ENGINEERING CO-OP PROGRAM STUDENT HANDBOOK

Transcription

1 ENGINEERING CO-OP PROGRAM STUDENT HANDBOOK

2 Please refer to the Student Handbook during all workshops Worksop 1 Preparation (online and in-person): Chapters 1 to 9 Workshop 2 Preparation (online and in-person): Chapters 10 to 11 Workshop 3 Preparation (online and in-person): Chapters 12 to 13

3 I Table of Contents 1 Introduction 1 Welcome to the UBC Engineering Co-operative Education Program History Accreditation UBC Engineering Co-op Helping You Engineer Your Career Conditional Acceptance and Participant Assessment Review (PAR) Co-op Engineering - Participant Assessment Review (PAR) Terms and Conditions for UBC Engineering Co-op Students Co-op Procedures 7 Communicating with the UBC Engineering Co-op Office Academic Requirements Applying for Jobs NSERC Eligibility Round 1 and Round 2 Processes What is Round 1? Round 1 Co-op Calendar Round 1 Process What is Round 2? Round 2 Process Interview Process Confirmation of Job Offers Workshop Summary 11 Life-Long Job Search Skills Additional Information & Resources 12 U-Pass Medical and Dental Health Benefits For Students Working Outside British Columbia Extended Medical Insurance Scholarships Student Housing Student Loans Maintaining Interest-Free Status Revenue Canada Moving Expenses Working Internationally Student Financial Assistance & Awards

4 II Table of Contents Career Services Counselling Services International House Roles and Responsibilities 15 The Student During the Job Search Term 15 During Your Work Term 15 After Your Work Term 15 The Co-op Coordinator The Co-op Office The Employer The Faculty Liaison Assessing Yourself and Your Skills 18 Skills & Experience Inventory Transferable Skills Areas for Improvement The Resumé 23 General Resumé Information Resumé Length Creating a Professional Image Types of Resumés Chronological or Reverse Chronological 23 Functional 24 Combination 24 Anatomy of a UBC Engineering Co-op Combination Resumé Technical Skills Co-op/Technical Work Experience Technical Projects Volunteer Experience Other Work Experience Education Awards Professional Affiliations Activities and Interests Action Verbs Accomplishment Statements

5 III Table of Contents Steps to Developing Accomplishment Statements Checklist for a Powerful Resumé Effective Cover Letters 31 General Cover Letter Information Planning & Preparation Step One: Examine the Job Posting Step Two: Dissect the Job Description Example: Dissect the Job Description Step Three: Develop Content Format and Fonts Tone and Style Sample Cover Letter Paragraph Style ECO Navigation Basics 36 Log in to ECO Accepting Co-op Terms and Conditions Online Building Your Online Resumé Create A New Resumé Viewing your Resumé Deleting a Resumé Editing a Resumé Resumé Naming Tips Adding Sections Removing a Section Adding a New Item Within a Section Editing/Deleting an Item Within a Section Reordering Your Resumé Renaming a Resumé Applying for Jobs in ECO View Job Descriptions Submitting an Application Cover Letter Additional Job Application Functions Flag Jobs Move Jobs to Folders Search Job Descriptions View Applications Edit/Delete Applications

6 IV Table of Contents Viewing Your Transcript Signing Up for an Interview Updating Your Contact Information and Work Term Details Online Submitting Learning Objectives Online Submitting Evaluations Online Employer Evaluations Student Evaluations Checking the Status of your Submitted Co-op Forms Help Log Out Independent Job Search Techniques 44 Co-op Success Lies in Your Efforts Steps for a Successful Independent Job Search Developing a List of Network Contacts Creating Your 30-Second Personal Summary Researching and Targeting Employers Getting Approval from Your Co-op Coordinator Making the Contact Tracking Contacts and Managing the Follow-up Process Interviewing Skills 48 Interview Basics Purpose of the Job Interview Components of a Job Interview Examples: Appropriate and Inappropriate Interview Questions The Behaviour-Based Interview START Technique Seven Key Performance Skill Dimensions Examples of Behaviour-Based Interview Questions Interview Preparation Pointers for Job Interviews Interview Contact Sheet Understanding the Workplace 57 Timeline for Your First Three Weeks in the Workplace Guidelines for the Workplace Ethics and Confidentiality Unacceptable Behaviour

7 V Table of Contents Confidentiality Legal and Ethical Responsibilities Intangible and Intellectual Properties Employment Legislation Minimum Wages Paydays Forms of Payment Wage Deductions Wage Statements Human Rights Legislation Canadian Human Rights Act as it Pertains to Employment Harassment in the Workplace WorkSafeBC Health and Safety on the Job Guidelines for Co-op Assignments 63 Overview Mailing Your Work Term Report Formatting Guidelines APSC 110: Experiential Report Objective How to Begin Your Report Assignment Submission Grading APSC 210: Career Development Report Objective How to Begin Your Report Assignment Submission Grading APSC 310 & APSC 410: Technical Work Term Report Objective Assignment Choosing a Topic Style Detailed Section Information Submission Grading

8 VI Table of Contents APSC 411: Technical Oral Presentation Objective Assignment Grading Appendices 77

9 UBC ENGINEERING CO-OP STUDENT HANDBOOK 1 1 Introduction Welcome to the UBC Engineering Co-operative Education Program This handbook is designed to be used in conjunction with the UBC Engineering Co-op (also referred to as the Co-op Program, co-op or the Program ) workshops as your guide to a rewarding co-op experience. The handbook contains information that will prepare you for both your co-op work terms and your professional career. We hope you enjoy your time in the Co-op Program and we look forward to working with you. History Co-operative education was introduced to Canada in 1957 at the University of Waterloo and has grown steadily since that time. The University of British Columbia officially initiated cooperative education programs in 1980 and has programs available in all faculties. In 2006, the UBC Engineering Coop Program also began offering services to students at UBC Okanagan in Kelowna. Accreditation The UBC Engineering Co-op Program is accredited by the Canadian Association for Co-operative Education (CAFCE). The Faculty of Applied Science standards, in combination with CAFCE s minimum guidelines for accreditation, determine the following requirements: Mandatory completion and attendance for online and inperson pre-employment training co-op workshops, as provided by the UBC Engineering Co-op Program prior to the initial work term Completion of a minimum of four work terms including at least one work term in each of the summer, fall and winter periods to graduate with Co-op Standing and have Co-op designation on your parchment Completion of 16 full-time weeks of employment (or a minimum of 12 full-time weeks, under specific circumstances approved by your Co-op Coordinator) during each approved four-month co-op work term Completion of a co-op work term assignment and employer evaluation for each four-month work term Enrolment in a minimum 80% full-time course load during each academic term; and Enrolment in at least one full-time academic term upon completion of the final work term, prior to graduation In 2009/2010 work term opportunities dropped by 17.14% over the previous year due to the global economic crisis. For 2010/2011 the market projections have improved. UBC Engineering Co-op Helping You Engineer Your Career The UBC Engineering Co-op Program enhances students education with paid, relevant, technical work experience and launches their engineering careers. The co-op staff are here to assist you during your co-op career and to facilitate your development of skills that will help you secure co-op employment. The Program liaises between co-op students actively seeking employment and prospective employers who can benefit from the skills of engineering students. The services we

10 2 Introduction to Engineering Co-op provide to Engineering Co-op students include: Extensive pre-employment training during your first year of co-op Continued training as needed during your entire co-op career Personal consultation in preparing for interviews and presenting yourself professionally Ongoing support during your co-op work terms, including assistance in resolving workplace issues Exclusive access to job postings on the Engineering Co-op Online (ECO) recruitment system for UBC Engineering Coop students and employers Access to telephone and meeting room facilities for interviews, and to fax service for your job search Coordination of the job application, and interview and ranking processes on behalf of students and employers Evaluation of co-op work terms by arranging on-site visits or telephone site visits with you and your work supervisors; and Marketing the benefits of co-operative education, the strengths of UBC Engineering Co-op students and developing relationships with prospective local, national and international employers Our office facilities are open year-round and staffed full-time to provide continual service and support for the administration of the Co-op Program. The UBC Engineering Co-op office is responsible for covering all costs directly related to the effective management and promotion of the Program. These expenses include staff salaries, office equipment and technology infrastructure, travel costs for site visits and marketing, publicity and promotional materials, and costs related to copying, printing, postage, courier, fax and telephone. If you take advantage of the services and support offered by the Co-op Program, you may benefit greatly from the cooperative education experience. By proactively participating in the Co-op Program, you have opportunities to: Develop a well-rounded educational experience by applying your classroom learning to relevant engineering work environments Acquire up to 20 months of technical work experience with diverse employers in a variety of locations Develop a network of professional contacts Refine existing strengths and develop new professional skills Experience professional development and personal growth; and Earn money to finance your education while gaining valuable experience Conditional Acceptance and Participant Assessment Review (PAR) In late September you were admitted into the Co-op Program with conditional acceptance status. What exactly does conditional acceptance mean? It means that over the next three months, you have to work toward the right of full acceptance into the Co-op Program and demonstrate that you have what it takes to be an Engineering Co-op student. You cannot apply to jobs unless you are fully accepted into the Co-op Program. In order to be fully accepted into the UBC Engineering Co-op Program, you must: Maintain a satisfactory cumulative academic average (at least 65%, though this may vary by discipline) throughout your co-op career Achieve at least 16 out 25 points in the Participant Assessment Review (commonly known as PAR); and Demonstrate sufficient effort, enthusiasm and professionalism The Participant Assessment Review (PAR) outlines our expectations of students in the following areas: Verbal and written English communication Resumés Cover Letters Mock Interviews; and Professionalism In early January, Co-op Coordinators review Term 1 academic grades and individual PAR scores. The combined marks determine which of the following scenarios applies to each student: 1. Full Acceptance: A satisfactory cumulative academic average and a score 16 or higher on the PAR. Students can begin applying for jobs immediately. 2. Withdrawal: A score below 16 on the PAR and/or an unsatisfactory academic average. In this case, students will be permanently withdrawn from the Co-op Program.

11 UBC ENGINEERING CO-OP STUDENT HANDBOOK 3 UBC Co-op Engineering Program - Participant Assessment Review (PAR) Student Name: Discipline: Expectations - To receive a 5 out of 5, students must meet the expectations stated below. Communication - Verbal and Written Verbal is based on general interactions during cover letter / resume reviews, workshops, mock interviews and individual meetings; Written is based on APSC 201, English 110 or 112, and cover letter, resumes and VERBAL - Speaks clearly, is easy to understand, has no difficulty constructing complex, fully-developed sentences, has no difficulty with English comprehension WRITTEN - Above 80% in university English courses, is able to fully and correctly express themselves in a professional manner, appropriate use of grammar and vocabulary Overall Assessment Resume Assessment Based on the overall assessment of the resume which is determined by the components listed below Fully-developed accomplishment statements that focus on cheaper, faster, better Appropriate and various use of action verbs Has successfully incorporated transferable skills into description of roles and responsibilities Descriptions are quantified and qualified whenever possible Descriptions are clear, concise, correct and complete Technical skills are demonstrated/proven in the body of the resumé Free of spelling and grammar mistakes Professional tone and style of writing, reader-centred Overall Assessment Cover Letter Assessment Based on the overall assessment of the cover letter which is determined by the components listed below. Uses proper cover letter format Has interesting introductory paragraph that captures reader's attention and personalizes his/her interest in the company Has addressed all of the key, essential requirements Has directly linked his/her experiences and skills to employer's needs and job requirements Has effectively discussed how his/her transferable skills meet the requirements of the position or will benefit the position Has successfully demonstrated an ability to learn and apply new skills if they do not possess all the skills / knowledge employer requires Content is not extraneous or irrelevant Free of spelling and grammar mistakes Professional tone and style of writing, reader-centred Content flows logically and easily Overall Assessment Mock Interview Assessment Based on the overall assessment of student's mock interview which is determined by the components listed below. Clearly and concisely answers questions, avoids rambling and story-telling Provides specific, relevant examples of skills and experience that directly relate to question Effective use of START technique Answers demonstrate that student has sufficiently prepared for the mock interview Insightful closing question(s) Professional handshake Good eye contact and appropriate body language Speaks clearly and answers questions confidently and professionally Overall Assessment Professionalism and Effort Attends all workshops and related sessions: cover letter, resume and mock interviews Demonstrates an ability to make improvements based on feedback Enthusiastic, proactive and professional Workshop test score Overall Assessment TOTAL PAR SCORE

12 4 Introduction to Engineering Co-op Terms and Conditions for UBC Engineering Co-op Students The purpose of this document is to ensure procedural fairness for individuals in the UBC Engineering Co-op Program (hereafter referred to as the Co-op Program ) by stipulating the policies and regulations governing the Co-op Program. The following terms and conditions of enrolment in the Co-op Program are in addition to those policies and regulations listed in the Co-op Student Handbook and in the UBC Calendar. The Co-op Program reserves the right to update, modify, or revise these terms and conditions as necessary. To participate in the Co-op Program, students must agree to the terms and conditions during every term of participation in the program. REGISTRATION To be registered by the UBC Engineering Co-op office administration in one co-op course for each four-month work term period I am scheduled for upon the commencement of session registration regardless of whether I have secured a coop placement for the co-op work term. To pay the co-op course tuition of $ for every co-op work term (consecutive or not) by the due dates specified in the UBC Calendar whether I secure a co-op placement through the Co-op Program or through an independent job search. INFORMATION RELEASE That the Co-op office will access my academic records for the purposes of the Co-op Program. To give permission to UBC to release my resumé, cover letter, transcripts, and other relevant information to prospective employers for placement during co-op work terms while I am enrolled in the Co-op Program. To keep the co-op job posting information, employer lists, contacts, passwords to Engineering Co-op Online (ECO), etc., confidential. CO-OP WORKSHOPS / PRE-EMPLOYMENT TRAINING To pay the co-op pre-employment workshop fee ($212.24) by the deadline set by the Co-op Program, and understand that this fee is non-refundable and does not guarantee acceptance to the Co-op Program. To attend all the co-op workshops on pre-employment training which are prerequisites to full acceptance in the Program. ACADEMIC PERFORMANCE To maintain a minimum, cumulative grade average of 65% to remain in the Co-op Program. COMMUNICATION WITH THE CO-OP OFFICE To respond within 36 hours to all messages from my Coordinator and the Co-op office. To notify my Coordinator of any changes regarding my work eligibility, work status or current contact information within 36 hours of any change. To inform my Coordinator immediately or not later than 36 hours of any inappropriate, unsafe, and/or unethical behaviour or treatment during the Co-op Program, including work experiences. JOB SEARCH PROCESS That it is ultimately my responsibility to secure co-op work term employment and that the Co-op Program does not guarantee employment during a co-op work term. To apply for a minimum of 15 positions or 20% of posted positions using ECO and to simultaneously conduct my own independent job search in Round 1. To discuss my independent job search with my Coordinator and keep him/her updated on my progress. To allow the Co-op Program to solicit positions on my behalf. Not to directly solicit positions from a previous co-op employer on my own behalf without prior permission from my Coordinator. To provide the Co-op Program and prospective employers with accurate and appropriate information regarding my qualifications and interests. INTERVIEWS To attend all interviews with employers who have selected me as a candidate, and to conduct myself professionally throughout the process. That the Co-op office or my Coordinator may, if necessary, select interview times on my behalf. That interviews will only be rescheduled at the sole discretion of the employer, for exams, health reasons or emergencies and I will notify my Coordinator or the Co-op office immediately of any interviews I am unable to attend for any of these reasons.

13 UBC ENGINEERING CO-OP STUDENT HANDBOOK 5 JOB OFFERS To consult with my Coordinator before accepting a job offer external to ECO and allow him/her to contact this employer to ensure the position satisfies the criteria of a co-op work term and to inform the employer of the co-op guidelines. That participation in the Co-op Program may require me to accept positions outside the proximity of campus and that, although many companies subsidize relocation expenses, I may be required to pay the associated travel expenses. If I have any restrictions concerning location and travel, I will discuss them with my Coordinator prior to applying for jobs. I am aware that geographic location is not a valid reason for turning down a job offer and that I may be assigned a Fail grade for the co-op course and/or withdrawn from the Co-op Program as a result of doing so. To rank all interviews in Round 1 in order of preference which indicate that I am prepared to accept the position(s) for which I have interviewed. To allow my Coordinator to accept or reject job offers on my behalf based on my ranking(s) during Round 1, or at any time during Round 2 of the placement process if I am not matched in Round 1. That I may request to reject one job offer during my fourth or fifth term and that in order to do so, I must arrange a meeting with my Coordinator to discuss my rationale and seek approval. To accept the salary offered by employers and will not attempt to negotiate it. That if I return to a co-op employer for any subsequent co-op work term, I will be registered in the co-op course and pay the co-op course tuition. That once I have accepted in writing or verbally an offer of employment, if I break my contract of employment, I will not be satisfying the conditions of the Co-op Program and will be assigned a Fail grade for the co-op course. THE WORK TERM That while on a co-op work term, I will be supervised by the employer and not the University. To inform my employer immediately or not later than 36 hours of any inappropriate, unsafe, and/or unethical behaviour or treatment during a co-op work term. To comply with all policies and procedures of my employer, including any regarding confidential/proprietary information, both during and after a work term. To behave appropriately and according to all UBC policies, procedures and guidelines for the duration of my participation in the Co-op Program. To follow the procedures as outlined in the UBC Engineering Co-op Work Term Checklist and UBC Engineering Co-op Student Handbook. That prior to enrolling in more than one academic course during any work term, I will seek approval from my Coordinator and work supervisor. I acknowledge that the Co-op Program may require written approval by my work supervisor. That I am required to submit a Work Term Report for every co-op work term (whether or not any of my placements span multiple consecutive work terms) and that I am aware that each report is due as outlined in the UBC Engineering Co-op Student Handbook. A late report will result in being assigned a Fail grade for the Co-op course and/or withdrawal from the Co-op Program. That I must meet the minimum requirements on the evaluation from my employer and a satisfactory grade on my Work Term Report in order to receive a Pass for the co-op work term. That if I am unable to complete a co-op work term for ill health or personal challenges, I am eligible to receive a Pass for the work term if all of the following occur: I notify my Coordinator, to confirm the employer is aware that I am unable to complete the work term; I provide my Coordinator, if appropriate, with a supporting letter from my doctor or medical certificate; My Coordinator determines that my performance and learning process on the co-op work term to date have been satisfactory; and My employer evaluates my initial work term performance as meeting the minimum requirements. COMPLETION OF THE CO-OP PROGRAM To complete a minimum of four (4) scheduled work terms in the Co-op Program, with at least one (1) in each of the winter, summer and fall term. To follow the co-op work term schedule; except where changes to the co-op schedule have been discussed with my Coordinator, followed by a formal written request and written approval by my Coordinator. That I must complete my degree on a full academic term. That Co-op designation on my degree will only be awarded upon successful completion of all Co-op Program requirements. SCHEDULING AND WITHDRAWAL FROM THE CO-OP PROGRAM That any requests to withdraw from a job search term and/or deviate from the co-op work term schedule, must be approved by the Co-op Program.

14 6 Introduction to Engineering Co-op Withdrawal and/or off-schedule request must be received by the following dates: For Winter work term (January to April) by August 31st For Summer work term (May to August) by December 31st For Fall work term (September to December) by April 30th That I will be assigned a Withdrawal standing on the co-op course if a withdrawal request is approved by the Engineering Co-op Director during the job search term. The tuition deposit (if applicable) will not be reimbursed. That if I have not secured an approved job and wish to withdraw from the Program, I must receive approval from the Engineering Co-op Director. Approval will result in a Withdrawal standing in the co-op course. That the UBC Calendar will apply to withdrawal requests received during the scheduled work term, including refund of fees, if any. That if I fail to complete the formal withdrawal procedures I will be responsible for all assessed fees and I will be assigned a Fail grade for the co-op course. That I am not permitted to withdraw from the Co-op Program once I have obtained a job through my independent job search. Enrolment in the co-op course will be maintained and I will be responsible for all assessed fees. WORK TERM FAILURE That I may be assigned a Fail grade on a co-op course for any of the following reasons: Failure to report for work at the location specified by the employer; Ending a work term placement early prior to completion without permission from my Coordinator and employer; Removal by the employer for cause; Failure to submit required documents to the Co-op office. That acceptance of a job offer spanning multiple consecutive co-op work terms necessitates my completion of all requirements for all work terms and that if I terminate the work agreement early without the consent of my Coordinator, I may be assessed a failing grade for both work term placements. That the Engineering Co-op Director may assign a Fail grade on a co-op course or remove a student from the Coop Program for failure to comply with any of these UBC Engineering Co-op Terms and Conditions or the UBC Engineering Co-op Student Handbook. STUDENT APPEALS PROCEDURES That I may, at any time, request a meeting with my Coordinator to discuss concerns over a decision made pertaining to my academic standing in the Co-op Program. That if I am unable to reach an agreement with my Coordinator, I may appeal his/her decision as per the Student Appeals Procedures in the UBC Engineering Co-op Student Handbook. That if a satisfactory resolution cannot be achieved within the Co-op Program, I may formally request a meeting with the Faculty of Applied Science, Associate Dean, Students for a decision in the appeals process. That if a satisfactory resolution cannot be reached with the Associate Dean, I may appeal the decision of the Associate Dean to the University Senate, Committee on Appeals on Academic Standing in accordance with the procedures listed in the University Calendar. Dr. Robert A. Hall, Associate Dean, Engineering Students University of British Columbia, Applied Science Jenny Reilly, Director, UBC Engineering Co-op Program University of British Columbia, Applied Science

15 UBC ENGINEERING CO-OP STUDENT HANDBOOK 7 2 Co-op Procedures Communicating with the UBC Engineering Co-op Office Maintain contact with your Co-op Coordinator as much as possible, and as required. He/she can provide guidance, direction and feedback during your participation in the Co-op Program. You are encouraged to contact your Co-op Coordinator whenever necessary; please make an appointment to speak with your Co-op Coordinator. All Co-op Coordinators offer student office hours for you to schedule an appointment by or phone to arrange a mutually convenient meeting time. Keep current Whenever your contact information changes, please update ECO immediately. It is important that we are able to reach you quickly due to the time sensitivity of our work. Voic The Co-op Program highly recommends that you activate voic on both your home telephone number and your cell phone. Interviews are often arranged with very little notice, and administrative staff will need to provide you with interview details during our business hours. Respond to all co-op within 24 hours Not only will your Co-op Coordinators send you s, but announcements, job details and interview requests will also come from our administrative staff. Please ensure that you read and respond to all co-op-related messages within 24 hours if a response is requested. Academic Requirements You are responsible for ensuring you meet all the faculty and program requirements applicable to your degree and year, in addition to the requirements of the Co-op Program. If you have course-related inquiries, including scheduling questions, please contact your specific engineering department or Engineering Students Services ( ). International Students If you are an International Student enrolled in the UBC Engineering Co-op Program, you require a valid Employment Authorization visa to work in Canada. In the fall, you will receive an from the Engineering Co-op office with instructions on applying for your Canadian Employment Authorization. Please submit your application immediately, as you must receive your work permit prior to commencing your first co-op work term. It is your responsibility to ensure you are legally able to work in Canada throughout the time you are enrolled in the Program. Once you have obtained your first co-op job offer and have received the offer letter from the company, you must apply for a Social Insurance Number (SIN) from any Canada Employment Centre. General information can be found at servicecanada.gc.ca/eng/sc/sin/index.shtml and more specific information can be found at: en/sin/apply/how.shtml. Apply for a SIN immediately after receiving your offer letter. If your immigration status changes at any point during your participation in the Co-op Program, please notify the office immediately, as this may affect your eligibility with a number of government agencies. Please note that some job postings are limited to Canadian citizens only. International students are not eligible for National Science and Engineering Research Council (NSERC) awards, or some government positions. Job postings will specify eligibility requirements. International Students are assessed the same co-op work term tuition as Canadian citizens and landed immigrants/permanent residents.

16 8 Co-op Procedures Applying for Jobs Below is a brief summary of the process for applying for co-op jobs. ECO is the web-based system you will use to create your resumé and apply for online job postings. ECO also allows you to update your personal contact information and work term history, and to submit evaluation forms. More details can be found in the ECO Navigation Basics section of this handbook (chapter 9). Create a Resumé in ECO in consultation with your Co-op Coordinator. Submit job applications The job search term begins four months prior to your first scheduled co-op work term. Job descriptions will be posted in ECO starting at the beginning of September (for winter work terms), January (for summer work terms), and May (for fall work terms). Provided you meet the requirements for full acceptance into the Co-op Program (see page 2), you will be made eligible to apply for summer jobs beginning in January. Apply for a job if you have at least 50% of the technical skills required. You must write a separate cover letter for each job, unless otherwise stated in the job posting. The maximum length for a cover letter is one page. There are a variety of ways to apply for jobs through ECO, depending on how the employer would like to receive applications. The application process will be indicated under Application Instructions on the job description. The possibilities include submitting an online application through ECO, applying directly to an employer s website or, (in rare instances) submitting a paper application to the Engineering Co-op office. Each job has a closing date and time. Most jobs posted in ECO close at 7:00 am, but please read all postings carefully for closing information, as they will automatically close at the specified date and time. Once the job has closed, you will no longer be able to submit an application. If technical difficulties arise to prevent you from applying to a posting before the job closes, please immediately your cover letter and the ECO job code to your Co-op Coordinator. We may be able to assist you in submitting your application the next day if the job has closed. You are required to submit an application for all positions for which you are qualified. During each job search term, you are expected to apply for a minimum of 15 jobs, or 20% of all jobs posted to your discipline. NSERC Eligibility Occasionally you will see that some jobs require students with NSERC eligibility. The Natural Sciences and Engineering Research Council of Canada (NSERC) subsidizes eligible professors and companies to hire students for research projects. To be eligible to apply for an award, you must: 1. be a Canadian citizen or permanent resident of Canada 2. be registered (at the time you apply) as a full-time student in a bachelor s degree program at an eligible university (exception for graduating students: see number 5, below) 3. have obtained, over the previous years of study, a cumulative B- (68%) average or above 4. have completed all the course requirements of at least the first year of university study (or two academic terms) of your bachelor s degree 5. not have started a program of graduate studies Round 1 and Round 2 Processes What is Round 1? Round 1 is the first five-week period at the beginning of each job search term. Students apply to any jobs they are interested in and can have interviews with any number of companies. During Round 1, companies do not present job offers to students nor are students expected to accept any positions. At the end of Round 1, Ranking Day is held; students who had interviews in Round 1 must rank the companies and/or positions according to their preference and likewise, employers rank the students they interviewed from the various universities (more information about ranking follows under Round 1 Process ). One advantage of actively applying during Round 1 is that you may have the chance to interview with more than one company, giving you the opportunity to practice your interviewing skills and giving you a greater selection of jobs to choose from. Round 1 Co-op Calendar For Summer jobs: ¾ Round 1 Period ¾ Ranking Day ¾ Round 2 Period For Fall jobs: ¾ Round 1 Period First five weeks of the job search semester (January to mid-february) Fifth week (mid-february) Week six through the first month of the work term semester (mid-february to June) First five weeks of the job search

17 UBC ENGINEERING CO-OP STUDENT HANDBOOK 9 ¾ Ranking Day ¾ Round 2 Period semester (May to mid-june) Fifth week (mid-june) Week six through the first month of the work term semester (mid-june to September) If you are not successful in obtaining a job in Round 1, you will move on to Round 2. Although some employers post jobs during Round 1, they may wait until Round 2 to conduct interviews. These positions cannot be ranked since interviews have not yet occurred. For Winter jobs: ¾ Round 1 Period ¾ Ranking Day ¾ Round 2 Period First five weeks of the job search semester (September to mid-october) Fifth week (mid-october) Week six through the first month of the work term semester (mid-october to January) For specific job search dates, please see the UBC Engineering Co-op website ( Round 1 Process Employers who post jobs and interview students before the end of Round 1 will send us their lists of students they would be willing to hire, in order of preference (i.e., rankings). If you attend interviews in Round 1, you must send an of your rankings to your Co-op Coordinator by 4:00 pm on Ranking Day. The ranking must list every job you interviewed for, ranked in order of job preference. Please include your full name, the name of the employer, the ECO job number and the job title for each position you had an interview with. Indicate your preferences for each of the jobs you interviewed for, with #1 being the job you would most prefer to accept. If you had only one interview during Round 1, you must send a ranking , listing the job you interviewed for as your #1 preference. If you did not secure an interview during Round 1, you do not need to send a ranking . All jobs you interviewed for must be ranked. If you are unwilling to accept (i.e., rank) a certain job, you must meet with your Co-op Coordinator immediately after the interview. Please wait for an from your Co-op Coordinator to inform you of the results of the ranking process. Due to factors such as the number students and other universities participating, the results for some jobs may not be finalized until a week or more after Ranking Day. Your Co-op Coordinator will accept a job offer on your behalf, based on your ranking list and the employer s ranking list. If you are matched in Round 1, you will not participate in Round 2. What is Round 2? Round 2 is a continuous recruitment and hiring period when student-employer matches are confirmed on an ongoing basis. Students who have not yet received co-op employment offers will apply to jobs and may be interviewed at any time during this period. The first job offer received by the Engineering Coop office for a student is considered a match. You will receive confirmation of a job offer by phone or and you will have 24 hours to confirm your acceptance. Round 2 Process Round 2 begins immediately after Round 1 and runs through the first month of the scheduled work term. The expectation is that a four-month co-op work term should entail 16 weeks of full-time work. Since students may secure a late placement during Round 2, co-op credit will be applied as long as the placement period meets the minimum requirement of 12 full-time weeks or 420 hours of work, and has been pre-approved by the student s Co-op Coordinator. For example, most jobs for the summer work term begin in May; however, students can still apply and be placed into summer positions until late June. The process for Round 2 is very similar to Round 1: You are required to apply for all posted jobs for which you have at least 50% of the technical qualifications. Additionally, your Co-op Coordinator may send your resumés directly to employers who request them. Make sure your online resumé is always up-to-date and properly labeled (see chapter 9: Resumé Naming Tips ) so your Co-op Coordinator can forward the most appropriate resumé to interested employers. There is no ranking process during Round 2. Once you receive a job offer from an employer, you are expected to accept that position. Once you accept a job offer, you will no longer be permitted to apply to other jobs. Please let your Co-op Coordinator know of any other interviews you have so the proper arrangements can be made to cancel the outstanding interviews. If you receive a job offer through your independent job search, please inform your Co-op Coordinator as soon as possible.

18 10 Co-op Procedures Interview Process You should check your , voic and ECO account daily to see if companies have requested an interview with you. Employers will often contact the Engineering Co-op office to schedule interviews on very short notice, so it is very important to have voic on your main telephone number and/or cellular phone. If you receive an interview request, the Interview Liaison will send you an with interview information. Please log in to ECO immediately to sign up for an interview date and time. If interviews are held during a time when you have an exam scheduled, please let the Interview Liaison know immediately and suggest other times when you may be available. We do not provide letters for you to miss a quiz, exam, or lab meeting. We will do our best to arrange times that are convenient for both you and the employer. Since the majority of interviews are conducted during business hours, and you must attend all interviews for which you have been selected, you are expected to miss class in order to attend interviews, if necessary. You are advised to make alternate arrangements with your instructor if you have an interview scheduled during class time. Be prepared. See Interview Preparation in chapter 11. completion of a medical exam, background check, criminal records check, driver s abstract, purchase of protective clothing, etc. Mail, fax or your signed offer letter to your employer; you are welcome to use the services at the co-op office to return the letter. Once you have signed the offer letter, you should contact your new employer to confirm your start date, location of orientation, start time, dress code, etc. When signing or submitting your offer letter at the Engineering Co-op office, please also complete the Domestic or International Waiver form, which can be found on the UBC Engineering Co-op website by clicking on Students, then Forms, and selecting the Co-op Forms link. Confirmation of Job Offers Once you have verbally accepted a position, via a phone call or to your Co-op Coordinator, the employer will send an offer letter to the co-op office. We will either send the letter as an attachment (i.e.,pdf,.doc) or notify you to pick up the offer letter at the front desk to sign it for co-op and company records. NOTE: If you receive an offer directly from an employer, you must consult with your Co-op Coordinator before making a decision. If you receive an offer letter directly, please ensure the co-op office has received a copy as well. If your offer letter contains a confidentiality agreement, please see your Co-op Coordinator if you have any questions or require a witness to your signature. Fulfill all other employment requirements, such as:

19 UBC ENGINEERING CO-OP STUDENT HANDBOOK 11 3 Workshop Summary Life-Long Job Search Skills The pre-employment skills taught in the online and in-person co-op workshops have been identified by employers as essential in the workplace. As the workshops are mandatory, please contact your Co-op Coordinator at least one week before the scheduled in-person workshop if you are unable to attend so that other arrangements can be made. Upon completion of the workshops, you will have learned: Self-assessment skills to help you set personal objectives in terms of education, work placements and career choices Accomplishment-based resumé-writing Components of a targeted, compelling cover letter Job search skills that will assist you in successfully gaining employment How to analyze job descriptions to predict interview questions Interview preparation skills and key factors for succeeding in interviews Ethics and confidentiality rules and how to apply them during your Engineering Co-op career The requirements for co-op work term assignments; and Fundamentals of the Human Rights Act, Employment Standards Act, and collective agreements that apply to you in the workplace Mandatory workshops will be conducted throughout the fall and winter terms. Please note: Laptops and cell phones are not allowed during in-person workshops.

20 12 Additional Information & Resources 4 Additional Information & Resources The UBC Engineering Co-op Website The Engineering Co-op website ( is a key source of information for students and employers, and includes: All forms required during your work term, including submission deadlines Co-op staff contact information Key dates and co-op reminders ECO (Engineering Co-op Online) link A copy of the most current Student Handbook Salary statistics Links to online job boards; and Co-op publications and news Information Specific to UBC Co-op Students U-Pass While you are on a co-op work term, you are eligible for the U-Pass, and you will automatically be enrolled in the U-Pass program. More information is available at ubc.ca/upass/upassindex.html. If you wish to opt of the U-Pass program, please review the exemption process in the Frequently Asked Questions section at UPASSfaq.html#q14. Medical and Dental Health Benefits As of September 2007, UBC students enrolled in the Co-op Program are automatically assessed student-levied fees including all of the benefits provided by the Alma Mater Society (AMS). Students who are enrolled in a co-op work term in Term 1 will be enrolled in the health and dental plan. For more information on coverage, please visit: If you are covered by another plan through your current employer or family, you can elect to opt out of the extended health plan. To do so please follow the instructions listed by your health care provider: UniversityofBritishColumbiaAMSGSS_ChangeofCoverage_ OptOuts. If you re an international student, you must be covered by the British Columbia Medical Service Plan (MSP) or have equivalent coverage. Without MSP or equivalent coverage, you cannot make claims for health plan benefits. For more information on IMED, or provincial health care (MSP), please contact International House at or by at isa@students.ubc.ca. For Students Working Outside British Columbia You will need to ensure you have adequate medical coverage for the period of time you are away from British Columbia. Most students are covered under a provincial health plan, but you must still contact your health insurance agency before commencing your co-op work term. If you do not, any claims you make may be invalid. Make arrangements to maintain your provincial insurance while you are away, and be sure to reactivate it when you return, if necessary. Check to ensure you will be covered while residing in the country/province of your work term. Please see the Medical Services Plan website at as it will describe what coverage you have (and do not have) while you are outside the province. You can also obtain a copy of the brochure Guide to Hospital Coverage outside British Columbia from the BC Medical Services Plan ( gov.bc.ca/msp/infoben/leavingbc.html#absence). Extended Medical Insurance Extended medical coverage is required; some employers will require co-op students to purchase a specific medical insurance plan before beginning employment. If you are enrolled in the AMS/GSS Health and Dental Plan, you can request to extend your Travel Insurance to cover you while you are on your work term. For more information, see UniversityofBritishColumbiaAMSGSS_Travel_TravelCoverage_

21 UBC ENGINEERING CO-OP STUDENT HANDBOOK 13 ExchangeInternshipStudents. If you are not enrolled in the AMS/GSS Health and Dental Plan, you will need to purchase your own medical insurance. While many students are covered under their family s insurance policy, this is something you will have to look into for yourself. Carefully read each insurance company s coverage to understand what will and will not be covered while away from Canada. Scholarships UBC offers a number of scholarship award programs to students entering undergraduate programs, as well as those continuing their studies at UBC. Renewable entrance scholarship payments normally span a four-year period; however, the payments may extend over a five-year period for co-op students. Co-op status does not affect eligibility for renewable scholarships; however, it does affect the amount received. Scholarship amounts relate to the previous year s credit course load and academic average; therefore, finances should be budgeted and allocated accordingly. For more information on how co-op affects scholarship funds, please see ubc.ca/finance/awards.cfm?page=coop. Student Housing Co-op students who are first-time housing applicants do not receive special assignment priority. However, if a student becomes a resident and has a work term that is out of cycle with the residence term (which runs from September to April), UBC Housing may be able to make special arrangements to reinstate a residence room, depending on the availability of space and receipt of advance notice. Co-op students residing in the UBC single student residences during the winter session may require special services for reinstatement after their work term. Co-op students on a Fall work term wanting to return to residence at UBC for January must: 1. Apply for housing in February as a returning resident for the following September. 2. Contact UBC Housing by April 30 to confirm you do not want a room assignment for Term 1, but want the offer deferred to Term One week before the application period, arrange for the Engineering Co-op office to send studentship letter on your behalf to UBC Housing in support of your request for deferment. Co-op students on a Winter work term and wanting to return to UBC residences for September must: 1. Have a current residence assignment for the upcoming academic year 2. Give 30 days written notice to the UBC Housing office that you are terminating your contract at the end of Term 1. Please refer to your residence contract for specific details. 3. Contact the Housing office before the end of the reapplication period (the first week of February) to reapply for housing for the applicable Winter Session and to ask for reinstatement as a returning co-op student. 4. One week before the application period, arrange for the Engineering Co-op office to send studentship letter on your behalf to UBC Housing in support of your request for deferment. Please note that residence assignments are not guaranteed and are based on availability. Contact UBC Housing and Conferences at Marine Drive Residence, 2205 Lower Mall Building 6, by phone at or by accessing their website at Student Loans You can apply for a Canada Student Loan and/or a British Columbia Grant or Student Loan. To qualify for a loan you must be a Canadian citizen or a permanent resident (landed immigrant) and you must have had residency in BC as established according to federal-provincial criteria. University loans are available to students who have exhausted all other means of finance. Students must arrange to meet with an Awards and Financial Aid Advisor to apply for these loans, which require a guarantor (co-signer). Terms of repayment are determined on a case-by-case basis. For the most up to date information on co-op eligibility for student loans and interest free status, please refer to the following website: ubc.ca/finance/loans.cfm?page=coop. Maintaining Interest-Free Status While on a co-op work term, a student is eligible for interest-free status and can obtain the appropriate forms from the Student Services office. If the student cannot get to campus during working hours, these interest-free documents can be requested over the phone and may be picked up by a friend from Student Financial Assistance and Awards office in Brock Hall. You may contact Student Financial Assistance & Awards by phone at or by accessing their website: ubc.ca/finance/index.cfm. Revenue Canada Below are some tax issues you should be aware of as a coop student. Please do not call your Co-op Coordinator for information or to get answers to specific tax questions. Instead, please visit the Canada Revenue Agency website at

22 14 Additional Information & Resources cra-arc.gc.ca/menu-e.html or call for automated service, or to speak to a Customer Service Agent. NOTE: International students must file a Canadian income tax return when on a co-op work term. For more information, visit the Canada Revenue Agency website at tax/nonresidents/individuals/students-e.html. When you are on a co-op work term, Revenue Canada does not consider you to be a full-time student. Therefore, you cannot claim full-time education tax credit for the months that you work as a co-op student. However, you can claim the tuition fee tax credit for co-op work term tuition paid. Moving Expenses Co-op students may claim certain costs related to relocation for co-op work terms that are more than 40 km from their homes. To claim these costs, students must complete a T1-M Claim for Moving Expenses form from Revenue Canada which can be found at Working Internationally All students (including Canadian citizens, permanent residents and international students) who secure co-op work terms internationally are required to secure the appropriate legal work and travel documents prior to departure. The UBC Engineering Co-op Program has a Co-op Coordinator to assist students with the various processes, but the Program is not a legal authority on international documentation. It is it each student s sole responsibility to ensure legal documents are attained in order to work in the country of the co-op work term. If you are working outside Canada, you are required to submit and pay taxes in the country in which you are employed. You must also report your earnings to the Canadian government and may be required to pay additional taxes. Career Services Career Services offers UBC students a number of career-related services, including career consulting and planning, job search and interview skill development, and resumé workshops. Career Services, in conjunction with Counselling Services, also operates the Student Development Library, which has information about hundreds of employers as well as career and job search preparation. Contact Career Services at Brock Hall, Room 1206, by phone at , by at career.services@ubc.ca or by accessing their website: Counselling Services Counselling Services provides UBC students with confidential counselling. Professional counsellors and psychologists are available to assist students to address personal, relationship, career or educational concerns. Counselling Services offers group sessions and workshops throughout the year. Personal counselling is also available for students and their partners, and/or families. Contact Counselling Services at Brock Hall, Room 1040, by phone at or by accessing their website: students.ubc.ca/counselling. International House International House is a social and cultural centre for international and intercultural learning on campus. Committed to fostering and celebrating lifelong understanding, respect and friendship among people from all nations and cultures, International House offers a variety of social activities, cultural celebrations and educational workshops. It also acts as a campus resource on international opportunities and serves as the office for International Student Advisors (ISAs) and the International Peer Program. Contact International House at 1783 West Mall, by phone at , by at international.house@ubc.ca or by accessing their website: Additional On-Campus Resources Student Financial Assistance & Awards UBC offers a range of merit-based academic awards for undergraduate studies, as well as financial need-based awards for both undergraduate and graduate studies. Contact Student Financial Assistance and Awards at Brock Hall, Room 1036, by phone at or by accessing their website: students.ubc.ca/finance/coop/.

23 UBC ENGINEERING CO-OP STUDENT HANDBOOK 15 5 Roles and Responsibilities The Student As a UBC Engineering Co-op student, you will participate in a program during which you will have the opportunity to acquire valuable work experience that relates to your degree. You are expected to treat others (Co-op Coordinators, office staff, employers and colleagues) with professional courtesy in all forms of verbal and written communication. During the Job Search Term Review the Terms & Conditions and digitally agree to them each semester. Attend all meetings that have been scheduled with your Co-op Coordinator. Initiate an independent job search for an appropriate work term, using personal contacts while applying on ECO. If you receive an offer letter directly from an employer, please ensure you send a copy to your Co-op Coordinator. Prepare for interviews by researching both the company and the job posted. Accept work term placements as per Round 1 or Round 2 procedures Complete a Domestic or International Waiver Form once you have signed an offer letter. Submit the waiver to the Engineering Co-op office. If you are an International student, you must ensure you have a valid work permit prior to commencing your Co-op work term. During Your Work Term Within the first two weeks of each four-month work term, update your current home address and View/Modify Work Term Profile Information in ECO. Be sure to include your direct supervisor s name, phone number and address. Complete your Learning Objectives within the first two weeks of your work term and review them with your supervisor. Honour your commitment to an employer by fulfilling the terms of your employment. Respect the policies, procedures, confidentiality and proprietary information of your employers. Assume information is confidential unless informed otherwise. Adhere to all conditions and rules that apply to employees in the organization. These may include working hours, union membership, income tax reporting and suitable attire. You will be contacted by the Engineering Co-op office to arrange a site visit between you, a Co-op Coordinator and your supervisor, and you are expected to facilitate these arrangements. Immediately advise your Co-op Coordinator of any concerns or problems you have with your work term assignment or working environment before taking matters into your own hands. Your Co-op Coordinator will work with you and the company to reach a mutually beneficial solution. Submit a work term report for each four-month work term, or during the fifth co-op work term give a presentation. Include a signed Technical Report Release form with your submission. Assignments will not be accepted without a release form signed by your supervisor (except for APSC 210, which is a non-confidential report). If your report is confidential, your employer will have to assess the report and complete the Technical Report Grade Form. Forms must be received by the Engineering Co-op office in order for a grade to be assessed. For specific due dates, refer to the Work Term Checklist that is published every work term. It is your responsibility to meet the deadlines assigned Complete the online Student Evaluation of Work Term Form by the assigned deadline for each four-month work. Ensure that your manager or supervisor completes the online Performance Assessment before the deadline. After Your Work Term Please follow the Work Term Checklist to ensure you submit all the necessary forms. These forms can be found on the Engineering Co-op website by selecting the appropriate work

24 16 Roles and Responsibilities term from the menu on the left. Reports must be bound (cerlox or spiral) or submitted in a duotang cover. Please do not submit reports in binders. You can hand in your Work Term Report package in-person at the Engineering Co-op office or deliver by Canada Post or courier. If you mail your documents, the package must be postmarked on or before the due date (see Chapter 13: Mailing Guidelines ). Your Co-op Coordinator will contact you within two weeks of your return to campus to have you participate in a debriefing session. The Co-op Coordinator The Co-op Coordinator is your liaison with employers. He/she works closely with you and employers to develop suitable co-op work term opportunities. The Co-op Coordinator has several responsibilities, including: Marketing co-op education to prospective employers to maximize the number of job opportunities Selecting students for the Program, monitoring progress and advising students to help them develop and refine career goals Providing you with appropriate pre-employment training for your career development Advising and assisting employers through all aspects of the co-op recruiting process Conducting site visits each four-month work term to assist in the evaluation of the student and employer, and to identify future work terms for co-op students Marking APSC 110 and 210 work term reports, and attending APSC 411 presentations Ensuring fair and equitable treatment of students and employers throughout the placement process; and Working with employers, students and faculty to evaluate the students work terms, ensuring the needs of employers, students and faculty are met Your Co-op Coordinator acts as a resource and is your representative throughout your co-op career whether you are in school or on a work term. If you face challenges during your work term (e.g., unsafe working conditions, difficult co-workers or managers, excessive overtime, non-technical work, personal issues, etc.), contact your Co-op Coordinator immediately! He/she can help you determine productive ways to address your challenges. The Co-op Office The Engineering Co-op office administers the UBC Engineering Co-op Program and serves as an informational, organizational and administrative resource for you. The office has several responsibilities, including: Providing students, employers and faculty members with information about the Co-op Program Registering students in APSC 110, 210, 310, 410 and 411 Communicating important Program deadlines to students (Please note that it is ultimately your responsibility to meet all deadlines) Reviewing job descriptions and posting positions in ECO Accepting employer interview requests and organizing interview schedules Collecting, copying, filing and distributing offer letters from employers Scheduling site visits and telephone site visits between students, supervisors and Co-op Coordinators each work term Receiving student Work Term Report packages, recording their receipt, and distributing reports for marking; and Obtaining the marked Work Term Reports, recording the marks, forwarding the evaluations to students Co-op Coordinators for review, and submitting the work term grades NOTE: To help the Engineering Co-op office fulfill its responsibilities, you must update your work term information (including the precise work location, telephone number and address for yourself and your supervisor) in a timely manner each four-month work term. The Employer The employer provides you with engineering-related work experiences. You will be paid, supervised and evaluated as regular employee during your work term. The employer has several responsibilities, including: Providing the Engineering Co-op office with an offer letter outlining salary and benefits, hours of work, and start and end dates Providing a supervisor who will oversee your work and discuss expectations with you Advising you of confidentiality in the workplace and ensuring

25 UBC ENGINEERING CO-OP STUDENT HANDBOOK 17 that you sign required non-disclosure agreements prior to commencing work Participating in the site visit and completing the online Employer Evaluation Providing you with guidance, reviewing the Work Term Report, and signing the Work Term Report Release form Marking the report if it is deemed confidential; and Adhering to Employment Legislation and the Human Rights Act The Faculty Liaison The Faculty Liaison has several responsibilities which may include: Providing technical and professional support throughout the work term as needed by discipline-specific co-op students Assisting in topic selection for your Work Term Report to meet the guidelines of the Co-op Program and the needs of the employer, as requested; and Providing a link between the Co-op Program and its associated engineering departments

26 18 Assessing Yourself and Your Skills 6 Assessing Yourself and Your Skills The first co-op workshop, including online modules and one in-person workshop, will provide tools and insight that will form the foundation of writing resumés and cover letters. The tools provided assist you in finding and securing co-op work terms; please refer to this handbook throughout your co-op job searches. This information will also help you with your lifelong career planning. Self-Assessment & Your Co-op Career Self-assessment is the first step in career planning. An assessment of your interests, skills, accomplishments, personal attributes and values will provide a foundation from which you can identify the kinds of work you will find most rewarding. It will also help you clearly communicate skills you have that employers are seeking, and to identify areas for development. Industry knowledge is the second step in career planning. Understanding the labour market helps ensure that your decisions Career Planning Model 1. Self-Assessment (knowledge of self) are in sync with current marketplace demands and trends. You will learn how to identify what skills and knowledge are currently valued in the marketplace that you may wish to emphasize or develop. Assessing Yourself You have a unique combination of interests, abilities, and preferences to offer prospective employers. Being aware of your personality is the starting point for almost all change and growth, as it is a core aspect of your true self. Preferences are an important component of self-assessment and self-discovery. They guide our decisions and determine how we feel about different aspects of the world. Understanding your values and preferences can help you to determine: Personal and career goals The position and working environment that best matches your needs The kinds of people you enjoy working and associating with During your co-op career, you will have opportunities to work in various environments with different organizational structures with a diverse range of people. You will be able to challenge and further define your values and preferences. 4. Reviewing & Evaluating Plans 2. Industry Knowledge (identifying and researching occupational alternatives) 3. Planning & Action (evaluating alternatives and developing an action plan)

27 UBC ENGINEERING CO-OP STUDENT HANDBOOK 19 Preferences & Values The online modules include an assignment related to your personal and professional preferences and values. Utilize the activities from WebCT during your self-assessment. Be mindful that many of your values and preferences will change during your co-op work terms as you gain more experience. You can begin by asking yourself: What is my preferred working environment? Organizational Structure Work Environment Workplace & Location Corporate Task-based In-the-Field/On-Site Government Project-based Office Not-for-Profit Traditional Hours Factory/Manufacturing Non-Governmental Organization Non-traditional Hours Mobile Location Academic Flex-time Work from Home Research & Development Deadline-driven Travel Required Entrepreneurial Fast-paced No Travel Required Hierarchical Dynamic (Change & Variety) City Union Static & Unchanging Suburbs Democracy Stressful Remote Meritocracy Calm Social/Friendly Co-Workers Workplace Experience Strictly Business Predominantly Men Physically Challenging Predominantly Women Intellectually Challenging Interaction Mixed Resource-Challenged Work Independently Young Adults (19-29) Competitive Part of a Team of 8 or Less Adults (30-49) Collaborative Part of a Team of More than 8 Middle-aged (50-65) Secure/Stable Leader of a Team of 8 or Less Age Doesn t Matter Start-up Leader of a Team of More than 8 Particular Cultural Background Financially rewarding Decision-maker Particular Economic Background Creatively rewarding Influence People Particular Social Background Ethically rewarding Co-workers/Peers Particular Educational Background Subordinates/Juniors Particular Religious/Philosophical Background Superiors/Managers Background Doesn t Matter Vendors/Suppliers Customers

28 20 Assessing Yourself and Your Skills Personal Attributes Assignment What personal qualities or strengths do you have to offer a potential employer? Refer to the online module and review the appendices for a list of words outlining attributes that may apply to you. Academic Dependable Inventive Punctual Active Detailed-oriented Independent Realistic Adaptable Determined Innovative Reflective Ambitious Dynamic Kind Reliable Artistic Dedicated Logical Resourceful Assertive Diplomatic Loyal Responsible Able to meet deadlines Diligent Mature Self-confident Able to prioritize Easy going Meticulous Self-motivated Articulate Efficient Moderate Sensitive Attentive to detail Empathic Modest Sincere Broad-minded Energetic Natural Strong Businesslike Enterprising Obliging Sympathetic Calm Enthusiastic Open-minded Tactful Clever Fast learner Outgoing Team player Competent Helpful Opportunistic Tenacious Capable Flexible Optimistic Thorough Careful Focused Organized Thoughtful Cheerful Friendly Original Tolerant Communicative Generous Persevering Trustworthy Confident Honest Practical Understanding Conscientious Humorous Persuasive Versatile Conservative Idealistic Positive Warm Courageous Imaginative Proactive Well-organized Considerate Intelligent Professional Wise Cooperative Ingenious Problem solver Witty Democratic Intellectual Productive Work well under stress

29 UBC ENGINEERING CO-OP STUDENT HANDBOOK 21 Skills & Experience Inventory Taking stock of your experiences will greatly assist in the development of your co-op resumé and content for cover letters. Consider previous employment experience, volunteer/extracurricular activities and technical projects in order to provide specific details about the type of work you have done to highlight the skills you have gained. During co-op Workshop 1 Module 2, you will create several examples of skills and experience inventories to use when building your co-op resumé. An example has been provided for you below, please also refer to the online resource for additional information. Example: Skills & Experience Inventory Company Name Position Start and end dates? (Month and Year) Job 1 McDonald s Team Leader May - September 2007 What did your duties include? Managed a crew of five customer service representatives Prepared menu items Responsible for making sure that customers received their orders within the allotted time frame and as requested Accepted orders and handled cash at the front counter Dealt with any issues regarding team members, including time off, overtime or personal problems What were your major achievements? Promoted from crew member to Team Leader within two months of starting Won Employee of the Month With whom did you interact? (e.g., Peers, Management, Supervisors, Juniors, Customers, Team Members, Suppliers, Vendors, etc.) Customers Co-workers and Senior Management Delivery crews What did you like most about your work? What did you like least about your work? Adjectives/phrases your manager would use to describe you and your work Managing a team of employees Dealing with customers Having to resolve issues of incorrect orders Early morning start time Good team leader Focused Enthusiastic Hard worker

30 22 Assessing Yourself and Your Skills Transferable Skills Transferable skills are highly sought by employers as you can apply them to a range of roles in a variety of settings. The more transferable skills you can demonstrate, the more competitive you will be in the marketplace. Some examples of transferable skills include: Administrative Change Management Communication Conflict Resolution Customer Service/People Skills Delegation/Time Management Financial Leadership & Initiative Knowledge Acquisition Knowledge Application Management Negotiation Organization Policy & Procedure Development Problem-Solving Project Management Public Speaking & Presentation Research & Analysis Resource Management Sales & Marketing Strategy Development Teaching & Coaching Teamwork Skills Technical/Hands-On NOTE: A more comprehensive list of transferable skills is available in co-op Workshop 1 Module 2, and in the Appendices at the end of this handbook. The more transferable skills you demonstrate, the more competitive you are in the marketplace Examples: Transferable Skills Customer Services Skills As a Sales Associate at The Gap, I had to help several customers at once with different requests and I had to make sure that I met my hourly sales quota which was quite stressful. From this experience, I know that as the Help Desk Tech Support I would be able to maintain a positive, friendly and helpful attitude while trying to help frustrated co-workers with their computer problems. Teamwork Working at McDonald s, I learned that without a strong team behind you, along with a positive attitude and good communication skills, it is hard to work efficiently. I would apply these same skills to the team environment at BC Hydro. Communication Skills I developed my communication skills as a math and physics tutor. I had to speak confidently and directly with parents about their child s performance and when I was tutoring. I also had to make sure I was speaking clearly and appropriately for 10-year-olds when explaining difficult concepts. I learned how important it is to change my style of communication depending on who I am speaking to. I am confident that I would also be able to communicate effectively with external customers, vendors and my engineering colleagues. Other Resources Fundamental Competencies: Preparing The 21st Century Engineer A. Bruce Dunwoody, et. al, OUP Canada, 2006 Transferable Skills Survey kmc/career_transfer_survey.html Collection of Information & Resources on Transferable Skills transferable_skills.html Emphasizing your Classroom Marketable Skills skills.html Areas for Improvement Thus far the focus has been on positive attributes, but everyone has areas of weakness that need to be strengthened and developed. One frequently asked question during interviews is: Tell me about your strengths and weaknesses. Most students do well on strengths but are stumped when asked about their weaknesses. Answering this question is tricky because you have to be honest, but you do not want to hurt your chances of getting the job. Keep in mind that a weakness in one situation can be perceived in another as a strength. Example: Professional Weakness Typical Answer: I have trouble managing several tasks or projects at once. Superior Answer: I have trouble managing several tasks or projects at once. Instead, I m good at focusing my energies on one task or project and as a result, I always see things through to completion and often finish before the deadline. One of the things I m doing to try and overcome my weakness is scheduling various tasks throughout the day and sticking to the schedule I arranged. As you go through the online workshop modules, and during the second in-person workshop, you will develop methods and examples to have an answer prepared to highlight your strengths and illustrate a weakness you have overcome.

31 UBC ENGINEERING CO-OP STUDENT HANDBOOK 23 7 The Resumé General Resumé Information The purpose of a resumé is to get an interview. Your resumé reflects how you view yourself and explains your abilities to prospective employers. An effective resumé demonstrates your ability to meet an employer s needs and should persuade the employer to invest another 30 to 60 minutes of his/her time in interviewing you. Reflects your hobbies and interests to show you are a wellrounded person Is free of spelling and grammatical errors; and Is clear, concise, complete and correct A good resumé will not get you a job but it can help you get an interview Creating an effective resumé involves a two-step process. 1. Analyze the job posting to determine what work experience, technical skills and transferable skills the employer wants. 2. Review your Personal Attributes and Skills & Experience Inventory worksheets to select what you are going to highlight in your resumé. Resumé Length The purpose of a resumé is to get an interview Types of Resumés There are three standard types of resumés: chronological, functional and combination. Many employers usually require chronological resumés because they highlight your career progress. In contrast, functional resumés are most appropriate for senior executives because they present a broad profile without reference to specific jobs. The combination resumé combines elements of both chronological and functional styles. The combination format works well if you have very little work experience or if you are moving into a different career area. The standard length for resumés is two pages, whether you are applying for a co-op or permanent position. Creating a Professional Image There are various perspectives on what constitutes the right resumé, and there is not just one correct way to present your information or write a resumé. Whatever the opinion on format, most professionals agree on certain characteristics. A wellwritten, professional resumé: Your resumé must focus on how your skills, past experience and education can directly benefit the potential employer Highlights the best achievements, accomplishments and contributions at work, school and in the community Chronological or Reverse Chronological This type of resumé places your skills within the context of your employment history and demonstrates your career progress. Guidelines for the chronological resumé include: Information is presented in reverse chronological order (most recent dates listed first) Dates are aligned on one side of the page Work history is summarized chronologically with job titles grouped under each employer; and Accomplishments are outlined separately for each position held

32 24 The Resumé Functional This resumé style is useful for marketing extensive career experience at the senior level. Guidelines for composing this type of resumé include: Information is not necessarily in chronological order Information is grouped according to area of expertise, industry, or positions held over a long period of time Dates are often not included because work history is presented by area or function, rather than chronological sequence Accomplishments are not linked to specific positions but as the outcome of the whole career Skills are not shown in the context of specific jobs but as a result of overall experiences; and Employers and job titles may or may not appear on the resumé Combination This type of resumé highlights the expertise and abilities you have acquired over your entire career, rather than linking your skills and accomplishments to specific jobs. It follows the chronological format, but, like the functional resumé, it groups some information together for emphasis. Consider the following guidelines when formulating your combination resumé: Marketable skills and accomplishments are generally summarized at the beginning, focusing attention on the specific skills you have that meet the needs of the employer and position; and Information is presented in reverse chronological order (most recent dates listed first) and includes positions held or names of projects For the purpose of your co-op resumé, you will use a combination resumé template since it is most commonly preferred by current co-op employers.

33 UBC ENGINEERING CO-OP STUDENT HANDBOOK 25 Anatomy of a UBC Engineering Co-op Combination Resumé Workshop 1 Module 3 will focus on developing your co-op resumé in a format that will best serve your needs as a co-op student. Remember, you already have a lot of content from your current resumé; the online module and this section of the handbook will help you develop the existing information. NOTE: The order of the sections can be changed depending on your individual experience and projects. You should work with your Co-op Coordinator to determine what order is best for your resumé. Technical Skills Employers often read this section before your cover letter to quickly determine if you have the fundamental skill sets required for a position. You should list your skills that are relevant to the job description for which you are applying. If you list a technical skill, you must demonstrate the use of that skill in the accomplishment statements later in your resumé. If you have learned a skill through self-guided learning, applied the knowledge during school labs, or if you obtained the knowledge through course work, you can include this under Technical Projects. Non-technical/transferable skills or descriptions, such as leadership skills or interpersonal skills should not be included in this technical skills section. To highlight these attributes, include them in your cover letter with your supporting example. Co-op/Technical Work Experience Review your Assessing Your Skills and Experiences worksheets for content for the resumé. ¾ Provide one to four examples of technical projects or work experience. What did your work involve? Why did you do the work you did? What type of environment did you work in (industrial, office, machine shop, etc.)? ¾ Quantify what you did (specify dimensions, number of hours, team members, costs, etc.). Use engineering descriptors, as engineers will probably read your resumé. ¾ Be as specific, but concise, as possible. What tools, equipment, manuals, computer software did you use and why? NOTE: This list is intended to provide suggestions for additional content; it is not necessary for each of these points to be included in your ECO resumé (although you should be consistent in the type of content you include within each section, and formatting should be consistent throughout your resumé).

34 26 The Resumé Technical Projects Title/Position Month and Year Month and Year ¾ Describe technical projects you have completed at university, college or through extra-curricular involvement. These projects can include both group and individual endeavours. ¾ If possible, provide the results or outcome of the project. Was it successful? ¾ What challenges did you encounter and how did you overcome them? ¾ Were you working independently or as part of a team? ¾ Include lab experience and course work in this section. Volunteer Experience Name of Organization Title/Position ¾ See Co-op/Technical Work Experience for suggestions Month and Year Month and Year Other Work Experience Name of Organization Title/Position ¾ See Co-op/Technical Work Experience for suggestions Month and Year Month and Year Education University of British Columbia Degree (Option), expected date of graduation 20-- Additional College/University Experience Degree, Certificate or Diploma Month and Year Present Month and Year Month and Year Awards ¾ Include a very brief description if the reason for the award is not obvious ¾ Do not include awards from more than three years ago Professional Affiliations List any memberships you have in relevant professional associations; state level of involvement if applicable Activities and Interests Employers like to see non-academic interests, as they speak to the type of person you are, particularly if the interests require selfdiscipline and commitment. References will be provided upon request. (Optional)

35 UBC ENGINEERING CO-OP STUDENT HANDBOOK 27 Action Verbs Action verbs powerfully and descriptively explain what you did to gain or develop various technical and transferable skills. Begin each accomplishment statement on your resumé with an action verb. Keep this page available for easy reference whenever you are working on your resumé or preparing for an interview. Example: What do you think sounds better to a prospective employer? Worked with a team to make changes to an existing database -- OR -- Managed a team to uncover and analyze bugs within an existing database; recommended and executed upgrades to improve database functionality Action Verb Examples: Accent Your Experience Accelerated Compiled Formulated Operated Specified Accomplished Completed Founded Organized Spearheaded Achieved Computed Generated Originated Spoke Acted Consolidated Guided Overhauled Strengthened Adapted Contracted Headed Oversaw Stressed Addressed Controlled Illustrated Performed Succeeded Administered Converted Implemented Persuaded Summarized Advised Coordinated Improved Planned Supervised Advocated Corresponded Improvised Presented Systematized Allocated Delegated Increased Prioritized Tabulated Analyzed Delivered Influenced Produced Traced Appraised Demonstrated Informed Programmed Tracked Approved Designed Initiated Promoted Traded Arbitrated Developed Innovated Provided Trained Arranged Devised Inspected Publicized Transferred Assembled Directed Installed Recommended Transformed Assigned Dispatched Instructed Reconciled Translated Attained Edited Integrated Recruited Tutored Audited Eliminated Interpreted Redesigned Uncovered Authored Encouraged Introduced Referred Undertook Awarded Engineered Invented Rehabilitated Unified Balanced Evaluated Lectured Remodelled Updated Calculated Executed Led Reorganized Upgraded Catalogued Expanded Maintained Repaired Utilized Clarified Expedited Managed Reviewed Validated Classified Explained Mediated Revitalized Verified Coached Fabricated Moderated Scheduled Weighed Collaborated Facilitated Monitored Serviced Widened Collected Familiarized Motivated Shaped Withdrew Communicated Fashioned Negotiated Simplified Won Solved Wrote

36 28 The Resumé Accomplishment Statements Now that you understand what a co-op resumé looks like, you will now develop an accomplishment-focused resumé n conjunction with the online module. The exercise will incorporate your Self-Assessment assignments, preferences and transferable skills to develop accomplishment statements. As you develop your co-op resumé, remember to: Include quantitative details and examples from your work experience to highlight the skills you used and gained Avoid using I or me, and do not include periods at the end of accomplishment statements Example: Building an Accomplishment Statement Step 1 Write down, in simple terms, the duties and responsibilities that you had in a given job. Greeted customers and took food orders Step 2 Add details describing the nature of the employer or the work environment. What was the purpose of your role or responsibilities? Why was what you did important? Step 3 Add quantitative details and professional terms (when possible) to expand on your experience. What were your major achievements? What were your really proud of accomplishing? Focus on how you did the job cheaper, faster and better than the current standard or than was expected of you. Step 4 Add phrases that contain transferable skills to demonstrate how you met or exceeded expectations to provide prospective employers with insight into your soft skills. This step is optional but you should try to have at least one Step 4 phrase per job. Greeted customers in a friendly manner, took food orders and processed cash register transactions in a busy fastfood restaurant Greeted up to 50 customers each hour in a friendly manner, took food orders and processed cash register transactions very quickly in a busy fast-food restaurant, ensuring a 75% customer satisfaction level Greeted up to 50 customers each hour in a friendly and helpful manner while taking food orders to ensure a 75% customer satisfaction level Worked quickly and accurately to process cash register transactions in a busy fast-food restaurant so that customers could receive their orders within three minutes

37 UBC ENGINEERING CO-OP STUDENT HANDBOOK 29 Steps to Developing Accomplishment Statements Action Verb Steps 1 & 2 Step 3 Step 4 or Transferable Skill Wrote a quarterly Q&A news bulletin for a local volunteer program which reduced the number of routine queries by 15%. Took on leadership role when manager was seeking volunteer to spearhead initiative Informed customers about the benefits of a new line of health food supplements that resulted in a 7% increase in sales for this product and helped me to win Employee of the Month Greeted customers in a friendly manner and showed them to their table which helped to create a friendly and welcoming dining atmosphere. Customer Service Planned student meetings and events for the largest club on campus to assure meetings and events were scheduled and on time. Delegated tasks to club members so that every one was involved and responsibility was shared equally Visited seniors at a local retirement community to assist them in planning and completing their daily activities making their day more enjoyable and providing me with valuable volunteer experience. People Skills Planned and executed our fraternity fundraising events which raised more than $5,000 and involved almost 100 volunteers in the events. Utilized effective planning and project management skills Tutored students and provided instruction on Math and Physics which helped them to succeed in their studies and increased their grades by almost 10%. Coaching & Training Delegated responsibilities for the creation and writing of a PowerPoint presentation amongst four group members so that we could complete the project on time Project Management Skills Operated forklift, bobcat, chain saw and other heavy equipment and learned to strictly follow company s safety procedures. Technical NOTE: Accomplishment statements do not have to follow this exact order. As long as content from Steps 1 to 4 are included and the accomplish statement makes grammatical sense, you can switch the order. Complete Accomplishment Statement Examples Working with a group of three co-op students, reviewed original schematic drawings, compared them to existing orientation in the field and then updated drawings using AutoCAD Working as Team Leader for a group of five civil engineering students, designed a truss (under certain restrictions) capable of withstanding a load of 1,000 lbs

38 30 The Resumé Checklist for a Powerful Resumé Before submitting your resumé to your Co-op Coordinator for your resumé review, please ensure that it represents your best effort. On a point-by-point basis, you should ask yourself these questions: Is this information important to a potential employer? Why? Will this information help me get an interview? Have I provided as much relevant information as I can? Have I avoided using clichés, acronyms and slang? Have I quantified and qualified details whenever possible? Have I avoided writing a list of job tasks? Have I included accomplishments and results? Have I focused on how I saved the company money or accomplished tasks faster or completed my responsibilities better than expected (cheaper, faster, better)? Have I started my phrases with a variety of action verbs? From a more general perspective, consider the following questions: Is my resumé clear, concise, correct and complete? Am I consistent in my spelling? (e.g., If you use international English spellings, such as favour, do not revert to American English spellings, such as favor, later in your resumé) Are my spelling and grammar perfect? Have I used the spelling and grammar check tools on the computer? Has someone else proof-read my resumé? Is the information presented in reverse chronological order? Are all my experiences, except my current roles, written in past tense? Have I avoided the use of I or me? Have I refrained from writing in sentences? Have I refrained from using periods at the end of phrases?

39 UBC ENGINEERING CO-OP STUDENT HANDBOOK 31 8 Effective Cover Letters General Cover Letter Information A cover letter is a crucial component of a job application since it is the first impression a potential employer receives from you. A cover letter is persuasive in nature; your aim is to convince employers that you have the skills and experience they are looking for, and to show how you can contribute to their organization. By relating important details from your resumé to the specific position you are applying for, a cover letter shows your prospective employer how to read and interpret your resumé. Cover letters must not exceed one page Planning & Preparation Before you write the cover letter, you will need to brainstorm and plan what is essential to include. Your resumé contains a detailed summary of your education, job and volunteer experience, skills, and interests. However, not all details will be relevant to every job for which you apply. One trick to writing effective cover letters is to understand what the employer is looking for before you begin writing. By carefully analyzing the employer s job posting, you will be able to determine which skills and experiences to focus on in your cover letter. Reminder: When reviewing job descriptions in ECO, and during your independent job search, if you have 50% of the technical skills, you should apply. The general format and components of a cover letter are: your return address (do not include your name) the date the name of the company a salutation (e.g., Dear Sir/Madam:, or To Whom It May Concern: ) a subject line to indicate which competition or position you are applying for (include the competition or job number if the employer has provided one, or use the ECO job code provided) the body of your letter, normally three to five paragraphs in length a closing statement an enclosure line to indicate that you have attached your resumé and transcript A cover letter is a bridge that connects your resume to a specific job description Step One: Examine the Job Posting Company Name: This may or may not clearly indicate the nature of the company s operations. Research each company you apply to in order to relate your skills appropriately and answer the following questions: In which business sector does the company operate? In what type of activities is it engaged? Has there been any recent company news? Where is the company and its office(s) located? Take the time to review the job description to gain an understanding of the position you are applying for Job Title: If a specific job title is listed, it will give you an indication of what the job involves. Be aware, however, that many job titles in ECO are Co-op Student. Job Description: In order to prepare examples of your relevant experience, prioritize duties and skills in order of importance to effectively perform the job. Make sure you understand what the work will require.

40 32 Effective Cover Letters Skills Required/Qualifications: Most job postings will list specific skills, education and experience needed to perform the job available. Consider the following: What combination of skills, education and experience do you have that would meet the employer s needs? What qualifications are hidden within the job description? For example, if a posting says You will be working with a group of exceptional engineers to prepare technical presentations, you can infer the employer is looking for someone with writing skills who is able to work in a team setting. Can you provide specific examples that relate to the skill set required? If you fail to plan, plan to fail Step Two: Dissect the Job Description Refer to the exercises in the Workshop 1 online modules. Take a few minutes to brainstorm and list (in point form) your qualities, skills, and experiences relating to the job description and qualifications. Example: Dissect the Job Description Job Requirements What skills, knowledge or personal attributes are required for this position? Related Experience and Skills What skills and knowledge have I developed through work, education or extracurricular experiences that will allow me to meet the requirements of this position? Programming skills Learned.net on my own Experimented with HTML and CSS to build and develop personal web page Reformatted page to XHTML to integrate JavaScript slide-out menu Excellent oral and written communication skills Completed a technical communication course during second year university Provided UBC orientations for first year students Greeted and assisted patrons at the Chan Centre Assists Mechanical Engineers to develop production or experimental designs Completed AutoCAD 1 & 2 at BCIT Modeling experience with Pro Engineer Reported to a team of three Mechanical Engineers at ABC Company

41 UBC ENGINEERING CO-OP STUDENT HANDBOOK 33 Step Three: Develop Content Developing the Body of Your Letter Applying for jobs takes a lot of time and effort; you may be tempted to use one standard cover letter for all employers and jobs to save time. However, you are required to prepare a unique and directly-related cover letter for each job application. Tailor each cover letter so it addresses the specific requirements of the job. Highlight relevant job, volunteer, lab/project, and extracurricular experiences by providing one or two carefully chosen examples to show how these experiences qualify you for the position. Discuss specific skills you have that would help you perform the duties of the position; again, provide succinct and specific details to prove you have the skills the employer wants. Mention special interests or extracurricular activities you participate in that are relevant to the job posting. Employers know when you have taken the time to tailor your cover letter to the position Address the requirements of the job posting in the body of your cover letter. Provide specific and relevant examples of your qualifications. Introduction Your introduction must capture the reader s interest and motivate him/her to continue reading. You can accomplish this by using one or more of the following strategies: If you have a personal contact at the company, you should highlight this. Show that you have specific knowledge about, and interest in, the organization. You can impress an employer by demonstrating that you have taken the time to research the company. Include a personal statement of your interest in the job posting to show you have considered how a position with this organization fits into your long term plans. Body Paragraphs The body of your letter reflects how your skills, experience and personal attributes connect to the job requirements. It should provide specific examples to support that you are a qualified and interested candidate for the position. Refer back to the job dissection exercise from the online assignment in Workshop 1 Module 4 where you analyze a job description, and select information that will prove you can do the job well. Order your content in a way that will be clear and logical for the reader. You may want to include some of following information: Your cover letter should capture the reader s attention by the end of the first pararaph Discuss the degree(s) you are pursuing and/or already hold in relevant fields of study; show how your educational background qualifies you for the position. Closing The closing should include information about how the employer can contact you through the Engineering Co-op office and an appreciative statement to the employer for taking the time to read your application, or a message of goodwill or positive regard for the company. Format and Fonts While the content of cover letters will vary between individuals, the format should not. Your letter should include the information outlined above and should be presented on one page so it is easy to read, neat and free of errors. A cover letter should be single-spaced and fit on one page. Type your cover letter using a 10- or 12-point font that is easy to read; Arial and Times New Roman are the most common, but do not be afraid to select others. Note: You cannot select alternate fonts for your ECO cover letter but you can use basic HTML tags. You may not use the UBC crest or the UBC Engineering Co-op logo on documents sent out during your independent job search. Tone and Style Just as the employer s tone in the job posting influenced your impression of the company and position, the tone you use in your cover letter will influence the employer s impression of you. Your tone results from word choices, sentence length and structure, and stylistic devices. You should present yourself as business-like and competent. To

42 34 Effective Cover Letters do this, pay particular attention to the clarity, meaning, precision and creativity of your word choice. Ensure grammatical accuracy. Vary the length and structure of your sentences and paragraphs. NOTE: Carefully proof-read your cover letters and, as much as possible, have someone else read your letters and offer feedback. Some employers will reject applications outright for errors found in cover letters, especially when claims about strong communication skills are followed by spelling mistakes or grammatical errors. Example: Writer-centered Statement I am seeking a position with a leading engineering firm which will aid me in developing the skills necessary for the fuel cell industry and give me experience working with a leading company. For more information and examples of well-written cover letters and resumés, visit your local library where you will find many current resources Example: Reader-centered Statement Your company is one of the leaders in the fuel cell industry because it emphasizes research and development as well as promotes innovative ideas. As a UBC mechanical engineering student, I could contribute fresh thinking and ideas to your company, previous work experience in research and development, and significant hands-on skills. Here are a few reminders about tone and style: Focus on what you can do for employers rather than what they can do for you. Use action verbs to summarize your experience, skills, and qualifications. For clarity, eliminate unnecessary words. Aim for paragraphs approximately five to seven sentences long. Keep your tone professional, but also interested and friendly. Be positive and enthusiastic, but avoid sounding overeager or apologetic. Team Player? Problem-Solver? There s the Door The New York Times 11 July 2004 Resume writers, take note. If you trumpet your availability to some lucky employer by saying you are a driven, detail-oriented team player with interpersonal and communication skills, and a self-motivated problem solver to boot, your resume will get said boot faster than a... well, never mind. According to ResumeDoctor.com, which provides resume advice, you have just piled on most of the vaguest resume phrases around. In other words, you have said nothing. Instead, always be specific, said Brad Fredericks, a partner at ResumeDoctor. Scrap the blather and put down what team you played for and which problems you solved.

43 UBC ENGINEERING CO-OP STUDENT HANDBOOK 35 Sample Cover Letter Paragraph Style Your address Your city, province and postal code Date Company c/o UBC Engineering Co-op Office Dear Sir/Madam: Re: Position Title or Employer Job # XXX Paragraph 1: In a general statement, link your skills, knowledge and attributes to the job description and qualifications. Capture the employer s interest! Paragraph 2: Using specific examples, link your skills, technical experience and knowledge to the job description and qualifications. Make connections between relevant skills and experience on your resumé and the qualifications outlined in the job posting. Paragraph 3: Provide additional skills or experiences that may be related to the position. This paragraph can also focus on how your transferable skills or personal attributes make you a suitable candidate for this position. Paragraph 4: Closing statement of appreciation to the employer for taking the time to read your application or goodwill statement of positive regard for the company. If applying through ECO, add the following: To arrange an interview, please contact the Co-op Office at or coop.interviews@ubc.ca. Sincerely, Your name Encl. Resumé, transcript (and other required forms, if applicable)

44 36 ECO Navigation Basics 9 ECO Navigation Basics Log in to ECO ECO can be accessed through the UBC Engineering Co-op website ( or directly at In order to access job postings and apply for jobs through ECO, you must have a Campus Wide Login (CWL) username and password. With your CWL username and password, UBC Engineering Co-op students can log in to the ECO website. Note: the Engineering Co-op office needs to know your CWL username, but not your CWL password in order to grant you access to ECO. To log in to ECO, click on the Log Into ECO link on the website under Students. Once you have entered your CWL username and password, you will be granted access to ECO. Once logged in, the navigation menu provides you with the following options: Personal Info View/Modify Work Term Profile Jobs Applications Resumés Interview Accepting Co-op Terms and Conditions Online At the commencement of every term, students receive a popup screen of the UBC Engineering Co-op Program Terms and Conditions (Terms and Conditions) when first logging into ECO. The Terms and Conditions detail the policies relating to participation in the Co-op Program, as outlined in chapter 1 of this handbook. To gain access to ECO (where you will find job postings for the upcoming work term), you must read and agree to all sections of the Terms and Conditions by clicking the I Agree button. If you do not understand the Terms and Conditions, or if you require further clarification prior to confirming your agreement, please contact your Co-op Coordinator. If you select I Disagree with any section before submitting the Terms and Conditions online form, you will be denied access to ECO and will be required to meet with your Co-op Coordinator as soon as possible to discuss your concerns and ongoing participation in the Co-op Program. Building Your Online Resumé In order to apply for jobs on ECO, you must have an online resumé entered in the system. To build your document, click on the Resumé menu item on the navigation menu bar, then click on Switch to the new Resumé Builder, which will take you to the resumé page. Create A New Resumé In order to create a resumé you will use to apply to jobs through ECO, please click on Start by Creating One or by clicking on Create a new resumé. Please edit the name of the resumé (see Resumé Naming Tips on next page); once this is complete, click on the Create New button to create the resumé. You also have the option to delete what you have done so far by clicking the Cancel button. Once you click on the Create New button, ECO will take you directly to the edit view of your new resumé (refer to the Editing a Resumé section of this chapter) and you can begin to input your content. NOTE: When creating your resumé for the first time, we highly recommend that you save it after entering data into the first text box. Return to complete your resumé by using the Edit function. Continue saving your resumé every few minutes. Frequently saving your resumé content in the database minimizes lost information should a problem arise with ECO, your Internet connection, or your browser during the resumé creation process.

45 UBC ENGINEERING CO-OP STUDENT HANDBOOK 37 Resumé Naming Tips Since you will create many resumés in ECO throughout your co-op career, it is helpful to accurately label your files so you and your Co-op Coordinator can easily select the most current and most appropriate resumé for each job application. Your resumé labels are only visible to you and your Coordinator (not to employers). Here are some helpful tips for standardizing your resumé names. DO Create a resumé for each industry or type of position you apply for, and label the file in ECO with an appropriate description, such as: Software Telecommunications Mining Mineral Processing Structural Alternative Energy After the description, include the date you created the resumé so you and your Coordinator know which is the most current version, for example: Software 31-Jan-10 Each time you revise a resumé, make a copy of it in ECO, save it as a new version, then update the date label, for example: Software 31-Jan-10 Software 02-Feb-10 DON T Don t use labels like draft, resumé, your name, etc., since these descriptions won t help you choose the most appropriate resumé from ECO next time you apply for a job. Don t create a new resumé for every company (or job posting), unless advised by your Coordinator; your time can be used more effectively by creating a small number of resumés geared toward specific job types, while your cover letters will specifically address each individual job posting. Viewing your Resumé To view a saved resumé, click on the appropriate file name on the resumé home page of ECO. To view resumés in PDF format, click on Download PDF under the resumé name; this allows you view your resumé as a PDF file, as employers will see it. Note: Carefully review your PDF resumé each time you complete edits to your resumé, as this is the format employers will receive. Deleting a Resumé You will rarely delete a resumé from ECO. Any resumé you have used to apply to a job through ECO in the past cannot be deleted from the system. Instead, you can use the copy then edit functions to change resumés. If a resumé has been used, the read only label appears under the resumé name. To delete a resumé you have not yet used to apply for a job in ECO, click on the Delete option below the resumé name on the resumé home page. If the resumé is the one you wish to delete, simply click the Yes button and the resumé will be deleted. If the resumé is not the one you wish to delete, click the No button to cancel. You will be directed back to the resumé home page. Editing a Resumé To edit a resumé, click on the Edit option below the desired resumé name. Please note that the Resumé Resources in ECO provide useful information for the following: General Resumé Information Link to Student Handbook Dictionary Link Thesaurus Link Helpful Action Verbs To exit the Resumé Resources, simply click on the Resumé Resources link again. IMPORTANT NOTE ON SAVING CHANGES: Each item you add within a section needs to be saved with its respective Save button. To avoid losing data, edit and save only one item at a time. The Technical Skills section is automatically opened first. If you wish to edit or upload content for a different section, please select that area. To edit the Technical Skills section: Add a title for each technical skills box you add in the Technical Skills Title field.

46 38 ECO Navigation Basics Use the List your technical skills here field to upload content for each box. Click the Add New Column link if you require more Technical Skills columns (maximum of four columns). Save your Technical Skills information by clicking Save Now. Edit your technical skills information by clicking the Edit link beside the Technical Skills section title. Adding Sections Click on the Add Section button on the top right. A list of the sections will appear. Click on the desired section, which will then appear on the bottom so you can begin inputting your content. Remember to save your resumé each time you add new content so you do not lose any new information. Removing a Section To remove an entire section, click on the Remove button beside the respective section title. If you want to add a section you have removed, simply click on the Add Section button again and choose the desired section. If you re-add a section you have previously removed, any information you have not deleted will still be available. Adding a New Item Within a Section To add a new item within a section, click on the New button on the right of the respective section name: Input your content. Set the dates of the time you held each position. Please note that if you do not input a year value, it will default to Present. Save the content you have input. To cancel current changes, click the Cancel button. Note: Within a description text box, a bullet point is automatically inserted each time you hit Enter on your keyboard. Editing/Deleting an Item Within a Section To edit or delete an item within a section, click on the Edit link beside the respective item. You can edit the information, then save it by clicking the Save button, or you can delete the item by clicking on the Delete button. If you delete an item, you have the option to undo the action by clicking on the Undo button at the top next to the Add Section button. Reordering Your Resumé Reordering Sections: From the Resumés Edit page, you can also select the Reorder button. This function is used to change the order in which the sections appear on your resumé. Once you click Reorder, the items within each section will be hidden. You may then click, drag and drop the sections until they appear in the desired positions. Once you have finished reordering your resumé sections, click the Save Reordering button at the top right of the page. Note: The Technical Skills section of your resumé will always be at the top, and cannot be moved. Reordering Entries Within Sections: When you have multiple entries within a section, you can reorder them by clicking the Reorder button to the right of the respective section title. You may then click, drag and drop the item to the desired location. Please remember to save your changes. Page Breaks The resumé builder automatically inserts page breaks as necessary. Please view your resumé as a PDF in order to view where the page break occurs. Please ensure none of the resumés you submit to job postings exceeds two pages during your time in the Co-op Program. Renaming a Resumé To rename a resumé, click on the Rename Resumé option below the resumé name, then change the name in the text box ( Resumé Naming Tips on page 37). Applying for Jobs in ECO The overall process to apply for jobs through ECO is: Log in to ECO and view job descriptions by clicking on Jobs, then View Jobs. Create a job-specific cover letter for the position you wish to apply for (using MS Word or another word processing program). Access the job application function by clicking on Apply to Job in the job description. Select the resumé you want to attach to the application (if you have more than one saved in ECO). Select your availability for the job (four months, eight

47 UBC ENGINEERING CO-OP STUDENT HANDBOOK 39 months, etc.). Click Continue and paste the cover letter you created into the appropriate text box. Preview and proof-read your cover letter. Click Continue to electronically submit your application. View Job Descriptions To view job descriptions for a particular work term, click Jobs on the menu bar. You will be sent to the View Job Descriptions page containing two submenu items: View Jobs and Search Jobs. To view all job descriptions for your discipline, click the View Jobs button. You can view job descriptions in the present work term as well as past and future work terms by setting the term(s) at the top of the page. ECO will default to the current job search term. The View Jobs page is separated into three categories: 1. New and updated jobs shows postings that have been added or updated recently. 2. Open jobs shows postings that are still open to applications but are not new or updated. 3. Closed jobs shows postings that are closed to applications. Each of these sections presents information about each job, allows you to select the job (via check box), and shows if you have the job flagged for interest. To view more specific details about the jobs (such as location, qualifications, special requirements and work term length), you can click on the Company, Job Code and/or Job Title hyperlinks, which will take you to the detailed job description. If you are eligible to apply for the position, an Apply To Job button will appear at the bottom of the page. To apply for a posted job description, click this button. If you are not eligible to apply to the job, the Apply To Job button will be replaced by text indicating the reason(s) you are ineligible. If you are expecting to be eligible for positions but find that you cannot apply, please contact your Co-op Coordinator. Submitting an Application The job description overview will indicate which application method is required for the job. You will be asked to submit your application either via ECO (electronically), online directly to the employer s website and/or as a hard copy to the Engineering Coop office. Apply Electronically To apply electronically to a job through ECO, click on Apply To Job within a job description and you will be sent to the new application page. You will then: Select a resumé to attach to the application. You must select your Work Term Preferences at this stage in the application process. With this setting, you are committing to the employer what length of work term you are available for four months, eight months, four or eight months, or greater than eight months. Generally, time frames greater than eight months should only be used if the posting indicates 12 or 16 month preferences. After you have confirmed your selections, click the Continue button. You will be sent to the web page where you can insert your cover letter. Your UBC transcript will automatically be attached to your electronic application. Once you have submitted your application electronically, you may edit it in ECO any time prior to the closing date. Apply Online to Employer s Site Some employers prefer that co-op students apply directly through their own job application interfaces on their company website, if this occurs the instructions will be included under Application Instructions. If the job posting closing information indicated on the company s website is different from the information posted on ECO, the company s information should be taken to be the most accurate. Please click on Applied directly to Employer s site in ECO so the Co-op Program has a record of your application. Paper Applications Occasionally, employers prefer paper applications; in these cases, we will collect applications for these jobs at our offices (in Vancouver and in Kelowna). Please read the application instructions carefully for information on what must be included

48 40 ECO Navigation Basics with the application. These applications must be handed in to the Engineering Co-op office in-person. If you submit a paper application, click on Applied by Paper so a record of your application appears in ECO. Note: Jobs will typically be open to applications on ECO for three full business days and a weekend. This may be shortened due to an employer s deadline. Always check the closing dates when viewing job descriptions and carefully plan your schedule of applications. Cover Letter You are required to write a cover letter for each job application you submit. With ECO, you input your cover letter into a large text box during the application process. After writing your cover letter in a word processing program (such as MS Word), copy and paste it into the text box. You will lose all formatting (such as bold, italics, tables, alignments) when pasting into the text box which only accepts pure text. You may use limited HTML tags (such as bold or underline) to format your cover letter. If you require HTML instructions, a section on converting HTML in PDF format is provided at the bottom of the ECO screen. After writing and proof-reading your cover letter, scroll to the bottom of the page and click Continue ; a confirmation page will display the details for your job application. If you are satisfied, click Confirm to submit. If you are not satisfied, click the Cancel button, which will send you back to the detailed job description. NOTE: Employers will view your cover letters in PDF; please make sure your cover letter looks the way it should after the PDF conversion. To do this, save your cover letter and click the View PDF button. Your cover letter must be no longer than one page when viewed as a PDF. Additional Job Application Functions Flag Jobs When viewing job descriptions, a check box allows you to select specific job postings. You may then choose to Flag/Unflag Selected Jobs; for future reference. Move Jobs to Folders When viewing job descriptions, the check box may also be used to organize job descriptions by clicking the Move Selected Jobs to Folder button. You can create folders and move job descriptions within your file system to quickly locate jobs of interest. Search Job Descriptions The advanced search for job descriptions allows you to review job postings with criteria such as posted disciplines, job status, job location, closing date, etc. This function allows you to view job postings for all disciplines. View Applications To view your completed applications and the status for jobs you have applied to, click on the View Applications option under the My Applications submenu link on the menu bar. To view applications for a specific work term, select the desired work term by clicking the corresponding box at the top of the page. The View My Applications page is then separated into sections: Online Applications, Paper Applications and Special Applications. The Online Applications section shows the applications you have applied to electronically through ECO. Information is shown for each job, such as when you last modified your application, and your status for the position. The Paper Applications section shows jobs you applied for with a paper application. The Special Applications sections shows jobs flagged as special applications (usually those directed through an employer s website). To view the detailed description for a job you have applied to, click on the company name or job code hyperlink. To view a particular cover letter used to apply for a position click on the Cover Letter link. To view a particular resumé used to apply for a position click on the Resumé link. Edit/Delete Applications To edit or delete your electronic application before a job closes, you can click the Edit/Delete Application item on the Jobs submenu. The Edit/Delete page consists of the job applications list and two buttons labeled Edit and Delete. Click the radio button (first column) to indicate which application you want to activate, and then click Edit or Delete. When editing an existing application, you will be sent to the edit job application page. There are select boxes available for changing the work term preference and resumé to use for the application. To edit a cover letter, select the corresponding box and you will

49 UBC ENGINEERING CO-OP STUDENT HANDBOOK 41 be sent to the Edit Cover Letter page. Once the editing of the cover letter is complete, click Save Cover Letter. You will then be directed back to the Edit Job Application page where you will see the Save and Cancel buttons. The Save button will update your changes in your work term preferences and your resumé selection before sending you back to the Edit/Delete Job Applications page. If you select the Cancel button, your changes will not be saved. When deleting an existing job application, you will be sent to a confirmation page to confirm the deletion of the job application. You may click Yes to confirm and continue, or No to cancel and go back to the Edit/Delete page. Viewing Your Transcript ECO automatically updates your unofficial UBC transcript each evening to ensure your current grades are available. The date and time of the last update will appear on your transcript. To view, click on Personal Info and select View Transcript submenu link on the navigation sidebar. To view or print your unofficial transcript in PDF format, click on the View PDF link located at the bottom of the page. Your transcript will be sent to your browser as a PDF file to be opened or saved. Signing Up for an Interview You will receive an from the Engineering Co-op office when you have been selected for an interview by a company you have applied to. ECO will also display new interview requests each time you log in; when you move to further screens, the interview request reminder will be displayed on the top right corner of your profile. To sign up for the interview, log in to ECO and click Interviews on the navigation menu bar. This page lists all interviews and/or presentations for which you have been selected. To view the details of each interview, click on the job code, the company name, or the date for the corresponding interview. This will open the interview schedule page. To sign up for an interview time, select the available time slot you prefer. Your name will automatically be inserted under status, which indicates that you have been signed up for that particular interview time slot. If you wish to change your interview time, you can remove yourself from the interview time by re-clicking on the time slot you have signed up for. A confirmation will be displayed; click Yes to confirm your removal from this time slot. Select a new time or contact the Engineering Co-op office for assistance. Contact information must be updated promptly whenever changes occur throughout your participation in the Co-op Program Updating Your Contact Information and Work Term Details Online At the start of each academic or co-op work term, please ensure your current and/or permanent contact information address, phone number, cell phone, address are correctly entered in ECO. You are personally responsible for updating your own current contact information as well as your work term profile information (see instructions below). We also ask that you fill out the Emergency Contact Information section. We must know who to contact on your behalf in the case of an emergency on campus or at your work location. If your permanent contact information requires updating, please inform the Engineering Co-op office and we will edit the record for you. To Update Your Contact Information On the navigation bar on ECO, you will see a Personal Info section. Click on the subheading View My Info to show you the contact information we currently have on file. Click on the subheading Edit My Info to update your current address and other contact information. Click on Save Changes when you have finished entering any new information. When you are on a co-op work term, you are required to submit your complete and accurate employment details in ECO within the first two weeks of each work term. This information is required so Co-op Program staff and your Co-op Coordinator can reach you to arrange site visits and future interviews. This information also allows us to assemble salary and geographical employment statistics for future use. To Update Your Work Term Information: On the navigation bar on ECO, under View/Modify Work Term Profile, select View My Placement Info. Select the work term you wish to update; the next screen will show you the information we have on file. Use the Quick Menu at the top right of your screen to select Edit This Placement History Record and click on the green circular Go button. Update all information for your current placement: supervisor name, phone number and address, as well as your contact information, salary, start and end dates, etc. Be sure to click on Save Changes when you have finished.

50 42 ECO Navigation Basics Submitting Learning Objectives Online Learning objectives are to be submitted two weeks into each fourmonth co-op work term. Please review the current Work Term Checklist ; visit the co-op website ( com) Students - Work Term Packages section to review the exact due dates. Learning objectives are submitted through ECO by editing your placement history information, as follows: On the navigation bar in ECO, under View/Modify Work Term Profile, select View My Placement Info. Select the current work term from the screen, this will show you the information we currently have on file for your work term. Use the Quick Menu drop down on the top right of your screen to select Edit This Placement History Record, and click the Go button. Type your learning objectives into the text boxes by answering the questions presented. After entering your learning objectives, click Save Changes. Create and print a copy of your learning objectives to review with your supervisor; click on View in PDF to generate printable learning objectives. Arrange a meeting with your supervisor to discuss the content. Once your supervisor has approved and signed your learning objectives, keep the page for your personal file to refer to throughout your work term. At this point, you have not yet submitted your Learning Objectives to the Engineering Co-op office. To submit your learning objectives to the Engineering Co-op office, following a review by your supervisor: Go into the Edit This Placement History Record screen through the Quick Menu, and scroll down to your learning objectives. Put a check in the box for Supervisor has reviewed and approved my Learning Objectives. The box for Submit my approved Learning Objectives to my Co-op Coordinator for review will become active; by checking this box and clicking on Save Changes your learning objectives will be submitted to the Engineering Coop office. At this point your learning objectives cannot be updated unless your Coordinator asks you to revise them and opens them again for editing. Submitting Evaluations Online For each four-month co-op work term, your employer provides feedback on your work experience to you and the Co-op Program by submitting an online evaluation. You also have the opportunity to evaluate your employer, your work experience and provide feedback on the Co-op Program itself. These evaluations are completed online through ECO; paper copies of the student and employer evaluations may be filled out and faxed to our office if Internet access is unavailable. You are able to view all the evaluations you have submitted online through ECO. Under the navigation menu item View/ Modify Work Term Profile, select submenu item Evaluation Forms. Evaluations submitted as paper copies cannot be viewed online. Employer Evaluations By entering your supervisor s address into your placement history in ECO, you make it possible for us to send an near the end of the term to your supervisor with an access code that allows him/her to enter ECO in order to evaluate your performance during the work term. If your supervisor changes during your work term, please update his/her name, phone number and address field right away. Your employer evaluation accounts for half of your mark for the term; it is very important that your supervisor s address is available to us in order for the online form to be completed by the term deadline. Student Evaluations The Student Evaluation allows you to provide feedback on your experience in the Co-op Program and on your co-op work term. You complete the online evaluation for each four-month work term by logging into ECO and selecting the menu item View/Modify Work Term Profile, then selecting submenu item Evaluation Forms. You will be presented with a page listing your work term placement history. Under Status, the form to be filled out will be shown with a link noting Fill Evaluation Form. If you are past the deadline, the link will be shown in RED. Please be careful to select the correct work term to ensure your Student Evaluation is logged correctly. Checking the Status of your Submitted Co-op Forms Once your work term report, release and evaluation forms have been submitted to the Engineering Co-op office, confirmation of receipt is recorded into ECO (automatically in the case of online forms or manually in the case of paper submissions). The status of your forms whether or not they have been

51 UBC ENGINEERING CO-OP STUDENT HANDBOOK 43 received and logged by the Engineering Co-op office can be checked online. Click on View/Modify Work Term Profile and select submenu item Work Term Forms Status. Select the appropriate work term date using the drop down menus, and click on the Go button. A list of all required forms for the work term will be shown on the screen, and any that have been received by the system (either automatically or manually entered) will show a date in the right hand column which will correspond to the date it was entered into the system. It is recommended that you check the status page after submitting any required forms to the Engineering Co-op office using our online system. This will confirm that your online submission was successful. If your paper work term documents do not appear to be logged in ECO, please wait four to six weeks after the end of your work term before contacting the Engineering Co-op office to verify that your report was received. Your patience is appreciated. Help If you experience difficulties with ECO please contact the Engineering Co-op office for assistance at eng.coop@ubc.ca and your query will be answered in the order it is received. Log Out To log out from ECO, click on the Logout link on the top right corner of your screen. It is recommended that you log out at the end of each session in order to protect your profile.

52 10 Independent Job Search Techniques Co-op Success Lies in Your Efforts One characteristic of highly successful co-op students is that they own the responsibility for their success. They do not wait for things to happen; instead, they make things happen. Your Co-op Coordinator has helped you prepare a great resumé and cover letter. What is your next step? You need to get out there and find a job! Obviously, jobs posted on ECO through the Engineering Co-op office are a great source of potential employment opportunities, but there are also many other avenues to explore. This section will explore the following aspects of your independent job search: Personal and Professional Network Strategic Cold Calls Internet Job Boards UBC Career Services Plan to spend at least 2 to 4 hours weekly on your job search Before you start the process of your independent job search, you need to understand the steps involved in finding your own job. These include: 1. Developing a list of network contacts 2. Researching and targeting employers 3. Getting approval from your Co-op Coordinator prior to contacting target employers 4. Creating your 30-Second Personal Summary 5. Making the contact (by phone or ) 6. Tracking contacts and managing the follow up process Networking is the single most effective strategy for finding your own job Steps for a Successful Independent Job Search 1. Developing a List of Network Contacts Networking is a focused method of developing contacts. These are people who can provide career information that could lead to a job. Networking is the single, most effective way of finding your own job. It has been estimated that almost 80% of available jobs are not advertised. The hidden job market includes all positions that have not yet been communicated through visible channels such as newspapers or the Internet. These positions are filled by and sometimes created for candidates who come to the employer s attention through employee recommendations, referrals from trusted associates, recruiters, or direct contact by the candidates. Your family, friends, neighbours, former employers and coworkers, faculty and acquaintances all form the foundation of your network. Who is part of your network? 2. Creating Your 30-Second Personal Summary If you want people to help you find employment, you have to be able to clearly communicate via phone or exactly what you are looking for. Your 30-second personal summary is a concise description of why you are contacting the person, what type of job you are seeking, what skills you have to offer (including technical and transferable skills) and how you hope the person can help. Use your resumé, personal attributes and accomplishment statement assignments to develop content for your summary. How to use your 30-Second Personal Summary The following are samples of the types of networking communication (telephone, ) you can expect to use during your independent job search. You can see how the 30-second summary (shown here in italics) is the key content message of these conversations.

53 UBC ENGINEERING CO-OP STUDENT HANDBOOK 45 Personal Reference Call Hi Mrs. Chan, My dad, Frank Bloom, suggested I call you. I m currently looking for an engineering-related position for my UBC Engineering Co-op work term and my dad thought you might be able to help me. Do you have a few minutes to talk? [wait for response] I d like to find a Hardware position but would be happy to consider software positions as well. I have strong computer skills, including C++ and Java programming, as well as AutoCAD, and I am comfortable working in Windows and Unix environments. I have also worked with circuit designs and signal generators, and I will be available in May for a four- or eight-month placement. My personal strengths include initiative, teamwork and communication skills. Do you think your company would be looking for a student with my skill set? Yes? Could you tell me who I should contact to pursue this opportunity, and may I use your name as a reference? No? Do you know of any other companies or contacts that might be able to hire a UBC Engineering Co-op student? Family or Friend Hi Auntie Sue, As you probably know, I am currently a co-op student at UBC and I am starting to investigate different options in order to find a technical position for my upcoming co-op work term. Do you have any friends or business contacts who would be looking to hire a student like me this summer? I would appreciate if you could forward this to them, or if you prefer, I could contact them directly. I ve attached my resumé in case any of your contacts are interested in reviewing my qualifications in more detail. In addition to my knowledge of organic chemistry and biochemistry, I have very strong lab skills that I developed through course work, and I would be interested in working in a research and development capacity or testing position. Any help or suggestions you could offer would be of tremendous help to me. Cold Call to Hometown Employer Hi. I m a UBC Engineering Co-op student from the Kamloops area and I am trying to find out about employment opportunities with your company. Could you recommend the best person to speak to about possible engineering co-op positions that you may be hiring for this summer? [Receptionist forwards you to Mr. Tellier.] Hi Mr.Tellier. My name is George and I m a UBC Mechanical Engineering student from the Kamloops area. Would you have a few minutes to talk to me about possible co-op employment opportunities with your company? [Wait for response.] From the research I ve done on your company, I think you might be able to use someone with my skills. I enjoy working in a manufacturing environment with PLCs, but I would also be happy to consider other opportunities. I have experience with machining tools, including lathes, drill presses and table saws, and through my courses at school I have been involved with microcontroller programming and electronic circuitry construction and repair. I also know AutoCAD, HTML and some Java. Based on my skills, do you think there might be an opportunity with your company? I am available for four or eight months beginning in May. 3. Researching and Targeting Employers Look around your hometown. There are plenty of employers who could use the skills of engineering students. Quite often, companies in smaller communities like to hire local students. If you are going home for a term break, this is the perfect time to research and contact potential employers. Monitor trade and business magazines. Attend events organized by professional organization such as APEGBC (Association of Professional Engineers and Geoscientists of British Columbia). By monitoring industry magazines and attending events you will learn about companies, industry overviews and market conditions. Visit Career Services (refer to chapter 4 for contact details), as they offer directories listing employers by industry. Career Services also organizes employer Information Sessions and Career Fairs and maintains employer information files. 4. Getting Approval from Your Co-op Coordinator The UBC Engineering Co-op Program works with thousands of employers within a well-established recruitment process. Before you contact companies, particularly if you are cold-calling, you must have your Co-op Coordinator review your list of target employers. Speak to your Coordinator before you make a cold call to a target employer

54 46 Independent Job Search Techniques 5. Making the Contact Read the classifieds: Monitor local and national newspaper classified ads, but do not spend too much time on this technique alone; remember that advertised jobs account for just 20% of available opportunities. Use the Internet: Many career websites offer databases with advanced search engines covering a wide variety of industries and employment situations: ¾ Working.com: ¾ Monster: ¾ Workopolis for Student Jobs: campus.workopolis.com ¾ APEGBC: Other websites can be useful to target specific locations for job opportunities: ¾ The Ontario Society of Professional Engineers: www. students.ospe.on.ca (Students can join for $25 per year to access their student job board.) Many sites focus on hiring solely for particular industries: ¾ Biotech HR Pulse: ¾ BC T-Net (High Tech and IT Careers): com Attend career fairs: These events are excellent opportunities to meet employers. You can gain valuable information about a specific employer industry and obtain contact names. Do your homework; talking to an employer at a Career Fair is like a real interview be prepared: Take an updated resumé, your co-op student business cards, a note pad and pen. Dress appropriately; you are being interviewed. Visit and try to talk to someone at every booth. Collect business cards. Distribute your business cards: The Co-op Office provides the opportunity for you to purchase personalized business cards at a reasonable price once you are advised of your full acceptance into the program in January. You can distribute these cards to contacts you meet through your networking efforts, including one-on-one meetings, job interviews, career fairs, and other networking events. The contact information on your business cards should include your name, discipline, address and telephone number. Be sure that the phone number that you provide is one where messages can be left for follow-up. Always keep several business cards with you as you never know when you will have the opportunity to meet a potential employer! Telephone Techniques An important tool in developing your network and tapping into the hidden job market is the telephone. You will almost certainly talk to a potential employer on the phone at some time during the hiring process. In a comprehensive job search you will be using the telephone to conduct research, make cold calls, establish network contacts, schedule meetings, and conduct interviews. Be Prepared Preparation is critical for effective telephone communication: Have an objective for the call, such as gathering information or arranging appointment. Know the name of the person you are seeking. If you don t know the person s name, start by obtaining this information. Use your 30-second personal summary. Be prepared to leave a message. Before you call, think about what you will say if you reach the person s voic . If someone referred you to this person, use this information as part of your message. Remember to follow up. Practice Like any other skill, mastering telephone skills, requires practice. Practice your presentation with a friend and read your 30-second summary out loud. Start with calls to people to whom you have been referred. Be Professional It is strongly recommended that you have voice mail on your own phone if you are leaving messages for employers and expect them to return your call. Be sure that your message is polite and professional. Be sure to return all messages promptly. Telephone Tips Ask the person you are speaking with if this is a convenient time to take your call. Smile as you speak into the phone and the your tone of voice will brighten. Be optimistic. Assume most people will be willing to speak with you if you demonstrate a genuine interest in their organization. You are more likely to connect with someone if you call first thing in the morning, immediately before or after lunch, or late in the afternoon. Monday is a good day to place a call. Speak with clarity and be straightforward about the purpose of your call.

55 UBC ENGINEERING CO-OP STUDENT HANDBOOK 47 Keep well-organized records of your telephone calls, contacts, and upcoming meetings and interviews. If no interview is possible, suggest dropping off your resumé and introducing yourself in person at the same time. 7. Tracking Contacts and Managing the Follow-up Process Organization and a good tracking system are critical to an effective job search. Review the following example of a simple Excel spreadsheet used to keep track of contacts. Use whatever system works best for you.