1. Free powerpoint template: www.favorideas.com into an MSE Presented by: Katrina Holland, Seaver College (Pepperdine University) Kristina Sanchez, Pomona College (Claremont Colleges) Marrying Presentation for NACELink Symposium

2. Marrying into a MSE: Agenda

• Introduction to the Multi-School Environment (MSE)

• Strategies to create an effective MSE

• Strategies to launch an effective MSE

• Strategies to maintain an effective MSE

Free powerpoint template: www.favorideas.com K. Sanchez / K. Holland June 2009

3. What is an MSE?

• Multi-School Environment (MSE):

• Where multiple schools share identical data points in the NACELink instance, but retain independence in customization and branding to the point that it does not interfere with shared data points.

4. Why an MSE?

• Shared jobs

• Shared employers and contacts

• Shared events

• Shared dual-affiliated students

• Potential cost-savings

5. Basic Terminology

• Symplicity : Provides the technology for the NACElink system;

• NACElink : The actual name of the product and organization

• Picklist : List of options on a form (i.e. industry, job function)

• Form : Each webpage within your site (i.e. job posting page)

• Flags : A way to keep track of data points unique to your system

• Contact : Individuals, each with a separate account, assigned an employer

• System Setting : There are hundreds of settings that you must set-up.

• Affiliation : The assignment of a manager, contact, and student to a particular school(s). Users may have one or multiple affiliations.

6. Basic Overview Shared Items

• Student / Employer contacts data : all managers can view, though cannot edit, all MSE student data. Only managers with the same school affiliation as the student can edit student data.

• Registration Method: The unique identifier determines the login process and how each student account is registered distinct within the system. All schools must have the same unique identifier (i.e. student ID, email address, or Secure Sign-On)

• OCR Schedules & Events : Managers cannot see the events at other schools; they can only see their own; they have to log in as a student to see what is available for all students

• Shared System Settings : Most system settings are unique to your system, however, depending on how closely your students work with students at the other schools, it can be beneficial to make more joint decisions than the ~25 that youre forced to make together

• Picklists

7. Basic Overview Not Shared Items

• Independence in Customization and Branding : each school has a unique header and footer; system brand; announcements; interface composition; web address, localization, emails

• Flags : These are not shared nor is the relationship management tool or counseling notes; so there is no way to communicate with your MSE schools when you have contacted an employer or student

• Emails : There are over 100 emails that required customization to your specific school.

• Forms : These pages collect information from your users. They are not shared.

8. Industry Picklist Planner Accounting/Auditing Administrative Services Advertising/Media Aerospace/Defense Agriculture Airlines/Aviation Arts and Entertainment Automotive/Transportation Communication and Media Consumer Products/Distributor Cultural Arts/Museums/Libraries Education/Training/Higher Education Energy/Utilities Engineering Entrepreneurial/Start-Up Environmental Event Production/Planning Executive Search/Third Party Staffing Fashion/Retail Financial Services Government/Politics/Public Policy & Services Healthcare Health Science Hospitality/Food & Beverage Human Resources Information Technology Insurance Law Manufacturing/Merchandising Marketing Medical Devices Mental Health Military Security & Intelligence/Security Non-Profit/Social Services Other Pharmeceuticals/Biotech Private Equity/Venture Capital/Hedge Fund Professional Services/Consulting Promotions Public Relations/Affairs Publishing/Printing Real Estate/Development Recreation/Sports Religious Research Sales Science Technological Serivces Telecommunications Travel/Leisure Web Development/Online Services

9. Claremont Colleges MSE

• 7 unique schools participating:

• • Pomona College,

• • Claremont McKenna College,

• • Pitzer College,

• • Harvey Mudd College,

• • Scripps College,

• • Claremont Graduate University,

• • and Keck Graduate Institute

• All schools have separate career centers

• Students can attend events at other career centers, but do not meet with staff at the other career centers

• Employers can have relationships with one or more of the career centers; many work with multiple career centers, since the schools are similar

10. Pepperdine University MSE

• 3 unique schools participating:

• • Seaver College

• • Graduate School of Public Policy

• • Graduate School of Education & Psychology

• • Graziadio School of Business (Jun 2008 Nov 2008 only)

• All schools have separate career centers

• Students can attend events at other career centers, but do not meet with staff at the other career centers

• Seaver College host student employment positions and make viewable to graduate students

11. Strategies to Create: Working Together

• Weekly meetings, plan for at least 3 hours each meeting

• Involve directors and other key staff

• Elect a Transition Leader

• • Create MSE set-up schedule

• • Schedule and lead weekly meetings

• • Create process for transitioning data into NACELink MSE

• • Lead discussions on short term and long term goals

• Schedule trainings with Symplicity account representative

• Challenges:

• • Varying degrees of commitment

• • Staff buy-in and involvement

• • Varying levels of technology and fear

• • Timing for the transition

• • Very few mentors

12.

13.

14. Strategies to Create: Logistics

• Creating your picklists

• Claremont - Divided picklists amongst schools and met to compile and discuss

• Pepperdine Divided picklists by type and met to compile and discuss

• Challenges

• • Deciding on hot topic lists (i.e, majors, position type)

• • Coming to consensus

• • Mapping NACELink picklists

• • Conflicting philosophies

15. Strategies to Create : Logistics Emails

• Emails are NOT shared, but impact other schools

• Most emails come from the school the student attends

• Challenges

• • No explanation of the functionality of each email

• • Schools must set up over 100 emails

• Recommendations

• • Use Send copy to feature to review function and image of each email

• • Define tone, language, greeting and signature for consistency

• • Do all at once

• • Set guidelines

16. Strategies to Create : Logistics Forms

• Forms are NOT shared, but impact other schools; however, there are some benefits to coordinating with the MSE.

• Recommendations

• • Decide on data should be jointly collected.

• • Custom picklists available for specific forms

• • MSE-wide reports

• • Garbage in, garbage out

17. Strategies to Launch: Working Together

• • Individual school responsibilities

• • Create a user guide, or use NACElinks general one; an FAQ page is also helpful

• • Train your own career center staff

• • Updating the University about the transition

• • • Market to students/faculty/staff

• • • Identify stakeholders

• • Create a Marketing Campaign

• • • Require education for users (both students and employers)

• • • Consistent terminology

18. Strategies to Launch: Logistics

• Jobs Sharing

• NACElink network

• • MSE system setting

• • Approval process

• Challenges

• Multi-school affiliation on a single job

• • All students/alumni see all jobs

• • A System Setting allows jobs to be viewed only by affiliated school, but this is an MSE decision

19. Strategies to Launch : Logistics

• Sources for Assistance

• Symplicity Extranet and Help Line

• Account rep

• Get a NACElink mentor

• Utilize listservs

• Share the responsibilities within your career center

• Other MSE schools

20. Strategies to Maintain: Working Together

• Commitment: Schools should not enter a MSE without a lot of thought

• Consideration: Things to consider:

• • Image / branding

• • Your students

• • Your employers

• • Your goals

• Communication

• Compromise: The MSE will not have all the options that all schools want

• Collaboration: You get a built-in support network with your other MSEs

• Community: The shared space will bring the separate student bodies, departments, and employers together.

• Charity : Have the right attitude.

7 Cs for an MSE

21. Marrying into an MSE : Is it for you?

• What are your long-term technology goals?

• What are you long-term career center goals?

• What are your short-term goals?

• What kinds of reports would you like to run and how will you use this data?

• Who will your users be? (students, alumni, parents, prospective students)

• What kinds of special needs do your users have?

• Are you willing to share your employer contacts?

• Would this compete with existing resources?

• How will other schools jobs and events affect your schools image/brand?

• How strongly tied are you to your career center philosophy?

• What kinds of job/opportunities will you host?

• Is single-sign on in your future?

• Which modules do you ultimately plan to use?

• Plan to do combined events?

• Broader resources, less control? Or, more control, less resources?

22. NACElink Multi-School Environment (MSE)

• QUESTIONS?

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