Employers: Day of Fair

Sample Virtual Career Fair Itinerary for a Representative

 

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+ Pre-Fair Reminders
  1. Be sure you have added the Zoom link* under Group Chat instructions in the employer profile.
  2. Every representative hosting 1-1 chats must be registered** in HireAggies. Any additional representatives who will only be joining the group sessions do not need a HireAggies login.
  3. All representatives should log into HireAggies at least one week prior to the Job Fair, in case account troubleshooting is required. Anticipate one day to confirm this account from the time the representative was added. Once the website creates an account for your representative, they will then need to visit the Login page and click 'forgot password'.
  4. Every registered representative profile should include a unique Zoom link*** in order to meet 1-1 with students.
  5. Every registered representative needs to set their chat time (five minutes is recommended).
  6. Check the Event Schedule so you know which student/alumni groups will be visiting throughout the day and when to start group sessions vs. 1-1 chats.

* Group chats should use a separate URL link from the one-on-one meetings.

** Representatives, when logging in for the first time, should use the Forgot Password link to generate a password.

*** Each representative will have their own link for one-on-one chats. This allows each representative to pull students from the virtual queue. If needed, one representative can “hand-off” a student to another representative by simply sharing the other rep's link with the student and messaging your partner representative that you are sending “Sally” or “Bob” to talk to them.

+ Day of Fair Set-Up

Note: You may log in up to one hour prior to the event.

Step 1: To begin, go to https://tamu-csm.symplicity.com/employers/

Step 2: If you are logging in for the first time, use the Forgot Password link to generate a password.

Step 3: Consider uploading a photo of yourself so that students know they are talking to the correct representative, as well as who they are leaving messages or notes for. To do so, go to Account, Personal Info, and scroll down to the picture field and select Choose Image. Then click Submit once you have uploaded the photo you want to be displayed.

Step 4: Go to Events; Career Fair; select the career fair you are participating in, then select View Chats. If you attempt to log in more than one hour before the event, only the Registered link will be active.

Step 5: You will want to open two browser windows: one for the career fair (HireAggies) and one for Zoom. Arrange as seen in the screenshot. This will enable you to interact with both applications throughout the event.

+ Group Chat Sessions
  • Group chat sessions should consist of 10-minute successive informationals, where students or alumni can come in and out in order to gather information about various employers.
  • You may have multiple representatives present in the Zoom session to share different perspectives of the practice or to help answer questions in the chat box.
  • You may use the Zoom “share screen” function to present a slide show or other information.
  • You will not need to interact with the HireAggies platform during this time unless you (or another representative) wish to search for and send invitations to fair participants.
+ 1-1 Chat Sessions

Step 1: In HireAggies, set your status to online, indicating you are available to chat. Students cannot join your queue or be invited to video chat unless at least one representative is online.

Step 2: Place your status on busy if you need to step away. Students cannot see your status, but the Simplicity program uses the status to give students an estimated wait time for each queue. If you need to end your day at the fair and are not returning, place your status as offline. Students will be notified at this time that you are no longer accepting chats, and you will be emailed the resumes of the students remaining in your queue.

Step 3: You may change your video chat instructions at any time.

Step 4: The 1-1 chat queue will go in the order in which the students joined. Scheduling ahead of time is not optional. It is first-come, first-serve, so you must select the students in the order they joined. For this reason, the next student available will be the only one the “start chat” option is available to select.

Step 5: Students, however, can join multiple queues. If your student is in a chat with another employer at the time they come to the top of your queue, they will show as busy, and the next student in line will become available for the chat option instead. Once the first student is free, they will resume their place in line in your queue and become available again.

Step 6: Employer representatives may view a resume of any student in their queue in advance under View Resume.

Step 7: When you invite the first student to chat, your HireAggies screen will transition to the below. In Zoom, be sure to Start Video.

Your chat timer is above the red “end chat” button to let you know your time that is set for the session. The timer will begin once the student has accepted the chat. You will receive an audio alert as well as a pop-up message when you are in the final minute of time in your chat. You have the option at that time to extend the chat by 2 additional minutes.

You may also view the student’s resume from this screen as well.

Step 8: Be sure to “end chat” when your time has concluded. You will be redirected at that time to a chat summary page, under the Completed Chats tab. In Zoom, allow the students to leave the meeting or use the “remove attendee” option; you should remain in the Zoom meeting.

Step 9: Before selecting another student from the queue, enter in notes and feedback on the 1-1 chat you recently concluded. Note whether you are interested or not interested, which you can then use as a sort field at the conclusion of the fair.

If you feel you should refer the student to someone else within your company, you may enter information for this person in the “future contact” location.

The notes area is only visible to your company representatives that are participating in the career fair. Students and other employers cannot see these.

When you are done filling in the information fields you would like, submit.

You will be sent back to the homepage under “Completed Chats”.

Step 10: Click on “upcoming chats” to continue.

Step 11: This process will repeat until there are no students remaining in your queue.

Step 12: At the end of the career fair, or even in the days following, you may return to the “completed chats” tab to view the students you talked to, their information, and/or your notes as well. You can sort the students by “overall feedback,” “chatted with,” or by the student's name.

+ Search for Students & Send Invitations

Step 1: If your queue is slow to fill you may generate interest for attending students to visit with you by returning to the Career Fairs tab under Events on the left-hand side. Once in the Events tab, you will again select the name of the fair you are attending, then you will select "All RSVP’d Students."

Step 2: From the attending student list you may select students you wish to invite by checking the box by their name, and selecting the option "Invite to Chat."

Step 3: If you would like to filter the list, you may do so under Advanced Search.

Step 4: You will have the option to message the student and tell them more about why you are interested in visiting with them. In doing so, please do NOT delete the bracketed text that is already pre-loaded in the message area. It is used by the platform to link the student to your organization properly.

+ Best Practices
  • Join the virtual fair early—the fair is open one hour before for employer set up.
  • Set Status to Online and make sure your chat instructions are correct.
  • Practice with Zoom ahead of time if you are unfamiliar with this video conferencing tool.
  • Start your Zoom meeting about 10-15 minutes before your first session.
  • Set up HireAggies and Zoom in two browser windows, side-by-side.
  • Give the student a minute or so to join the 1-1 video meeting.
  • When done chatting with a student, remove the attendee or let them leave the meeting. Do NOT end your video meeting. You will want to keep it open to meet with the next student in the queue.
  • Set your chat time for 5 minutes – you can always extend the time if needed.
  • Mark students and add notes at the end of each 1-1 chat—you may meet with a lot of students.
  • Be proactive and invite students before the fair starts or during breaks in activity!

 

Please Note: We’re adding official Veterinary Job & Externship Fair logos to your employer profiles in HireAggies to make it easier for our students to identify information about your practice. Please do not change these with your company logos. If you currently have a company logo, we are unable to replace it with the ones we have created, so we will be reaching out to send you the logo so you can make the replacement for us. We appreciate your help in making the Virtual Job Fair easier to navigate for our students in this regard.

 

Questions? Contact Dr. Laura Hammons
at lhammons@cvm.tamu.edu or 979.458.1089.