1.3. International Co-op Department

The International Co-op Department provides services to all international students - whether enrolled in the co-op program or not. International Co-op assists students with many unique situations, and in the course of that assistance, generates a number of personalized letters to agencies, employers, etc. The department will need to extensively utilize the PeopleSoft letter generation technology.

International Student Services

International Co-op advisors work closely with the Co-op coordinators to assist students who are eligible for co-op. Advisors and coordinators need to access information maintained by other departments (ISO and Registrar) including visa type, passport expiration date, length of time as a full time student, and whether the student is currently withdrawn from the University. It would also be useful for International Co-op to have access to lists from the ISO such as new freshmen and transfer international students.

After a co-op position is obtained, the student is required to have a valid social security number. If not, International Co-op will use the mail merge to generate a letter for the student to take to the Social Security Office.

Any time a coordinator enters an assignment, the system will check the student’s status. If the student is international and on an F1 or J1 visa, the system will automatically generate the required verification form. All available information will be printed - e.g. student name, year of graduation, ID #, company name and address, etc. The student receives the printed verification form directly from their coordinator.

The student will submit the form to the International Student Office for authorization, where passport and status information will be verified. After the student has obtained the proper signatures, he/she will return a copy to International Co-op. The International Co-op advisor will update the system to indicate receipt of the authorized form by the International Co-op office. This triggers the immediate generation of a letter for the student’s employer regarding tax status. Finally, the student brings a copy of the approved verification form to his/her coordinator. The coordinator updates the system to show receipt of the form. This generates two copies of an eligibility letter - one for the coordinator’s file and one for the student to take to the employer. The eligibility letter, authorizing the student to work in the U.S., must be handled with physical security.

It is important for coordinators to be notified of any breakdowns in the process. This could be accomplished by having the system check for some defined conditions and generate e-mail when any of the conditions are met. For example, coordinators must be alerted to students who do not go to the ISO or fail to return to the coordinator to complete the verification process. The system should also alert coordinators to students who complete the verification process but are denied authorization.

The verification sequence could be an automated work flow process in the future, routing verification forms throughout the various offices electronically. However, the technology will have to handle security and signature issues first.

Indonesian and Malaysian Sponsored Students

International Co-op will need to update information on the system about sponsored students and their sponsoring foreign agencies. The system will generate rosters and reports for agencies and/or countries. Roster information may include academic and co-op information for current and previous sponsored students. International Co-op also produces many personalized letters on behalf of sponsored students; the system’s mail merge feature will be heavily used.

With the implementation of the PeopleSoft billing module, International Co-op will want to review the current billing process for sponsored students and explore new alternatives. Currently the Bursar’s Office bills individual students, and International Co-op provides each agency with a summary list of all of their students’ accounts. The new system might be able to generate an accurate summary list and letter for each agency, offering the possibility of sending these out directly from the Bursar’s Office. Note: Once the PeopleSoft billing module is thoroughly understood, a discussion would need to take place with appropriate individuals in International Co-op and the Bursar’s Office before any change is implemented.

Transcripts must be sent out biannually to sponsoring agencies. Students are required by the Registrar to provide signed permission every 6 months for transcript release. Because the written signature is required, an online release form is not technically viable at this time. However, the system will be able to generate the renewal form based upon an anticipated expiration date. The student will sign the form and return it to International Coop. Note: If the billing process is changed so that the Bursar is handling the billing, then the forms might be returned directly to the Registrar’s Office.

Advisors assisting sponsored students will require inquiry access to information maintained by other University departments: housing application status, admissions acceptances, I20 and other ISO information, and more.

International Co-op is considering future development of mentoring to help sponsored students with either the re-entry back to their home country and new agency position or with adjustment issues related to being a new student. The database could capture the link between a sponsored student and his/her student mentor. In addition, it would be helpful to set up a re-entry issues Chat Room on the Internet to assist in adjustment issues for sponsored students returning home after graduation.

International Placement (other than The Home Country Placement Program or The Exchange Programs)

Students who wish to return to their home country for co-op will be required to begin the process by informing their coordinator, who will update the system with the student’s intentions and refer the student to International Co-op. The student will then work with International Co-op, which includes completion of a student information form. For opportunities that fall outside of these formal programs, students usually find their own jobs. The student’s coordinator will update the system with the student information, company information, job description and job search status information. In place of the standard referral letters, the system’s mail merge feature will generate customized letters on behalf of the student. If a job search results in a placement, the coordinator will update the system with the student’s assignment. It will be noted in the company record if the student gives consent for the company to be contacted for future student placements. For international assignments, the system will generate a re-entry letter from International Co-op for the student’s return to the U.S.

Information about students who are pursuing international placement (including job referrals) will be accessible for both the coordinator and the International Co-op advisor.

International Student Counseling

International Co-op offers special assistance to international students in their career efforts, including help developing interviewing skills. The International Co-op Web home page will incorporate documents and tutorials tailored for the international student population, including resume samples and templates.

Advisors will have the option of storing confidential notes on the system. Note: Security issues need to be carefully explored regarding confidential notes on the system. Coordinators will be able to see if a student has obtained assistance with language skills, has been referred to other resources, has special job considerations such as religious or cultural preferences, etc.

Working in the U.S.

The International Co-op Department teaches MCOP 1220, a course about working in the U.S. As part of the course, students will be able to sign up online for required mock interviews.

Interchange with programs outside of the Division

International Coop would like to be able to access information on the system about independently managed programs that impact international students, such as exchange programs in the College of Business. One example is students who enroll in a program that consists of one quarter of coursework and one quarter of co-op. Because the job assignment process must begin prior to the coop quarter, it is helpful for International Coop to be notified when students initially enroll so that they may provide useful services. It needs to be determined how both International Coop and The Department of Cooperative Education could be notified.

Other Notes

It will be important for the PeopleSoft system to contain name and address fields that are large enough to accommodate international names and addresses. It would be helpful to be able to use other languages/ alphabets and graphics on the web page for welcome in other languages.

The Reciprocal Exchange Programs

Participation in one of the Exchange Programs is optional, and is initiated by the student. Counselors do not work from pre-established job descriptions; they approach partner institutions or companies presenting the student candidate and exploring job potential. There is high value placed on getting to know students personally - since the companies don’t have the opportunity to meet the students they are hiring, counselors must know the students very well. Each student’s performance contributes positively (or negatively) to the image and success of the whole program.

The program provides services for both incoming students from other countries and outgoing NU students.

Outgoing NU Students

Students begin by filling out an "interest" card, which will be redesigned to capture new information. An important piece of this information is the earliest date the student is available for international co-op. The system should perform a "tickler file" function, triggering e-mail reminders to counselors three quarters prior to the student’s availability. Upon receipt of the "interest" card, the counselor will set up a placement procedure checklist for the student to track their progress. This checklist will be stored on the database and made available for online viewing by the student, so that the student can track progress. Each exchange program has its own checklist, with minor variations.

The student is next required to initiate a petition seeking permission from their coordinator to work with International Coop for international placement. This will happen way ahead of the regular placement process since there is much more lead time involved in finding an international job. The individual coordinators will determine the allowed method of initiating the request (e-mail, phone call, in-person.). Because this is such an important step, it is likely that coordinators will want to discuss the request in-person with the student. The coordinator will access the system to see that an international placement checklist exists for the student, and that the student has had an informational interview with a counselor. The coordinator will fill out online the petition form, which will be stored on the database, and will notify international coop when the form has been completed.

Although it is not mandatory for a student to commit exclusively to international coop, the student is highly discouraged from simultaneously seeking a domestic job until a designated date prior to the start of the quarter. The international job development and placement process is very personalized and time consuming for all involved - the student, the counselor, and the company. A last minute cancellation can leave a negative impression that discourages a company from participating in the program again. Throughout the placement process, both the International Coop counselor and the coordinator will need to be able to access the system and view all of the student’s activities and status - including any job search activities the student initiates for a domestic assignment.

The next step is for the student to fill out an application form. This form will be available as a form on the Web, and the information entered will be stored on the database. The student produces a draft, which is reviewed and updated by the counselor. The counselor proofs & cleans up the translation if needed. A statement of participation (student status statement) is included as part of the application materials.

Throughout the Exchange Program placement process and follow-up, counselors will need the ability to set up customized forms and letters which can be easily merged with student information from the system. These will include letters to employers, monthly form letters to students, and some government correspondence. If it were possible for the system to differentiate whether the letter is being sent to a male or female and use the appropriate nouns and pronouns (he/she, his/hers), this would be desirable. Otherwise, the counselors will need to set up two versions of each letter and use the gender-appropriate one for the mail merge.

Company information will be stored on the central, shared University company database. Jobs will be able to be entered on the database as they are explored/developed or after the placement is made. Once a student is placed, the counselor will update the assignment on the system. The system will also generate e-mail to the coordinator informing him/her of the assignment. The assignment information will be available online for the coordinator to view. Pre-departure materials will be available on the Web, as well as (optionally) in hard copy.

While the student is still employed, evaluation forms will be filled out online (via web.) These include student and employer evaluations. Student "feedback" will be stored on the system for peer review. Note: the evaluation forms for the Exchange Programs are not the same as for the domestic and Home Country programs. Students are also required to come in for debriefing at the end of their assignments.

Incoming Students

An internal placement checklist (customized by program) will be set up for incoming students and will differ in content from the checklist for outgoing students. Incoming students will not have access to the checklists.

Once a student is "placed" in the U.S., the employer generates an offer letter. A template for the offer letter will be available via fax, e-mail or Web. Next, a responsible agent in International Coop produces the IAP66 immigration form. The information must be printed on the government-issued document - no substitutions are allowed. In addition, all documents must be accounted for, including voided forms. The system will be able to print the student’s information onto the government form. When the IAP66 is sent, the counselor is required to formulate a training plan for the student. The training plan and other customized letters and forms will be handled by the system’s correspondence & mail merge capabilities. After the students arrive and have been issued social security numbers, a memo is generated to the Registrar requesting they be added as special students. Students will then pick up a packet of information (which may also be available on the Web).

Employer evaluations are required at both the mid-point and the end of a job. Student evaluations are also required. Other correspondence, such as follow-up letters to employers, will be generated using the system’s mail merge. International Coop recommends tracking Exchange Program alumni/ae through the Alumni Records Department

The Home Country Placement Program

The Home Country Placement Program develops and manages co-op and full-time job placement in the Asia Pacific region. The program is entirely grant-supported and provides services to NU students, non-NU students, employers, and universities.

Student Information

Information must be tracked for both NU and non-NU students, but the records must be stored separately within the new system. NU students’ Home Country Program records will be integrated with all other university information and records. The Home Country Program would like to improve their outreach to international freshmen and transfer students, providing those students earlier access to the information. Information should be available on the Web, as well as through initial encounters with co-op coordinators or orientation.

To participate in Home Country Placement, all students (NU or non-NU) complete an application form. This form will be available on the Web, and information entered will be stored on the database. Non-NU students are also required to show a transcript form their school, verifying their academic status and GPA. This requirement does not apply to NU students, since the counselors can verify their transcript information. All students must provide their resumes, which will be stored on the system. Sample resumes and templates will be available via the Web for downloading. The system will provide a checklist of required activities that can be updated online, such as application received, transcript received or verified, resume updated, etc.

Throughout the interview and placement process, the system will continue to capture information. If a student ultimately finds their own job outside of the Home Country program, the International Coop staff will try to collect and update information about the company and the assignment on the system so that future placements can be explored.

When a student becomes inactive, the program would like to follow-up and update its information. It might be possible to form an alumni/ae group or network.

Employer Information

The Home Country Program deals with both multinational and local companies. All companies associated with the Home Country Program will be stored in the central company database. Companies are classified (within country) as "suspects", "prospects", "active", or "inactive". A company’s "donor" status is also indicated. Suspects are casual inquiries; prospects have filled out an application (Employer Reply Form); active companies are currently hiring; inactive companies have discontinued hiring.

Companies may have divisions, subsidiaries or local associates in other countries. These might have entirely different names so that the association is not readily apparent. The system needs the ability to link these companies together. The Employer Reply Form will need to be expanded to capture that type of information, adding questions such as "Is there a parent company? Joint venture? Etc."

If a company expresses interest, a counselor explains the guidelines and the employer completes an Employer Reply Form. This form will be available via secured access on the Web. Much of the information the employer provides will be automatically added to the system. However, new company information will need to be verified before it is entered on the system to prevent multiple, similar entries. The company will be also able to fax the form, in which case the staff will update the information on the system.

Placement Process

Employers generally provide a job description and specify which majors, skills, and prior work experience are sought. (Some employers supply a job title but not a complete description). A counselor will select student candidates on behalf of the employer, using the system’s job search/resume matching capabilities. The system’s search capabilities will need to include wildcard matching on majors, skills, and experience. For example, the counselors will need to be able to search for all majors containing the partial word "financ" - to select majors such as "finance", "financial accounting", "finance and MIS", etc. Note: Any student-specified restrictions or needs could also be displayed for the counselor, such as handicapped access. When the counselor tags selected students as candidates, the job will be linked to each of the selected students with a status of "resume sent" and the date. The system will check the company record and, depending upon company preference, will fax, e-mail or make available through secured Web access the selected student resumes. Counselors will view a summary list of the selected students sent - either by employer or by student. Via the Web, the employer will then be able to view the list of student candidates and tag preferred candidates. The system will be updated to reflect that the student is an approved candidate and the date, and an e-mail message will be sent to the student and Home Country counselor.

Once a company has approved a candidate, the student will be allowed to view the job and company contact information. There are multiple options for conducting interviews, including phone interviews and face-to-face interviews at the domestic headquarters. Although tracking these activities is not required, it would be useful to be able to record them on the system. Ultimately, the offer letter comes directly to the Home Country Program where it is then sent to the student. The offer contains information such as start date, end date, salary, benefits, etc. This information will then be entered on the database. The student signs the letter and returns it, and the placement is entered. Near the end of the assignment, the job evaluation form and pre-departure information will be made available through the Web. The evaluation process and form will be the same as for the domestic co-op program.

Graduating seniors who have registered with the Home Country Program by filling out the Student Information Form and are interested in full-time jobs can view/search all companies with openings in their major. However, because job listings are so vulnerable to theft, security is paramount for this online access. In addition to requiring student ID and PIN, the system must allow access only at authorized, secured locations.

University Information

The system will track information about participating universities (including NU) and the student’s contact person. In the case of NU, a student will be assigned to an International Coop contact, as well as a coordinator.

Companies who are recruiting may use a participating university’s facilities for on-site interviews. The Home Country Program staff manages all scheduling activities. The system will allow online interview scheduling (similar to the on-campus recruiting managed by Career Services). It would be very useful to have a mailing list (LISTSERV) so that information concerning pending recruiting activities could be easily distributed to interested students.

The detailed Software Requirements Specifiation can be found HERE.

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