Once a student has been matched to your project, the focus shifts to collaboration, communication, and clear expectations. This guide outlines best practices to help you and your student work effectively together and achieve meaningful results within the 30-hour project timeline.
These projects are designed to help you advance business priorities - such as process improvement or new technology adoption - while supporting students in gaining practical, career-building experience.
Getting Started: Collaboration Checklist
Use this checklist to set the foundation for a strong working relationship:
✔ Send a welcome message through the Riipen platform - you can do this once the student presses "start"
✔ Schedule a kick-off meeting within the first few days.
✔ Share relevant background materials, context and tools
✔ Confirm deliverables, scope and timeline in writing
✔ Align on communication style, methods, and availability
✔ Schedule at least one mid-point check-in
✔ Reserve time for feedback and refinement of final deliverables
Best Practices in Working Together
1️⃣ Start with a Clear Kick-Off Meeting
Host a virtual meeting during Week 1 to align expectations.
Recommended agenda:
Introductions
Overview of your organization
Business challenge and project objectives
Clear definition of deliverables
Timeline and milestones
Communication cadence and availability
Q&A
Goal: Ensure the student understands what success looks like, what the final output should include, and how you’ll work together.
2️⃣ Keep All Communication on Riipen
All project communication, file sharing, and feedback should occur within the Riipen workspace. See more about messaging on Riipen.
Why this matters:
Tracks engagement and progress
Enables program staff to provide support if needed
Documents project outcomes and impact
Maintains transparency
Avoid shifting communication to personal email whenever possible.
3️⃣ Align on Scope and Deliverables
Be specific about:
Expected final outputs (e.g., report, slide deck, implementation plan)
Priorities versus “nice-to-have” elements
Important: These projects are limited to 30 hours. Ensure that all deliverables can realistically be completed within this timeframe. Build in time for feedback and refinements after your final review. Learners are not expected to exceed 30 hours, so avoid assigning additional tasks beyond the project scope.
If scope changes are needed during the project, communicate them early to prevent confusion.
4️⃣ Maintain Regular Check-Ins
Short, structured check-ins keep the project on track:
One midpoint meeting
Review of draft deliverables
Final wrap-up discussion or presentation
Provide constructive, actionable feedback and encourage the student to ask questions.
5️⃣ Track Progress and Milestones
Encourage the student to:
Log updates in Riipen
Upload drafts and final deliverables
Document completed milestones
Review and acknowledge progress within the platform to ensure accurate tracking of engagement and outcomes.
Concluding the Project
Final Deliverables
Confirm all agreed-upon outputs are submitted via Riipen.
Reserve time to review, provide feedback, and refine final deliverables before submission.
Consider hosting a brief final presentation or debrief conversation.
Complete the Post-Project Survey
Your feedback is essential to:
Measure program impact
Improve future project experiences
Support the continued delivery of work-based learning opportunities
Completing the survey ensures the value of employer participation is documented and helps sustain the program.
Collaboration Success Tips
Be clear, responsive, and realistic about scope.
Respond within 1–2 business days when possible.
Treat the experience as both a business engagement and a mentorship opportunity.
Keep all documentation and communication within Riipen.