The functionality of WaterlooWorks is aimed at improving the user experience for students, staff, alumni and employers.
CECA is committed to clarity and transparency around the new functionality in WaterlooWorks. Based on inquiries and feedback we’ve already received, this page will profile several of those functions.
Your feedback is always welcome and can be provided by filling out the survey linked from your WaterlooWorks dashboard.
WaterlooWorks application status & job status
- WaterlooWorks has an application status and a job status. Not all status values are displayed to students (or employers) as some are interim in nature and may be used by staff, or in some cases employers, to assist with the employment process.
- At any point in time, employers may decide not to proceed further in the employment process and jobs may become “stalled”.
- CECA monitors jobs closely and works with employers to keep them moving through the process.
- When reviewing applications, employers may choose not to take specific action with every application (eg. may leave an application status at applied and not indicate that it is “not selected”).
- In these cases, CECA does not automatically update the application status as the job continues to move through the process. This is in order to preserve the application status for the employer should they choose to “go back” to an earlier step in the employment process.
To understand where a job and your application is in the cycle, you will need to look at both the job status and your application status – this can be easily seen on the “Postings/Applications” page on your dashboard.
Job and application status combinations
App status →
Job status ↓
|Applied||Not selected||Selected for interview||Employed|
|Open for applications||The job posting is open. Your application was received.|
|Expired - apps available||The job posting has closed. Your application was received.|
|Interview selection complete||You were not selected for an interview, BUT you may still be considered as an alternate.||You were not selected for an interview.||You were selected for an interview.|
|Interviews complete||You were not interviewed.||You were not interviewed.||You were interviewed. The employer has not yet submitted rankings.|
|Emp rankings finalized||You were not interviewed.||You were not interviewed.||You were interviewed. The employer has submitted rankings.|
|Filled/unfilled/part filled||You were not interviewed.||You were not interviewed.||You were not matched.||You were matched.|
|Cancelled||The job posting is cancelled.||The job posting is cancelled.||The job posting is cancelled.|
|Sub-posted||This job was unﬁlled or part-ﬁlled after a match. The employer has decided to re-post the job to ﬁll its remaining openings. Re-apply to the new instance of this job posting if you are still interested.|
WaterlooWorks job application limit
Current state – spring 2017
- The application count in WaterlooWorks will be set at 50 for the main round, and will be bumped up to 200 at the start of the continuous round. Later in the term, we will reassess the app limit for those students still unemployed and adjust it as necessary.
- A student’s personal app count includes all submitted applications. If a student cancels an application before the application period for that job ends, they will get this count back. However, if a job is filled, part-filled, or cancelled, and the student has not been selected for an interview, they will not receive this count back.
- Note – There is no app count for graduating or alumni jobs. Students using these categories may apply to as many jobs as they please within their Hire Waterloo category.
- Students are obligated to take every interview they receive. CECA does not want students getting into situations where the time commitment for interviews impacts negatively on their studies.
- CECA recommends that you apply to jobs thoughtfully and only have as many jobs active as you can manage from an interview standpoint
- Note – in future terms, CECA may make additional adjustments to the application limit based on the experience gained this term, as well as potential system enhancements
- The app limit that was previously utilized within JobMine was quite complex; an individual’s personal application count was incremented with every application submitted, unless a job was considered ‘non-counting.’
- The count was decremented for a variety of reasons including: If the application was cancelled by the student, if the job was cancelled or filled, or if the student was not selected
- A JobMine ‘glitch’ existed, meaning that a student’s application count was adjusted prior to rankings being released if the student was not ranked
- The reason for an application limit is to help ensure that students apply to jobs thoughtfully, benefitting both students and employers
- CECA wants to ensure that when employers are reviewing applications and interviewing students, that the applications are from students who are genuinely interested in the position available
- The application limit also prevents students who are not genuinely interested in the job from taking interview spots away from students who are interested
- The Request for Proposal (RFP) for the new co-op administration system (i.e. WaterlooWorks) included the following requirement with respect to an application limit:
- The ability to limit the number of jobs that a student can have ‘in play’ at any point in time (under active consideration for – applied, selected for interview, alternate, ranked) – including the ability to set different limits by student level and/or program
- WaterlooWorks did not have any application limit functionality ‘out of the box’ when it was initially purchased. UWaterloo would have to pay to make this specific modification, and while a budget was set for modifications, based on student and staff input, a decision was made not to pay for this specific modification.
- The vendor for WaterlooWorks, introduced a basic application limit (details above) as part of their continuing enhancements to the product. This was not at the request of, or paid for by the University and not based on any business requirements that CECA provided. CECA has chosen to take advantage of this basic application limit functionality, but we have not requested any additional enhancements at this time.
Your application count
To keep track of your applications,
- Click the grey ‘Postings/Applications’ tab from your dashboard
- Select the application type—choose from:
- Co-op Applications (default)
- Alumni and Other Applications
- Graduating Applications
- Select the time-frame from the ‘Applications submitted in:’ dropdown menu.
Your results will display in a chart, with a Total count, as well as a status break-down. Your ‘Total submitted’ number is your application count.
Your active applications
To find your active applications, click the blue ‘view’ button in line with the ‘Applied’ status on your submitted applications table (see above for steps to navigate to this table).
WaterlooWorks search tools
Optimize your search output by maximizing the following search functionality in WaterlooWorks. Visit the WaterlooWorks student help pages for more information on how to use these tools.
- This option searches all fields of the jobs posting for matching text, with the exception of the Compensation and Benefits field—you can search anything, including an employer’s name and your program code
- Use it to find jobs for your program by searching for related keywords (see ‘Clusters’)
- This search allows you to look for jobs in your target city, region, province, state, country, and/or postal code
- Visit the Ontario Region map and the Regions tool page for more information on the groupings
Tip: For example, to search for jobs located only in Burlington, Ontario, type ‘Burlington’ into the ‘Location’ search bar and click ‘Apply Filters.’ This filter may be combined with other filters to create a newer, more condensed list of jobs.
Tip: Use this search to narrow your results. Once you have a large number of jobs, search by area, whether small like ‘Waterloo Region,’ or large, like ‘Australia,’ to find your preferred locations.
Use these eight searches to get an overview of the postings:
- For My Program: this search will bring up all the postings that have been mapped to your targeted degree or discipline by the employer and CECA staff
- Your results will depend on advertising clusters mapped to the job and to your program. For more information on advertising clusters, see the ‘Clusters’ section as well as the cluster mapping page
- You can further filter these search results to find the jobs you’re looking for (see ‘Progressive Filtering’) and save your search (see ‘save search & email notification’)
- Applied To: this search shows you the status of all your applications; sort by the ‘internal status’ column to determine whether you’ve been selected—these are your active applications.
- Visit the application status & job status functionality spotlight for more information
- Shortlist: add jobs to your shortlist to keep track of your favourite postings
- Viewed: use this tool to locate jobs that you’ve already seen
- New Posting Since Last Login: note that these postings are new since your last login, not necessarily since your last search
- Postings added in the last 7 days: this is a great way to stay on top of new jobs if you’ve been away from WaterlooWorks for a little while
- Application Deadline Today: this is a lifesaver in continuous round when deadlines come quickly
- Application Deadlines in the next 10 Days: this is a great tool to help you prioritize which jobs you should apply to first
Specify exactly what you’re looking for by entering as many advanced search parameters as you’d like. These parameters search on every field in the job posting except ‘Compensation and Benefits’. Here are just some of the parameters that you can use:
- Application Deadline (range)
- Work Term (Winter, Spring, Fall) and work-term duration (4 months, 8 months)
- Number of Job Openings
- Job type (NOC codes)
- Level (Junior, Intermediate, Senior)
- Additional Job Identifiers (OSAP recipient, Pharmacy, research, CATO etc.)
- Job Summary, Responsibilities, Required Skills, Transportation and Housing
- Targeted Degrees and Disciplines (Program Clusters and Individual Programs)
- Date posted
Login to WaterlooWorks to view them all. Remember, the more search parameters you select, the fewer results you’ll receive.
Tip: If you’re looking for a job in a specific field, search by type using NOC codes
Tip: Some jobs are restricted to OSAP recipients, use the job identifiers to search for these
- There are two types of clusters: thematic and academic
- Thematic clusters: relate to the function of the job
- Academic clusters: relate to academic programs
- Every cluster is associated with one or more academic plan, and every academic plan is associated with multiple clusters. Look into the clusters related to your program.
- Employers pair their job with the thematic clusters that they believe will attract the ideal candidates for the job without having to know their academic programs
- Hold down the control key while selecting your choices to select multiple clusters
Tip: Use the quick search ‘For my program’ to find jobs with clusters that fit your field of study. Or, use the advanced search to look for the jobs that fit certain thematic clusters.
For example, if you want to look for jobs related to sustainable development, use the advanced search to select the theme ‘Sustainable Development’ to find jobs in this field.
Tip: For job variety, use the clusters to search for jobs related to other programs that you’re interested in. Or if you know that your program is mapped to six clusters and you only want to search for jobs related to two of the clusters, skip the ‘For my program’ quick search and select the clusters in an advanced search instead.
A great way to organize your search process is to search, filter, sort, repeat.
- Search: use the keyword search, location search, quick search, or advanced search first to narrow your results based on your first priority in a job
- Filter: on the search results page, use the keyword and location filters to further narrow your results. You can use multiple filters at a time and save your search (see ‘Saved search & email notification’)
- Sort: as you view the postings, use the shortlist and Not Interested buttons (see ‘Shortlist’ and ‘Not Interested’) to sort your results. You can also use the column headings to order your results according to the postings you’d like to review first
- Repeat: follow these steps until you have enough jobs on your shortlist to start applying
Tip: Come up with a list of things you’re looking for in a job and search according to the most important ones first. Then, filter and sort the results according to your other priorities.
Saved search & email notification
- Once you’ve filtered your results, you have the option to save your search, which means you’ll be able to use these parameters to search within another batch of results
- You can have up to five saved searches at a time, each with multiple search criteria
- Using the email notification tool, you can also choose to receive emails when new job postings that match your search criteria are added. The system will send you one email each night if new matched jobs are posted and runs all term.
- Delete saved searches by adjusting your preferences in the ‘Manage Saved Searches and Email Notifications’ section
Tip: You can filter and save your searches multiple times. A good way to keep track of them is to name your saved searches accurately.
- You can choose to shortlist a job from your search results or within a job description by clicking the shortlist button. This allows you to create a list of jobs you wish to identify for further review and can be accessed from the main search page as part of the quick searches.
- To remove a job from the shortlist, add it to your Not Interested list using the trashcan icon to the right of the job title. Note that once you apply, the job will remain on your shortlist.
Tip: It helps to review the jobs on your shortlist before you start applying in order to confirm that you’re still interested in them.
- The last column on the right of the search results page has a trashcan icon that marks a job as Not Interested. This removes the job from showing in all future search results. A user can also mark a job as not interested from within a job posting. When a job is marked as Not Interested, it will not display in the Quick Search results.
- If an employer changes the job posting for a job in your Not Interested list, it remains in your Not Interested list, meaning you would not be aware that it has changed. You must go into the main search screen, click ‘Manage Saved Searches and Email Notifications,’ and remove the job from the list if you wish to include it in your search results.
- You can still apply to jobs from your Not Interested list, however they will be removed from the list and included in your search results
Tip: It helps to eliminate jobs that you know you’re not interested in. Whether the job is in a location that’s difficult for you to reach, requires something that you don’t have—like a car or OSAP funding, or is too Junior for your level, removing it from your results will streamline your search process.
Having trouble getting an interview?
- Keep your search parameters broad
- Look for jobs outside your program; the right job for you may not necessarily be paired with your academic plan so it’s important to look for jobs in related programs as well
- Use the advanced search to select thematic clusters that interest you and reflect your current skills, as well as the ones you hope to develop
- Search for jobs in less popular locations
- Look for jobs with low applications
- Apply to jobs you’re interested in even if you have fewer qualifications than are required
- Reach out to your advisor for help using the Send a message feature on WaterlooWorks
- Visit the Centre for Career Action, and book a resume critique appointment
WaterlooWorks rate my work term
Rate my work term is now live on WaterlooWorks.
- Developed with representatives from UWaterloo student societies
- Incorporates campus-wide student survey results
- Is a first iteration; enhancements may occur in the future
- Was purposely kept to under 10 questions to ensure
- it’s quick and easy for students to fill out
- students will not be overwhelmed in the job-searching process once we present the data back to them
- Students on a work term in Winter 2017 have been prompted to complete the questions as part of their ‘Work term Recap’ form
- The first part of this form is for CECA use, the second part are the 8 required RMWT questions (see below)
- This is an anonymous way to share information about your work term
Plans for future terms
- Response data will be presented back anonymously to both students and employers.Students will be able to use the information to aid in their job search.Employers are eager to see how they’re doing and where they can improve
- We will wait to present responses until we have a sufficient amount in order to ensure anonymity
- Students will not be able to search or filter by these responses
- Open-text responses may be a future enhancement, though we need to gain experience with the current functionality before considering this
The more responses we receive, the richer the data for future students applying to jobs. If you’re finishing a work-term, don’t forget to rate!
Rate my work term questions:
Rate the following (with 1 being completely unsatisfied and 5 being completely satisfied):
- Availability of employer support (e.g. start of the term in the company, ongoing interactions with supervisors/others, general feedback, and end-of-term transition)
- Opportunities to learn or develop new skills
- Opportunities to make meaningful contributions at work
- Opportunities to expand your professional network
- Appropriate compensation and/or benefits
Rate the following (with 1 being not related at all, 3 being somewhat related and 5 being closely related):
- How closely your work was related to your academic program
- How closely your work was related to the skills you are developing at university
Rate your overall satisfaction level with your work term (satisfaction takes into consideration the work being assigned, support and resources, the work environment, whether the job is meeting your expectations, etc.), with 1 being least satisfied and 10 being the most satisfied
To rate your work term:
1. Click the blue ‘View Work Term Record’ button, located within the ‘Co-op Sequence Summary’ table on the right side of your dashboard
2. Scroll down to the ‘Work Term Details’ tab and click ‘WorkTerm Recap’
3. Click the blue ‘Create Record’ button
WaterlooWorks creating application packages
- In WaterlooWorks, you can upload documents or create application packages in advance of applying for jobs.
- You can also do both of these things during the application process. Note that documents cannot exceed 5MB in size and must be in PDF format.
- All application packages are submitted to employers with the following document order:
- Co-op work history
- Cover letter
- Grade report
- Other – per job posting
To upload a document, follow these steps:
- From the dashboard, click 'Upload a Document'
- Select the module you want to upload the document to based on the type of job(s) you'll use the document to apply to:
- Co-op Documents
- Graduate Documents
- Alumni and Other Documents
- Name your document
- Note: WaterlooWorks allows you to use the same name for multiple documents, so make sure you can differentiate between them in some way if you choose to use the same name
- Select the type of document you are uploading
- An ‘Other’ document may include a coding sample, writing sample, references, etc.
- Choose a file to upload onto the system. The file must be in PDF format and cannot exceed 5 MB in size.
- Click 'Upload Document'
To upload a default résumé:
- From your dashboard, click on the ‘Documents’ tab
- Under ‘Your default documents’ click ‘Upload a default’ to set a default résumé
- Follow the same steps as above and click ‘Upload document’ when complete
- Note: if you have already uploaded a résumé that you want to set as your default, click ‘View’ next to ‘Resume’ to view all uploaded résumés, and click ‘Make Default’ next to the document you want to set as your default résumé
To set a default application package:
- From your dashboard, click on the ‘Documents’ tab
- Under ‘Your default documents’ click ‘Set a default’ to set a default application package
- If you have an application package created that you want to use as your default, select it from the drop-down list. Your choice will save automatically.
- If you are creating a new application package to set as your default, click ‘Create Application Package’
- Name your package
- Note: WaterlooWorks will allow you to use the same name for multiple documents, so make sure you can differentiate between them in some way if you choose to use the same name
- Select the documents you wish to include in your package from the drop-down lists
- If you want to upload a new document, click ‘Upload a document’. See steps for uploading a document.
- Click ‘Submit’ to set the package as your default
- CECA suggests the following file naming convention: ‘Student Last Name, Student First Name Document Type’ (e.g. ‘Doe, Jane Application Package’ or 'Doe, Jane Resume')
- To reference an online portfolio, attach an ‘Other’ document that contains the URL to your portfolio
- Note: Any hyperlinks included in a submitted document will not be active in the quick preview mode of that document. They will be active in the document itself once downloaded and opened.
- View documents or application packages by clicking the 'Download PDF' button beside the relevant document
- Application packages must contain all the documents requested in the job posting to successfully be submitted. Incomplete packages will not be eligible for submission.
- A default application package is sometimes required by CECA if it is desired that your application be added to a specific job, at an employer’s request. For this purpose, it is beneficial to include in your default application the following documents:
- Co-op work history
- Generic résumé
- Updated grade report
- Documents and application packages cannot be deleted, but you may archive them by clicking the ‘Archive’ button beside the relevant document
- You can archive grade reports, co-op work history, and application packages that you no longer require for job applications. By doing so, you remove these documents from any document lists you will see when applying to job postings. This does not impact any previous applications sent using these documents. To use archived documents again for applying to jobs, you will need to remove them from your archives.
- To download any of the documents to your personal computer, click the 'Download PDF' button from the 'Documents' tab on your dashboard
- Manage your default documents by clicking ‘Click to Change’ under ‘Your default documents’ or by going to the document and clicking ‘Remove Default’
- To create your PDFs, it is recommended that you use the “Save as PDF” function in Microsoft Word (Mac and PC)
WaterlooWorks accepting the terms and conditions & setting intentions
Before you can search and apply for jobs on WaterlooWorks, you must
- Accept CECA’s terms and conditions
- Submit your job search intentions
- Have a co-op status of UI (Unemployed: Interview process) – you must be on a recruiting term and unemployed to search and apply for jobs
To accept the terms and conditions
- Scroll to the ‘Hire Waterloo Co-op Summary’ section on the dashboard
- Click 'Click Here to Accept' in the section for the upcoming work term
- Read the terms and conditions thoroughly, and click ‘Accept’
To submit your job search intentions
1. Scroll to the ‘Hire Waterloo Co-op Summary’ section on the dashboard and select (from the dropdown menu) whether you’ll be participating in the job search (i.e. using WaterlooWorks to find a job), finding your own job, returning to a previous employer, or doing something else in the section for the upcoming work term
|Returning to a previous employer||You are returning to an employer that you have worked for during a previous co-op term. You have organized this yourself and do not intend to use WaterlooWorks to apply for the position.|
|Participating in the job search||You are planning to search and apply to jobs through WaterlooWorks.|
|Finding your own job||You are planning to obtain/are in the process of obtaining a job by searching on your own. You do not plan to search and apply to jobs through WaterlooWorks.|
|Other - per job posting||You are not planning to pursue any of the above options this term. Perhaps you are planning on taking a term off or are opting to complete a study term. Please include a brief explanation of your term intentions when prompted in the box that appears next to ‘Comments.’|
2. If you are returning to a previous employer, please select the employer name from the dropdown menu that appears after selecting 'Returning to a previous employer'
3. Click 'Submit'
Note: For more information on arranging your own job or returning to a previous employer, refer to the student help documentation.
To check and confirm your co-op status
- Click the ‘Co-op’ tab on your dashboard
- Scroll to the row for the upcoming work term and ensure your status is set to ‘UI’ (Unemployed: Interview Process). You will only be able to search and apply for jobs if you are scheduled to be on a work term and are unemployed. Get an explanation of other status codes.
- Note: if your status is not set to UI, but you would like to search and apply for jobs on WaterlooWorks, please send a message to CECA. Get help sending a message to CECA.
Keeping your job search intentions up to date
- Keeping your job search intentions up to date allows your CECA advisor to understand what support to provide you. You'll be prompted twice during the term to indicate your job search intentions:
- At the start of the term
- After the first round match process
- At each request, submit your intentions using the steps listed above
- If your plans change throughout the term, follow the same steps to update your intentions as necessary
- Note: CECA asks that you keep your job search intentions up-to-date because it allows the proper support services to be offered and provided to you throughout the term.
- For example, if you are arranging your own job, your CECA advisor will work with you to ensure that the appropriate forms are completed and that your records are kept up-to-date to reflect your employment status.
WaterlooWorks application package document order
Current term – spring 2017
- CECA has changed the document order in application packages to accommodate student and employer feedback. The following is the new order that documents appear in an application package:
- Co-op work history
- Cover letter
- Grade report
- Other – per job posting
- The current application package document order reflects that which was used in JobMine
- WaterlooWorks was implemented university-wide in December, 2016. At this time, documents in an application package were seen by employers in the following order:
- Cover letter
- Grade report
- Co-op work history
- Other – per job posting
- Students asked for co-op work history to be presented first in application packages, as it was in JobMine. The rationale for this was to showcase overall work-term evaluations before hiring managers could take grades or résumés into account during interview considerations.