IS22: Create and send acceptance letters

[ExperimentsInHonesty]

Overview

We need an acceptance letter draft to send to interns once we select the 2022 cohort

Action Items

• Define when it will need to be sent out and add that date to this issue. April 13th (for BWS & Marlborough students)
• Review prior messaging
• Update the 2022 FAQ
• Make a copy of IS21 acceptance letter
• Revise for IS22
• Review with Bonnie
• Setup Mail Merge
  • To produce bulk acceptance letters
  • To email in bulk
• Create PM only roster to test out bulk emailing
• Test bulk emailing
• Send out final draft on April 13th (for BWS & Marlborough students)

Resources/Instructions

Drafts

• IS22: Internship acceptance email
• IS22: Template Offer letter with Mail Merge setup
• PM only Roster for Mail Merge
  - IS22: Internship Acceptance Letter - For BWS Without Emojis See Notes
• See prior acceptance letter IS21: Internship acceptance messaging
• IS22 Cohort candidates
• IS22 Timeline/Milestones

External Resources

• Spreadsheets shared by BWS:

  • HackforLA Software Engineer BWS Interns 2022
  • HackforLA Project Manager BWS Interns 2022

• Folder shared by BWS

Relevant Issues

• IS22: Schedule AMA and figure out who will need to be there and what we will cover #119 -FAQ is in this issue
• Create a spreadsheet with PM information to test email merge #158

Notes

- We created a draft for the acceptance email with 3 customized sections, therefore we do not need separate documents for each school We were able to create an email template using mail merge

• We created an acceptance letter template using mail merge
• The 2022 FAQ needs to be updated for PM roles

Acceptance letters (to be made into PDFs)

IS22: Offer letters

PDFs of offer letters

[Folder to store them in]

[ExperimentsInHonesty]

Make a new label that matches messaging to students

[ExperimentsInHonesty]

Apr/13/22: TWI to notify Alumni Office of intern selection decision
Apr/18/22: Brentwood will notify students about which internships they have been selected for
Apr/29/22: The students must confirm their participation in an internship by this date

[Rabia2219]

@ExperimentsInHonesty before we can send out the acceptance letter the Internship FAQ Summer 2022 needs to be updated with the Meetings Summer 2022 for Project Managers. We could send it now because we don't have any PMs yet.

[gracieama]

This needs to go out on or before April 13th.

[Rabia2219]

Xrds will send application on April 22nd. Waiting on dates from them to finalize when we will send letters to them

[ExperimentsInHonesty]

Most up to date acceptance letter email

We need to talk about the designs for these options:

• IS22: Template Offer letter
• IS22: Template Offer letter - copy because the previous one stopped merging

v1 image

• IS22: Template Offer letter v3

v3 image

• IS22: Template Offer letter v4

v4 image

• IS22: Template Offer letter v5

v5 image

Here is the design for the email (p.s. I added the names to the email letter)

email image (please ignore typo and missing names)

email image after forwarding

Also, please note, that until we get the name sorted out, I just elected to go with Internship Team. This will all have to get reworked when we add the tagline and the real name

[gracieama]

The letter was created and sent to the following people:
Melodie
Riya
Sakari
Beckett
Jason
Mateo

• email acceptance message
• spreadsheet we used to merge from
• Mateo's offer folder

[Rabia2219]

A second batch of acceptance letters was sent out on May 25th to:

• Lily
• Charity
• Asher
• Brian
• Tung
• Clayton

We are not accepting any more applications. Closing this issue...