The system will be designed for use by four user groups: Staff, students, employers, and alumni/ae. Career Services, Co-op, and International Co-op staff will use a graphical user interface developed with PeopleTools to update the database information. All non-staff (students, alumni, employers) will use a secured Web interface to access and update selected database information.

1. System Interface Functions.
0. PeopleSoft applications. System security will support user-defined levels of access, including by department, by program or by individual staff member.
0. Student. Biographical and academic information for Northeastern University students will be accessed from the PeopleSoft Student Administration System.
1. Staff. Basic information about Division of Co-operative Education staff such as names, office locations, etc. will be accessed from the PeopleSoft Human Resources System.
2. Company. Shared information about companies, such as name, location, URL, etc. will be accessed from the PeopleSoft Human Resources System. In addition, the Division of Co-op will maintain its own private information related to companies, such as contact information, site visits, and job development.
1. Internet applications. The Division will have a central World Wide Web home page with links to departmental home pages for Career Services, Co-op, and International Co-op. All documents and student access will be integrated with this site. The Division may also implement electronic mailing lists of e-mail addresses. These lists could be manually managed or maintained in an automated process using a software program called LISTSERV.

1. Student Career Profile. This area will contain information related to the student’s interests, goals, counseling, Myers Briggs testing, etc. It will be possible to roll-up this information along with co-op referrals, assignments, event attendance, etc. to provide divisional staff with a clear picture of the student’s career progress.

1. Appointment Scheduling. This area will provide a calendar of available times for appointments and will allow online scheduling.
2. Career Planning. This area will contain searchable, cross-referenced information related to interests, occupations, and NU majors, as well as graduate school information and application services.
3. Career Events. This area will contain information about workshops, career expos, seminars, company presentations, company briefings, etc. (This will also contain information/description about co-op courses, but actual course registration is handled through the Registrar.) Information will include description of event, eligibility restrictions, etc. This area will also contain a division-wide events calendar and online sign-up. In the future this could be integrated into a University events calendar.
4. Career Resources. This area will contain an online bibliography of career resources available at NU - books, periodicals, etc., as well as links to other Internet career resources sites on the Web. It will also contain a network file of alumni/ae who have made themselves available to be contacted by students wishing to find out more about a particular occupation.
5. Experiential Education. This area will contain the overview, orientation & preparation, job assignment, job evaluation, and program administration for all experiential education experiences, including all types of Co-op assignments, International Reciprocal Exchange Programs, and Home Country programs.
6. Job Listings. This area will contain all job listings maintained by the Division, including co-op jobs, career center postings, internships, part-time positions, work study, etc. Job descriptions will include requirements and restrictions. Jobs will be linked to a company and to one or more internal contact (coordinator, career services counselor, etc.) Each department will maintain its own entries.
7. Employment Services. This area will contain job search preparation information, resume and portfolio collection, online job search of the job listings by students or alumni/ae, resume matching by Division staff for employers seeking applicants, administration and sign-up for on-campus interviews and recruiting, administration and sign-up for Home Country Program job interviews, and senior surveys.
8. Instructional Support. This area will contain support for instructors, including instructor attendance sheets, overload waivers for the Bursar, online syllabus, grade sheets, and evaluation tools such as course evaluations and surveys. The PeopleSoft system may provide some or all of these functions.

1. General Notes
0. The system will provide a variety of standard administrative reports for Career Services, Co-op, and International Co-op, as well as ad-hoc reporting capabilities.
2. System Interface Functions
0. PeopleSoft applications
0. Student Information
0. Authorized staff will have access to student biographical and academic information maintained by other University departments, such as International Student Office, Registrar, Admissions, Residential Life, Financial Aid, Alumni, etc.
1. The system will store confidential notes about a student. Security will determine who can view the notes.
1. Staff Information
0. The system will link employee records (e.g. counselors, coordinators) to students, company contacts, and job listings.
2. Company Information
0. Authorized staff will update and view shared company information. Updating shared company information will probably be a centralized process in the Division. Viewing shared (public) company information should be available to everyone in the Division.
1. If technically feasible, the system could provide a "holding area" or "scratch pad" where all staff could add new companies. The companies in this "holding" area would be edited electronically and, if valid entries, applied to the central company file. The information in the "holding area" would be stored by internal contact. Note: need to determine the retention cycle on records in the "holding area".
2. The system will capture the employer’s preferred method for receiving resumes - e-mail, fax, Web, etc.
3. Financial Aid staff will be able to code employers as approved for work-study funds.
4. Individual Co-op coordinators, International Co-op staff, and Career Services staff will be able update their own contact information and site visit/prospecting information on the University company file. The Division may also offer centralized data entry.
5. The system will provide summary views of current and historical job listings and placement by company.
1. Internet applications
0. There will be a central Web site for documents, forms, etc.
1. The Division will set up and maintain electronic mailing lists for categories of students, such as students who want to be notified of Career Services events.
3. Student Career Profile
0. Division staff will update student career information, including student interests, goals, testing, and counseling. User-defined security rules would determine access to counseling notes. For example, counseling notes entered by Career Services counselors could be available only to other Career Service counselors.
1. Career Services staff will be able to review Career Services registrations submitted via the Web or enter registrations received in hard copy.
2. The system will provide summary and detail views of all career information, including interests and plans, preparation for Co-op and International Co-op programs, job selections, referrals and assignments, assignment history, and event attendance. All authorized staff within the Division will have access to this shared information.
4. Appointment Scheduling
0. Each member of the Division will be able to update the Division calendar with available appointment times and view his/her own scheduled appointments.
5. Career Planning
0. The university file of programs and majors will be expanded to include information about the interests and occupations associated with each university major. The information will drive the Web-based career-planning tool.
1. Career Services staff will be able to define and update a checklist of application activities required for participants in the Professional School Credential Services.
6. Career Events
0. Division staff will maintain information about career events, including workshops, seminars, Career Expos, etc. on the system. Information will include the event title, brief description, date and time, location, restrictions on enrollment & attendance, how to sign up (if required), and how to obtain more information.
1. Staff will be able to enroll eligible students or alumni/ae in an event.
2. Career Services staff will be able to add or update company applications for participation in Career Expos.
7. Career Resources
0. Staff will maintain a bibliography of Career Resources periodicals, books, videos, etc.
1. Career Services staff will oversee PIN authorization for alumni/ae who want to access the system via the Web, including the alumni/ae network function.
2. Career Services staff will provide resume templates for the Web site.
8. Experiential Education
0. General Notes
0. Program Checklists
0. The system will provide a customizable template for each coordinator, college, or program to define the activities students must perform to be authorized for co-op, to fulfill the job selection and assignment process, and to complete the job evaluation process. The system will provide the capability for each activity to be defined as "required" or "optional".
1. The system will support separate checklists for freshmen, transfer and returning students.
2. Each program will define its orientation requirement.
3. Coordinators or International Co-op advisors will update the checklist and other student status information.
1. Correspondence Features
0. The PeopleSoft technology will provide letter generation and mail merge capabilities. Staff will set up customized letters and forms for each program. Documents will be administered centrally in the PeopleSoft repository.
2. Job Evaluations
0. The system will support various types of evaluations. The standard evaluation materials will include a student/employer form, a student questionnaire, and a student reflection narrative. All of the information will be stored on the system.
1. The International Exchange Programs will have different evaluation forms. The system will support both mid-point and end of job evaluations for incoming students.
2. The system will forward evaluations and reflection forms completed via the Web to the assigned coordinator or International Co-op counselor. These will also be stored on the system.
3. Staff will be able to call up a list of their students or employers who have not completed the required evaluations.
4. Staff will have the ability to enter hard-copy evaluations into the system.
3. Assignment History
0. Information about sign-up and referrals will be retained up to 4 quarters.
1. Job assignment history will be retained "forever".
4. Job Tracking
0. The system will capture site visits to employers.
1. The system will support confidential comments associated with assignments, e.g. to capture problems that may arise during the assignment.
5. Work Study Administration
0. Staff will maintain information necessary to administer work-study funds, including annual allocation of funds to the Division and distribution of funds within coordinators.
1. The system will provide quarterly audit reports, recapping funds available and funds spent.
1. Co-op Program
0. Preparation and Clearance for Co-op Program
0. Staff will be able to (optionally) track all contact with students, in addition to the program checklist.
1. Co-op Job Selection and Assignment
0. Coordinators will define the program rules that drive student job selection and assignment. For example, in some programs coordinators will assign students directly into jobs. Most programs will allow students to select their own jobs; some will require students to prioritize their preferences with the selected jobs.
1. Coordinators will have access to the job listings and search capabilities. (Refer to Section 3.11 Employment Services)
2. Coordinators will call up a list of their students who have made selections and update approvals on the system. Approvals will trigger the system to send the student’s resume to the company. The information will be captured on the student’s job selection record.
3. Coordinators will be able to trigger system generation of referral letters.
4. Coordinators will update the system with the job assignment information once a student accepts a position, including salary. Most of the fields associated with an assignment will be required entry.
5. Student-developed positions
0. If a student completes the petition online, the coordinator will receive it electronically and will update the system with his/her approval or rejection. Alternatively, the coordinator will be able to update the system with information from a hard-copy petition submitted by the student.
1. If the petition is approved, the coordinator will add the job assignment to the system. Note: a company record is not stored for these positions.
6. Experiential program
0. Same as for student developed positions.
2. Verification for international students
0. When a co-op assignment is entered for a student, the system will check citizenship status. If the student is international and on an F1 or J1 visa, the system will generate a verification form.
1. The system will track the routing and status of the form through Co-op, ISO and International Co-op.
2. When International Co-op updates the system to show that the form has been returned and is authorized, the system will generate a letter for the student’s employer regarding tax status.
3. When the coordinator updates the system to show their receipt of the approved form, the system will generate an eligibility letter.
4. If there are any breakdowns in the workflow, the system will alert the coordinator.
2. International Reciprocal Exchange Program
0. Outgoing NU students
0. Preparation and clearance
0. International Co-op staff will update the system with information provided on the student interest card, record the informational interview date and notes, and begin the checklist for the individual student.
1. For students who seek permission to work with International Co-op, the co-op coordinator will be able to verify online that an international placement checklist exists for the student and that the student has had an informational interview with an International Co-op counselor. The co-op coordinator will fill out an online petition form, which will be stored on the database with the student record. Completion of the form will automatically generate an e-mail notification to the International Co-op counselor.
1. Job assignment
0. The system will store a "jump off" date for the co-op quarter. The date will represent the point at which a student is encouraged to seek a domestic co-op assignment for the quarter if no international placement has been secured.
1. The international counselor and the co-op coordinator will both be able to access all of the student’s activity and status - including any job search/selection.
2. Both the student and the international counselor will be able to edit the student’s application form and materials. These application materials will need to be stored in a variety of languages.
3. As potential jobs are explored, employer and job information can be added to the database. (Refer to 3.8 Company Information and 3.9 Job Listings).
4. Once a student is placed in a position, the International Co-op counselor will update the assignment on the system. The system will automatically generate e-mail to the coordinator informing him/her of the assignment.
1. Incoming students
0. Preparation and clearance
0. The checklist for each incoming student is for internal use and viewing.
1. Job assignment
0. The system will be able to generate the IAP66 immigration form once a student is placed.
2. Job evaluation
0. The system will support both mid-point and end of job evaluations by employers, as well as end of job evaluations by students.
3. Home Country Program
0. General notes
0. Records for Home Country students who are not NU students will be separate. The information will not be integrated into NU academic records.
1. Companies will be 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.
1. Preparation and clearance
0. The system will support separate checklists of required activities for NU and non-NU students.
1. Staff will be able to review student applications/registrations submitted via the Web or enter information received in hard copy.
2. Job assignment
0. Counselors will be able to search the Home Country student file for candidates and select resumes for employer review. (Refer to Section 3.11 Employment Services)
1. Counselors will be able to query by employer to see which student resumes were sent, when they were sent, and the disposition.
2. Counselors will have the option of tracking interview activities.
3. Once a student accepts a job, the Home Country Program counselor will enter the assignment on the system.
3. Job evaluation
0. Same as for domestic co-op
4. Sponsored students
0. The system will store information about sponsored students and their sponsoring agencies, including transcript release authorizations.
1. The system will generate rosters and reports for agencies and/or countries.
2. The system will provide summary lists of student accounts and reports for sponsoring agencies. This might be accomplished through the PeopleSoft student-billing module.
3. The system will be able to link a sponsored student to his/her student mentor.
4. A reentry issues "Chat Room" on the Internet would be desirable.
5. Other International Co-op Programs
0. Job preparation
0. Staff will be able to update the system with information collected on the Student Information Form.
1. Job selection and assignment
0. The student’s coordinator will update the system with the job assignment information once a student accepts a position.
1. The company record will be updated to show whether or not the company can be contacted for future placements.
6. Career Services
0. Job preparation
0. Career Services will define and track orientation and preparation requirements (checklists) for any of its programs.
1. Outreach
0. The system will be able to identify new students (freshmen, transfers) who have not "checked in" with Co-op, International Co-op, or Career Services.
9. Job Listings
0. The system will provide the security allowing each department to maintain its own job listings in the central database.
1. Each listing will include information such as which staff member is the contact for the job and the eligibility requirements that apply to the job. Eligibility restrictions might include criteria such as major, level (sophomore, etc.), visa status, qpa, financial aid work-study authorization, etc.
2. The system will allow restrictions to be added or removed at any time.
3. Because of the volume of job listings received each quarter, it will be necessary to explore all reasonable methods of capturing the information on the system - e.g. scanning, online Web entry, etc.
4. The system will support easy propagation of repeating job listings from quarter to quarter, such as "copy and paste" or automatic rollover.
10. Employment Services
0. Job search for positions managed by Co-op
0. Coordinators will be able to conduct job searches on behalf of students.
1. Resume matching
0. Authorized division staff will be able to conduct job searches on behalf of employers. Authorization will be determined by business rules, e.g. coordinators will be able to search their own job listings, Career Services staff will be able to search their own listings, etc.
1. Job selections will be stored in the system.
2. Resumes will be provided to employers according to the method specified on the company record - e.g. fax, e-mail, and web. For some programs, an online "check off" list will also be provided to the employer so that he/she can designate which student candidates are of interest.
3. The system will support either direct notification to selected students or notification by staff.
2. Job Research
0. Coordinators will have access to job descriptions written by prior co-op students (domestic and international) about their experience.
3. Individual Resumes
0. Coordinators will be able to query the resume file, for example to call up a list of their students who have not submitted or updated their resume since a specified date.
4. On Campus Interviewing & Recruiting (Career Services)
0. Career Services staff will be able to update the system with the description and schedule of participating companies.
1. Career Services staff will be able to "sign up" students for interview times or code the company as open for student "sign up" via the Web.
5. Home Country Interviewing & Recruiting (International Coop)
0. International Co-op staff will be able to update the system with the schedule and location for on-site interviews conducted by a Home Country employer.
11. Job Development
0. The system will store a separate "company prospect file", in the same format as the central company file.
1. Coordinators will update the file with casual inquiries and prospects.
2. Once all required information has been captured and verified, the company will be added to the central file.
12. Instructional Support
0. The system will provide instructor weekly attendance sheets, overload waivers for the Bursar, online syllabus, grade sheets, and evaluation tools such as course evaluations and surveys.

1. General
0. All student access described below will be via the Web. Access to any functions which involve confidential information such as student records or job listings will require secured entry of ID and PIN.
1. Any time a student uses the services provided on the Web, the system will capture information about the contact including the date and type of service.
2. There will be a "help" feature that ties questions to hyperlinks, such as "I’ll be graduating soon. How can I find a job?" or "How do I write a resume?" or "How do I register for co-op?"
3. It is highly desirable that the Web page contains "welcome" and instructions in a variety of languages in addition to English. For the Exchange Programs: Spanish, Dutch, French, and German. For Home Country Programs: Indonesian, Thai, Malay, and Chinese. For International Student Services: Arabic, Hindi, Japanese, Korean, Turkish, Greek, Russian, and Portuguese.
4. The system will support all required registration in Division of Cooperative Education programs:
0. Career Services
0. Students and alumni/ae are required to register with Career Services the first time they use any supported services, including accessing the Web. Registration via the Web will require completion of a form, supplying name, address and other basic information. The form will be e-mailed to Career Services staff who will respond personally to the student. Registration information will be stored in the system.
1. Co-op Program
0. Students will register for co-op each quarter through the Registrar’s Office.
5. Students will also be required to "check in" quarterly in most programs. Business rules will define which departments/programs require "check in" and whether this activity can be done online.
6. Courses taught by the Division
0. Courses will provide syllabus and other materials on the Web.
1. For International Co-op’s "Working in the U.S." course, students will sign up online for the required mock interviews.
2. Student Career Profile
0. Students will be able to view information from their own records. The information will include self-declared interests, goals, co-op referrals including whether their resume has been sent out, assignments, event attendance, etc.
3. Appointment Scheduling
0. Students will be able to schedule appointments via the Web with Division of Co-operative Education staff.
4. Career Planning
0. Web-based planning tool
0. A student will be able to enter (individually or with a counselor) self-defined career goals, interests, values and abilities. This information will become part of the student’s career record. Only the most recent entries will be stored.
1. From a drop down list, a student will be able to select areas of interest. The system will search for and return a list of related occupations and NU majors. The student will be able to drill down for more description on any of the occupations and majors.
2. From a drop down list, a student will be able to select occupations. The system will search for and return a list of related NU majors. The student will be able to drill down for more description on any of the majors.
3. From a drop down list, a student will be able to select NU majors. The system will search for and return detailed information about the major, as well as a list of related occupations.
4. At any time, the student will have the opportunity to save information about his/her selections (interests, majors, and occupations) on the database.
1. Graduate School information and services
0. The Career Services web site will contain links to graduate school information, such as Peterson’s Guide, GMAT tests, and fellowships.
1. Students will be able to complete a registration form for participation in the Professional School Credential Service offered by Career Services.
2. Student participants in the service will be able to view their checklist of required application activities.
5. Career Events
0. Career events will include workshops, seminars, Career Expos, etc.
1. Information will be displayed two ways: by calendar and by list in date order. This will include the event title, brief description, date and time, location, restrictions on enrollment/attendance, how to sign up (if required), and how to obtain more information.
2. Authorized students will be able to sign up online by providing their name, ID, phone number, and e-mail address. Authorization will be determined by business rules, e.g. a student must be registered with the sponsoring program (Career Services, Home Country Program, etc.) in order to sign up for an event.
3. Students will specify confirmation by e-mail or mail (not to exceed weekly notification if by mail.)
4. Students will be automatically notified if an event is canceled or rescheduled. The system will provide for wait lists and will automatically enroll and notify if an opening occurs.
5. Students will be able to access lists of companies participating in the Career Expos. If possible, they will be able to search company requirements by major.
6. Career Resources
0. Students will be able to view or search an online bibliography of the periodicals, books, videos, etc. available in the Career Resources library.
1. Authorized students will be able to search the Alumni/ae Network for names and contact information about volunteers willing to discuss career and occupation experiences. Authorization will be determined by business rules (e.g. student has registered with Career Services, is not financially withdrawn from the university).
2. The system will provide an online registration form for Career Service’s Professional School Credential Service.
7. Experiential Education
0. General Notes - All Programs
0. Preparation and clearance
0. The system will provide the ability for students to view (but not update) their program requirements checklist. Students will be able to review their progress and be reminded of which steps still need to be taken. Business rules will specify which programs allow students to have this access.
1. Students will be able to submit their most recent resume to be stored on the system. (Refer to Section 3.6 Employment Services).
2. Specific program information and instructions will be available on the Web.
1. Co-op Program
0. Preparation and Clearance for Co-op Program
0. The system will provide an (optional) online sign-up for freshmen and transfer orientation.
1. The system will provide an (optional) online sign-up for returning students’ reflection seminars.
2. The system will provide an (optional) online sign-up for international students requesting special assistance from the International Coop Department.
1. Job Selection and Assignment
0. Authorized students (those who have been coded by their coordinator as having met the clearance requirements for the quarter) will be able to view or search all the co-op job listings for the quarter. Business rules associated with each program will determine if and how a student "signs up" to express their interest in selected jobs. (refer to Section 3.6 Employment Services)
1. Students will be able to view the updated status of all of selected jobs (whether selected by the student or by the coordinator on behalf of the student). Status information will include whether their resume has been sent, the company to whom it was sent, and the date sent.
2. The system will provide an (optional) online form for students to request a co-op referral letter once the employer has chosen them for an interview.
3. Student developed positions
0. The system will provide an (optional) online petition request form for students who develop their own jobs and seek coordinator approval. The petition will be routed to their coordinator for review.
4. Experiential program
0. The system will provide an (optional) online petition request form for students who want to pursue an experiential learning experience such as community service. The petition will be routed to their coordinator for review.
2. Job evaluation
0. The job evaluation components will be consolidated into a conceptual "3-part form" on the Web. As much information as possible from each part of the evaluation will be stored in the database.
1. Information that is common to all three parts will be entered once in a header section of the evaluation form.
2. Part 1, the student/employer form, will capture the student’s evaluation of the job that is intended for the employer. Once completed, the system will store the evaluation on the database and "send" the form off to the employer for the employer’s evaluation. The form will be sent via fax or e-mail depending on the employer’s specification.
3. Part 2, the student/peer form, will capture the student’s description of the job intended to serve as a resource for his/her peers. Once completed, the system will store the description on the database.
4. Part 3, the reflection form, will capture the student’s reflection of the job experience. Once completed, the system will store the reflection narrative on the database, to be accessed online by the student’s coordinator.
2. International Reciprocal Exchange Program
0. Outgoing NU students
0. Preparation and clearance
0. The system will provide an online application for eligible students. Eligibility is determined by the coordinator granting permission for the student to work with International Co-op on international placement. The application data will be stored on the database and will be revised and edited by both the student and his/her advisor. A student status statement (statement of participation) will be included as part of the application materials.
1. Job assignment
0. Students do not search the job listings.
1. Pre-departure materials will be available on the web.
2. Job evaluation
0. The job evaluation will be online forms on the Web. Note: The employer evaluation form is different than for the domestic co-op program and is in several different languages.
1. Evaluation information will be stored in the database.
1. Incoming students
0. Preparation and clearance
0. Note: The program checklist for incoming students in intended for internal use only and not for student access.
1. Job assignment
0. After placement, students receive a packet of information, some of which could be available on the Web.
2. Job evaluation
0. The required student evaluation form could be available online. (The form is different than for domestic co-op program).
3. Home Country Program
0. Preparation and clearance
0. The system will provide an application form (Student Information Form) for student applicants (both NU and non-NU). Non-NU students will have some different requirements - e.g. they must provide a transcript.
1. Job selection and assignment
0. Home Country counselors perform the initial resume matching on behalf of employers. Students will receive e-mail notification when an employer has selected them as a job candidate.
1. Selected candidates will be able to view the job and company contact information for the employer.
2. Employers send offer letters directly to the Home Country counselor, who will enter the information on the database. Information includes start date, end date, salary, benefits, etc.
3. Pre-departure information will be available on the Web.
2. Job evaluation
0. Same as for domestic co-op program.
3. Senior job search
0. Graduating seniors who have registered with Home Country Program by completing a Student Information Form will be allowed to search for full-time jobs in their major.
1. In addition to ID and PIN, IP address security will be required for this access since full-time job listings are so vulnerable to theft.
4. Sponsored Students
0. Re-entry issues "Chat Room" would be desirable.
8. Employment Services
0. Job Search Preparation
0. There will be general information available on the Web, including how to find a job, how to complete a job application, how to interview, etc. (This information currently exists on the Career Services home page).
1. There will be a tutorial about writing the different types of letters used in a job search. Samples and templates will be provided. (This information currently exists on the Career Services home page).
2. There will be resume templates available to be downloaded. Separate templates will be available for international and home country students.
1. Individual Resumes and Portfolios
0. The system will store student resumes in two forms - text and graphics. The reason for this is that some companies will require an ASCII format for e-mail attachments.
1. Information will be extracted from the resumes for use in searches and job matching.
2. It will also be possible to store student portfolios in addition to resumes.
3. Students could have the option of storing a customizable cover letter which could be automatically be sent out along with the resume.
4. Eligible seniors and alumni/ae will specify if their resumes should be made available for applicant searches conducted by Career Services on behalf of employers. They will also specify their preferred method of notification if the resume is sent out. Business rules will determine student eligibility e.g. receiving their degrees in the current academic year.
5. Resumes will be deleted for inactive students. Business rules will determine the retention cycle.
2. Job search and selection
0. General notes
0. Only authorized students will be able to (1) use the job search and (2) sign up for jobs.
0. Business rules associated with each program will determine if and what a student is authorized to search (e.g. only students who have met the co-op clearance requirements for the quarter can search co-op job listings. Only students who have registered with Career Services can search Career Services job listings. Only graduating seniors who have registered with Home Country Program can search Home Country full-time job listings within their major).
1. Business rules associated with each program will determine if a student is required & allowed to "sign up" for jobs after the search (e.g. if their co-op program permits).
1. Search criteria will include major, skills, location, and category (part-time, full-time).
2. Information will be displayed about requirements, restrictions, how to apply or whom to contact internally. If there are multiple internal contacts, all will be displayed.
1. Positions managed by the Co-op Program
0. Remote access to job search will block the name and street address of the company, to deter students from bypassing the referral process. The company will be described in general terms, e.g. a major engineering firm. On-campus access to job search will display company name and address, and link to the company’s URL where possible.
1. The system will have the ability to provide program-specific error messages for students who attempt to use unauthorized features. (E.g. If students whose programs do not permit online "sign up" try to use that feature, they will receive a message explaining the assignment process for their program.)
2. Authorized students will be allowed to "sign up" by designating their selections online. If required, students will also prioritize their selections. The system will check the eligibility requirements associated with the job and will not allow a student to sign up unless he/she meets those requirements. Business rules will determine eligibility - e.g. the job might be restricted by major, QPA, or coordinator code.
3. If a student signs up for a job managed by a coordinator other than his/her assigned coordinator, the system will display a message that includes instructions for the student on how to proceed.
2. Positions managed by International Co-op
0. Because these job listings are so vulnerable to theft, in addition to requiring student ID and PIN, the system must allow access only at authorized, secured locations.
3. Positions managed by Career Services
0. Sign up is not required for these positions.
3. Job Research
0. The system will store job descriptions written by prior co-op students (domestic and international) about their experiences. These will be searchable online with secured student access.
4. On Campus Interviewing & Recruiting (Career Services)
0. Students will be able to view list, description, and schedule of participating companies.
1. All other activities will require entry of student ID/ PIN, and prior Career Services registration.
2. Eligible students will be able to sign up online to attend orientation, which is required for participation in on-campus interviewing. Eligibility is determined by senior status as evidenced by class year on the student’s record.
3. Once a student has attended orientation, he/she will be able to express interest in a company by sending a resume.
4. Once a company has notified a student of selection, he/she will be able sign up online on the schedule for preferred interview time slot. Students will be able to see only available slots and their own choices. The system will check for time conflicts to prevent students from double booking. Students will be able to review all of their signups. Online changes and cancellations will be allowed until 48 hours prior to the interview, after which no changes are allowed.
5. Off-Campus Interviewing (Home Country)
0. Students will be able to view the description, schedule, and interview location of the participating company.
1. All other activities will require entry of student ID/ PIN, and prior Home Country Program registration.
2. Eligible students will be able to sign up online on the schedule for preferred interview time slot. Students will be able to see only available slots and their own choices.
6. Senior Surveys (Career Services)
0. The system will provide an (optional) online employment survey for eligible students. Eligibility is currently defined as students who have recently graduated, but may be changed in the future to be students who are seniors. A student will only be allowed to fill out the survey once.

1. General
0. There will be general information available on the Web about Division of Co-op programs and services available for employers.
1. There will be an inquiry form on the Web for employers to request more information about the Division’s services and programs.
2. Company Information
0. In order to participate in any services, employers must provide information about their companies, including company name, address, phone, etc. This can be done by fax, e-mail, or by a form on the Web.
1. Employers who wish to register for the Home Country Program will be able to fill out the Employer Reply Form via the Web (with secured access.)
2. Employers can specify how they wish to receive applicant resumes – by fax, by e-mail attachment, or by accessing the Web using an assigned PIN. Note: Employers will be able to only view their selected applicants, not search the student resume file. The PIN will be issued by Division staff and will be changed quarterly for security reasons.
3. Job Information
0. Job Listings
0. Employers will be able to submit job listings to Career Services, International Co-op, or Co-op via a web form, e-mail with attachment, or fax.
4. Career Events
0. Employers will be able to apply via a Web form for participation in Career Expos sponsored by Career Services.
1. Employers will not be considered registered until the application fee has been received and Career Services has updated their registration record.
5. Experiential Education
0. General Notes – all programs
0. Job Evaluation
0. Employers will be able to complete their portion of the job evaluation via a Web form or send it via e-mail or fax.
1. Evaluation forms will vary by program (domestic co-op, international exchange, and Home Country placement).
1. Job Assignment
0. Employers will receive student resumes via fax, e-mail or on the Web. Companies who use the Internet frequently may prefer to view their applicants’ resumes via the Web. This access will require security (a PIN) and will allow only viewing approved resumes, not searching the student resume bank.
1. International Reciprocal Exchange Program
0. Incoming students
0. Job assignment
0. Once the student is placed in a job, the employer generates the offer letter. A template for the employer offer letter will be available for downloading via the Web.
1. Job evaluation
0. Employer evaluations are required at both the midpoint and the end of a job.
2. Home Country Program
0. Job assignment
0. Employers provide a job description and specify which majors, skills, and prior work experience are sought. This information will be captured via a Web form.
1. Employers will be able to go on the Web with security, view the list of their candidates, and tag their selections. The system will generate e-mail to both the student and the counselor notifying of the selection.
2. Employers send their offer letters directly to the Home Country Program counselor (not the student.)
1. Job evaluation
0. Employer evaluations are required at the end of a job.
6. Employment Services
0. Job Search for positions managed by Career Services
0. Employers seeking applicants will be able to submit a form via Web, e-mail, or fax to Career Services requesting the resume matching service.
1. Employers will specify if they are seeking seniors or alumni/ae.
1. On-campus Interviewing and Recruiting
0. Employers will register for on-campus recruiting by contacting Career Services in-person or by phone. During this registration process, dates and interview times will be set up and employers will be issued a PIN for online access via the Career Services web site.
1. Employers will be able to submit job descriptions to Career Services via a web form (using PIN), e-mail, or fax.
2. Registered employers will be able to look up online the resumes of students who have expressed an interest in them. Employers will also be able to view their interview schedule. Access will require PIN entry.
2. Off-campus Interviewing (Home Country Program)
0. Employers will have access to the online interview schedule.

 

 

 

 

 

3b. System Requirements – Alumni/ae

 

 

7. General
0. There will be general information available on the Web about Division of Co-op programs and services available for alumni/ae.
1. Any time alumni/ae use the services provided on the Web or comes in to one of the offices, the system will capture information about the contact including the date and type of service.
2. Alumni/ae are required to register with Career Services the first time they use any supported services, including accessing the Web. Registration via the Web will require completion of a form, supplying name, address and other basic information. The form will be e-mailed to Career Services staff who will respond personally to the student. Registration information will be stored in the system.
8. Appointment Scheduling
0. Alumni/ae will be able to schedule appointments via the Web with Career Services staff.
9. Career Events
0. Career events will include workshops, seminars, Career Expos, etc.
1. Information will be displayed two ways: by calendar and by list in date order. This will include the event title, brief description, date and time, location, restrictions on enrollment/attendance, how to sign up (if required), and how to obtain more information.
2. Authorized alumni/ae will be able to sign up online by providing their name, ID, phone number, and e-mail address. Authorization will be determined by business rules, e.g. alumni/ae must be registered with Career Services) in order to sign up for an event.
3. Alumni/ae will specify confirmation by e-mail or mail (not to exceed weekly notification if by mail.)
4. Alumni/ae will be automatically notified if an event is canceled or rescheduled. The system will provide for wait lists and will automatically enroll and notify if an opening occurs.

1. Career Resources
0. Alumni/ae will be able to view or search an online bibliography of the periodicals, books, videos, etc. available in the Career Resources library.
1. Alumni/ae will be able to fill out a form on the Web to join the Alumni/ae Network. The Alumni/ae Network will be provide names and contact information about volunteers willing to discuss career and occupation experiences with students.
2. The system will provide an online registration form for Career Service’s Professional School Credential Service.
2. Employment Services
0. Job Search Preparation
0. There will be general information available on the Web, including how to find a job, how to complete a job application, how to interview, etc. (This information currently exists on the Career Services home page).
1. There will be a tutorial about writing the different types of letters used in a job search. Samples and templates will be provided. (This information currently exists on the Career Services home page).
2. There will be resume templates available to be downloaded. Separate templates will be available for international and home country students.
1. Individual Resumes & portfolios
0. The system will store alumni/ae resumes in two forms - text and graphics. The reason for this is that some companies will require an ASCII format for e-mail attachments.
1. Information will be extracted from the resumes for use in searches and job matching.
2. Optional portfolios will also be stored.
3. Eligible alumni/ae will specify if their resumes should be made available for applicant searches conducted by Career Services on behalf of employers. They will also specify their preferred method of notification if the resume is sent out. Business rules will determine eligibility, e.g. financially cleared by the University.
4. Resumes will be deleted for inactive alumni/ae. Business rules will determine the retention cycle.