Process/Steps

Process/Steps	Data Requirement	Assumptions	Notes
Recruitment/Admissions Prospect receives coop data mailings	Prospect info (Admissions) Letters	Admissions Process will include Coop data in informational mailings	- Transfer Students?
International Student organization Capture Citizenship/Visa Information	Country of citizenship Special Language or address information	If Foreign Student
Student Record Established Student record created by Registrar Student assigned a PIN	Student ID Name and Address Home and local Phone # Year of graduation, Major Status QH, QPA	-Student declares major during Spring of Freshman year	-special flag for "honors" what rules apply?
Coordinator Assigned Assignment based upon student Year and Major Student notified Coordinator Notified System updated with Coordinator Code	Coordinator Code Coordinator name and address(es) Coordinator Phones and E-mail(s) Coordinator Reporting Organization Assignment date Previous Coordinator(s)	Schedule Appts. 5 Coordinator Groups	Transfer Students? Undeclared Major? Will Peoplesoft Data fields match Coop needs? (Addresses)
Student Cleared for Co-op Student registers for Co-op via Registrar/orientation Meets all eligibility and preparation requirements Is coded by coordinator as eligible to participate for the quarter (will be allowed to view/select jobs)	Grades Attendance at mandatory event(s), orientations History of conferences/notes Resumes Citizenship Status Visa status for International Student Internatl Coop Participation Prev coop evaluation Searchable Notes section	Co-op begins after successful completion of at least 2 qtrs at NU. Student must be cleared at start of each co-op period Freshman have option to take summer off or use summer as a coop term Co-op may be for 3 or 6 month Clearance requirements are defined by major Computer labs available where students can prepare resumes	This and successive processes happen each Quarter. If student not cleared, can see job listings, but not name of company. Notification? What determines if co-op term is 3 months or 6 months? Transfer Students at least 2 qtrs See Pat Todd proposed forms
Company Records Maintained	Company Code Company data Contact information Preferred method for receiving resumes Date of Last Site Visit Directions to Company Prospect Co "scratch" database?	Central administrator creates/updates shared company records Alternative addresses for referral contact	Prime Coordinator Option (single NU Contact) Who at NU "owns" this data?
Jobs Posted Listings received by fax, e-mail, Web entry Reviewed/added to database	Job Data Title, Pay, Eligibility Requirements Date Effective Last modified date Previous evaluation notes. Job Related Website info Job forms (Gov't jobs only)	Listings will be entered by either coordinator or central data entry staff Once entered in the system, job listings can be printed (optional) Web access option can't do "Show new jobs since last time I looked."	Option to block display of "filled" jobs. Filled jobs should be grayed-out? Employer access?
Job Search & Selection Students search job listings Students sign up for jobs (or coordinators sign them up Coordinators review/approve selections Employers receive resumes via fax	Employer Data Job Data Student Signups Resumes	Students will have secured Web access (off-campus access will suppress company name & contact) Cleared students can view all jobs but sign up only if eligibility requirements met System will determine eligibility by matching job requirements to student record	Will there be an IVR (interactive voice response) option? In some cases Student contacts employer directly. Is there a max# of jobs student can select?
Referrals Coord. completes referral letter & sends to job contact	Resume sent dates and Jobs	Student pick-up and handcarry referral. Different referral by major.
Interviews Employers contact students to arrange interviews Referral letters generated Employers interview students	Date interview scheduled Company Preference		Employer may prefer to contact student about interview
Job Matching) Students rank preferred jobs Coordinators review/approve rankings (optional) System matches jobs & students	Employer Data Job Data Coordinator approval Confirmations
Acceptance Employer hires student Student notifies coordinator Coordinator updates system	Assignment data (Salary, Start Date, …) Job Status	"Own Job" data will be text entry, Need to capture Employer for analysis Once job accepted, who gets notified, how?
Post-hire follow-up (optional) Coordinator makes site visit Coordinator updates	Site visit data Comments	Capture Date of last visit, reason, Coord ID, Also schedule next visit	Add to Query Reqs.
Job Evaluation Student & employer complete evaluation Student completes questionnaire for peer review Student completes reflection narrative (if required)	3 section job evaluation form	Evaluations can be completed via Web or on hard copy forms. Evaluations are anonymous? Will be available on subsequent job listings.	Who can access, what security?
Day to day Activities
Log Contacts with Students Student schedules visit or drops in	Student id Date, Time in/out Reason/action Coordinator Notes	Student can log-in/out visits via sheet or terminal?	Log can be queried for work load measurement or diary