Best Practices: Implementation for Distributed Campuses

Shelby Marter -

 

If your school has distributed campuses, or several career development offices, you can build Career Centers in order to manage everything in Handshake. While every campus is dynamic, below are a few best practices that can help maintain coordination and business processes as you implement multiple Career Centers in Handshake:

 

Establish a Core Team

Identify a team comprised of one person from each office who are the points of contact, (decision makers & leaders).

  • Each member should hold each other accountable to speak on behalf of their School or Career Center. They should be the experts in their office and will:
    • Identify and complete training goals
    • Submit questions
    • Provide feedback
    • Understand workflow of training and questions
  • Plan a regular meeting with the "core team" through implementation and beyond to check in on key decisions, updates, and team/office pulse checks
  • Depending on size and nature of each office, it's helpful to use a google sheet to collect questions from each core team member.

 

Identify Key Workflows that Require Decisions

A few example decisions: 

Who will determine security roles?

Depending on structure, this is usually the "core team" members or a central office.

  • Roles to Consider:
    • Labels
    • Jobs
    • Employers
    • Manage Students
    • Mass Emails
    • Manage All Appointments
    • Manage SSO Preferences

Who will have access to the importer?

  • Who will be responsible for importing what data?

Who will manage approvals?

  • Approvals for Employers?
  • Approvals for Jobs?
  • Approvals for Interview Schedules?

For each, you can use filters and build saved searches to distribute the workflows

How will labels be used?

  • What are the naming conventions?
  • Will each office use these to filter and build saved searches?

 

      • What are the names of the different career centers in Handshake?
      • What are the career center settings?
      • Who owns the career center branding page in each office?
      • What is the pathway for a team member requesting a change to something they don’t have access to?

How will unique workflows be managed?

  • If there are unique requirements across campus or for a particular office, how will these be managed in Handshake?
  • Who will own these process? And any updates to these processes?

 

Sign-Off on All Decisions

Once a decision is made for each key workflow in Handshake, obtain email confirmation from all members of the "core team"

 

Prioritize Issues & Concerns:

Each member of the "core team" should be aware of the most important or most involved workflows for their office.

 Most commonly, these important workflows include:

  • Check in Kiosk
    • Tip: Understand the physical layout of the Career Center/use of the kiosk
  • Interview Schedules
  • Career Fair Registration

Typical seasonality to be aware of:

  • Summer to September: Career Fair Registration
  • September to October: On Campus Interview Execution
  • November to December: Reporting, Preparing for Next Semester
  • January to February: Career Fair Registration
  • March to April: On Campus Interview Execution
  • May onwards: Alumni Management, Reporting

 

Anticipate Busy Days & Seasons:

 Situations to consider - across general campus, and per individual Career Center

  • More than 30 interview schedules in one day
  • Multi-day career fairs
  • Large volume of events in one day
  • Invite Only events - ensure the correct students are invited to these events

 

Technology considerations for each of the events outlined above:

  • Test check-in kiosks
  • Test card readers
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