Student career advocate training, phase one

Student Career Advocate Training

SFA Career ServicesFall 2010

Phase One

Training Sections

Covered in Phase One: Career Services – Services Offered Career Services – Processes

Covered in Phase Two: Career Services – About So, What is an SCA Anyway?

Career Services – Services Offered

Career CounselingCareer Fairs

Information Sessions & TablesInterviewStream

Jobs4JacksJob Search Assistance

Minute ClinicsMock Interviews

New Student Employee OrientationOff-Campus Student Employment

On-Campus InterviewsResource Room, Internet & Printing

ResourcesResume Assistance

Resume Paper and Business CardsVault Career Insider

What Can I Do With This Major?Workshops

These services are free to all SFA students and alumni. There may be restrictions or a charge for other participants.

Career Counseling: What It IsWhat Career Counseling is: Assisting participant in choosing a major and/or career Assisting participant in changing a major and/or career Matching career possibilities to interests, values,

personality and major

What Career Counseling is NOT: Academic advising Specific knowledge on the ins and outs of every single job

in the world Job search assistance (this is Career Services)

Career Counseling is free for SFA students and alumni. The fee is $25 per inventory completed for other participants.

Career Counseling: SessionsCareer Counseling is completed in three sessions. If further sessions are desired, a participant may schedule appointments beyond session 3.

Session 1: Initial Consultation Participant discusses experiences in school, hobbies, previous employment, etc. to give a

sense of who the participant is, as well as what type of information or benefit they expect to gain

Participant completes interest and personality inventories

Session 2: Assessment Interpretation Personalized interpretation of the inventories completed

Discuss what careers match the participant’s interests and what work environments fit with their personality characteristics

Information on matching careers and academic programs is provided, along with additional self-help resources

Session 3: Wrapping Up After researching various career and academic options, participant is provided the

opportunity to discuss any questions that have arisen Opportunity to explore the challenges of making certain choices and to process the

information so the participant will feel comfortable with the chosen academic and career path

Career Fairs

Career Fairs are an opportunity for SFA students and alumni to meet and network with professionals and begin the journey toward internships and full-time employment upon graduation.

Only SFA students and alumni are allowed to attend career fairs.

Event Dates Location

Career Fair Wednesday, October 61 – 4 pm

Grand Ballroom

Teacher Job Fair Friday, November 19

9 am – 12:30 pm

HPE

Accounting Fair*Fall only event

Monday, October 11

10 am – Noon

BPSC Regents Suites

Camp Fair*Spring only event

February 2011Time TBA

BPSC Spirit Lounge

Career Guides/GuidebooksGuides are career-related resources tailored specifically to SFA student and alumni needs. These guides provide in-depth information in an array of career-related topics.

A Guidebook is a complete set of guides on a certain topic (ex. Resume Guidebook).

Guide topics: Resume Interview Internships Considering Graduate School? Your Professional Brand Career Exploration Job Search Life After College

To access the guides online: Logon to the Career Services website On the left menu, click on Student Select the area of interest

To view Guidebooks, click on SFA Career Guides.

Users can print the online PDFs or, at a later date, have the ability to purchase an entire book in Career Services.

Information Sessions & TablesInformation SessionsEmployers have the opportunity to share more about their organization and opportunities available. Often times, these information sessions are held the day before On-Campus Interviews and usually in the evening.

On-Campus Recruiting TableAn on-campus recruiting table is available for an organization to present information about and recruit for employment opportunities. Generally, tables are in the Baker Pattillo Student Center or in front of McGee Business Building.  A “Sponsored by Career Services” sign must be prominently displayed on top of the table at all times. This sign must be picked up and returned to Career Services each recruiting day. In addition, if the organization would like to hand out promotional materials to students, the item(s) must be approved by Career Services prior to the recruiting date(s).

InterviewStream

InterviewStream software uses information specific to the user to create realistic interview scenarios that are custom tailored to each interviewee. InterviewStream allows the user to capture responses to interview questions using a webcam. This feature enables the user to see exactly how they will look and sound to a prospective employer.

InterviewStream can be completed on a Career Services computer or with another computer that has webcam availability.  What to expect:It is a different experience talking to a webcam without being able to see the interviewer. However, the goal of InterviewStream is to be able to critique individual performance in a private environment, before actually sitting in front of an interviewer.  What to concentrate on:InterviewStream provides the ultimate opportunity for self-critique. Concentrate on critiquing these areas when replaying answers to interview questions: Posture Eye contact Nervous behaviors (e.g. fidgeting, rambling, etc.) Gestures Fillers (e.g. Um, so, hm, uh, like, you know, etc.) Content in answering questions

Jobs4JacksJobs4Jacks is SFA’s exclusive online employment database.

Employer functions: Post available internships, off-campus part-time and full-time job opportunities within

organization Request on-campus interview schedule Register to attend career fairs hosted every semester Search for student and alumni resumes and profiles

Student functions: Create a profile and publish resume for employers to search Search for available internships, off-campus part-time and full-time job opportunities View and register for on-campus interviews, information sessions and workshops Drop resume to employers View a list of employers attending career fairs

Faculty functions: Search for available internships, off-campus part-time and full-time job opportunities View details about information sessions and workshops Search student profiles and resumes View a list of employers attending career fairs Search for employer contacts within a certain organization

Job Search Assistance

Career Services professional staff are able to assist students when beginning or continuing an internship or full-time position. While each instance is handled on a case-by-case basis, staff provide information on topics such as utilizing the Internet in their search, the importance of networking and building a resume that works for them.

Types of job search appointments: Internship search Full-time job search Resume assistance Networking assistance

Minute Clinics

Minute Clinics are designed with the busy student in mind, as well as for reaching the student who is unaware of Career Services. Minute Clinics are provided in convenient, high-traffic areas of campus, most generally in the Baker Pattillo Student Center. Each Minute Clinic hosts a different topic, ranging from resume to interviewing, etc. While collecting information on the topic, students are able to ask any questions they may have in relation to Career Services.

Mock Interviews

Mock interviews with Career Services staff are available to those interested in constructively sharpening and enhancing important interview skills, by creating a situation as close to the real interview as possible. A mock interview is a practice interview conducted by a professional Career Services staff member, in which the interviewee is asked questions typical to those in an employment or professional school admissions interview. The format of a mock interview is: Introduction: After exchanging greetings, the interviewer will briefly

explain the mock interview process and what to expect. Participant will be able to ask any questions before the mock interview begins.

Interview: Upon consent, the question and answer segment of the mock interview will begin.

Personal critique: After the last question, the interviewer will ask for the participant’s thoughts on how the interview went. This provides time for self-critique and to personally address areas of weakness and strength.

Professional critique: After self-critique, the interviewer will supply participant with further feedback. Areas critiqued may include answer content, nonverbal behaviors, interview attire, etc.

New Student Employee Orientation

Career Services provides a New Student Employee Orientation for all new student employees at SFA. This orientation is designed to acquaint new student employees with customer service ideals, as well as providing valuable advice on developing a professional image. In addition, other topics covered during the orientation include: Proper Internet and computer usage Telephone and email etiquette Handling confidential information and lots more!

While the Orientation is designed for first-time on-campus student employees, the orientation is open to any student employee.

Generally the Orientation lasts an hour and a half. Upon completion, the student will receive a certificate of participation and a checklist to give to the supervisor as proof of attendance.

Off-Campus Student Employment

Career Services maintains off-campus part-time postings. Employers will post these positions on Jobs4Jacks, where students will have the ability to view and learn more about them.

On-Campus Interviews

Each year, companies from Texas and across the nation visit SFA to interview students and alumni for internship and professional full-time positions. Students and alumni who are interested in signing up for on-campus interviews must register with Jobs4Jacks. There are two types of interview schedules: Pre-select interviews allow the employer to screen interested applicants

that have submitted their resume in order to select candidates to interview

Open interviews allow students to directly sign up for an interview time on the interview schedule (without first being screened)

 To view the on-campus interview schedule: Login to Jobs4Jacks Under the On-Campus Interviews tab, click on Interview Schedule

The furnishings in the interview lobby have been graciously sponsored by Enterprise Rent-A-Car.

Resource Room, Internet & Printing

Resource RoomThe Resource Room houses a large collection of career-related information, including: Books and publications on various topics (e.g., dressing appropriately for the

workplace, creating a top-notch resume, etc.) Up-to-date literature on over 200 companies, federal and state agencies Yearly internship and job opportunity publications in cities across the nation Information on local companies that actively recruit at SFA Posted internship, summer camp and graduate school opportunities

Students and alumni may check out 2 books at a time for a maximum of 14 days. 

Internet and Printing UseStudents and alumni are also able to access career-related information (e.g. job listings, internship information, resume and cover letter writing help, etc.) via the Internet, and to utilize the printer in moderation.

The computers and Resource Room furnishings have been graciously sponsored by Fastenal.

Resume Assistance

Resume critiques are intended to help tailor resumes and other career-related documents to individual circumstances after applying basic information.

Resumes can be submitted by: Email Drop off in office

Items Career Services can critique: Resume Cover letter References Personal statement Admissions essay Application question answers, etc.

Necessary documents are: Resume (and/or other career documents) Resume Critique Request form

Resume Paper & Business Cards

Resume PaperUp to 10 free sheets of resume paper are available per request. Resume paper is located in the cabinet under the staff member resume trays.

Business Cards10 free business cards may be printed for student use at career fairs, information sessions or other networking events.

Vault Career Insider

The Vault Career Insider is an online resource that provides comprehensive career information and management tools. This online library is a comprehensive career resource including: 140+ downloadable e-books, covering a multitude of workplace topics 3,500+ company, occupational and university profiles 1,300+ career advice articles Sample resumes and cover letters Internship database Industry trends and research Information on graduate and law schools Up-to-the-minute message boards Job-related video feeds Robust research tools

To access the Vault Career Insider: Access Jobs4Jacks account Under the External Resources tab, click Vault Career Insider

What Can I Do With This Major?

“What Can I Do With this Major” helps users connect majors with careers. For each major of interest, choose either the HTML or PDF version to find an outline of common career areas, typical employers, and strategies designed to maximize career opportunities upon completion of a four-year degree. Choose Links to find a list of websites that provide information about listed majors and related careers.

Keep in mind that the information sheets and websites are representative of typical career paths associated with each major and not a comprehensive list. Exploring information and websites from multiple majors will aid in learning about a wide range of career opportunities.

To locate “What Can I Do With This Major”: Access the SFA Career Services webpage Click on Student Click Career Exploration Click on What Can I Do With this Major, or Search for What Can I Do With this Major on SFA homepage

Workshops

Workshops are an excellent tool to aid in the development of attendee’s professional image, ready for the workplace. A variety of topics are offered during the Career Workshop Series, including resume, interviewing, networking, etc. It is the goal of Career Services to provide SFA students the tools necessary to excel in each of these vital areas.

Employers from local and nation-wide organizations provide valuable input and advice on career-related topics to students who are looking to align themselves with today’s trends and expectations in the business world.

Generally, attendees do not need to register for a workshop beforehand.

Career Services – Processes

Business CardsCareer Fair

Check ProcessingInterviewStream

Job PostingsJob Search Assistance

Jobs4Jacks: Creating an AccountJobs4Jacks: Approving Pending Account: Students

Jobs4Jacks: Alumni AccountsJobs4Jacks: Inactive Accounts

Jobs4Jacks: Approving Pending Account: ContactsJobs4Jacks: Approving Pending Job

Jobs4Jacks: Approve Pending Event RegistrationsJobs4Jacks: Invoices, Approval Packets & Receipts

Marketplace Credit Card PaymentsMock Interview

On-Campus Student EmploymentResource RoomResume Critique

Workshops

Business Cards

To create business cards: Locate the Business Card Template (Student Common drive >

Career Services > My Documents > Helpful Office Stuff) Fill in the needed information:

Name Degree Major Expected graduation date Address Phone number(s) (Up to 2) Email address

Print 10 business cards on business card paper Upon completion, contact the person by phone and tell them they

are ready for pickup

Career Fairs

Be familiar with broad event information, including: Date and time Location Fees associated Nearest parking facility, etc.

To register an organization for a career fair: Login to Jobs4Jacks Under the Databases tab, select Career Events and click Search Select Active status and click Search Click on the blue number of employers for the specific career event Click on Add Employer To view a list of participating organizations: Login to Jobs4Jacks Under the Career Events tab, click Career Events Click Search without filling in any information Click on the career event name to view more details Click on View Employers Attending

For career event preparation instructions, consult fair checklist.

Check Processing: 1 of 2

To process a check: Separate checks and materials from envelope (throw away

envelope) Write handwritten receipt Generate Jobs4Jacks receipt Email to recruiter Print Career Services copy Stamp and endorse checks Fill out deposit slip Include receipt numbers from handwritten receipts Write the name of the career fair (e.g. Teacher Job Fair,

Camp Fair, etc.) Generate sum of checks on calculator and print 3 tapes Copy checks and deposit slip

Check Processing: 2 of 2

Career Services keeps: Copy of deposit slip

Yellow slip goes to Administrative Assistant Printed Jobs4Jacks receipt Copy of checks White handwritten receipts Extra materials from envelope Deposit bag: White deposit slip Green handwritten receipts with 1 sum tape Original checks with 2 sum tapes

InterviewStream

To schedule an InterviewStream appointment: Locate the InterviewStream Calendar for the coordinating semester Find an appointment time that works with the participant’s schedule In timeslot, record:

Participant’s full name Phone number Mark whether for personal or assignment purposes; if for an assignment, record

instructor/course name

When a user arrives for their InterviewStream appointment: Direct the user to the InterviewStream room Allow the user to login to the computer using their personal account Pull up Internet Explorer Show the user the Quick Start Guide to the left of the computer Point out webcam; microphone is located inside webcam Let them know that they will need to complete at least one 8-question

interview to receive credit Let them know that they can ask if they have any questions Shut the door; place sign on outside

Job Postings

Career Services often receives job postings from organizations with available internships and full-time positions. While we wish to maintain this information, Career Services does not have the space to post all notifications.

Handling postings received by email: Search Jobs4Jacks for the hiring organization If organization can’t be found, create an account for them When the organization is located, click the number of jobs posted and

search for the position listed in the posting If job has been previously posted, change status to Active and update

expiration date If job has not been previously posted, click the + next to the number

of jobs posted by the organization and complete the new job form Print several copies and follow the instructions for postings received

by snail mail  Handling postings received by snail mail: Forward, through Campus Mail, to corresponding department(s)

Job Search Assistance

To sign up for a job search assistance appointment: Student will need to complete a Job Search Appointment

Request (these are not found online) Distribute these in the resume tray of the professional staff

member of which the areas requested are closely aligned Tell the student that a Career Services staff member will be

contacting them to set up the appointment time

Jobs4Jacks

Creating an Account

To create a new student, contact or employer account:

Under the Databases tab, scroll down to appropriate group and click New

Complete the profile to the best of your ability Change status to Active Click Save

Jobs4Jacks Approving Pending Account: StudentsBefore activating, search by Student ID number and/or last name to verify the student does not already have an account.

A valid Student ID consists of the following: 8 digits No dashes, spaces, etc. Starts with “10”

To search for accounts: Click on Databases > Students

If the student already has an account: Email them their account login information Delete the pending request

If the student does not already have an account: Verify that a valid Student ID is in both fields: Student ID (in Personal

Information), and Confirmed Student ID (in Control Information) If Student ID is correct in both places, activate the pending account If Student ID is not correct, DO NOT activate the account. Ask your Supervisor

to lookup correct information in Banner, correct and then activate

[Name]:

You recently submitted a request for a Jobs4Jacks account. I was unable to approve this request because you already have a Jobs4Jacks account in use. Please login to your Jobs4Jacks account using the following information:

Username: [Student ID]Password: [Password]

Thanks,[Career Services]

Jobs4Jacks

Alumni Accounts

To set up an alumnus Jobs4Jacks account: If they do not remember their Student ID, for the two

Student ID fields, instruct them to use an 8-digit number (ex. a significant date they would remember, etc.)

Ask them to select “Alumni” within Classification

An alumnus already has a Jobs4Jacks account, but receives an “Account Inactive” error upon login: Look up the account by first and last name Change both Student ID fields to Student ID number

(or an 8-digit number they will remember) Change their classification to Alumni Activate account

Jobs4Jacks

Inactive Accounts

If a student is having trouble logging into Jobs4Jacks, there are two reasons: They have received an “Account Inactive” error, meaning there is no

valid Student ID number associated with the account, or They are unaware that the login is now a Student ID number

To assist the student: Look up the account by first and last name If the account is active, inform the student that the login is now Student

ID If the account is inactive, get a valid Student ID number and replace it in

two fields: Student ID (in Personal Information), and Confirmed Student ID (in Control Information)

After the student provides a valid Student ID, activate the account

If a student does not know their Student ID, there is a “How Do I Find My Student ID Number?” link in the Jobs4Jacks box on the Student page.

Jobs4Jacks

Approving Pending Account: Contacts

Before activating, search by email address and/or last name to verify the contact does not already have an account.

[Name]:

You recently submitted a request for a Jobs4Jacks account. I was unable to approve this request because you already have a Jobs4Jacks account in use. Please login to your Jobs4Jacks account using the following information:

Username: [Email address]Password: [Password]

Thanks,[Career Services]

To search for accounts: Click on Databases >

Contacts

If the contact already has an active account: Email them their account

login information (see email template)

Delete the pending request

If the contact does not already have an account: Qualify the contact as full-

time, part-time, etc. Activate the pending account

Jobs4Jacks

Approving Pending Jobs

To approve a pending job: Select the pending Job Preview for completeness, accuracy and legitimacy Scroll down to Control Information Click Edit Change status to Active If an error appears in red, click the tab that is indicated in

the error If possible to correct, search for the missing information or use

best judgment If not possible to correct, contact the poster and correct it for

them

If an on-campus job is pending on Jobs4Jacks: Inform the department that Career Services no longer

maintains on-campus student employment postings or paperwork

Refer them to Human Resources’ website

Jobs4Jacks

Approving Pending Event Registrations

To approve pending event registrations: Click on the pending Event Registration Scroll down to Control Information Click Edit Change status to Active If an error appears in red, click the tab that is indicated in

the error If possible to correct, use best judgment (Typically a registrant has

forgotten to select a Job Category – select Other if needed) If not possible to correct, contact registrant

Click Save

Jobs4Jacks

Invoices, Approval Packets & ReceiptsTo send invoices, approval packets and receipts: Under the Databases tab, select Career Events and click

Search Click Search without filling in any information Locate the corresponding event and click on blue number

on the far right This is the number of registered employers

Locate the organization and click the organization’s name Locate the Payment section and click the bubble to the left

of Employer Click the button above that corresponds to the document

to be sent

Marketplace Credit Card Payments: 1 of 2

When credit card payments are received, a notification is sent via the Career Services email.

To process credit card payments: Log onto Marketplace and Jobs4Jacks Click on the number of pending fulfillments Check the box next to the order to process Click Process Fulfillment > OK Ensure that the item ordered and quantities selected (i.e. Which

fair the payment is for, additional parking passes, recruiter luncheons, etc.) corresponds with the fees selected on Jobs4Jacks If there are discrepancies contact the employer and notify Jenny

Select Accept Payment > OK Click Proceed to Step 3, Proceed to Step 4 Click Send Email Print page that says “Thank you. This fulfillment has been

processed.” Complete the payment section on Jobs4Jacks

Marketplace Credit Card Payments: 2 of 2

To process credit card payments (continued): Email employer receipt by selecting Employer and Receipt Print receipt for Career Services records Staple Jobs4Jacks receipt on top of Marketplace “Thank You” page Repeat steps above until all fulfillments are processed When all fulfillments are complete, click Marketplace Reports >

Totals Print the page titled “Store Revenue Report” Fill out handwritten Marketplace deposit slip and staple at bottom

of Marketplace totals sheet Make 2 copies of Marketplace deposit:

Take one to Administrative Assistant File one in Jenny’s office in the deposit folder

Fold the original deposit and lock it in the deposit bag

Deposits must be taken to the Business Office (Austin, 2nd floor) before 3:00 pm on the same day they are processed.

Mock Interview

To schedule a mock interview: Participant must completely fill out a Mock Interview Request

form Enter necessary information into Mock Interview Sign-up

spreadsheet Alternate staff member assignments Make 2 copies of the form:

Place one in the assigned staff member’s tray Place one in the Interviews folder in the filing cabinet

If a resume is submitted with the Request, follow resume critique procedure Paperclip the Mock Interview Request form to the outside of the folder

If the Request was emailed, reply with a confirmation of receipt

Provide the student with the Mock Interview guide for more information about the mock interview process

On-Campus Student Employment

Since 1987, Student Employment, of CCS, maintained both on- and off-campus part-time positions. However, beginning in August 2010, Human Resources took on the responsibility of posting on-campus part-time positions and processing new-hire paperwork.

If a student has questions concerning student employment: Inform them of Jobs4Jacks and off-campus opportunitiesIf they would like information in reference to on-campus

positions, refer them to Human Resources: Website: https://careers.sfasu.edu Phone: 2304

Resource Room

Students and alumni may check out 2 books at a time for a maximum of 14 days.

To check out books: Record necessary information in the Career Services Resource Library

check-out spreadsheet(Student Common drive > Career Services > My Documents > Career Services Resource Library > Library Check In-Out Log)

Give the borrower a reminder, indicating the return-by date

To check in books: Receive books from borrower Record necessary information in the Career Services Resource Library

check-out spreadsheet Re-shelve books in the appropriate section

Check log weekly and contact students with outstanding due dates.

Resume Critique: 1st SubmissionWith each received resume, check the Resume Critique Spreadsheet to see if a previous submission has taken place.

Upon the 1st submission: Record necessary information into the Resume Critique

Spreadsheet Alternate staff member assignments On a manila folder, write the last name, first name and date of

submission on the tab Place into the folder:

Resume Critique Request form Resume (and/or other documents) Pre/Post Evaluation sheet Preliminary Review sheet

Place the folder into the tray of the staff member responsible for the critique

If emailed in, reply with a “Resume Received” message

Resume Critique: 2-3+

Submission

With each received resume, check the Resume Critique Spreadsheet to see if a previous submission has taken place.

Upon the 2-3+ submission: Record necessary information into the Resume Critique

Spreadsheet See which staff person critiqued it the following time Find the manila folder in the filing cabinet Place updated documents and Resume Critique Request

form into the folder Place the folder into the tray of the staff member

responsible for the critique If emailed in, reply with a “Resume Received” message

Resume Critique: Emailing CritiqueTo email a completed critique: Completed critiques are located on the bottom rack of staff

member trays All materials paper clipped to the outside of the folder should be

emailed to [email protected] via the Xerox machine The scanned documents should be forwarded to the email

address indicated on the resume or request form Subject: Resume Critique from SFA Career Services Body: Critique (an automated message will pop up, hit Enter)

Place the documents back into the folder and file alphabetically by last name in the filing cabinet

If a student requests a paper copy: Ask for identification to prove identity Make a copy of the latest critique (do not copy the Pre/Post

Evaluation)

Workshops: What You NeedWhat you will need for the workshop: Sign-in sheet Workshop sign Easel Evaluations Clipboards Writing utensils Workshop, Career Services, etc. flyers Relevant topic materials (ex. Resume packets, list of career fair registrants, etc.)

Setup instructions: Ensure that the room is setup Place workshop sign outside of door Set out sign-in Check to make sure the laptop/computer is ready, projector is on, presenter remote

is connected and all are working properly Set out a bottle of water for the speaker(s) If workshop is in Rusk 333, set out a pitcher of water and cups for attendees

Workshops: What to Say

What to say before workshop: Welcome to workshop; explain briefly about the workshop

series Ask for cell phone use/noise to be eliminated After workshop, find PowerPoint/materials online Feel free to take notes and ask questions Introduce presenter, their employer and topic

What to say after workshop: Have attendees thank presenter by clapping If you did not sign in, please do so Fill out evaluation Hand out information on remaining workshops After workshop, find PowerPoint/materials online Feel free to stick around and ask questions