Intern Coordinator SOP

Intern Coordinator SOP

This position includes onboarding, training, daily assistance, scheduling, check ins, mentorship and offboarding for interns.

Setup

• Make sure you have access to the scadmedia@xscad.de email inbox
  • This is used for Lastpass login requests
• Make sure you have access to edit the Intern Calendar (or the equivalent scheduling tool)
  • Link
• Make sure you are aware of and comfortable with all Intern SOPs (check Team Documents > Company Library > SOPs SCAD > Interns for the most up-to-date library of resources)
  • Staff Onboarding
  • Pre Internship Survey
  • Post Internship Survey
  • Intern Job Duties
    • Marketing Intern Job Description
    • Project Management Intern Job Description
  • Tool Pages
    • Graphic Designer Tools
    • Social Media Intern Tools

Responsibilities 

Onboarding

• Follow this sheet with the intern, and answer any questions 

Training

• Make sure the intern is trained on these things
  • Basecamp
  • Slack
  • Toggl
  • Email
  • Dress Code / Professionalism
  • Scheduling / Attendance
• The rest of their training should come from staff within their department (i.e. graphic design)

Daily Assistance

• Be available via slack/in person during work hours for these kinds of requests
  • Scheduling changes
  • Paperwork updates
  • Login help
  • Computer problems
  • Clarification on assignments
    • Or know who to point them to

Scheduling

• Interns will often have one-time schedule requests (due to school work and holidays)
  • Make sure they send you a message with the days/times they would like to change
  • Verify there is space in the office (you don’t want more interns than computers)
  • Edit the calendar scheduling system
  • Remind them to send a message in #hr about the change

Check Ins

• At 2 week intervals, check in with each active intern
  • 30 min meeting max, in person or via zoom
• Questions or topics to bring up
  • “How are you doing with the internship?”
  • “What questions do you have for me?”
  • “Do you have any issues with anything?”
  • “Do you have any other feedback?”
  • Give them any feedback you have about their performance (in terms of process)
    • Only give skill-based feedback if it’s positive

Mentorship

• When a new intern joins the company, make sure to pair them with a mentor (with similar skills)
  • Check with the employee to make sure they are willing to be a mentor, and share with them the responsibilities
• After the first check in, help the mentor schedule their first meeting with the intern
• Follow up with the mentor every few weeks to make sure things are going well

Offboarding

• When an intern comes to you wanting to end the internship, notify Alex immediately
• When offboarding, you want to make sure to sit down once more
  • Have them fill out the post-internship survey
  • Check in- how did they feel about the experience?
  • Verify their contact information is correct (non-scad email)
  • Have them update their passwords and shrew new ones with you
    • Slack, email, toggl, BC