Many students who participate in internships at UC Davis are not aware they can receive Transcript Notation (TN). Only The Internship & Career Center offers Transcript Notation to any student who works a minimum of 40 hours per quarter at an approved and supervised internship. With just a bit of paperwork and 40 hours spent working at your internship, you can have your internship title, location and quarter taken noted on your official UC Davis transcript.

A Few of the Many Benefits of TN for Students:

• Entry on your transcript noting an academically approved internship at no cost.
• Demonstrates to employers and graduate schools your extra curricular work.
• Gives you an opportunity to set up goals/duties/expectations.
• Applications for graduate or professional school ask for a student's academic transcript not their resume.
• Review your transcript to prepare for interviews. Prepared students give detailed examples of how internships affected their professional growth.

Getting Transcript Notation has never been easier! Thanks to Aggie Job Link, you can complete the TN process start to finish online with your Aggie Job Link account.

Use the step-by-step directions below to apply for Transcript Notation in Aggie Job Link. If you need help at any point, email ajlhelp@ucdavis.edu.

1. Your Aggie Job Link Account

• You will need an active Aggie Job Link account to access and process your Transcript Notation forms. It takes about 15 minutes to set up an account.
• If you don't already have an Aggie Job Link account, click here.

2. The Transcript Notation Forms

• On the first page, click the Transcript Notation option from the quick links list on the front page of Aggie Job Link.
• Click add new to start a new Transcript Notation form.

3. Select Organization

• Enter the name of the organization with which you are doing your internship, then press the GO button.
• From the drop down list choose filter select your organization’s name*.
• If your internship site can not be found on the list, enter the name of your internship site in the New Internship Organization field.

4. Complete the Proposal Form

• In the section labeled Internship select your internship title from the drop down options, or enter a new Internship title in the field below.
• Complete all required information requested in proposal part 1 and 2. (Required fields are denoted by red asterisks.)
• Time Sheet: If your internship requires a timesheet you can access one by clicking the TN timesheet link under the Time Commitment section. If your internship does not require a timesheet, your hours will be verified by your employer at the conclusion of your internship.
• When you have completed all the required fields click the Submit button at the bottom of the page. Log out of Aggie Job Link when you are done.

5. Notify Internship Supervisor

• After you have completed your Transcript Notation proposal notify your Internship Supervisor, communicate that you will need your supervisor to fill out a Supervisor’s Evaluation for you at the end of the quarter.
• Your supervisor will be able to access your evaluation from their employer account and will submit the evaluation online.

6.Complete Your Internship & Submit Student Final Report
After you complete your internship, you must submit a Student Final Report. You will not receive Transcript Notation without a completed report.

• Log in to Aggie Job Link and click Transcript Notation option from the quick links list, located on the first page after login.
• Click the Edit button next to your internship.
• Click the Student Final Report tab and review the guidelines.
• Type your report in a word document and then use the browse field to upload your report
• Be sure to click the Save button when you are done!

7. Check the Status of Your Transcript Notation

• The Transcript Notation Checklist will help you keep track of your Transcript Notation forms.
  • The green check means that you have completed the required form.
  • The red X indicates a form that has not been completed yet.
• At the end of the quarter, you should have green checks next to each of the sections. Congratulations on successfully completing your internship!
  • Your Transcript Notation will appear in the notes section or your transcript.
  • Please allow 3-6 months for your Transcript Notation to process and post to your transcript.
  • To check if your notation has posted to your transcript log onto SISWEB to view your unofficial transcript.

To view the PDF of our step-by-step directions, click here.

Political Science Majors

Because of the internship requirements in the Political Science major, those students participating in an internship and earning 92/192 have a slightly amended version of Transcript Notation. Click here to download the instructions in a PDF format.

Resident Advisors

Resident Advisors have a slightly different process. Because of the associated class and paperwork involved in the Resident Advisor position, we have amended the process so class components could be integrated into the TN process. To view the PDF of our step-by-step directions, click here.

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To Obtain Academic Credit:

1. You must be enrolled (have paid registration fees) for the quarter you are interning. See staff for information regarding academic credit for summer internships.
2. Credit is awarded by an academic department through a sponsoring faculty member.
   
   

AN INTERNSHIP for which academic credit may be awarded is one in which:

1. Students are able to apply the concepts and methods of one or more academic disciplines to an appropriate work experience or field setting.
2. Students are able to grow intellectually by the extension of the general intellectual tools of one or more academic disciplines to the workplace.
3. Faculty sponsors are able to assess the quality of academic work completed by the student.

A STUDENT for whom academic credit may be awarded is one who:

1. Possesses a suitable background in the discipline for which academic credit is sought.
2. Possesses the background or skills necessary to successfully complete the requirements of the internship.
3. Will experience significant intellectual growth as a result of the internship and the associated academic work.

THE EXPERIENCE MUST ALSO INCLUDE:

1. Prior approval by the appropriate Program Manager in Work-Learn and Career Planning and Placement, certifying that the internship is appropriate for academic credit.
2. Once an internship is initiated, a written description of the internship must be submitted, with a letter from the sponsor that describes the student's responsibilities, hours, and the sponsor's expectations.
3. Evidence that a career professional directly supervises the student intern must be presented.
4. Prior approval by a faculty sponsor whose background relates to the internship.
5. Adherence to department guidelines setting forth specific requirements for the granting of academic credit.
6. A paper or project that demonstrates the student's ability to perform critical reasoning and/or methods of research appropriate to the discipline.
   

TIME COMMITMENT AND UNIT VALUE

1. The basic formula is one unit per three hours of work per week for a 10-week period.
2. For example: If you work 3 hours a week you can receive one unit.

A Request for Approval of Internship and Academic Credit form is required for any 92 or 192 course. These forms may be obtained through the appropriate academic department or the Internship and Career Center. To receive credit, the internship must be sponsored by a faculty member. Meet with a faculty member to discuss the merits of the internship and have them sign the form. Obtain the CRN number from your faculty sponsor/department to add the 92/192 via RSVP. The form must then be submitted to the faculty's department office for the department chair's signature by the last add day of the quarter.