:30pm

Oct 168:00-128am9am

12-3:30pm

Evening:

Oct 178:00-128am9am

12-3:30pm

Evening:

Oct 188:00-128am9am

12-3:30pm

Oct 19

Appointments

Oct 228:00-128am9am

12-3:30pm

Oct 238:00-128am9am

12-3:30pm

Evening:

Oct 248:00-128am9am

12-3:30pm

Evening:

Oct 258:00-128am9am

12-3:30pm

Oct 26

Appointments

Oct 298:00-128am9am

12-3:30pm

Oct 308:00-128am9am

12-3:30pm

Evening:

Oct 318:00-128am9am

12-3:30pm

Evening:Fall 2012 Drop in Schedule-November

Nov 18:00-128am9am

12-3:30pm

Nov 2

Appointments

Nov 58:00-128am9am

12-3:30pm

Nov 68:00-128am9am

12-3:30pm

Evening:

Nov 78:00-128am9am

12-3:30pm

Evening:

Nov 88:00-128am9am

12-3:30pm

Nov 9

Appointments

Nov 128:00-128am9am

12-3:30pm

Nov 138:00-128am9am

12-3:30pm

Evening:

Nov 148:00-128am9am

12-3:30pm

Evening:

Nov 158:00-128am9am

12-3:30pm

Nov 16

Appointments

Nov 198:00-128am9am

12-3:30pm

Nov 208:00-128am9am

12-3:30pm

Evening:

Nov 218:00-128am9am

12-3:30pm

Evening:

Nov 228:00-128am9am

12-3:30pm

Nov 23

Appointments

Nov 268:00-128am9am

12-3:30pm

Nov 278:00-128am9am

12-3:30pm

Evening:

Nov 288:00-128am9am

12-3:30pm

Evening:

Nov 298:00-128am9am

12-3:30pm

Nov 30

Appointments

Fall 2012 Drop in Schedule-December

Dec 38:00-128am9am

12-3:30pm

Dec 48:00-128am9am

12-3:30pm

Evening:

Dec 58:00-128am9am

12-3:30pm

Evening:

Dec 68:00-128am9am

12-3:30pm

Dec 7

Appointments

Dec 108:00-128am9am

12-3:30pm

Dec 118:00-128am9am

12-3:30pm

Evening:

Dec 128:00-128am9am

12-3:30pm

Evening:

Dec 138:00-128am9am

12-3:30pm

Dec 14

Appointments

Dec 178:00-128am9am

12-3:30pm

Dec 188:00-128am9am

12-3:30pm

Evening:

Dec 198:00-128am9am

12-3:30pm

Evening:

Dec 208:00-128am9am

12-3:30pm

Dec 21

Appointments

Dec 248:00-128am9am

12-3:30pm

Dec 258:00-128am9am

12-3:30pm

Evening:

Dec 268:00-128am9am

12-3:30pm

Evening:

Dec 278:00-128am9am

12-3:30pm

Dec 28

Appointments

Dec 318:00-128am9am

12-3:30pm

web viewattend an employment resource center workshop: career choice workshop: july 6 ... (bonus...

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