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Intern onboarding - outcome & next steps - Coggle Diagram
Intern onboarding - outcome & next steps
Pain points:
no individual outcome letter per intern; Separate document from Outcome letter with onboarding info, invitation for Edge; should we include dates (with instructions to inform us of changes - linking it to timely changes that impacts your award)
Need to automate sending this intern onboarding document once you've approved an intern in MOL
Lots of questions - Next steps - outlining how they will receive their funds & how to access training; When to contact your supervisor vs. Mitacs (clarifying roles)
Confirming that Prof and Company accept new intern - add signature box - or confirming with portal (email & checkbox)
If new intern is different degree level or dept change - Research needs to approve - Confirm if this is still required or implement a workflow in MOL (not it email); Need ability to track change from original application (TBD1 & degree level) & to send to Research to approve if needed
Separating documents and uploaded takes time; ideally documents are submitted in a portal (and collect Prof/company approval); Grants to review & approve in MOL with notification
Independent admin needs to be added as separate contact to avoid manual outcome letter
Email interface not user friendly; difficult to add/remove contacts
Work "cheque" is still used!!!
Altering text for outcome email for several scenarios
Need to automate option for email - different message if funds received or not (need to pull invoice paid/for how many into the email)
Eligibility for research costs - need to point to our own website (and reference tri-council & university policies)
Approval - to back-date internship - we don't want to wait to proceed
Communicating our processes - upon submission - understanding next steps; Upon intern replacement; Outlining how to identify new intern - attach link. Outline that when new intern is added, we will supply new individual intern letter
Contact roles for RTA/BSI need to be added (for universities)
Individual outcome letters for interns: who needs to be cc'd; or ability to download their own outcome letter; are we worried about too many emails; what amount to include on the letter - full award, only their IU, only their stipend; or only referencing the project title (omit the amounts)
Separate letter for visa purposes; separate for confirmation of internship
Automating BSI outcome letter & email in MOL