UBC Engineering Co‐op Program EngCORE Instructions Part I: Getting Started 1 Logging into EngCORE 1.
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Go to https://ubcengcore.com/home.htm Select “Student” Click “CWL Login” Use your CWL username and password to login to EngCORE 2 Navigating EngCORE There are several ways to access information in EngCORE. You can navigate through EngCORE using: 
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the Blue Buttons, the tabs on the Dashboard Menu or the EngCORE Menu on the left‐hand side of the screen. Blue Buttons Blue Buttons can be found throughout the system, and are quick links for accessing information and completing tasks. Use the Blue Buttons to upload documents, search Job Postings, book appointments, send messages and submit forms. Tabs Tabs provide a summary of your information.  Dashboard Tab – Provides an overview of what’s happening in EngCORE and a summary of your activities in EngCORE  My Calendar Tab – Provides a look at upcoming interviews you have booked and appointments you have scheduled  Co‐op Tab – Provides an overview of your co‐op information, allowing you to view your work terms and your co‐op sequence  Documents Tab – Shows each of the Co‐op documents and packages you have uploaded and created. You can view your documents by clicking on the PDF file. To delete your documents, simply click on the garbage can  Posting/Applications Tab – Displays the jobs you have applied for and the job applications you have submitted. Click on the PDF file to view the documents submitted. Learn the status of your application by scrolling to the right and checking under “Status”  Interviews Tab – This tab includes two options:  Interviews – This option displays both Unbooked and Booked Interviews  Mock Interviews – This option displays both Unbooked and Booked Mock Interviews  Appointments Tab – Provides an overview of your appointments and interviews  Event Registration Tab – Shows the events you have registered for Dashboard Menu The Dashboard Menu provides a summary of your information:  Overview – Provides an overview of recent activity in EngCORE and your upcoming schedule  My Account – Shows your current contact information. This area must be kept up to date  My Messages – Shows messages you have sent and messages that have been sent to you in EngCORE  My Forms – Displays forms you have created EngCORE Menu Use the options on the menu on the left‐hand side of the screen to easily navigate through the system:  Co‐op –Accept the Co‐op Terms and Conditions each term, view your Co‐op Record and view your Co‐op Sequence  My Documents – View and delete documents and packages you have created and uploaded. You can also use the Blue Buttons at the top of the screen to upload documents and create Application Packages  Job Postings –Search job postings using a variety of methods  Applications – View the jobs you have applied for and the job applications you have submitted. Click on the PDF file to view the documents submitted. Learn the status of your application by scrolling to the right and checking under “Status”  Interviews – View and schedule Interviews  Appointments –Book co‐op appointments by Type or Provider, and view appointments booked  Events –View your events  Resources – Access co‐op student resources, including the Co‐op Resume Template  Logout – Log out of EngCORE 3 Personal Profile Information This is where you can view your personal information, which is automatically generated by the UBC Student Information System (SIS). If your personal information needs to be updated, please log into your Student Service Centre (SSC) account and update your information. Please note that some sections in EngCORE are controlled by the SIS and you will not be able to edit them. To edit personal information fields within EngCORE, from the Dashboard view: 1. Click “My Account” 2. Update all fields with your contact information and co‐op information Part II: Complete Each Term in EngCORE 4 Terms and Conditions You must accept the Terms and Conditions each term to access the job postings. From your Dashboard view:  Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen  Review the Terms And Conditions for the current term  Click “Accept” 5 Intentions You must complete your work term Intentions each term. After you accept the Terms and Conditions, from the Co‐op Overview view:  Go to the work term you need to update  Select your Intention from the drop‐down menu o Returning to a previous Work Term o Competing in Job Search o Other  Click “Submit Intention” Part III: Applying for Jobs
6 Document Preparation The first step in applying for jobs in EngCORE is to prepare all required documents and upload them into the system. Documents are uploaded in the “My Documents” tab by clicking the “Upload Document” Blue Button. You will upload individual application documents, including a cover letter, resume and other required material under “Documents.” You will then be able to combine individual uploaded documents in one bundle and upload them into an application package that can be accessed by an employer in response to a job posting. You are required to include your UBC transcripts for all co‐op jobs. Each application package must contain the following documents: 1. Cover Letter  Customize the cover letter for each job posting. Do not include personal contact information such as your email address or personal phone number 2. Resume  Use Co‐op letterhead on the first page of your resume, as provided in the Co‐op Template. The resume template is available under the Resources section of the Dashboard  Do not include personal contact information on your co‐op resume  Include your full name on the first page and on the second‐page footer Notes:  Save your resumes and cover letters as Word documents (see “Resume Naming Tips” in the UBC Engineering Co‐op Student Handbook). File names must end in .pdf,.doc or .docx  Spaces and punctuation are not permitted in file names  If you upload multiple versions of your resume, you will need to give each one a unique file name identifying the applicable job 3. Transcripts  Transcripts are generated by the UBC Student Information System (SIS) and uploaded to your account, labeled as “Student Transcripts”  Transcripts can be found on the Dashboard tab under the heading Documents, or on the Co‐
op Tab/My Documents  Ensure your name is at the top of all pages  Limit transcripts to a maximum of two pages  If you are a transfer student, upload your transcripts from your previous institution and label the document type as “Transcript – Others”. Do not label it as “Transcript.” Remove your student ID and upload the transcript using a portrait orientation. Notes:  Delete any blank spaces/pages at the end of the document  Ensure your name is on all pages of the application 4. References  References should not be included in the application package unless specifically requested in the job description  References are normally brought to the interview or submitted after the interview 7 Uploading Files From the Dashboard view: 1. Click “Upload a Document” 2. Select “Co‐op Documents” 3. Name your document. Cleary identify your document by using the Co‐op job number, the name of the company, and other identifying information. Please ensure the document you are uploading to EngCORE is distinguishable from others. This will help avoid errors when creating application packages and applying for jobs 4. Use the drop‐down menu to select the document type, such as “Resume or Cover Letter” 5. Select “Browse” to locate the document on your computer 6. Click “Upload Document” 7. Review the uploaded document by clicking on the document icon and checking for a “zap symbol” 8. If you do not see a “zap symbol,” your document has uploaded successfully 9. If you see a “zap symbol,” the document was corrupted and the upload was unsuccessful. Delete the document by clicking on the garbage can 10. If your upload was unsuccessful, attempt to upload your file again Reminders:  It is a good idea to delete old files after each work term period 8 Create Application Package This process combines multiple documents into one PDF file, which is required for each job application. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “My Documents” 3. Click “Create an Application Package” STEP 1: Review and upload required document types STEP 2: Name your Application Package STEP 3: Select the documents to include in your Application Package 4. Click “Create Package” once the required documents have been selected 5. Review your Application Package by clicking on the document icon 6. To delete your Application Package, click on the garbage can 9 Default Application Package A default portfolio may be used by the Co‐op Office when making direct referrals to employers. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “My Documents” 3. Click “Create an Application Package.” Your default Application Package will include the following files: i.
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Most recent resume iii.
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“Transcript‐Others” (for transfer students only) 4. Name your Application Package “Default Application Package” 5. Review your Application Package by clicking on the document icon 6. To delete your Application Package, click on the garbage can 10 Searching for Jobs There are many ways to search for jobs in EngCORE. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Job Postings”  To view the most recent jobs posted in EngCORE, click on:  For My Program  New Posting Since Last Login  Application Deadline Today  Application Deadlines in the Next 10 Days 3. Search jobs by entering the Application deadline in the Search Field 4. Click “Search Job Postings” to search through jobs using a variety of filters. The filter feature allows you to customize your own search preferences based on location, availability, job majors and keywords. You can save your customized searches 5. Search Postings by entering the job ID in the Search Field 11 Save Your Job Search Results From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Job Postings” 3. Click “Search Job Postings” 4. Choose filters to search through the job postings 5. To save your search criteria, click “Save my Search Results” 6. Name your search 7. Check the box if you want to be notified by email when new job postings that match these criteria are added to EngCORE 8. Select “Save” 12 View and Run Your Saved Searches From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left hand side of the screen 2. Select “Job Postings” 3. Under the heading MY SAVED SEARCHES, click on the drop‐down menu 4. Choose the search you would like to run. A list of jobs will appear that match the selected criteria you saved 13 Manage Your Saved Searches From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Job Postings” 3. Look under the heading LIST MANAGEMENT OPTIONS 4. Click “Manage Saved Search and Email Notification” 5. View your saved search 6. Click “Notify Me” to receive emails of searches that match your criteria. The red x icon means you will not receive notifications. Click on the red x to change the icon to a green check mark. The green check mark means you will receive notifications 7. To delete your saved search click “Delete” 14 Applying for Jobs From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Job Postings” 3. Search for job postings 4.
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Select and review the job description and job requirements Review the required documentation for the job Click “Apply” To apply with an already uploaded Application Package  Review the Application Package name  Click the Document icon to review the application package  Click “Apply” 8. To create a new application package  Review required documents and upload your documents  Name your Application Package  Select the documents to include in Application Package  Click “Create Package” 9. The following message will appear to inform you that your application has been submitted: “Your online application has been submitted for ABC Company – Engineering Co‐op Student (Job ID 12345)” 10. To cancel your application, click the red button “Cancel Application” 15 Applying for Jobs – Online Posting From your Dashboard view 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Job Postings” 3. Search job postings 4. Review the job description and job requirements 5. Check under Application Information. You will see “If by Website, go to:” if the employer has provided a website that you are required to use when applying for this position 6. If you are interested in applying for the position, click “I intend to apply for this position” 7. Apply online by following the application procedures outlined in the job posting and on the employer’s website When you click on “I intend to apply for this position”, this creates a record in EngCORE that you have applied to the job posting. No Application Package will be uploaded and you will need to apply for the position through the specified website. Follow the application instructions provided in the job posting. When you review your applications, the status for the online posting will read “Expressed Intention to Apply”. This status shows you applied to an online job posting and it may not be updated after this point, pending employer feedback. Notes:  Jobs are typically posted for three business days and one weekend  Job postings close at 7:00am on deadline day  Changes can be made to job applications any time before the deadline date  Special application forms can be found under: Dashboard View/Resources 16 View Your Applications You can view the jobs you have applied for and check your application status. From your Dashboard view 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Applications” to see a list of the jobs you have applied for 3. To view the application you submitted for a specific job, click on the document icon 4. To cancel your application, click “Cancel Application”. You will only be able to cancel your application if the job posting is still open and the deadline date has not yet passed 5. Review your application status by scrolling to the right and looking under the heading “Status” 17 Cancel Your Application From your Dashboard view 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Applications” 3. Scroll to the right‐hand side of screen 4. Click “Cancel Application”. You will only be able to cancel your application if the job posting is still open and the deadline date has not yet passed Part IV: Interviews 18 General Reminders: 
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The Engineering Co‐op Office will send you an email to notify you that you have been selected for an interview You are expected to attend all interviews and can only request to reschedule an interview under the following circumstances: o Time conflict with another interview o Time conflict with a lab, mid‐term or exam o Out of town o Other reasons, with a Coordinator’s consent Follow the sign‐up instructions provided in the interview invitation email 19 Booking Interviews From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Select “Unscheduled/Unconfirmed Interviews” and click “Schedule” 3. Review the available time slots 4. Click on an available time slot to book your interview 5. When you book your interview, the following confirmation will appear in green: “Your interview booking was confirmed on: day, month, year” 6. If you have made an error and need to unbook the interview, click “You are booked in this time slot (click to unbook)” 7. If you have a conflict with your interview time and are no longer able to unbook the time slot you have selected, let the co‐op administrative staff know by replying to the interview invitation email 8. You will have 24 hours to respond to an interview request. It is important to sign up promptly as the invitation will disappear in EngCORE after the sign‐up deadline 20 Review Interview Schedule There are three ways to review your interview schedule. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “Interviews” 3. Look under “Booked Interviews” to review your interview details for each job posting 4. Review your interview details before each interview, making note of your interview time, interview location, the interviewer(s) name(s) and any arrival instructions that have been provided in EngCORE Booked interviews will be displayed on “Your Upcoming Schedule” on your Dashboard when you log into EngCORE. Click “View” to review your interview details. Booked interviews will also appear on your Calendar. From the Dashboard view, click on the “My Calendar” tab. Booked interviews will appear in Calendar. Part V: Appointments
21 Booking Co‐op Appointments Book an appointment with a Co‐op coordinator by choosing either “Book Appointment by Provider” or “Book Appointment by Type”. From your Dashboard view, to book an appointment with a specific Co‐op coordinator: Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen Click “Appointments” Click “Book by Appointment Provider” Select the Co‐op coordinator you would like to schedule your appointment with and view their availability 5. Select the date and time available 6. Provide any additional information, if any, to the coordinator 7. Click “Book Appointment” to complete 1.
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From your Dashboard view, to book an appointment for a specific appointment type: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “Appointments” 3.
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Click “Book by Appointment Type” Select the appointment you would like to schedule and view availability Select the date and time available. Provide any additional information, if any, to the coordinator Click “Book Appointment” to complete 22 View Co‐op Appointments From your Dashboard view: 1. Look under “Your Upcoming Schedule” 2. Click “View” 23 Cancel Appointments From your Dashboard view: 1.
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Look under “Your Upcoming Schedule” Click “View” Click on the red “Cancel Appointment” button Provide the reason for cancelling the appointment Click on the red “Commit Cancellation” button to cancel You will be asked to confirm that you want to cancel your appointment Click “OK” to confirm cancellation Part VI: Messages 24 Send Messages in EngCORE From your Dashboard view: 1. Select “My Messages” on the Dashboard Menu 2. Click “Send a Message” 3. Select the category “Co‐op Message” 4. Compose your message 5. Click “Send” Part VII: Work Term
Each work term, you must update your record with information regarding your work term, including job information, salary, your employer contact information, company location, etc. 25 Upload Offer Letter When you receive an offer letter from your employer, you must upload the document into EngCORE: From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “View Record” 3. Under Co‐op Sequence, click on the Name of the Employer/Job Title where you have been placed 4. Under Work Term Details, click “Edit Work Term Detail” 5. Under Offer Letter, click “Browse” to find the document on your system 6. Click “Save” 26 Upload Domestic Waiver or International Waiver Each work term, you must complete a domestic or international waiver and upload the document into EngCORE. From your Dashboard view” 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “View Record” 3. Under Co‐op Sequence, click on the Name of the Employer/Job Title where you have been placed 4. Under Work Term Details, click “Edit Work Term Detail” 5. Under Domestic Work Term Waiver or International Work Term Waiver, click “Browse” to find the document on your system 6. Click “Save” 27 Work Term Record/Site Visit Info At the start of your work term, you must complete the work term information of your current work term. Please check the work term checklist for the due date. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “View Record” 3. Under Co‐op Sequence, click on the Name of the Employer/Job Title where you have been placed 4. Under Work Term Details, click “Edit Work Term Detail” 5. Update the “Work Term Information” 6. Click “Save” 28 Learning Objectives At the start of your work term, you must record your learning objectives. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “View Record” 3. Under Co‐op Sequence, click on the Name of the Employer/Job Title where you have been placed 4. Under Work Term Details, you will see a list of work term requirements 5. Click “Learning Objectives” 6. Click “Create Record” 7. Complete the required information 8. Click “Save” 29 Student Evaluation Complete the Student Evaluation at the end of your work term. From your Dashboard view: 1. Select “Co‐op” from the EngCORE Menu on the left‐hand side of the screen 2. Click “View Record” 3. Under Co‐op Sequence, click on the Name of the Employer/Job Title where you have been placed 4. Under Work Term Details you will see a list of work term requirements 5. Click “Student Evaluation” 6. Click “Create Record” 7. Complete the required information 8. Click “Save” 30 Employer Evaluation The person listed in EngCORE as your direct supervisor must complete a form to evaluate your performance. This supervisor will receive a reminder email from the Engineering Co‐op Office before the end of your work term asking them to evaluate your performance by completing and submitting an evaluation form in EngCORE. If your supervisor did not receive an email with instructions on completing the Employer Evaluation before your last week of work or the last weeks of the work term, please contact the Co‐op Office at 604‐822‐3022 or [email protected]. This evaluation form must be completed by your employer for each four‐month work term. This means that if you are completing a double work term from May through December, your supervisor will need to complete an evaluation in both August and in December.