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Case Study - University of Guelph

Cooperative Education Services

www.coop.uoguelph.ca

The University of Guelph is one of Canada's leading institutions recognized for its comprehensive and innovative approach to education. With one of the largest Co-operative Education programs in the country, this department reflects this commitment with its delivery of services to students. The following case study outlines the details surrounding a project where Userinmind (UIM) developed and implemented an online employment process for the department.


Challenge

Prior to this initiative, staff members who monitored applications, arranged interviews, and approved job offerings through the use of existing software managed the University's employment process internally. This process required students to submit hard copies of their resumes, cover letters and transcripts to potential employment positions of interest. The Co-op Department secured UIM to develop an effective web-based solution that facilitated this cumbersome process.


Objectives

• Reduce paper trail
• Improve convenience for employers and students
• Reduce time required for manual data entry
• Create an intuitive interface design to support a user-centric approach
• Ensure seamless integration of components with existing systems

Results

Through effective planning, ongoing communication and organized development the end result was a robust project with numerous controls and content management capabilities. The site continues to receive praise for its ease of use easy assimilation into the department's existing process. Integrating this application enhanced the overall effectiveness and success of the Co-op program in many ways, which included the following:

• Streamlined the overall flow of the employment process for both students and employers by integrating the two areas through an online mechanism
• Encouraged students to be proactive by empowering them to update their information regularly
• Interest outside the University's Coop program by making it easy and efficient for organizations to participate in the process
• Integrated an email 'reminder system' tied directly to the database
• Reinforced the human face of the Coop Department through Job development, Student/ Employer visits, Student and Employer relationship management/development
• Presented to employers CES as a progressive unit within the University of Guelph through the integration of new technologies

Guelph Application Overview

• Secure Student Space
  • Job posting search by discipline or employer
  • Calendar of important dates
  • Job application history and status
  • Sign up for job interview, and accept job offers
  • View/update contact information
  • View/update resume
  • Housing board for CES students
• Secure Employer Space
  • Post job openings
  • Prescreen student applicants and review resumes
  • Offer interviews and set interview times
  • Provide job offers
• Staff Administration Area
  • Manage student contact information
  • View student job history, status information
  • Manage employer requests
  • Administer job postings and job applicant information
  • Monitor interview process
  • Overall system control for manual procedures

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