Simplify the management of internships and internship agreements for students
Managing internships and internship agreements is a major challenge for higher education institutions, faced with a large volume of agreements to process and time-consuming administrative complexity. Go Paperless and simplifying these processes has become essential to gain efficiency, reduce the risk of errors, and improve the experience of students and all stakeholders. This article presents the benefits of digitisation as well as best practices to implement, from technological solutions to internal organizational developments, for streamlined and secure internship management.
Summary :
1- challenges of internship management in higher education
2- Technological solutions to simplify the process
3- Good organizational practices
Internship management issues in higher education
Large volume of conventions to be treated
Each year, higher education establishments are facing an increasing number of internship agreements to manage. In 2020, on average 500 agreements were processed by establishment.
In 2022, this figure jumped at 750 annual agreements on average, an increase of 50% in just 2 years. This upward trend should continue in the years to come, with forecasts reaching 1000 conventions per year and per establishment by 2025.
Administrative complexity for students and services
Manual procedures for managing internship agreements generate a substantial workload for the administrative services of establishments. Check the information entered, collect signatures and archive the paper documents are all repetitive and time -consuming tasks for the teams.
Students are also impacted by these complex processes. They must juggle between the various interlocutors, fill in multiple forms and ensure the right path of their agreement. Frequent round trips are necessary to correct errors or obtain missing signatures, lengthening the processing times.
This administrative heaviness represents a waste of time and efficiency for all stakeholders. The services are struggling to follow the growing volume of agreements to be treated each year, to the detriment of activities with higher added value such as supporting students in their internship search.
Legal risks in the event of errors
Malt management of internship agreements can lead to heavy legal consequences for the establishment. In the event of non-compliance with the regulations, the university is exposed to criminal sanctions such as fines, even legal proceedings.
To avoid these risks, it is essential to set up rigorous procedures for monitoring conventions. This involves the training of administrative and educational teams in the legal aspects of internships. Regular control of compliance with the conventions clauses, such as the duration of the internship or the amount of the gratuity, will also make it possible to guard against possible disputes.
Technological solutions to simplify the process
paperless management platforms for agreements
paperless internship agreement management platforms centralize the entire process in a single, user-friendly tool. They include online forms tailored to each institution to easily enter agreement information.
Once completed, the agreement follows a validation workflow involving all stakeholders: student, school tutor, business tutor. Everyone can electically check and sign the document, which considerably accelerates the processing.
No more the paper conventions that get lost! Everything is followed in real time with alerts in the event of delay. The agreements are thus finalized much faster, for an internship in time.
By centralizing the conventions data, these platforms also constitute a precious knowledge base. They make it possible to extract statistics and automatically generate additional documents such as internship certificates. A saving of precious time for administrative services.
Electronic signature of conventions
The manual signature of internship agreements can be laborious and time -consuming. Between sending documents by mail, back and forth for corrections and the collection of signatures from all parties, deadlines are lengthening, delaying the start of the internship.
Electronic signatures provide an effective solution to this problem. In just a few clicks, each signatory can securely sign, wherever they are. No need to print, scan, or send paper documents. The entire process is paperless and accelerated.
Integration with the information systems of establishments
Interconnect the conventions management platform with the information systems of schools and universities greatly simplifies the processes. No need to rehash the data of students or partner companies. Everything is automatically synchronized.
Integration fluidifies the sharing of information between the various services involved in the monitoring of internships. The schooling service, the educational managers and the Career Center work on a centralized and up -to -date basis. This avoids errors and loss of time linked to the exchanges of files or emails.
Good organizational practices
Centralization of internship monitoring
Decentralized management of internships by each component or service can quickly become a puzzle, with a loss of global visibility and tedious monitoring. Stages that overlap, missing documents, conventions signed in extremis ... so many recurring problems.
A centralized service precisely makes it possible to streamline and harmonize the monitoring of internships. Single contact for students and businesses, it simplifies administrative procedures. Centralization of data also greatly facilitates reporting and management of internship policy at the establishment level.
Standardization of convention models
The multiplicity of documents used for internships according to training can generate confusion and errors. Non -standard conventions with different clauses from one component to another complicate monitoring for central services.
Harmonize internship conventions models has many advantages. This allows you to have a single document, clear and in accordance with the legislation, regardless of the training followed by the student. Companies thus have a single contact and a simplified process.
Training of teaching and administrative teams
Deploying a paperless agreement management solution requires tailored support for teams. Beyond technical familiarization with the tool, it's essential to train staff on the new processes and workflows being implemented.
This training will make the adoption of the platform fluidify and to take full advantage of its functionalities. The teams will gain autonomy and efficiency in the treatment of conventions, from their creation to their signature and their archiving. Training will also promote the harmonization of practices between different services for more consistency.
Well trained, staff will also be able to better support students and businesses in their efforts. They will be able to answer their questions and guide them in the use of the tool, thus strengthening the quality of the service rendered. Training is therefore a key lever for optimized management and successful user experience.
Internship agreement management is a major challenge for higher education institutions. Go Paperless and streamlining these processes can increase efficiency, reduce errors, and improve the experience for all stakeholders. Technological solutions such as centralized management platforms, electronic signatures, and integration with information systems, combined with good organizational practices, streamline internship management. Opting for these tools means offering optimal service to students and partner companies, like the solutions offered by Emundus to simplify applications and admissions.
