Administrative Unit Comprehensive Program Plan Name of Unit: Student Employment Office (Center) Date: 11/10/2016 1. College Mission Statement: Cabrillo College is a dynamic, diverse and responsive educational community dedicated to helping all students achieve their academic, career and personal development goals. 2. Administrative Unit Outcome, Unit Description, and List of Key Responsibilities (5-10): Administrative Unit Outcome: Students will be able to identify and access campus services for career development and job search assistance. Unit Description: The Student Employment Office is a full-service, one-stop center dedicated to assisting students, the college, and the community in seeking, preparing for, identifying, and securing employment. The Student Employment Office is staffed by one 11-month, full-time, classified staff person (Student Employment Coordinator, SEC); with assistance from four part-time student assistants. The SEC is responsible for all functions, services, and resources of the Student Employment Office. Key Responsibilities By visiting the Student Employment Office, students and alumni can access the following services and resources: 1. The SEC provides assistance to students and employers regarding the Online Job Board. This includes registration, logging into, searching, and overall utilization. The SEC also answers questions about campus jobs, the application process, and other questions about campus functions such as financial aid awards & federal work study. 2. The SEC is available daily for appointments, during which more structured job search counseling and guidance is provided. Typically students request appointments for resume review, application assistance, interview coaching, and individualized advice related to the job search. 3. Computers are available to students and the community from 8:30-5:00 M-Th, and 8:30-3:00 Fri to sign up for the Online Job Board, to search other job websites, draft resumes, complete applications, and/or perform other job-search-related tasks. A scanner, phone, and printer are also available for use. 4. The Online Job Board is maintained by the SEC for student and community use. Daily maintenance tasks include: checking messages, answering phone calls, and following up on emails from employers; reviewing, editing, and approving new employers and job postings; reviewing student/alumni status and approving new users; troubleshooting issues with the system; and auditing jobs and board users to be sure compliance with various laws, policy, and standards are followed.
5. The SEO offers workshops for students on resume development and interview preparation. The following HR/Payroll student employment functions are provided by the SEC to serve the campus (staff, faculty, supervisors, and students). Duplication, collation, and distribution of student hiring packets. Duplication and distribution of Federal Work Study (FWS) time cards. The SEC collects completed student new and rehire paperwork for approximately 500 student assistants each academic year. Students visit the Student Employment Office with the documents required in order to be cleared for work, and the SEC verifies these documents. The SEC in collaboration with HR staff coordinates the paperwork and instructions for students to be fingerprinted and cleared to work. Once paperwork is complete, the SEC enters data into Colleague (Datatel). The SEC also maintains student employment files, including I-9 documents. Other hiring paperwork is forwarded to HR, Payroll, and campus supervisors. As part of the ongoing responsibilities for student employment, the SEC also audits student registration to verify that students can continue to work. The SEC updates budget changes to the Colleague system. The SEC provides the following consultative function to campus supervisors: Availability to answer questions regarding student employment issues. Availability to meet with campus entities to present/discuss student employment. Workshops for supervisors. Communication about policy, procedure, forms, etc. The SEC also participates in the following activities which impact and benefit the broader community: Plans and implements campus-based Job Fair with outreach to alumni and the community Assists with and participates in local Job Fairs and employment services. Participates with local Job Collaborative committees. Consults with off-campus employers regarding recruitment of students. Please provide comments or discussion to describe relevant history and new directions for your unit: Relevant Changes Since the Last Program Planning Report Since the last program plan report there have been three Student Employment Coordinators. Created Student Employment Manual for SEO student staff fall 2016. Two years ago the office began providing one-on-one career coaching such as resume development, interview prep, and career coaching. The Spring Job Fair was reinstated in Spring 2015. The SEC evaluated the HR processes and paperwork and made adjustments to reduce the paperwork when rehiring student employees. Page 2 of 11
The SEC began collaboration with the Foster Youth Grant in Fall 2015 (10% of salary is paid out of the grant). The SEC provides direct service to FY by offering one-on-one office hours at the FY Office. The SEC began collaboration with the Veterans Information Center in fall 2015 by providing office hours within the Center and one-on-one job search support. Provided workshops starting in Spring 2015 on topics such as resume and interview preparation in Aptos & Watsonville. Strengths Staff started tracking office visits on Sept. 1, 2016-current numbers are 714 visits (653 students - 43 staff/faculty 18 community members. The SEC has processed 460 applications for on campus federal work study and department funded student positions since July 15, 2016. Since Sept. 1 st the SEC has meet with 45 students regarding resume review, interview preparation, and career coaching. Since Sept. 1 450 new jobs were posted on the on-line job board & 258 students gained access to the job board. We currently have 2514 student/alumni with access to the job board. The SEO is an essential resource for students, staff, faculty, and the broader community in regards to career development opportunities. The SEC work clearly connects to two of Cabrillo s focus areas: Sustainable Programs and Services & Community Partnerships and Economic Vitality. Increased opportunities for students to meet individually with the SEO to assist with resumes, interview, and job search process. Job Board is focused on local employment opportunities. Majority of positons are part time and are ideal for college students. We currently have 2500 students that access the on-line job board. Opportunities Opportunities to create collaborate partnerships across campus through the CTE and Career/ Transfer Center. Research shows that High Impact Activities such as student employment & internship opportunities increase retention rates. Therefore our institution could benefit by creating more employment opportunities on campus and internships throughout the Bay Area. Participate on planning committee for Access 2 Employment job fair Develop a comprehensive campus wide work force development plan. Challenges Processing the HR paperwork and inputting datatel is very time consuming. Additional part time staff support and a 12 month contract for the SEC would allow the Coordinator to expand her career development opportunities for students and create quality partnerships with local employers. Students graduating from CTE program/certificates don t have a clear path towards employment after completing their degree. Page 3 of 11
The SEC values student access to the services from 8:30-5pm daily. The SEC relies heavily on student staff to ensure that the office is open while the Coordinator is away at weekly meetings. The Job Fair is not currently funded through the SEC budget. For continuity/planning purposes it should be rolled into the SEO annual budget. Future Directions Create more student development opportunities /meaningful employment experiences for students working on campus. Market the individual career coaching to campus community and increase the one-on-one student contacts. Creating a working partnership with CTE and the Strong Workforce Development Grant so to begin creation of a Career Center. Page 4 of 11
3. Administrative Unit Outcome Assessment and Reflection AUO Reflection (skip if first year): The AUO Assessment indicated the unit should AUO Assessment Analysis Form Use this form to summarize the results of the department meeting in which you discussed the results of your AUO assessment. Department Student Employment Office Meeting Date 11/14/16 Number of Staff participating Flor Chacon, Dejon Weldon, Carla Ramos, Desha Staley- Raatior % of department AUO (s) (measured Students will be able to identify and access campus services for career development and job search assistance. Assessment Tool (Briefly describe assessment tool) -A google doc survey was emailed out to students/alumni. The survey included twelve structured multi-option format questions and one unstructured question. -Emails were sent to 2,710 individuals- 303 were current on campus student employees and the remaining were registered with the on-line Cabrillo job board. -256 responded within a two week time-frame. (9% return rate) Page 5 of 11
Assessment Analysis -219 were current students & 34 alumni -144 female/96 male/17 trans/other (Summarize the assessment results; discuss what needs and issues were revealed) Student were aware of the following resources: 197 Job Board / 145 resume development / 93 interview prep / 149 workshops / 106 job search counseling / 173 job fair -118 used the online job board in the past year and 174 were looking for part time employment. - 76 people had met individually with the SEC for assistance - 101 utilized at least one of the many career development resources. When asked what other services they would like offered the following general themes emerged: -Provide career development support for graduates in regards to job search & placement. -In general fewer students were aware or utilized the individualized support or workshops. Next Steps (How will you address the needs and issues revealed by the assessment?) Increase opportunities for students to meet individually with the SEO to assist with resumes, interview, and job search process. Market & outreach the services to learning communities (ACE, STAR, etc), and counseling faculty (CG courses). Provide workshops within the structured class time. In order to build employer relationships, and offer more individuals support to students, additional staff need to be hired. Timeline for Implementation (Make a timeline for how you will implement the next steps outlined above) -Outreach to faculty in January 2017-increase workshops for Spring semester. - Create marketing plan Spring 2017 -Request funding for additional part time staff Spring 2017 Page 6 of 11
4. Multi-year Goals based upon AUO reflection Numbered Goals (list in priority order)* 1 Support continuity of services to students and the community. Objective 1: Request the SEC position be reinstated to 12 month contract. Objective 2: Request part time staff to allow the SEC to focus on campus needs regarding career development. Primary Effectiveness Link* SP2: Sustainable Programs and Services Actions (include year) Year 1: Review current operational systems, reinstate 12 month SEC contract, & request part time staff. Status Level: In Progress Year 2: Update website & employee Manuel. Status Level: Not Yet Started Year 3: Enter year Year 4: Enter year Year 5: Enter year Year 6: Enter year Measure(s) Create checklist for the various tasks & determine if adjustments can be made. Review and edit website & manual. Page 7 of 11
Numbered Goals (list in priority order)* 2 Increase student access to opportunities that increase personal awareness and professional development. Primary Effectiveness Link* SP1: Professional Development Actions (include year) Year 1: Provide/require professional development workshops to student employees & broader campus community. Status Level: In Progress Year 2: Increase number of workshops offered to students on campus. Status Level: In Progress Year 3: Increase marketing for individual career coaching. Year 4: Enter year Year 5: Enter year Year 6: Enter year Measure(s) Create 3-6 workshops or on-line training opportunities each semester & evaluate them. Track individual career coaching numbers weekly. Page 8 of 11
Numbered Goals (list in priority order)* 3 Increase awareness of Student Employment Center and the services provided. Primary Effectiveness Link* SP2: Sustainable Programs and Services Actions (include year) Year 1: Create marketing materials and outreach plan. Status Level: Not Yet Started Year 2: Partner with faculty and supervisors to offer workshops within their classes & departments. Status Level: Not Yet Started Year 3: Enter year Year 4: Enter year Year 5: Enter year Year 6: Enter year Measure(s) Participate in local job fairs, on campus events, and community events. Compare data collection for office use and services from year to year. Page 9 of 11
Numbered Goals (list in priority order)* 4 Develop collaborative partnerships with department chairs & employers to increase student employment after graduation. Primary Effectiveness Link* SP3: Community Partnerships and Economic Vitality Actions (include year) Year 1: Meet with the CTE Dean and department chairs to discuss current community partnerships and opportunities for growth. Status Level: Not Yet Started Year 2: Increase the number of employers and attendees at job fair and include internship opportunities. Status Level: In Progress Year 3: Outreach to local companies and create employment pipeline for graduates. Status Level: Not Yet Started Year 4: Enter year Year 5: Enter year Year 6: Enter year Measure(s) Compare data collection for job fair and job board from year to year. Page 10 of 11
Numbered Goals (list in priority order)* 5 Click here to enter text. Primary Effectiveness Link* Select from menu Actions (include year) Year 1: Enter year Year 2: Enter year Year 3: Enter year Year 4: Enter year Year 5: Enter year Year 6: Enter year Measure(s) 5. Requests For Goal(s) Please use the form at the link below to submit your resource requests: http://www.cabrillo.edu/services/pro/programplanning/resourcerequests.html Page 11 of 11