TracCloud: Career Center Management

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

More Features

Advancement Feature

Additional Features

• TextAlerts

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• Q2 Study Tables

• SurveyTrac

• Whiteboard

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• Assessments

• Attendance Tracking

• Career Module

• Custom Forms

• Custom Widgets

• Peer Mentoring

• Resources

• SAGE Early Alerts

• Staff Staff Scheduling

• Success Plans

• TracFlow

• Work Plans

• Workshops

Career Center Management Module

TracCloud's Career Center Management Module allows people to build and generate resumes for themselves with various templates available, search for relevant job listings, and even submit resumes to those listings. Recruiters and organization contacts are then notified when a resume has been submitted for one of their listings so they can review and follow-up with candidates. This wiki article covers how you can configure and utilize this feature in TracCloud.

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Entity/Organization Perspective

An entity represents a company or organization in TracCloud. An entity can create job postings, which an individual can submit their resume for. Entities are managed in Other > Career Center > Entities. From the entities listing, you can click on an existing entity to manage or create a new one by going to the hamburger menu > New Entity.

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Entity / Organization Info

Under the Entity / Organization Info tab, you can fill out the name of the organization, their description, type, location, etc. The contact email, assigned recruiter, and career center rep can be notified when new resumes are submitted for this entity's job postings as defined in your system preferences covered later in this article.

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Job Postings & Search Candidates

This tab contains each job opening this entity has available. Candidates will be able to find and submit resumes to any active listings that this entity has available. Existing job positions can be searched using the filters at the top of the page, or a new position can be created by clicking "Add New." All job postings for all entities can also be viewed by going to Other > Career Center > Job Postings.

When creating a new job posting, you will be able to fill in the SOC Code, the industry code, pay rate, location, etc. Many of these fields will be used during candidate job searches to find matches. Once this posting has been marked as inactive or filled, it will no longer be found in job searches.

If any candidates have submitted their resume for this job posting, it can be found under the Resumes Submitted tab. Their resume can be downloaded by clicking the button.

The final tab, Search Candidates will let you search for candidates based on their resume data. You can choose which fields you want to factor in while filtering the results to find the best candidate for the position. For fields such as experience and salary, you can be less specific to allow some flexibility in finding matching candidates.

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Resumes Submitted

Rather than viewing resumes submitted for individual job postings like above, the Resumes Submitted tab will show all submitted resumes for all job postings from this entity. Resumes can be downloaded by clicking the button.

All resumes for all entities can also be viewed by going to Other > Career Center > Resumes.

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Candidate Perspective

Resumes can be created by student or staff accounts, either with the "Career Center" widget on the dashboard or through the resume listing in Other > Career Center > Resumes. After filling out an objective, experience, skills, etc, resumes can be automatically generated and job searches can be performed.

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Resume Builder Data

This tab contains the fields that will be used to generate resumes. This includes basic details like name and contact information, as well as experience, skills, etc. Fields entered under the 'Job Search Criteria' group will be used later for the 'Job Search' tab to filter results. At least one seeking job position must be chosen for the candidate to appear in search results later.

Beneath the job search criteria, the candidate's skills, experience, etc can be listed and ordered.

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References

This tab allows for the creation of references for this candidate. A reference list PDF can be downloaded by clicking Download References.

When adding a reference, you can fill in their title, organization, and contact information. Optionally, you can choose to send them a request for a reference.

If you opt to send them a reference request, they will receive an email with a link to the following form and a confirmation code. After entering they code, they will be asked to provide a written recommendation based on the items selected.

Their response will then be added back to the reference record for this candidate.

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Resume Generator

This tab provides a utility to generate resumes based on the data in Resume Builder Data. Resumes you create will be saved and can then be submitted to job postings. The button can be used to quickly export resumes as PDF.

When creating a new resume, the first step is to choose a template from the list in the top-left. After selecting a template, you can then make adjustments to it by modifying the styles underneath the template list. Click "Update Template" to update the preview and review your changes.

After selecting a template and a style, the "Edit" button will continue to the final step. This provides a chance to name the resume and make final manual adjustments. After saving, a "Download" button will be made available to download the current resume draft as a PDF.

Once a resume has been saved, the candidate (or a staff account with the appropriate privileges) will be able to submit that resume to active job postings.

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Research Jobs

This tab can be used to quickly retrieve average wages and employment trends for the current and past year. Searches can be performed for different positions, and links are available to external/third-party job search services. The up arrow button can be used to move to the broader category for each position; the folder button can be used to narrow down to more specific positions within that category.

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Job Search

This tab is how a candidate can search for job postings in TracCloud. There are three tabs available:

My Favorites This tab shows any jobs that have been starred for this candidate. Each job posting can be given 1, 2, or 3 stars to assist in keeping track of favorable opportunities.

Auto-Matches This tab will show job postings that align with details from the candidate's resume builder data and the confidence/match % for each job. Using the filters and priorities at the top can assist to narrow down the results to find the best options for any given candidate. The file icon on the right indicates whether or not the candidate has already submitted a resume for that position.

Find Other Jobs This tab allows you to search for all active job postings in TracCloud, rather than only automatic matches.

Clicking on a job posting will display its description, required skills, duties, & experience, etc. If the candidate chooses to apply for this position, the "Post a Resume" button at the top of the page can be clicked and will show all of the candidate's saved resumes as options to submit. Once submitted, the entity/organization contacts can be notified via email depending on your system preferences.

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Other Options and Reports

This final section covers system preferences for automated emails, permissions to access and report on career data, and available reports.

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System Preferences

These options allow you to send emails to entity contacts or potential candidates, as well as control access to entity data. This menu is found in Other > Other Options > Preferences > Career Center: Job Postings.

• Career Center

Select your career center here.

• Limit Recruiter Reporting to Own Entities

If checked, recruiters can only run the "Jobs by ??" report on entities they are assigned to. This does not affect the entities listing.

• Job Match Email Notification

When a new job posting is created, TracCloud can automatically email potential candidates. To delay this email, a number of minutes can be entered in Delay email notification so that the email will send after that long rather than immediately.

• Resume Submitted Email Notification

Upon a resume being submitted to a job posting, this email can be sent to the entity contact, recruiter, and/or the rep. If you wish to attach the resume to that notification email as a PDF, Attach Resume PDF to Email can be checked.

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Permission Group Access

The ability to manage career-related records must be granted in Permission Groups. Under the Admin / Modules tab, access can be provided to Entities, Job Match Links, Job Postings, and Resumes. Access to the Jobs by ?? report can be provided under this same tab in Reports Access.

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Report: Jobs by ??

This report is part of the Career Module and provides a list of entities/organizations, their job postings, and details regarding which jobs have been filled.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Group by

Group records by the selected field. Some reports allow you to add secondary and tertiary groupings as well.

• Show Filled/Unfilled

Optionally filter the report settings to only show filled or unfilled job listings.

• Show Summary

Only show data totals, excluding details of individual records.

• Show Totals Bar Chart

Adds a visual bar chart of totals to your report data.

• Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV

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For information on purchasing the Career Module, reach out to sales@go-redrock.com
For career functionality questions, reach out to helpdesk@go-redrock.com