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Documentation Guide for Capturing Experience Inputs

An Evidence Gathering Guide 

For these experiences to be validated and communicated, documentation is critical. This documentation will likely vary depending on the experience type and local requirements, however, to articulate what this might look like, we’ve created a documentation guide mapped onto three experience types as defined by Kansas City’s Real World Learning Initiative: Internships, Client-Connected Projects, and Entrepreneurial Experiences. In Kansas City these are called Market Value Assets (MVA). This appendix provides guidance on how to structure the capture of evidence and information which serve as the inputs for each phase of the proposed experience framework in the repor. The same principles can be adapted for other experience types including service learning, student-led research, athletic leadership roles, and more. For guidance on adapting this framework to other contexts, contact [email protected].

A Guide to Documenting Experience: Evidence for a New Era

Each experience has a unique structure, but the documentation process follows a consistent pattern of regular reflection, evidence gathering, and external validation.  This guide is addressed directly to the student to help them better understand their own role in the documentation and validation process. 

In addition to the following experiences, the following information must be included on the final badge and in the program: 

  • Industry/sector
  • Company and Department
  • Project Goal ( and/or problem statement)
  • Project Steps (including project deliverables, where applicable )
  • Relevant Tools
  • Team Members
  • Roles

Entrepreneurial Experiences (EE)

In an EE, you identify a social or market need and work to solve it. The documentation here focuses on your initiative, creativity, and resilience.

A. Reflection:

  • Short Weekly Check-ins: A brief written, oral or video reflection every week to track progress, challenges, and learning.
  • Milestone Reflections: Deeper reflections at three key stages:
  1. Problem Identification: After you’ve defined the problem you’re solving.
  2. Mid-Project: After initial prototyping and stakeholder feedback.
  3. Final Pitch/Launch: Upon completion of your business plan and final presentation.

B. Reflection Prompts (Tied to Student Outcomes):

  • Be Proactive
    • What specific steps did you take this week to move your project forward? 
    • How did you know these steps needed to happen? 
    • How did you prioritize?
  • Conduct Research & Refine Plans
    • How did you get in touch/select your stakeholders? 
    • What stakeholder feedback did you receive, and how exactly did it change your business plan or prototype?
  • Work Through Difficulty
    • Describe a significant roadblock you hit. What was your immediate response, and what concrete steps did you take to overcome it?
  • Seek Feedback
    • Who did you seek advice from (SME, mentor)? 
    • What was the most critical piece of feedback you received and how did you implement it?

C. Required Artifacts (The Evidence):

  • The Problem: A market and stakeholder research summary.
  • The Plan: A formal business plan, including cost-benefit analysis.
  • The Process:
  • Photos or short videos of prototypes at different stages.
  • Dated journal entries or a blog documenting the project’s journey.
  • Copies of emails or a log of conversations with Subject Matter Experts (SMEs) and mentors.
  • The Pitch: A recording of your final “Shark Tank” style pitch or presentation.

D. Supervisor/Mentor Sign-Off:

  • 4+ Hours of Mentorship: You must log at least four hours of interaction with one or more SMEs or mentors.
  • Mentor Verification: Mentors should verify progress at 30-day intervals throughout the experience, with documented touchpoints including brief email confirmations or logged meeting notes. This will results in a brief, signed statement from your primary mentor confirming:
  • The authenticity of the problem you identified.
  • Your engagement in the project for a minimum of 24 hours.
  • Their evaluation of your final business plan and pitch.
  • Incremental verification:= 

Internships

An internship provides an authentic taste of a profession. Your documentation should capture both the tasks you performed and the professional growth you experienced.

A. Reflection:

  • Weekly Journal: A consistent log of your activities, challenges, and what you learned about the industry and yourself.
  • Monthly Review: A more in-depth reflection reviewed with your internship supervisor.
  • Final Reflection: A summative paper or presentation at the conclusion of the internship, summarizing your growth and key takeaways.

B. Reflection Prompts (Tied to Student Outcomes):

  • Real World Learning
    • What was different about this project compared to school? What did you learn about yourself in the process?
  • Comfortable in Different Contexts
    • Describe a situation where you felt out of your comfort zone. How did you adapt your communication or behavior to fit the professional environment?
  • Plan & Manage Projects
    • What project or significant task did you manage? How did you break it down into steps and ensure it was completed on time?
  • Benefit from Social Capital
    • Who did you build a professional relationship with? What did you learn from them, and how might you maintain that connection?
  • Communicate Clearly
    • Share an example of a professional email you sent or a contribution you made in a team meeting. What was your goal, and how did you ensure your communication was effective?
  • What’s Next?
    • Are you interested in further pursuing this industry? 

C. Required Artifacts (The Evidence):

  • The Role: A copy of your official job description and work plan.
  • The Work:
  • Samples of non-proprietary work you completed (e.g., a research brief, a design, a section of code, a marketing graphic).
  • A log of your hours (minimum 120 hours, with at least 60 on-site).
  • Photos/videos of you at the worksite or engaged in a key task.
  • The Feedback: A copy of your final performance evaluation from your supervisor.
  • The Story: Your final reflection paper or a link to your presentation.

D. Supervisor Sign-Off:

  • Regular Check-ins: Mentors should verify your progress at 30-day intervals throughout the experience, with documented touchpoints including brief email confirmations or logged meeting notes. In addition, your personal weekly/monthly reflections should be initialed or briefly commented on by your direct supervisor.
  • Final Evaluation: A formal, signed evaluation from your supervisor is required. This document should confirm your hours and provide feedback on your performance and skills.

Client-Connected Projects (CCP)

In a CCP, you collaborate with a team to solve a real-world problem for an external client. Documentation focuses on collaboration, problem-solving, and delivering value.

A. Reflection:

  • Post-Client Meeting Debriefs: After each meeting with the client, conduct, record and upload a team reflection on what was heard, decided, and what the next steps are.
  • Mid-Project Review: A formal team reflection on project progress, team dynamics, and challenges.
  • Final Project Retrospective: After delivering the final product, a comprehensive team and individual reflection on the entire process and outcome.

B. Reflection Prompts (Tied to Student Outcomes):

  • Collaborate to an End:
    • Describe a disagreement your team had. How did you work together to find a compromise and move toward your shared goal?
    • Did collaborative work get easier or harder as time went on?
  • Seek Feedback from Mentors:
    • What was the most challenging piece of feedback the client gave you? How did your team process it and use it to improve your work?
    • What was something you learned from one of your teammates? What do you think they learned from you? 
  • Plan & Manage Projects
    • Attach your team’s project plan. Where did you deviate from the plan and why? What did you learn about project management?
  • Communicate Clearly
    • How did your team decide to present your final product to the client? What was your specific role in that presentation?

C. Required Artifacts (The Evidence):

  • The Problem: The official project prompt from the client.
  • The Team: Your team agreement, including roles and norms.
  • The Process:
  • Minutes or notes from client meetings.
  • A project plan (e.g., Gantt chart, timeline).
  • Key email communications with the client.
  • The Solution:
  • The final output or product delivered to the client.
  • A recording or slide deck of your final presentation to the client.

D. Supervisor/Client Sign-Off:

  • 4+ Hours of Client Connection: You must document at least four hours of direct interaction with the client
  • Client Feedback: A formal feedback form or signed letter from the client is required upon project completion. This should confirm:
  • The project has met the 24-hour engagement minimum.
  • The final product was valuable and addressed their problem.
  • Their evaluation of the team’s professionalism and process.