Handshake Workshop - June 28th

OFFSCREEN: Can you hear me?

>> Yes I can.

>> Okay. [chuckling]

I just couldn't hear you at all.
I'm like, "is it just me?"

>> Oh, no. [chuckling]

>> Perfect. Thank you.
>> Uh-huh!

We will get started
in another minute or so.

Okay, well, I think,
we can go ahead and get started.

So first off,
I just wanted to introduce myself.

So I am Brianne Midgley.

I'm the student employment supervisor.

And I work in the Career Services office.

And, our office wanted to
create these workshops,

for our on-campus employers.

Because we know
Handshake can be a little tricky.

So I hope we can...

answer some of the questions
that you might all have today.

But first, I met with Kathryn Hadfield.

I don't know if some of you know her,
but she was our job posting coordinator.

She has since retired,
she retired a few weeks ago.

But I met with her
and we went over some of the,

uh, frequently asked questions

or some of the main issues
that she got from our on-campus employers.

And I created three different workshops.

So, today,

we will be going over the basics
of Handshake, so.

Like how to log in,

the difference between
some of the roles and responsibilities

that we have on Handshake.

As well as submitting a help ticket
or finding help articles,

all those things.

And then at the end,
we can open it up to a Q&A.

It has been a minute
since I was a student worker

and was really into Handshake,
so hopefully I can answer your questions,

at the end.

Or if you have any questions
during the presentation,

please stop and ask away.

And then all three of these workshops
will be recorded and put on our website.

I'll put the link in the chat here.

Just pull it up real quick.

Let's see. Sorry.

So there's the link that hopefully,

they will all be posted to
once they are finished recording.

But I'm just going to go ahead

and share my screen
and we can get started.

I also have...

I'm kind of following
the on-campus employer guide,

which is also on that link as well.

Kathryn wrote it up,
so I'm kind of going to be following that,

as I go through these.

So, let me share my screen here...

Okay.

So, one of the main questions we get
is when employers call,

and they say that they aren't able
to log in and something went wrong.

A lot of the times employers
are using their-

their- our on-campus employers
are using their A numbers,

and A numbers
are connected to student accounts.

So once you try to log in
with your A number or the single sign on,

it connects you to a student account
and not your employer account.

So when you go to log in, make sure
to use your email and not your A number.

That way you can get
into the employer account

and you can post jobs
and do all the things with that.

So that's the main thing
I wanted to point out first.

The next thing I wanted
to go through was the different roles.

So we have,

what's called a user role and a contact.

And there's a pretty big difference.

So...

This on your screen
—hopefully you can all see my screen.

Let's see, this is our,

teammate list.

You can find your teammate list
under your, uh,

profile name up in the corner here.

And it should just be under teammates.

So there's that.

This is my team.

And there's, um.

First I'm going to go over
the users of Handshake.

So first we have the owner,

who is Alexander Troutner.

And he is actually the one that replaced
Kathryn Hadfield.

But anyways, the owner of...

the company profile
has permission for all roles.

They can post jobs.

They're usually the ones that make
the major edits of the company profile.

So, if you need a change of logo or,

any branding things on Handshake,
the owner usually has access to do that.

The owner also has,

the role to edit and manage staff roles.

Next we have an administrator user.

And it looks like
we don't have one in our team,

so we'll need to make sure to get one.

But the administrators
can also edit the staff,

but cannot edit the owner status.

So, this is to help with
when an owner is out on vacation,

or you need to add another employer,

or another team member,

they can,
they have access to do so.

Let's see,
next is just our user or recruiter.

So that's the majority of the people
on Handshake are just recruiters.

They're the ones that can post positions
and, uh, anything like that,

but they can't change anything
about the company profile.

So those are all of our users,
and they all have account credentials.

So they have a username and a password.

The next is a contact.

And,

contacts do not have
Handshake credentials.

And I believe a lot of our departments,

have a designated person
who does all the posting,

does the posting of jobs.

And that is usually how
a contact gets created.

For example, so when you're going
to post a new position,

under the preference tab,

you have the option to choose a recipient
to receive all the applicants

once the job closes
or every time a new student applies.

So, that-
usually that's how a contact gets created,

their name and email
is put into this section.

So contacts,

unless they are also a user,

does not have the ability to log on
or to use Handshake in any way.

They just get the information
from Handshake.

So these applicant packages...

are sent to them once the job closes
or when a student applies.

So,

we also get a lot of calls from a contact.

Let's say,
you post a position for a professor,

and he is now the contact for the job.

He won't have access to see the position,

unless he becomes a user,

or a recruiter.

So they'll have to log in,

at the beginning,

—I'll show you this screen here—

and use the same email that was used
for their contact information,

so this one.

So once they do that,
they will be able to log in,

and see...

Let me see here...

They'll be able to go to their "Jobs" tab,

and see all the jobs that are-
that they are contact for.

They should populate under here.

Does anybody have any questions so far?
Am I going too fast?

Too slow?

Let me know.

Okay.

Sorry, I have a...

Oh, okay. Thanks, Nikki.
[chuckling]

Okay. So...

I think the next thing we'll go over is,
the main use for Handshake,

which is posting for on-campus positions.

So these are all our-

I'm part of the
Career Services department,

so these are all the Career Services jobs
that have been posted.

You can see active, expired positions...

Not posted are the ones that are saved,

and maybe have not been completed
all the way.

So that's a good one to know.

But I want to go over-
I think about a year ago,

Handshake, um, only allows
those with A numbers to use the platform.

So, if they're a community member
without an A number,

they unfortunately cannot use Handshake.

We also have a lot of departments,
I believe, using...

er, attaching to other schools
to post to other universities.

And those students also have to have
certain credentials to be on Handshake.

They all have to be student
of a university that are using Handshake.

So, I think we also get a lot of questions
about if we have,

an applicant that doesn't have
an A number, but they need to apply,

those jobs will need to be posted through,

HR's iCIMS.

And, um...

They'll have a different route
that they have to go through

in order to apply for that position.

And then we also have some departments

that are posting
to different universities,

like I mentioned before, to get a bigger
or more diverse applicant pool.

And I wanted to go over
how to add schools to your network

so you are able to post
to other universities.

I'm just gonna...

See if- we'll go here.

So in the left tab under relationships,

there's a "Schools" tab.

And this is where you can
add different schools to your favorites

and can post positions
to other universities.

So these are the ones
that we are currently connected to:

the U, UVU, and Weber State.

And I believe our jobs
will automatically post

to Utah State University,
you don't have to select it.

But if you wanted to add more schools
to your network,

you can click on
"More Schools on Handshake."

And I'm going to just search Idaho,
for example.

You can request
to connect with that school

so you can post jobs
to their Handshake as well.

So you'll just hit "Request,"
and then "Request" again.

And it will send,

an approval request to BYUI,

and their owner will have access
to deny or approve that request.

So when you go to post a position,

—this is just a test job that I created—

on the fourth tab under "Schools,"

you can go to your favorite schools
and select...

those schools.

And I believe—let me see...

The schools that you are connected to

will also pop under
this dropdown bar, as well.

And so this also affects the EPAFs.
I don't know if a lot of you do EPAFs.

I approve and complete EPAFs as well,
as part of my responsibility.

So, having...

a student apply
through a different university,

we aren't able to view that.

Only the person who posted the job
and the school can see that student

and that job that they applied to.

So in EPAFs, it would help
if the originator put in comments

that the student applied
through another university's Handshake,

screenshots, provided by,
and then your name.

It just helps us a lot getting them-
getting them through.

Also with iCIMS,
if a student applies through iCIMS,

if we could have the iCIMS job number
in the comment of the EPAF,

as well as [HR needs to be in-routing?]
right after student employment.

So that also helps us kind of get through
those EPAFs a little bit quicker as well.

Any questions?

Okay.

Let's see...

Okay.

The next thing I wanted to go overh,

was how to review applicants that...

applied to your positions.

So if we go back to the "Jobs" tab...

[Let me see?] here...

And I'm just going to use
one of our test jobs to show you.

Let's see.

Okay, so I clicked on the position
that I want to review the applicants for.

And then up on the right-hand side
under "Applicants,"

you can set the status of the student.

So you can set them to "Hired,"
"Pending," "Declined," or "Reviewed."

This is not required to do so,

but there is a messaging system
that I also wanted to go over

that might be a little bit helpful to you.

And that is under...

Let's see...

If you go to "Your Profile,"

and "Account,"

there's a status messaging preference.

So, we have automatic messages
that can go out,

After you set a student
to "Declined," "Reviewed," or "Pending."

And you can, um,

edit that message that goes out
if you scroll down on the same page.

This is the "Pending" message,
"Review" message and "Declined."

And you can send
you can automatically send

the pending response
as soon as they apply.

It says something like,
we received your application.

We'll be reviewing it and then reviewed.

You can automatically send out
once you hit reviewed on the students

application.

And I believe this one says we're we're
looking at your application right now.

We'll let you know soon
if we'll be in touch.

And then there's also declined message.

It could automatically send out
once you declined them.

Or you can ask to be to review

or edit it before sending out.

And then

it says something like, unfortunately,
we decided

not to move ahead with your application.

Please reach out to us
if you have any questions

and whatever you like, you can tailor this
to however you would like

and then set it to automatically send
or whatever you'd like.

I think it's just easier
when sending out declined messages.

Those are kind of hard, so it's just nice
when you can just hit decline

and it just automatically sends
a nice message to the students.

So there's that.

And then of course,
you'd have to usually the higher message

usually is more tailored to,

when the start and things like that.

So there isn't a higher message
that will automatically be sent out.

And then

I think that's of all of what I have.

Would you like to go over?

Job posting descriptions,

how to help with student engagement.

We know.

My question, I guess, doesn't
really fall in line with that,

but we've received several applications
recently that have all had

the incorrect cover letters attached.

When we asked them, I mean, it's
been four, four of them have been wrong.

And that's unusual
for this type of position.

So I just wondered if you had
any experience or any issues with them

not being able to change their information
once it's been uploaded?

The student should have access to

upload many documents

into their account,
but I believe they have to select it

during the application process.

So they might be selecting the wrong one.

I haven't heard of anything

come through lately about that,
but that is no,

there just is it
for like a different position or okay.

Just different positions.

So we when we're replying we're saying,
did you mean to apply for this one

or did we get this incorrectly?

And and the, the two responses
we received was like, yeah, handshake

just wouldn't let us let me correct,
you know, what was in there.

So I didn't know if that was, an issue
or just the ones

we've been receiving.

None that I'm thinking
and actually might they might have to set.

Their preference in

their profile
before they can apply to the position.

I don't maybe they don't have access
to select during

the application process.

Okay.

I'll have to look into that
and let you know.

Thank you.

That quick.

And then we had another question.

Can the contact
who receives the application packages

send out these messages,
or is it just the owner that can do that?

So I believe the

if the contact doesn't have user access
so they don't have

the handshake credentials,
they aren't able to send out that message.

They'll have to

select their preference
in their handshake account.

They are able to send
their own personal messages.

It just wouldn't be through handshake,
if that makes sense.

Yeah.

Any other questions?

And I asked about,

job posting descriptions.

I believe we're going to go a little bit
more into that on the next,

handshake workshop, which is July 12th.

So we can talk a little bit
more about that

next time.

Oh, yes.

I wanted to show another helpful tool,

in handshake.

So they do have a help desk.

And in this help center.

They have all different

kinds of articles that have screenshots
and more details,

about any questions you have.

So, for example, the status

messaging.

You can select that
and it shows you screenshots

on where to go and how to change those.

So that can be really helpful.

And then I just wanted to let you know
how to submit a ticket as well.

So it's still under that help. Center.

You can either hit
contact support right here

or, there's a little blue

tab at the bottom right.

And you'll just have to go through
some of their,

questions.

You can type out your question,
and then they'll either send you

or give you, access to an article
that might help.

Or you can, say that didn't help,
and it will directly send them a message

and they'll have someone contact you
with an answer. So.

I think that's about all that I had.

We can open it for questions.

Let me start in the screen.

I did want to let

everyone know, that Career Services

is thinking about holding a

student job fair
at the beginning of the school year.

So, late August or early September.

We're hoping to have some of our on
campus departments,

and some local businesses in the valley

come up and sit at a booth and kind of,

we'll have students walking around
looking for jobs.

Is this something
that, you would be interested in or.

Yeah, I'd just like some feedback on that.

We're trying to decide if people would be
interested in doing something like that.

Having face to face

contact with some of our student workers

that are looking for employment.

Okay. Yeah.

Thumbs up or hands up would be awesome.

Great.

Awesome.

Well, I think that is all is.

Oh, I have another question.

Let's see.

If employers have questions

about how to use handshake,
who should they contact?

They can contact just our main office.

Or, Alexander Trout

NNR is our new job posting coordinator,

and, he'd be happy to help them as well.

Kathryn usually helped our employers
with some of the, bigger issues.

Our student workers
also know a lot about Handshake

and how to use it, and usually answer
questions like that. So.

Yeah.

I schedule this for an hour, but I.

I'm glad it went a little bit short
just so you can all get back to your days,

but I just wanted to let you know
that our next,

Handshake workshop is July 12th.

It's a Monday at 2 p.m.

again.

And I will be sending out the link

to the zoom meeting a week before.

So in another week,
I'll send that email out

and we'll be going over a work study.

So what is work study?

How can I use it and how to get more
engagement with students?

So we'll be going over those job
descriptions and,

things like that.

So, let me know
if you have any other questions.

My email is also on that
link that I put in the chat.

Yeah.

Email me
and yeah, I hope you all have a good day

and I hope that this was helpful.

Thanks, Brianne.

Thank you all.

Oh, yes.

I will be sending out the video,

the recording,
and I'll put it on our website as well.