Host Registration Form - U of A Job Shadow Week - February 18 to 21, 2020
Thank you for your interest in being a job shadow host for U of A Job Shadow Week scheduled from Tuesday, February 18 to Friday, February 21, 2020 organized by the University of Alberta Career Centre.

-  This registration form will take about 20 minutes to complete
-  It must be completed in one sitting.
-  The information cannot be saved part way through.
-  To move through the form, use only the "back" and "continue" buttons in the form, NOT in your browser.

Host registration closes on Tuesday, January 7, 2020 11:59 p.m. Extensions to the deadline may be considered.

Should you encounter any challenges in completing this form please contact careereducation@ualberta.ca or 780-492-4291.

To review the roles and responsibilities of being a host, please click here:

https://docs.google.com/document/d/1VHGPleGif5ajNcxaM_YO8Zp61fMBW5pVzo1SEmX1SKE/edit?usp=sharing

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Email *
Registration Form Content
If you are filing out this form ON BEHALF OF SOMEONE ELSE, you must fill it out AS IF YOU WERE THEM so that the profile MATCHES who the host REALLY IS.

If your colleague(s) want to have their OWN job shadow participant assigned to them, they MUST COMPLETE THEIR OWN job shadow host registration form. Please share the link to this form with them.

The information you submit will help applicants (students, alumni and postdoctoral fellows) make an informed choice when choosing their top three hosts, and the Career Centre staff in making successful matches.

To complete this form you will need to provide the following. Please take a moment to think about your responses before completing the form:

- Contact information
- Current employment details (job title, employer, skills you use on the job, tasks you complete on the job)
- Work history information
- Educational background
- Description of what your job shadow experience will be
- Your expectations of your job shadow participant
- Your estimated availability for Tuesday, November 12 to Friday, November 15, 2019

Freedom of Information and Protection of Privacy
Your personal identifying information such as name, phone number and email will only be used by the Career Centre administrator to match a job shadow participant to you.  Once matched, your contact information will be shared with only your job shadow participant(s).

Non-identifying information will be made public on the Career Centre website to help applicants choose a host. Click here for an example from November 2018:  https://docs.google.com/spreadsheets/d/1-yN1BuYog_oap1t4vREuNIE8RjeHrYkOuuPNVTitMJc/edit#gid=0 

Protection of Privacy: The personal information requested on this form is collected under the authority of Section 33(c) of the Alberta Freedom of Information and Protection of Privacy (FOIPP) Act and will be protected under Part 2 of that Act. It will be used for registration, administrative and assessment purposes for U of A Job Shadow Week offered by the Office of the Dean of Students, University of Alberta. For further information, contact the Office of the Dean of Students, University of Alberta: 5-02 Students' Union Building, Edmonton, Alberta, T6G 2J7; phone: 780-492-4755; or, email: dosdean@ualberta.ca.

Application and Matching Process
Job shadow applicants (students, postdoctoral fellows and alumni) complete an extensive application process. Based on your profile, they are asked to choose their top three job shadow hosts and write a 300-word essay in support of each choice. U of A Job Shadow Week is a competitive program and not all applicants will be matched; in turn, there is a chance that some hosts will not be matched.

Participants (applicants who are successfully matched: students, postdoctoral fellows and alumni) are also required to attend mandatory training at the Career Centre focused on professionalism and etiquette in the workplace and how to research your job and organization, thereby enriching the experience for both participants and hosts.  

The Career Centre will notify you of the results of the matching process at the end of October.

What is motivating you to be a host? (Check all that apply) *
Required
Job Shadow Host Registration
First name *
Preferred first name
Only fill out if different from above.
Last name *
E-mail address *
Used by both the Career Centre and your job shadow participant, if you are matched. All correspondence will be sent to this e-mail address.
Phone number - the best way for the participant to reach you *
Format: 123-456-6789
Job title (Please spell out acronyms) *
Example: ELC, Experiential Learning Coordinator
Employer/Organization *
Organization or service website *
If your employer does not have a website address, please put N/A.  Please provide the direct website link that best describes your organization and your role within it. For example, although the University of Alberta is my employer (www.ualberta.ca), I would provide the website URL of my particular department, the Career Centre (www.uab.ca/cc).
Job shadow location address - Use the address where the participant(s) will conduct the job shadow. *
Do NOT USE the mailing address (P.O. Box Number) or home office address, only the physical location of the job shadow itself.
City *
What is your primary work area/industry? Choose all that apply. *
Required
How to create the most effective job shadow experience
Your job may not allow for a job shadow participant to observe you for an entire day. Perhaps you have confidential discussions or tasks you must attend to, such as extensive time dealing with e-mail, which do not lend well to job shadowing.

In these instances, consider coordinating with a colleague(s) to have the job shadow participant switch between you and your colleague(s). This ensures the participant can engage in a full-day job shadow without disrupting your work schedule.

You may also consider enlisting multiple staff members to be a part of the job shadowing experience. This may help the participant explore how employees in one workplace interact and accomplish daily tasks. This might simply include eating lunch as a group or taking a tour of the workplace to meet everyone.

To review your roles and responsibilities as a host, please click here:

https://docs.google.com/document/d/1VHGPleGif5ajNcxaM_YO8Zp61fMBW5pVzo1SEmX1SKE/edit?usp=sharing
Your Job Shadow Experience
This section will be used to help the applicants browse the host profiles (similar to this: https://docs.google.com/spreadsheets/d/1SkYn9knGtN94ku-BRlRrYWSukIWe_jwv3ZmYlKcuiko/edit#gid=0

If you are filing out the form on behalf of someone else (i.e. you are not the host), please fill it out AS IF YOU WERE THEM (i.e. the host).

Participants have a variety of reasons for participating in the job shadow program ranging from general to specific. For example, they may want to learn about Canadian workplace culture, gain exposure to a possible career option, or exposure to a specific industry or occupation.
Describe your day-to-day activities and duties. Please provide sufficient details so that someone not familiar with your job will understand. (Maximum character count:1000) *
For example: I meet with clients. I give advice. I calculate interest rates so that the banks know what to charge customers. I analyze chromosome structures using conventional cytogenetics and molecular cytogenetics, such as array comparative genomic hybridization analysis (CGH).
What can the job shadow participant(s) expect to experience, observe, try, or learn during their job shadowing experience?  (Maximum character count:1000) *
Sample Job Shadow Itinerary: https://docs.google.com/document/d/1e9z_UcFM3t4i7kpYjOJ2bk4JvOtW72dQbEHYGTiINlI/edit?usp=sharing                For example: learn a software program, meet with stakeholders, visit a construction site, organize specimens, observe a surgery, role play workplace scenarios, attend meetings and debrief, meet with clients, eat lunch with the staff, participate in a hands-on activity, etc.
What transferable skills might the job shadow participant(s) expect to observe during this job shadow? (Choose all that apply) *
The list of skills below is taken from the Employability Skills 2000+ published by The Conference Board of Canada http://www.conferenceboard.ca/Libraries/EDUC_PUBLIC/esp2000.sflb 
Required
Who will job shadow me?
Participants have a variety of reasons for participating in the job shadow program ranging from general to specific. For example, they may want to learn about Canadian workplace culture, gain exposure to a possible career option, or exposure to a specific industry or occupation.

Participants include:
-  Undergraduate students
-  Masters students
-  PhD students
-  Postdoctoral fellows
-  Alumni
-  International students
Who would be best suited for this job shadow? Describe the job shadow participant (student, postdoctoral fellow or alumnus) who would get the most value from this experience. (e.g. interests, education background, and experience)? (Maximum character count: 1000) *
Although we do our best to match you with a suitable job shadow participant, we appreciate you being open to the variety of interests and backgrounds job shadow participants have.  
Describe how your job shadow participant should prepare for a job shadow with you. (Maximum character count: 1000) *
For example: Obtain a criminals records check, obtain Rubella vaccination, browse your website, prepare a resume, research the organization, etc.
At the Career Centre we believe that your job is only one part of your life and career.
Are there other aspects of your life and career you are interested in sharing with your job shadow participant? (Maximum character count: 1000)
For example: Previous jobs, volunteering, hobbies, etc.
If applicable, describe of your paid and/or volunteer work outside of Canada. (Maximum character count: 1000)
Some participants may benefit from knowing more about your personal situation. Please choose the topic(s) that APPLY TO YOU PERSONALLY and that you are comfortable discussing with your job shadow participant.
Please note: You are not required to disclose any of the following information.
Host's Education
If you do not have a post-secondary degree or diploma, enter your highest level of education.
Name of most recent degree or diploma (and discipline). *
DO NOT ABBREVIATE. Example: Bachelor of Arts in Sociology. Enter only ONE degree, diploma or certificate per text box.
Name of institution *
DO NOT ABBREVIATE. Enter only ONE institution per text box. Example: University of Alberta.
Additional Education
Name of degree or diploma (and discipline) or certificate.
DO NOT ABBREVIATE.  Example: Bachelor of Arts in History. Enter only ONE degree, diploma or certificate per text box.
Name of Institution.
Enter only ONE institution per text box. Example: University of Alberta.
Additional Education
Name of degree or diploma (and discipline) or certificate.
DO NOT ABBREVIATE. Example: Engineering in Mechanical Engineering. Enter only ONE degree, diploma or certificate per text box.
Name of Institution.
Enter only ONE institution per text box. DO NOT ABBREVIATE. Example: University of Alberta.
Additional Education
Name of degree or diploma (and discipline) or certificate.
DO NOT ABBREVIATE. Example: Bachelor of Commerce in Finance. Enter only ONE degree, diploma or certificate per text box.
Name of Institution.
DO NOT ABBREVIATE. Enter only ONE institution per text box. Example: University of Alberta.
Job Shadow Length
Is your workplace wheelchair accessible? *
We understand that you may not know your availability this far in advance, but do your best to estimate your availability. Please choose all the days you are available to host a participant. Once your match is confirmed you will confirm your availability with your participant(s) directly.  Your availability may change, please do your best guess. *
Once your match is confirmed you will confirm your availability with your participant(s) directly.  Your availability may change, please do your best guess.
Required
Do you want to host job shadow participant(s) for ALL or SOME of the days you chose above?   *
Number of Job Shadow Participants
Some hosts are chosen by many job shadow applicants. As a result, you have the option of being matched to multiple job shadow participants.

You can host:
-  multiple participants on the same day(s), or
-  one participant for multiple days.  

You will be required to confirm your schedule directly with your participants and decide which participant(s) will job shadow on which day(s).

PLEASE NOTE: If your colleague(s) want to have their own job shadow participant assigned to them, they must complete their own job shadow host form.  

To learn about the benefits of hosting more than one participant at a time, read our guest blog post: http://careersnapshots.blogspot.ca/2016/07/career-snapshots-job-shadow-week.html 
Up to how many participants would you be comfortable hosting (February 18 to 21, 2020)? *
If you choose to host more than one participant we cannot guarantee that more than one participant will be assigned to you.
Would you prefer to host your job shadow participant(s) on the same day(s) or on different days? *
Additional Job Shadowing Opportunities
The University of Alberta Career Centre organizes U of A Job Shadow Week in both the fall and winter terms.  The next U of A Job Shadow Week will be in February 2020.
Would you like to be contacted to be a host for U of A Job Shadow Week in November 2020? *
Additional Availability for Job Shadows (Check all that apply)
We often get requests from students, postdoctoral fellows and alumni to job shadow at other times of year.

Are you interested in hosting a job shadow participant at another time of year?
Would you like to learn more about Career Centre Services?
The University of Alberta Career Centre offers many career services for employers, current and prospective students (including high school students), postdoctoral fellows, and alumni.Please visit www.uab.ca/cc for more details on our services.
Questions, comments or concerns you may have regarding the U of A Job Shadow Week program or any Career Centre services.
Would you like a Career Centre staff member to follow up with you to discuss our programs and services or your comments, questions or concerns?
Clear selection
Form Complete
To review your roles and responsibilities as a host, please click here:

https://docs.google.com/document/d/1VHGPleGif5ajNcxaM_YO8Zp61fMBW5pVzo1SEmX1SKE/edit?usp=sharing

You may also find this sample itinerary helpful:

https://docs.google.com/document/d/1e9z_UcFM3t4i7kpYjOJ2bk4JvOtW72dQbEHYGTiINlI/edit?usp=sharing

Job Shadow host registration closes on Tuesday, January 7, 2020. Applications for students, alumni and postdoctoral fellows open on Thursday, January 9, 2020.  

We are seeking 200 hosts. Help us spread the word!

Matches will be confirmed in late January.  There is a possibility that you may not get matched to a job shadow participant. For questions or concerns, please e-mail careereducation@ualberta.ca or call 780-492-4291.

If your availability or work details change before February's U of A Job Shadow Week, please be in touch and we will assist you in changing your details.

To return to the job shadow week page, please visit https://www.ualberta.ca/career-centre/programs-events/job-shadow
A copy of your responses will be emailed to the address you provided.
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