Translate this page

Select a language to translate the page content.

3.36.8 Supervised Occupational Experience

Responsible Position

Vice President of Academic and Student Affairs

RELATED ITEMS

Minnesota State Board Policy

Minnesota State System Procedure

Minnesota Statute 135A.052 Postsecondary Missions

PROCEDURES

Purpose

This procedure outlines faculty and student responsibilities related to a supervised occupational experience (SOE). 

Definitions

Supervised Occupational Experience (SOE) 

An SOE is a full-time (30 hours per week or greater), paid or unpaid, training-related experience. An SOE is a form of work-based learning and must be tied to course learning outcomes and appropriate assessment as outlined in the course outline. 

Accreditation and credit-hour expectations 

When an SOE is offered for academic credit, the college must be able to demonstrate that the credits awarded reflect the federal credit-hour definition (including equivalencies for internships/practica). Documentation (e.g., course outline, training plan, required contacts, student work/hours verification, and evaluations) should support the learning outcomes and the basis for credit awarded. 

Coordination Forms

The following forms are used for a Supervised Occupational Experience (SOE).

Student Agreement

This form must be completed by the student prior to SOE approval. Once completed and signed, this form is retained by the instructor/coordinator for one year.

Employer Agreement

At the beginning of the SOE, the Employer Agreement form should be reviewed with the employer, signed, and on file with the instructor/coordinator for each student. If the employer declines to sign the form, it must be noted on this form and filed. A copy of the Employer Agreement, including an email address for the employer, should be retained by the instructor/coordinator for one year, with a copy forwarded to the Academic and Student Affairs Office within 10 days of the start of the SOE.

Contact Report

During the SOE, a minimum of one contact (in-person, virtual, phone, or email) must be made with the student and employer and documented on the Contact Report form. A copy of the Contact Report should be retained by the instructor/coordinator for one year.

Student Report

The Student Report Form is one way for the student to track SOE hours for required verification purposes. The form should be submitted to the instructor/coordinator when in-person visits by the instructor/coordinator aren't planned. These forms should be retained by the instructor/coordinator for one year.

Annual Supervised Occupational Experience Coordination Report

This document will serve to verify the instructor/coordinator's contract obligation for SOE coordination. The Annual SOE Coordination Report must be forwarded to the Academic and Student Affairs Office within 30 calendar days of the last day of the SOE.

Registration and Financial Aid Procedures

  • Supervised Occupational Experiences are included on the semester course schedule in the term they are listed on the program’s semester listing.   

  • If the student is registered for an SOE, but has not obtained a site within five (5) business days after the scheduled start date, the instructor/coordinator needs to enter a grade of FN.  

  • If a student has obtained an SOE but it no longer fits their schedule, the student will have five (5) business days to drop after the beginning of the semester and two (2) business days to drop if it begins during the semester. If the SOE is not dropped within these timelines, the student will be responsible for tuition and fees and will receive a grade of W on their transcript. 

  • If a student obtains an SOE after the drop/add period, the student will need to request an out-of-sequence SOE and request permission from their instructor/coordinator and Academic and Student Affairs to register.

Students registering for SOE during fall or spring semesters must be registered within the first five (5) business days for inclusion of the SOE in financial aid calculations. 

Out-of-Sequence SOE 

When a student wants to enroll in an SOE during a period outside the normal time frame for the program, the student makes the request by contacting the instructor/coordinator. If the instructor/coordinator agrees to the request, the instructor/coordinator forwards the request to Academic and Student Affairs for approval. Once the course is added to the schedule, the student will register in eServices. 

Training Plans 

Every student registered for an SOE shall have a program-specific training plan. This plan shall be made available to each student and a copy will be retained by the instructor/coordinator. 

Each instructor/coordinator shall determine the development, level of individualization, and degree of detail required for the training plan. 

Projects/Assignments 

SOE students will have assigned learning activities. The quantity, thoroughness, and implementation of the assigned learning activities shall be determined by the coordinator/instructor. These assignments should be graded and reflected in the overall level of performance by the student. 

Evaluations 

The instructor/coordinator and employer/supervisor shall each complete at least one formal evaluation during the SOE. These evaluations shall be a significant factor in determining the student’s final SOE grade. The instructor/coordinator shall determine the evaluation’s format, scope, and implementation. 

Copies of all evaluations will be kept in the instructor/coordinator’s student SOE file. 

Grading 

Grades shall represent an objective assessment of the student’s SOE achievement. Either letter grades or S/U are acceptable methods of recording the student’s performance. The method of grading must follow the course outline.   

Maintaining Files 

SOE files are to be kept with the instructor/coordinator. All SOE documentation is retained for one year.   

Employer and Student Surveys 

SOE students and their employers may be surveyed by ATCC. Employer email addresses are obtained from Employer Agreements and student email addresses (college and personal) are obtained from student records. When available, survey results will be shared with the instructor/coordinator, Dean, and Vice President of Academic and Student Affairs. In addition, results may also be shared with other faculty who teach within that program area. 

Procedure Modifications 

Any modifications to this SOE procedure must be endorsed by the program advisor and approved by Academic and Student Affairs. The decision is final and not subject to appeal. 

Related ATCC Items:

  • 3.36 Academic Programs
  • 3.36.3 Graduation Requirements
  • Student Agreement (MyATCC Employee Documents)
  • Employer Agreement (MyATCC Employee Documents)
  • Contact Report (MyATCC Employee Documents)
  • Student Report (MyATCC Employee Documents)
  • Annual SOE Coordination Report (MyATCC Employee Documents)

 

Approved by: College President

Effective Date: 10/21/2026

Next Review Date: October 2029

Archive: 3.17.19 Student Internships and Faculty Coordination