| CAREER SERVICES
EMPLOYER GUIDE
#iHireUWF
MEET YOUR CAMPUS RECRUITING TEAM
TABLE OF CONTENTS
Lauren Loeffler
Welcome to UWF . . . . . . . . . . . . . . . . 2
Director
Lindsey Walk
Associate Director
Katie Hudon
Hire an Argo! . . . . . . . . . . . . . . . . . . . . 4 Recruiting Opportunities at UWF . . 5 Diversity and Inclusion at UWF . . . . 7 Recruit Smart by Investing in Experiential Learning . . . . . . . . . . . . . 8
Assistant Director, Career Planning
Legal Issues: Fair Labor Standards Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Stephanie Dwyer
Legal Issues: UWF Recruiting Standards . . . . . . . . . . . . . . . . . . . . . . . 12
Assistant Director of Employer Connections
Keith Massengill
Career Planning Coordinator, Emerald Coast Campus
CONTACT US PENSACOLA
Web uwf.edu/career Phone 850.474.2254 Email career@uwf.edu Address 11000 University Pkwy., Bldg. 19 Pensacola, FL 32514
FORT WALTON BEACH
Web uwf.edu/career Phone 850.863.6575 Email massengill@uwf.edu Address 1170 MLK Jr. Blvd., Bldg. 2 Ft. Walton Beach, FL 32547
How to: Write an Effective Job Description . . . . . . . . . . . . . . . . . . . . . . 14 Recruiting Considerations . . . . . . . . . 16
Request a Consult! This guide is meant to be a starting point for Hiring an Argo! If, at any time, you or a colleague would like to visit campus, or have us come visit you, you can request a consult. For any inquires or job posting questions, you can contact our office at 850.474.2254 or career@uwf.edu
A letter from the Director of Career Services
Lauren Loeffler As the Director of Career Services at the University of West Florida, I’d like to take this opportunity to thank you for interest in hiring UWF students and alumni. Our students have worked hard both in and outside the classroom to prepare for their futures. We look forward to facilitating the connection between you and these talented students. Career Services provides comprehensive career development services to more than 12,000 students and alumni. We work with students at every stage of their career development process. We’re focused on helping students Explore, Discover, Prepare, and Implement to turn their passion into a career. Through this process, students are encouraged to participate in experiential learning opportunities. Whether informal through volunteering, or, formal through internship or cooperative education, our students are graduating with the relevant experience and skills needed to hit the ground running in their career. We also provide our employers with exceptional service in your pursuit to finding the “right fit” for your positions. Our staff regularly conduct consulting appointments with employers to assist in creating a brand on campus and attracting qualified candidates. The information and guidelines contained in this guide are designed to do just that. Please take a moment to read through them and, as always, let us know if you have any questions 850.474.2254. We look forward to partnering with you and remember, Hire an Argo!
Lauren Lauren Loeffler Director, Career Services
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Welcome to UWF Founded in 1963, the University of West Florida is a vibrant, distinctive institute of higher learning with undergraduate, graduate and targeted research programs. With multiple locations in Northwest Florida, the University serves a student population of more than 12,000. (uwf.edu/about)
2016 Enrollment Information
10,064 2,915 12,979
Undergraduate Headcount
Graduate Headcount
Student Origin – Fall Headcount Leading Florida Counties Escambia Santa Rosa Okaloosa Duval Bay Orange Broward Hillsborough Miami-Dade Leon
Leading States Florida Alabama Georgia California Texas Virginia Pennsylvania North Carolina New York Illinois
Main Campus (Pensacola)
The UWF main campus spans 1,600 acres and is located just minutes away from historic Pensacola and some of the world’s most beautiful beaches. It features state-of-the-art facilities, comfortable residence halls, and a beautiful landscape that offers a variety of recreational activities.
Total Headcount
Leading Countries
United States Brazil China Germany India Colombia Haiti United Kingdom (Great Britain) Canada Sweden
Emerald Coast Campus
UWF serves students along the Emerald Coast through its Fort Walton Beach Campus, Crestview Office, and Hurlburt Field Office. Catering to the needs of traditional and non-traditional students, UWF Emerald Coast offers curriculums specifically for students who have already earned 60 or more semester hours.
Awards & Recgonition • • • • • • • • • • •
Listed in Forbes “America’s Top Colleges” (2011, 2012, 2014) Designated as a “Best Southeastern College” by the Princeton Review (2003 – 2015) Named a top military-friendly school by G.I. Jobs magazine (2008-2015) Received the “Community Engagement Classification” by the Carnegie Foundation for the Advancement of Teaching (2015) Ranked No. 37 on the “Most Affordable Online Colleges for Bachelor’s Degrees” by College Choice (2015) College of Health ranked No. 17 in the “50 Best Value Colleges for a Nursing Degree” by Best Value Schools (2015) Named among 2014 “Best for Best” for Top Veteran-Friendly Colleges by U.S. Veterans Magazine (2014) Listed in Princeton Review’s “Guide to 311 Green Colleges” (2011-2013) College of Business ranked No. 5 in the US for first-time pass rates by small accounting programs on the CPA exam by the National Association of State Boards of Accountancy (2013) College of Education and Professional Studies named the No. 8 Top College in Florida for Teacher Education by The College Database (2013) Hal Marcus College of Science and Engineering selected as one of the “Top 200 Schools” by the American Indian Science and Engineering Society (2013) For more information about the University plese visit uwf.edu
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Hire an Argo! Create your recruitment strategy Employers from across Northwest Florida and the country recruit talent from UWF. Career Services offers a variety of recruiting options including job listings, career recruiting events, on-campus interviews, Meet and Greets, and other networking opportunities. We are excited to consult with you to create a recruiting plan that fits your needs, no matter your organization’s size or need. We are a comprehensive office serving all colleges and academic programs. Let us assist you with developing Cooperative Education (CoOp) or Internship programs, promoting your non-profit organization’s volunteer opportunities, or seeking the entry-level or developing professional.
2,747
1,424
Average number of monthly student logins to JasonQuest*
# of students who attended signature events*
*2016-2017 UWF Career Services Metrics Report
Career events
There are recruiting events to fit any organization’s needs: large, small, and everything in between.
SIGNATURE EVENTS
Employers who register and pay for at least three signature events will be eligible for a free Meet & Greet during the 2017-18 academic year.
Fall Semester • • • • •
Part-Time Job Fair Graduate & Professional School Expo Fall Business Career Expo Fall Engineering & Technology Career Fair Health Professions Fair
Spring Semester • • • •
Spring Business Career Expo Spring Engineering & Technology Career Fair Part-Time Job & Internship Fair #iHireUWF Speed Networking Event
*Events and programs are planned based on the needs of UWF students. There is a possibility not all events will be offered every year.
June
July
Aug
Contact Career Services to begin planning for fall
Register for fall career events, start recruitment planning
Classes begin at UWF
RECRUITMENT CALENDAR 4
Sept Part-Time Job Fair; Consider scheduling a Meet & Greet in advance of the fall signature events
Oct
Nov
Fall Business Career Expo and Fall Engineering & Technology Career Fair
On-Campus Interviews and Meet & Greets conclude for fall; Health Professions Career Fair
Recruiting Opportunities at UWF Part Time Job Fair
Finding great part-time employees can be difficult. The annual Part-Time Job Fair will be a great resource for your organization to meet strong student candidates for all of your positions!
Professional & Graduate School Expo
The Professional & Graduate School Expo is a great recruitment tool for your institution. With more than 12,000 students attending UWF, it’s an event you don’t want to miss!
Business Career Expo
If you are interested in business, marketing, advertising, hospitality, management, and/or sales oriented professions, make plans to attend this hallmark event in the College of Business. This event is held in the Fall and Spring semesters. *Early bird registration rates available for this event starting July 1.
Engineering & Technology Career Fair
If students in the sciences, technology, mathematics or engineering fields are your need, register for this event in the Hal Marcus College of Science and Engineering. This event is held in the Fall and Spring semesters. *Early bird registration rates available for this event starting July 1.
Health Professions Fair
Maximize your recruiting potential by participating in this great event that is open to all disciplines and majors while showcasing our College of Health. Market your full-time, internship and Co-Op positions, specifically targeting students majoring in a variety of health-related programs, which includes exercise science and community health, nursing, psychology, physical therapy, and more!
#iHireUWF Speed Networking Event
It’s a networking bonanza! Students and employers will have the chance to connect at this speed networking event.
Dec Fall classes end; fall commencement; start spring recruitment planning
Jan
Feb
Mar
Spring Classes resume; Law School Forum; Spring Business Engineering Consider Career Expo & Technology scheduling a Career Fair and Meet & Greet in Part-Time Job & advance of the Internship Fair spring signature events
Apr #iHireUWF Speed Networking Event; OnCampus Interviews and Meet & Greets conclude for spring
May Spring classes end; Spring commencement
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Recruiting Opportunities at UWF
Additional recruiting opportunities MEET & GREETS
Develop your own 2-3.5 hour session! We assist you with strategically marketing your company on campus, table/room reservations, and determining the best location on campus to host your event. *We recommend employers schedule Meet & Greets 3-4 weeks in advance, at minimum, to optimize marketing prior to visit. (Cost $75)
ON CAMPUS INTERVIEWS
Maximize your position branding by hosting an oncampus interview. Let us help you with promoting your position, setting up on campus, and organizing with additional strategic marketing! (Cost $75)
CAREERS IN... PANELS
Share your knowledge and expertise. Participate in one of our program-specific panel discussions and provide recommendations to students regarding what they can do now to be better prepared for their future careers.
ETIQUETTE DINNER
Connect and develop relationships with UWF students that are interested in your field. This event is designed as a workshop for students on proper business dining etiquette and best practices for professional networking.
CAREER ROAD TRIPS
Recruit from your location! Allow us to bring students to tour your facility, meet your staff, and view a day in the life of your company while promoting your opportunities.
Services we offer employers POST YOUR JOB WITH JASONQUEST
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Utilize JasonQuest to post full-time, internship, CoOp, volunteer, or part-time positions. This is the online job database that connects employers to UWF students. JasonQuest accounts are free and they allow you to register for career events, track applicants to posted positions, and schedule on-campus interviews. Develop your account by going to www.uwf.edu/career and clicking on the JasonQuest Employer link. (Cost FREE!)
Diversity & Inclusion at UWF UWF welcomes students from a variety of backgrounds and experiences. Many of these students seek to gain experience in the workplace, either by working as interns during their college enrollment or by seeking full-time employment upon graduation. Career Services at UWF encourages prospective employers to consider them carefully when recruiting.
INTERNATIONAL STUDENTS
Hiring one of our highly qualified international students need not be burdensome, as immigration laws relating to the most common immigration statuses of international students (F-1 and J-1) allow the University to authorize employment related to study. This employment may be comprised of one of the three forms below: • Most international students may undertake internships during their studies merely by registering with the International Student Services (ISS) office and receiving Curricular Practical Training (CPT). • Graduating international students who are in F-1 status are typically eligible for 12 months of jobrelated, full-time employment through Optional Practical Training (OPT). The student applies for this permission from the Department of Homeland Security and is issued an Employment Authorization Document (EAD) which the employer can use to verify employment eligibility. Students do not need a job offer for OPT. • The small percentage of international students who are in J-1 immigration status may receive up to 18 months of Academic Training; a specific job offer is required for this permission, which is granted by ISS.
INDIVIDUALS WITH DISABILITIES
Career Services at UWF recognizes that job seekers with disabilities comprise a key focus area for our employers’ diversity recruitment strategies. As a result, we are dedicated to working closely with you to effectively connect with this population and meet your diversity recruiting objectives. Job Postings and Accommodations • To save time in recruitment and to ensure that disabled individuals can perform job duties before they go through the application process, please provide clarity regarding essential functions of positions in job announcements. • In a world where technology is a necessary aspect of almost every business, physical ability is seldom a limitation. Assistive technology and other accommodations make it possible for people with a wide range of disabilities to be competitive in today’s labor market. The Americans with Disabilities Act of 1990 (ADA) requires that employers with 15 or more employees make reasonable accommodations in the workplace for employees with disabilities. Accommodations are to be made on a case-by-case basis and may not be required when costs create an undue hardship.
Benefits to Employers • Increased retention: Employees with disabilities Benefits to Employers have a lower turn-over rate than non-disabled • Minimal time and paperwork for the employer: employees. In fact, employees with disabilities All paperwork for F-1 and J-1 students is handled have a job-retention rate of 85% after one year of by the students and the school aside from I-9 employment. completion. A company may, in fact, save more • Qualified employees: Employees with disabilities time by hiring international students because the perform equally to employees without disabilities. majority of them are exempt from Social Security A study of 250 supervisors indicates satisfaction (FICA) and Medicare tax requirements. with their employees with disabilities’ attendance • No cost: The only cost to the employer hiring and performance. international students is the time and effort to • Economic advantage: Multiple tax credits are interview and select the best candidate for the available including the Workforce Opportunity Tax job. Credits; Tax Deduction to Remove Architectural • Fresh perspectives and unique skills: International and Transportation Barriers to People With students can offer employers a wide range of Disabilities and Elderly Individuals; and small skills and abilities, including valuable foreign businesses can take an annual tax credit of up to language skills, which can make international $5,000 to help make their products and services employees special assets to U.S. employers. accessible to people with disabilities. For more information on hiring international students and graduates, please contact the ISS office at (850) 474-2479.
For more information on hiring disabled students and graduates, please contact the Student Disability Resource Center at (850) 474-2387.
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Recruit Smart by Investing in
Experiential Learning
EXPERIENTIAL LEARNING programs are formal, supervised learning experiences
that rely substantially on students’ application of knowledge and information acquired from their academic program directly to real work. Experiential Learning should incorporate clear objectives of what the student will learn. If you feel like you have opportunities that are reflective of any of the programs below, consult with UWF Career Services.
SERVICE-BASED PROGRAMS Non-profit organizations have the ability to seek students as volunteers in addition to seeking Interns or CoOp candidates. Service Learning is a program component of a course for an individual or group with the experience connected to the academic course.
INTERNSHIP An internship is most often a one semester experience that may or may not be for course credit. It may also be paid or non-paid; however, non-paid internships must comply with the Fair Labor Standards Act (FLSA). Paid internships must comply with the minimum wage and overtime pay requirements under FLSA. Hours per week are determined by the employer and intern for both types of internship positions.
COOPERATIVE EDUCATION Cooperative Education programs (CoOp) are multi-semester experiences that are always paid and always for academic credit. Employers may choose from two types of CoOps: parallel or alternating. A parallel CoOp student works and goes to schools at least 3 semesters in a row, averaging 15-25 hours per week at work and 9-12 academic credit hours (3-4 classes). An alternating CoOp student alternates between the workplace and school semester by semester, working 40 hours a week during work terms and going to school full time during academic terms
Weighing the benefits: Internship & Cooperative Education
61.9%
National conversion rate of interns to full-time employees (2016 NACE Internship & CoOp Survey)
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• • •
Both are intended to be learning experiences for the student Internships work well for short-term projects, typically only taking about 4 months to complete CoOps work well for any organization looking to have an “intern” longer than a semester
Or inve ganizat s i LEA t in EXP ons tha t RNIN ERIE G N ben efits recieve TIAL . Exp ma Le effe arning c erienti ny c stud tive hir an be a al n e in know nts ofte g tool and n inf ledg u the e and s se new orga kills niza i tion nto .
Success Stories
Volunteer
Job Shadow
“I volunteered for Deaf and Hard Hearing Services in Pensacola during my senior year. I was the receptionist and IT specialist. My major is Information Technology, so the position is very fitting for me. I have met some great individuals, and the staff treats me like their own. This position has led me to great career connections as well.”
“I am currently majoring in History with a minor in Child Welfare. When I first came to college, I thought I wanted to go to law school and become an adoption attorney. After job shadowing with Guardian Ad Litem’s Program Case Manager, I realized that I love social work and will continue my education by receiving my Masters in Social Work.”
Information Technology, Monique Stafford
History/Child Welfare, Allee Millsap
Intern
CoOp
“I am a Community and Media Relations Intern for Escambia County Board of County Commissioners. I learned about this position by serving the Florida Public Relations Association Pensacola Chapter as the Student Liaison. I recommend talking to your professors to find internships. Make sure you get to them early on and then get involved in your community. See what professional and social organizations are out there - and make sure to do as much networking as possible.”
“I did a an Electrical Engineering CoOp at Gulf Power for two-and-a-half years. If you are in a highly technical degree, you need experience to put on your resume. I would recommend contacting Career Services to get a CoOp. I loved my CoOp experience and am now making in the top 2 percentile of 2016 graduates. You have to take steps to get experience; you can’t graduate and expect a job to be given to you - you have to earn it.”
Public Relations, Grace Tennyson
Electrical Engineering, Brandon Sellers
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Legal Issues:
Fair Labor Standards Act (FLSA) U.S. Department of Labor Wage and Hour Division Fact Sheet #71: Internship Programs Under The Fair Labor Standards Act This fact sheet provides general information to help determine whether interns must be paid the minimum wage and overtime under the Fair Labor Standards Act for the services that they provide to “for-profit” private sector employers. Background The Fair Labor Standards Act (FLSA) defines the term “employ” very broadly as including to “suffer or permit to work.” Covered and non-exempt individuals who are “suffered or permitted” to work must be compensated under the law for the services they perform for an employer. Internships in the “for-profit” private sector will most often be viewed as employment, unless the test described below relating to trainees is met. Interns in the “for-profit” private sector who qualify as employees rather than trainees typically must be paid at least the minimum wage and overtime compensation for hours worked over forty in a workweek. The Test For Unpaid Interns There are some circumstances under which individuals who participate in “for-profit” private sector internships or training programs may do so without compensation. The Supreme Court has held that the term “suffer or permit to work” cannot be interpreted so as to make a person whose work serves only his or her own interest an employee of another who provides aid or instruction. This may apply to interns who receive training for their own educational benefit if the training meets certain criteria. The determination of whether an internship or training program meets this exclusion depends upon all of the facts and circumstances of each such program. The following six criteria must be applied when making this determination: 1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment; 2. The internship experience is for the benefit of the intern;The intern does not displace regular employees, but works under close supervision of existing staff; 3. The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded; 4. The intern is not necessarily entitled to a job at the conclusion of the internship; and 5. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship.
* Law guidelines and information from the US Department of Labor: Wage and Hour Division (WHD) http:// www.wagehour.dol.gov
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Internship Posting Example Job Description: MARKETING & COMMUNICATONS INTERN The Marketing and Communications Intern will gain experience in building internal/external relationships with community, agency and media partners. The intern will also gain experience in professional writing and graphic design/photography. This position reports directly to the Marketing Brand Specialist and the Marketing Communications Specialist. The primary responsibility of the Marketing and Communications Intern is to support the promotion of United Way events and ongoing communication with donors, media partners and United Way staff. Other duties may also be assigned as needed,.
DUTIES • • • • • • • • •
Uses client stories from United Way funded programs to develop articles that will be used in United Way’s newsletter and website. Write press releases for events and United Way announcements. Experience with Microsoft Office programs desired. Conduct interviews to be used in marketing materials. Support the marketing and communications staff in creating collateral pieces. Experience in Photoshop, PowerPoint and Adobe InDesign desired. Assist with special events including planning and execution of the event. Assist with any photography needs for UWEC. Update social media sites including Facebook, Twitter and Pinterest. Create and implement a strategic plan to clean through, delete and replace stock photos for marketing materials. Any other duties as assigned by United Way’s Marketing Brand Specialist and Marketing Communication Specialist.
LEARNING OBJECTIVES AND BENEFITS • • • • • •
Apply the principles of public relations and communication in a nonprofit organization. Gain experience in project management. Create materials that can be included in a professional portfolio, specifically focusing on press releases, PSAs, Constant Contact announcements and newsletters. Exposure to community leaders and businesses. Leadership training/Business development. Increased knowledge of the Escambia County nonprofit sector.
OTHER INFORMATION • •
Intern should set a work schedule based on his/her schedule. Office hours are Monday through Friday from 8 a.m. to 5 p.m. The intern must become familiar with the brand guidelines for United Way of Escambia County.
EDUCATION AND EXPERIENCE REQUIREMENTS • • • • • •
Must be at least 18 years old, have a valid driver’s license with a clean record and the ability to commit a minimum of 10 hours per week for at least a three-month period. Intern should have experience in Marketing Communications with skills in graphic design, photography, written and oral communication. Capable of handling high stress while maintaining a positive attitude. Professional appearance, clear speaking voice and excellent interpersonal skills are required. Intern serves as an ambassador for United Way of Escambia County at public events. Computer skills including Microsoft Office software. Familiarity with Photoshop and InDesign are desired. Willingness/ability to drive to various locations for events and interviews. Application Instructions: To apply for spring internships, please send your resume and cover letter by December 7. Include the name of the internship you are interested in within the subject line.
† Permission for use granted by United Way
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Legal Issues:
UWF Recruiting Standards Utilizing JasonQuest: UWF Career Services works with corporate, non-profit, and government employers to post internships, cooperative education opportunities, volunteer and service experiences, as well as full-time and part-time jobs for UWF students and alumni. These opportunities, which shall be referred to as “employment” for the purposes of this agreement, are listed through JasonQuest. •
The University of West Florida Career Services Office makes no particular recommendation regarding off-campus employers or agencies.
•
JasonQuest is to be utilized to post employment opportunities only. Postings that incorporate advertisements of an organization’s goods or services will not be posted.
•
The University of West Florida is not responsible for the relationship between the student/alumni and the employer/agency.
•
Some JasonQuest student profile information is self-reported. UWF Students and alumni are expected to represent themselves accurately. Misrepresentation or presenting false information in JasonQuest could result in a violation of the UWF Student Code of Conduct. Alumni providing false information could be prohibited in using Career Services programs and services.
•
The University of West Florida is not responsible for the safety, wages, or working conditions, or other aspects of off-campus employment or work-based or service experiences of the student/alumni.
•
Career Services reserves the right to refuse to post jobs or provide services for employers that do not support the educational mission of the University.
•
All job listings and volunteer opportunities are posted at the discretion of the University of West Florida Career Services Staff. We will not post jobs that appear to discriminate against applicants on the basis of age, color, disability, gender (including gender identity and sex), marital status, national origin, race, religion, sexual orientation, and veteran status.
General Recruitment:
Career Services asks that employment professionals abide by the following guidelines. Employer representatives who do not act in accord to these guidelines could risk being blocked from recruitment and usage of services. Career Services at the University of West Florida follows the National Association of Colleges and Employers (NACE) Principles for Professional Conduct. (http://www.naceweb.org/principles/) Provide accurate information. Employment professionals will supply accurate information on their organization and employment opportunities.
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Maintain Fair Recruitment. Neither employment professionals nor their organizations will seek special favors or treatment which would influence their recruitment process as a result of support to the educational institution or Career Services office in the form of contributed services, gifts, or other financial support. Maintain nondiscrimination policy. Employment professionals will maintain equal employment opportunity (EEO) compliance and follow affirmative action principles in recruiting activities. Maintain confidentiality. Employment professionals will maintain the confidentiality of student information.
Legal Issues:
UWF Recruiting Standards Use assessment tools and tests appropriately. Employment professionals engaged in administering, evaluating, and interpreting assessment tools, tests, and technology used in selection will be trained and qualified to do so. Employment professionals must advise students/alumni in a timely manner of the type and purpose of any test that students/alumni will be required to take as part of the recruitment process. Third-party recruiting agency policy. If you are a third-party recruiter posting a job for a client, it is necessary to disclose the client name for which you are recruiting in the Job Description Box. All positions posted by third-party recruiters without the client name will be deleted from the JasonQuest system. Third-party recruiters are eligible to participate in the Career Services events if they are recruiting for their own organization or if they state the organizations they are representing at the time of the fair. Temporary agencies or staffing services. Temporary agencies or staffing services are employers, not third-party recruiters, and will be expected to comply with the professional conduct principles set forth for employer professionals. These are organizations that contract to provide individuals qualified to perform specific tasks or complete specific projects for a client organization. Individuals perform work at the client organization, but are employed and paid by the agency. Follow career services policy when working with external UWF departments. When employment professionals conduct recruitment activities through student associations or academic departments, such activities will be conducted in
accordance with the policies of Career Services. Follow Career Services Event registration policy. Career Services will be happy to refund your registration fee, if and only if, you cancel two (2) weeks or more prior to the Career Services event. If you have not paid in full and cancel less than two (2) weeks prior to the event, you will be held responsible for payment. Non-Profit/Service Agency. Nonprofit service agencies have access to JasonQuest to market full-time, internship, part-time, CoOp, and volunteer opportunities.
UWF Policy on Remote and Work-from-Home Internships The Career Services office at the University of West Florida has adopted the following policies regarding remote and work-from-home internships: Remote Internships: In order for a remote internship to be posted in the JasonQuest system, the business must provide an email address, phone number, and web address. The position must include learning objectives and offer the student professional supervision for the duration of the internship. Additionally, the internship must meet the Fair Labor Standards Act requirements if it is unpaid. Work-from-Home Internships: Internships requiring students to work from an employer’s residence will not be posted in the JasonQuest system.
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How to:
Write an effective job description A well-written job description contains a few common elements. Those elements are knowledge, skills, and abilities (KSA) statements. Task statements are the essential duties of a job and KSAs are required to adequately perform those tasks. Examples of potential task statements for a sales manager position might include:
Oversees regional sales managers by communicating daily via telephone, email, facsimile machine, and in person (e.g., traveling to store locations on a monthly basis) in order to ensure smooth operation of sales branches. Plans budgets for each sales branch by using Quickbooks and Microsoft Excel to analyze balance sheets and projections, while meeting with branch managers collectively and individually to discuss the allocation of resources so as to increase profits company-wide.
Task statements answer the questions what is the action, to whom or what is the action directed, how is it accomplished, and why is the task performed? When writing task statements, it is important to ensure that they represent bona fide occupational qualifications to comply with labor laws. A method commonly employed by human resource professionals to develop legally defensible tasks and KSAs is the job analysis. A few online resources that may help to develop task statements and KSAs are O*Net and the Occupational Outlook Handbook. These websites may serve as a guide to help formulate and tailor your job descriptions. Also, the following link to a job description writer may provide some additional guidance: http://www. acinet.org/acinet/JobWriter/default.aspx). Please contact Career Services for more information.
Common Job Posting Errors Organization: BOQ Summer School Job Title: Summer-School Staff, Group Leader Keeping students on schedule for daily activities; facilitating games and activities; and most importantly, being a positive Christian role model. Group Leader will be responsible activities such as arts and crafts, water sports activities, ropes course, and other games. All Group Leaders are expected to work in a team environment and to assist in coordinating at least two activities during the summer. Must have a mature and active faith in Christ. Leaders must be patient, flexible and responsible people. Error: As the employer, it is your responsibility to ensure your position requirements can be justified as bona fide occupational qualifications. In most cases, adhering to a specific religion or faith cannot be justified if it is not a component of the essential job duties. Organization: L.O. Company Job Title: Intern Must have excellent communication and customer service skills. Intern will answer customer inquiries and accurately comply with company guidelines. Greet customers, schedule appointments, data entry, and filing and record-keeping.
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Error: Internship opportunities must comply with requirements of the U.S. Department of Labor’s Fair Labor Standards Act (see page 10 for more information), which provides details and guidelines regarding paid and unpaid internships, as well as the requirements to benefit the student intern. Internship postings should include learning objectives that outline educational goals and communicate how the student intern will grow and benefit academically and professionally in the internship experience.
Example Job Posting Job Description: BENEFITS ASSISTANT †SUMMARY OF MAJOR FUNCTIONS:
The Benefits Assistant position provides suggestions or requests of information regarding personal benefits, maintains and updates internal and vendor databases, and is responsible for contacting employees regarding changes in benefits to provide individual support for employees. The person in this position works under general supervision, is responsible for various shifts, may be subject to over 40 hours per week and callback as required and may also be required to remain on campus immediately before, during and after severe weather and/or disasters.
MAJOR DUTIES AND RESPONSIBILITIES:
1. Counsels current and former employees by providing recommendations about benefits policies and procedures (e.g., transfers, retirement plans) through face-to-face meetings in order to comply with organizational values). 2. Responds to employee inquiries by answering telephone calls, and sending emails, faxes, and letters regarding benefits information to ensure employees receive accurate benefits information in a timely manner. 3. Determines benefit deductions due from employees’ paychecks through the Payroll system by calculating the cost of benefits (e.g., referring to vendor databases for correct pricing) to ensure correct payments from employees. 4. Updates employee and vendor databases (e.g., Ceridian, Maxcare) by locating employee benefits files using computer software (e.g., Excel, Word, Lawson) to identify status changes and to supply vendors with current employee information. 5. Processes monthly billing reports by compiling invoices from outside vendors (e.g., MetLife, BCBS), using internet and office software (e.g., Excel, Lawson) to ensure continued benefits coverage for employees and timely payment of bills. 6. Performs other duties as assigned to support the duties and responsibilities of the job and operational needs of the department and organization. 7. Demonstrates the knowledge and ability to perform the tasks listed on the competencies list as prescribed by the department. 8. Adheres to the essential functions of performance standards and the code of conduct as presented during the employee orientation, in the department and throughout the organization.
QUALIFICATIONS FOR JOB:
Detailed summary of required and preferred: Registrations, certifications, licensures, education, experience, knowledge, skills and abilities.
Knowledge, Skills, and Abilities • • • • • • • • • •
Knowledge of computer software (e.g., Excel, Word) Knowledge of state and federal legal regulations (e.g., HIPPA) Skill in computer typing (e.g., meet Benefits Dept. minimum words per minute standard) Ability to actively listen (e.g., giving full attention to others, not interrupting)Ability to communicate effectively in writing and orally Ability to organize and sort information (e.g., filing employee documents, locating files) Ability to interact with others (e.g., customer service, positive attitude) Ability to perform mathematical calculations (e.g., addition, subtraction, multiplication) Ability to multi-task (e.g., manage multiple goals, manage time) Ability to operate office equipment (e.g., fax machine, copy machine, scanner) Ability to work independently and in a team environment
Minimum and Preferred Qualifications • •
Must be able to pass a typing test High School Diploma or Equivalent
† Permission for use granted by Applied Solutions Consulting
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Recruiting Considerations Avoiding Unethical Interview Questions
Interviews are designed to allow employers to gauge how well a candidate’s skills and abilities align with the essential functions of the position. They can also be used to determine how well a candidate would “fit” within the organization. However, there are guidelines that should be followed by employers when conducting interviews. Interview questions should be related only to facts that are relevant to whether a candidate can perform the functions of the job. Some types of questions are protected from being asked by law, such as those that are based on race, color, sex, marital status, number and/or ages of children or dependants, religion, and national origin (unless disclosure of this information is required to meet the job description). Other questions regarding age, sexual orientation, and disability are also prohibited if they are solely used to discriminate against a prospective candidate. Please review the “Legal/Illegal Interview Questions” document in the Resource Library of your JasonQuest account for more information.
Commission, Sales, and Financial Industry Positions
UWF Career Services strives to provide information that will connect students to the best possible job opportunities. Due to varying employment, business and compensation models used by employers, UWF Career Services will exercise discretion in working with those employers that comply with our established policies and practices including policies with regard to commission positions as applicable. Commission based sales, full-time opportunities must comply with the following criteria: • Direct Hire (W-2) positions only. • 1099 positions are eligible for posting on JasonQuest but must include the following disclaimer in the posting: “This position is not a direct hire (W-2) position and will result in the receipt of a 1099 tax form. Persons paid on a 1099 basis are independent contractors and are self-employed. Independent contractors are required to pay all self-employment taxes (Social Security & Medicare) as well as income tax. Independent contractors generally do not receive any type of employment benefits from the client. For more information please refer to www.irs.gov or talk with a tax professional.” • 1099 independent contractor recruiting is not permitted at Career Fairs/Events nor eligible for OnCampus Interviews. • With the possible exception of obtaining industry licenses, no up-front investment, out-of-pocket, nonrefundable fees, purchase of goods, inventories, sales leads required. • No part of compensation may be dependent on recruiting others. • No repayment/reimbursement for training costs, draws-on-commission/cash advances on salary should the UWF student or alumni decide to leave the position for any reason.
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Main Campus Location 11000 University Parkway Building 19 Pensacola, FL 32514 850.474.2254
Emerald Coast Location 1170 Martin Luther King Jr. Boulevard Building 2, Suite 201 Fort Walton Beach, FL 32547 850.863.6575
uwf.edu/career