AI System for Preparing Internship Files for Review

The problem

When the internship form, host organisation document and programme requirements are held in different sources, staff must match the fields manually before preparing the missing and conflicting document list.

The internship coordinator must compare every suggestion in the missing and conflicting document list with the source record; missing or conflicting evidence must not replace the final decision.

If a host organisation's use of a different document template is not routed for separate review, a valid internship could be rejected; the record must not proceed without a human decision.

What we set out to improve

• Time taken for the draft missing and conflicting document list and its supporting evidence to reach the internship coordinator for review
• Resolution outcomes for records routed to human review because the host organisation uses a different document template
• Number of suggestions corrected after identifying the risk of rejecting a valid internship

How the system works

1. 01 Retrieve the internship form, host organisation document and programme requirements from authorised sources
2. 02 Verify field and document versions
3. 03 Prepare the missing and conflicting document list with its supporting evidence
4. 04 Check the exception: the host organisation uses a different document template
5. 05 Have the internship coordinator accept, correct or reject the output
6. 06 Decision gate: internship acceptance and credit decision
7. 07 Record the decision and source separately

Methods we used

• A source-identified data schema for the internship form, host organisation document and programme requirements
• A structure that separates deterministic rules from AI suggestions
• A screen showing the missing and conflicting document list alongside its supporting evidence
• A human review queue when the host organisation uses a different document template
• A record identifier that prevents duplicate processing

Where people stay involved

Data and security

Only the necessary fields from the internship form, host organisation document and programme requirements should be processed. Role-based access must be applied, and unnecessary identity, health, financial and internal institutional data must not be sent to the model. Source retrieval, AI suggestions and the internship coordinator's decision must be logged separately.

Who this suits

Frequently asked questions