Program State Accounts
Program state accounts are created so affiliates can manage certain parts of the system based on how their programs are run. It allows them to control parts of the profile creation process, pulse checks, daily reporting/time reporting, and more. The technical team continuously adds flexibility to the system for the individual programs, so the list below might not be exhaustive of everything.
General Details
Affiliate Display Name: When students create their profiles, this is the “Program” they will select and associate with. Affiliates can customize this name to support students in selecting the correct region.
Uses Daily Reporting: If “use daily reporting” is marked true, apprentices who are registered apprentices will start receiving notifications to complete their daily reporting/time reports.
Default Account for Contacts: When a contact is created and not associated with a specific account, the system will automatically add them to this account.
Other High School Account: If a student’s high school is not in the system or the student stops creating their profile before they select their high school, then the student will automatically be associated with this account.
Education Partnerships Manager: When a high school account does not have an education partnerships manager associated with it, the contact added to this field will get all the notifications on approving profiles.
Certification & Credential Manager: Apprentices can submit certifications and credentials to CareerWise through the apprenticeship hub. If a contact is designated in this field, this person will approve the submitted information to determine if it has all the information they need.
Opt-In or Out of Pulse Checks: If the affiliate does not want to participate in pulse checks, they can select “Opt Out Pulse Check,” and their apprentices will not receive pulse check notifications.
Constituent Support Configuration
The Constituent Support Configuration section allows you to control the systems service level agreements (SLA) related to cases and the email address they can email to create a case in Salesforce. If this is your first time using email to case, please submit a ticket.
Email-to-Case Address: When someone emails the address listed on this field a case will automatically be set up for them in Salesforce for the individual and assigned to their Customer Success Manager.
Case Reporting Time Scale: The measurement the affiliate wants to track how long a case has been open.
Case SLA (days): How many days should a case be open before it is resolved? If the staff member does not meet this requirement, the ticket does not meet the SLA standards.
Profile Configuration and Terms & Conditions
The Profile Configuration and Terms & Conditions control what is required of students throughout the profile creation process. This is the main way an affiliate can personalize their profile creation process.
Required Fields for Annual Updates
Someone at the affiliate must update the following annually as the eligibility dates will change from year to year or hiring cycle to hiring cycle. If the fields are not updated, students who do not meet the age requirements will not be able to complete their profiles. If you do not have someone assigned to update this information, assign someone to be in control of updating this information.
Eligibility cut-off date
Potential Apprentice Minimum Age
Overview of Fields
Eligibility Cutoff Date: The date the students need to meet the minimum age to apply. For example, the affiliate wants students to be 17 by September 12, 2024 which is the first day of the apprenticeship. They would put 09/12/2024 in the eligibility cut-off date field and 17 in the minimum age field.
Potential Apprentice Minimum Age: How old does a student need to be to apply for the apprenticeship? This number will determine what the first eligible birthdate field will be. It will also control who can apply for apprenticeships. If they do not meet the age standards, they will not be able to create a profile.
Profile Video Required: Do you require every student to create a video for their profile? If so, make sure this field is checked.
Profile Questions: This is the list of additional questions students will fill out during their profile creation process. The affiliate does not need to fill out all five questions. The system will only display the questions that have something in them.
Terms & Conditions: The terms and conditions a student agrees to when they set up their profile.