The document provides instructions for various administrative tasks for a Career Services office, including: 1) Scanning and emailing documents, answering phones, sending emails, scheduling appointments, and processing business cards. 2) Preparing for and cleaning up after events, and entering event attendance into the Career Net database. 3) Guidance for student walk-ins, accessing learning agreements, adding student placements, and coordinating boot camp sessions.

1. NYIT Training Guide
A. Scanning/Sending Documents Via Email
a. Login to the copy machine by entering “212019” into the department ID/PIN fields
b. Press “Main Menu” and “ShareScan” icons
c. Load document into top tray (don’t lift cover of the machine) and press the green
button right below “preview.”
d. Select “next” and enter the file name by using the keyboard icon and then press
“next” again.
e. The address book already has the names of the staff at NYIT, so you might only have
to type one letter in the “to” field.
f. The subject will automatically be “scanned document from canon_scan_exchange”
g. Hit “send” and you’re done!
B. Phone Responsibilities
a. When the phone rings, pick it up and say “Good afternoon, Career Services. (Name)
speaking, how may I help you?”
b. Transfer to the proper extension
c. If somebody wants to leave a message, take it down and give it to the counselor. You
can also post it on their office door.
C. Sending Emails
a. Type the person’s email address in the “To” field

2. b. Don’t forget to “Cc” the appropriate people
c. Be as specific as possible in order to avoid miscommunication
D. Events
a. Before
 Create sign-in list
 Rearrange tables/chairs
 Make sure that everybody has the documents they need
b. During
 If you get the opportunity, sit in on an event. Topics might include interview
preparation tips or the difference between business casual and business formal
attire.
c. After
 Collect sign-in list
 Put tables/chairs back in their proper place
 If any information has to be entered in a database, then you can do so whenever
you have a free moment.
E. Scheduling Appointments
a. In the Career Services account, go to Outlook
b. Click on “Calendar”
c. At the present time, 3 counselors are available to see students. You can find their
schedules and appointments must not be booked in the shaded spaces!

3. d. The counselors cannot be booked back-to-back, as they need 30 minutes between
appointments.
e. When students come in to schedule appointments, fill out a reminder card; if they do
it over the phone, send them a follow-up reminder email.
F. Business Card Process
a. Refer to the “How to Apply for Business Cards” guide; cards can be ordered via the
NYIT website.
b. Once the students pay the fee ($10 for 60 cards and $16 for 120 cards), production
takes 3-4 weeks.
c. When Career Services receives the cards, they get stored in a white box. A “Business
Card Sign-Off” list should be taped to the front of the box.
d. The business card box can be found in the cabinet to the left of the “CS
Ambassadors” plaque.
e. When the students come in to pick-up their cards, ask for their ID. Then they will
write/sign their names and the date.
f. Give them the cards and you’re done!
G. Career Net
a. There are 3 different types of accounts (students, employers, and jobs/internships)
b. Students are able to upload their resumes and it takes about 24-48 hours for approval
by a career advisor.
c. Following approval, students can search for jobs and internships

4. d. Once hired (the main goal!), the “report hire” function is used to record job
titles/company names.
H. Walk-Ins
a. These take place on Wednesdays from 1-3 and Thursdays from 2-4
b. At the most, they’re 15 minutes long
 Resume assistance
 Cover letter issues
 Searching for internships
c. Sometimes Stephanie, Larry, or James have other obligations during walk-in hours. If
only 1 person is available during walk-ins, you can suggest that students make an
appointment. Follow this procedure:
 Have the students sign-in
 Ask the counselors if they can see a student
 If they say “yes,” direct the student into the counselor’s office
 As the students are approaching their 15-minute time limit, gently knock on the
counselor’s door to let them know that they have other students waiting.
 Don’t forget to check students into Career Net, both under the counselor and
Jennifer Soliven.
 While students are waiting to see a counselor, have them fill out the pre-survey on
the electronic kiosk.
 When students leave a counselor’s office, have them fill out the post-surveys on
the electronic kiosk.

5. I. Entering Events/Attendance into Career Net
a. Click on database career events search
b. Click on event date (continue)
c. Search by date
d. Click on event student reg
e. Scroll to the very end of the list
f. Add student
J. Accessing Learning Agreements
a. Go to shared drive (X)
b. Go to career services
c. Go to experiential education
d. Go to internships
e. Go to certificate programs
f. Go to SP 2016
g. Go to learning agreements
K. Adding A Placement
a. Go to databases students search
b. In the “Student ID #” field, enter the student’s 7-digit ID number
c. Press the enter key
d. When the name comes up, click on the dashboard icon (this will look like a miniscule
magnifying glass).

6. e. Under “activity type,” you’ll see several categories, but choose “placements”
f. Click on “add new placement”
L. Boot Camp Sessions
a. There are 3 components:
 Signing students in
 Distributing paperwork
 Setting up the room
b. There is a pop-up session, so you’ll need to solicit students to participate
c. Support the staff who coordinate the workshops