workbook - co-op

workbook2012-2013

Co-oP work term IN reVIew

work term in review: 2012-2013

Produced by the Co-operative Education Programs of the University of Ottawa100 Thomas More, 4th floorOttawa ON K1N 6N5

Telephone: 613.562.5741E-mail: [email protected] site: www.coop.uOttawa.ca

No part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of the University of Ottawa.

This guide includes a number of links to various online resources, which were valid at the time of printing. Since links are often modified, we invite our readers to consult our online version for the latest URL updates.

University of Ottawa, CO-OP Programs 1

WORK TERM iN REviEW — WORKBOOK

workSHoP oUtLINe

INtroDUCtIoN ............................................................................................................................... 2FACiLiTATOR’S BACKGROUND .................................................................................................................... 2WORKSHOP GUiDELiNES ........................................................................................................................... 2WORKSHOP AGENDA ................................................................................................................................. 2

ProFeSSIoNAL DeVeLoPmeNt ................................................................................................. 2

ACtIVItY: work-term eVALUAtIoNS – tHe F.r.e.D. teCHNIQUe ........................... 3

NetworkING ACtIVItY .............................................................................................................. 5Who is in your network? ............................................................................................................................. 5

reSUmÉ UPDAteS ........................................................................................................................... 7

ACtIVItY: USING DIreCt VS. INDIreCt wrItING StYLe IN YoUr reSUmÉ ........ 7

ACtIVItY: reSUmÉ reVIew ....................................................................................................... 8Book a resumé review ................................................................................................................................ 8Thinking ahead: strategizing for the future .................................................................................................. 8

tIPS oN wrItING YoUr work-term rePort From tHe ACADemIC wrItING HeLP CeNtre ................................................................................ 9Structure your report logically ..................................................................................................................... 9Structure your sentences properly ............................................................................................................... 9Use a clear precise vocabulary .................................................................................................................... 9Ensure subject/verb agreement .................................................................................................................. 9Maintain parallelism ................................................................................................................................... 9Check your spelling .................................................................................................................................... 9Punctuate correctly .................................................................................................................................. 10Eliminate homophone errors ..................................................................................................................... 10Cite your references ................................................................................................................................. 10Revision checklist ..................................................................................................................................... 10

CoNCLUSIoN .................................................................................................................................. 11Next steps ............................................................................................................................................... 11Resources ............................................................................................................................................... 11

APPeNDIX ......................................................................................................................................... 12Stop-Start-Continue Activity ...................................................................................................................... 12Questions to consider .............................................................................................................................. 14Changing your job application strategy ...................................................................................................... 15Growing your network .............................................................................................................................. 16Direct vs. indirect writing style .................................................................................................................. 17Reflect upon answering the question, “Why didn’t you do well in your final evaluation?” ............................... 19

2 CO-OP WORK-TERM iN REviEW – WORKBOOK


INtroDUCtIoN

FACILItAtor’S bACkGroUND

workSHoP GUIDeLINeSArrive on time• Sign the attendance sheet• Play an active role• Respect others•

workSHoP AGeNDA

review past work term and prepare for the next by:

Defining professional development• Reflecting on your work-term evaluations• Networking discussion and activity• Updating your resumé• Strategizing for the future• Writing the work-term report•

ProFeSSIoNAL DeVeLoPmeNt

What is professional development?• What are the potential results • of professional development?

Potential results of professional development:

Greater ability to secure work terms • that match your career goalsOpportunity to increase preparedness • for employment post-graduationGreater flexibility in terms of career choices• More depth and breadth in work projects • leading to greater responsibilityMore rewards (both extrinsic and intrinsic)•

NoteS

INtroDUCtIoN



ACtIVItY: work-term eVALUAtIoNS – tHe F.r.e.D. teCHNIQUe

tHe F.r.e.D. teCHNIQUe

Purpose:To reflect upon performance during your last work term and better understand its potential impact on your professional career.

Part 2Be prepared to share your thoughts with the larger group

rationale:By reflecting upon your past work performance, you can identify ways to improve future performance.

Part 1 – IndividuallyReflect upon your evaluation using the F.r.e.D. technique:

FACtS

What facts do you remember, if any, that may have influenced your employer to give you this evaluation?

What observations did you make during your work term that factor into the evaluation?

eVALUAtIoNS

What has been your greatest insight since receiving this evaluation?

What is your assessment of the evaluation you received? is it accurate in your eyes?

reFLeCtIoNS

What was your first response to the employer’s evaluation?

How did you feel?

DeCISIoNS

How will the employer’s evaluation affect your future performance, if at all?

What decisions will you make/have you made for the future?



tHe F.r.e.D. teCHNIQUe: NeXt StePS

NoteS

tHe F.r.e.D. teCHNIQUe

Counselling and Personal Development Service100 Marie CuriePersonality assessment and guidance

Career Services312 UCU - 3rd floorvolunteeringMentorshipAssociations related to your field

Local school boardsEnglish as a second language (ESL)Language instruction for newcomers to CanadaPlus much, much more!

Check outwww.ocdsb.edu.on.cawww.winterconnections.com


WORK TERM iN REviEW — WORKBOOK NetworkING ACtIVItY

Purpose:To get you thinking about your developing professional network.

rationale:To keep your network healthy and growing you need to nurture it, by staying in touch with supervisors, colleagues, fellow volunteers, etc.

NetworkING ACtIVItY

who is in your network?individually, spend time completing the table below:

NAME OF CONTACT TiTLE RELATiONSHiP TO yOU CONTACT iNFORMATiON

Name three ways these people have assisted you in your professional development.


WORK TERM iN REviEW — WORKBOOKNetworkING ACtIVItY

How can you ensure these people remain in your network?

For more reflections on networking see page 16 of the appendix.


WORK TERM iN REviEW — WORKBOOK reSUmÉ UPDAteS

reSUmÉ UPDAteS

ACtIVItY: USING DIreCt VS. INDIreCt wrItING StYLe IN YoUr reSUmÉ

Purpose:To provide you with a sense of the inherent differences in direct and indirect writing styles.

rationale:As you advance in your career and gain pertinent experience, it is important for your resumé to reflect this change. Writing in a more direct style is a way to show that you have relevant experience. in the direct style, the verbs at the beginning of the phrase directly describe the action that took place rather than the learning that occurred.

For the examples below, determine if an indirect or a direct writing style is used. How can you tell?

improved teamwork skills while interacting with fellow employees to create advertising displays.

Successfully developed new antibodies for use in breast cancer research and therapy by experimenting with antigen preparation and immunization routines.

Now, make these changes on your own resumé as soon as possible.Show potential employers that you HAvE relevant experience.

Make their work easier – they will appreciate it!

See page 17 of the appendix for more practice with changing an indirect style of writing to a direct style.


WORK TERM iN REviEW — WORKBOOKreSUmÉ reVIew

ACtIVItY: reSUmÉ reVIew

Purpose:To verify that all important resumé details have been updated and revised.

rationale:The resumé is a document that is under constant revision. While greater experience adds to each individual’s candidacy it does not replace the need for revisions and updates.

As a larger group:Review a student’s resumé

Check:Security clearance field updated• Recent work term added• Look for direct vs. indirect writing style• Updated year of study• Old information deleted or modified to better reflect • what employers in your field are looking forNew reference(s) added• Action words used• First-person pronouns removed• No spelling or grammar errors• Accomplishments added•

book A reSUmÉ reVIewContact the CO-OP Office at [email protected] or at 613.562.5741

tHINkING AHeAD: StrAteGIZING For tHe FUtUre

How will you write your resumé to support • your career objectives?What types of jobs will you apply for to develop • your knowledge, skills, and abilities?How will you market yourself in interviews • to increase your competitive advantage?How will you write your work-term objectives • to increase your professional development?

NoteS


WORK TERM iN REviEW — WORKBOOK tIPS oN wrItING YoUr work-term rePort

Structure your report logicallyDivide your report into sections, keeping in mind the type of report that you have chosen. This will help you present your ideas in an organized and clear manner. When you revise your report, make sure that the central ideas stand out.

Structure your sentences properlyAvoid run-on sentences (two complete sentences joined together) and sentence fragments (a group of words that has no subject or verb and expresses an incomplete thought). Make sure you use both commas and conjunctions properly when joining complete sentences or ideas together.

i managed a number of projects. most notably a communication plan and a marketing strategy.

i managed a number of projects, most notably a communication plan and a marketing strategy.

Use a clear precise vocabularyChoose your words carefully. Avoid vague or ambiguous language; be direct and clear. Avoid informal language such as slang, unnecessary abbreviations and clichés.

i went to a workshop on fundraising.

i participated in a workshop on fundraising.

ensure subject/verb agreementCheck your sentences carefully to make sure that plural subjects agree with plural verbs and singular subjects agree with singular verbs.

the administrator in charge of all other staff members are eager to share the workload.

the administrator in charge of all other staff members is eager to share the workload.

maintain parallelismUse the same format for words in a series, sequence or list. This means using the same word type (adjective, verb, noun, etc.) and the same verb tense if possible.

My duties included planning meetings, scheduling events, and I arranged several fundraisers.

My duties included planning meetings, scheduling events and arranging several fundraisers.

Check your spellingDon’t rely on the spelling or grammar checking functions of your word processor. Check your text yourself. Leave some time after writing for revision, and revise more than once.

tIPS oN wrItING YoUr work-term rePort From tHe ACADemIC wrItING HeLP CeNtre



Punctuate correctlyMake sure to check for missing or incorrect punctuation, such as absent apostrophes or misplaced semicolons. Consult a grammar handbook if necessary.

On my supervisor’s recommendation; i tried a new strategy.

On my supervisor’s recommendation, i tried a new strategy.

eliminate homophone errorsPay attention to words that sound the same but have different spellings and meanings, especially common errors, such as “it’s/its,” “they’re/their/there” and “you’re/your.” Homophone mistakes will not be caught by the spelling or grammar checking function in a word processor.

i updated the database and increased it’s efficiency.

i updated the database and increased its efficiency.

Cite your referencesAny information from a source must be referenced by adding it to the bibliography at the end of your report and putting a parenthetical citation in the body of your text. Use the same format for all citations. Proper citation and referencing is vital to avoid plagiarism.

tIPS oN wrItING YoUr work-term rePort

reVISIoN CHeCkLISt

I have followed all the requirements and instructions from my faculty or department when writing my report.

i have structured my report logically.

i have constructed my sentences properly.

i have used clear and precise vocabulary.

i have ensured subject/verb agreement in my report.

i have maintained parallelism.

i have checked my spelling.

i have punctuated correctly.

i have eliminated homophone errors.

i have correctly cited my references.

Come AND See US!

Come and see us to discuss your resumé or your work-term report. The Academic Writing Help Centre (AWHC) offers one-on-one appointments with writing advisors, as well as a range of other services and resources.

110 University613.562.5601www.sass.uOttawa.ca/[email protected]

Work-term reports and guidelines:www.coop.uOttawa.ca/en/en-coop-students/ en-wt-guidelines.asp

CO-OP Academic Coordinators list:www.coop.uOttawa.ca/en/en-contact-us/en-cc.asp



CoNCLUSIoN

NeXt StePS

Reflect on work-term evaluation and strategize • for the upcoming placement

Realize importance of your network and learn how • to nurture it

For a confidential work-term report, you must get • permission from your CO-OP academic coordinator prior to submission

Write and submit the work-term report on • or prior to the due date (see key dates calendar)

Update your resumé•

indicate your placement intentions and start applying • for jobs, or refer to key dates calendar for official withdrawal date

Attend job fairs on campus•

Book mock interview as needed•

Pick up corrected work-term report in late October • at Faculty

GooD LUCk!

reSoUrCeS

Co-oP officePhone: 613.562.5741E-mail: [email protected] site: www.coop.uOttawa.ca

web resourceswww.sass.uOttawa.ca

NoteS

CoNCLUSIoN



Purpose:To think critically about work behaviours and develop strategies to improve personal performance for the next work term.

rationale:Recognizing what behaviours that you should “Stop”, “Start” and “Continue” will improve work performance and job satisfaction.

Activity:

Individually1. Circle all the traits that you possess.

- Add to the list as required - include traits noted in your final evaluation

2. Complete Stop-Start-Continue activity.

APPeNDIX

StoP-StArt-CoNtINUe ACtIVItY

STOP-START-CONTiNUE

Accountable Dependable Loyal Punctual

Accurate Devoted Open-minded Rational

Adventurous Direct Opportunistic Realistic

Compassionate Driven Optimistic Responsible

Competent Efficient Orderly Self-controlled

Composed Enthusiastic Organized Sensible

Conscientious Entrepreneurial People-oriented Skillful

Cooperative Generous Perfectionist Spontaneous

Courageous Genuine Persistent Team player

Creative imaginative Positive Theoretical

Curious ingenious Pragmatic Thorough

Daring initiator Proactive Traditional

Decisive inspirational Problem solver Unique

Dedicated intellectual Procedural versatile

Democratic Knowledgeable Professional

StoP-StArt-CoNtINUe

Stop-Start-Continue is a model that lets you systematically review your past work term and prepare for your next one.

Answer the questions on the next page.

APPeNDIX



StoP A beHAVIoUr

Stopping, limiting or modifying a certain behaviour can dramatically improve work performance.

Think of a negative behaviour (possibly noted in 1. your final evaluation). How could you stop, limit or modify it?How could you incorporate this adjustment into 2. your next set of work-term objectives?

Example: My final evaluation said that i was overly focused on perfectionism. One of my work-term objectives could be to improve my priority-setting and time-management skills.

ANSwer

APPeNDIX

StArt A beHAVIoUr

Adopting a new behaviour can also improve your performance.

Review the words that you 1. did not circle.Which of these traits would you like to possess 2. that you currently do not?How could you incorporate this adjustment into 3. your next set of work-term objectives?

Example: it became clear during the work term that greater knowledge of some technologies would have been an asset. One of my work-term objectives could be to read more on these technologies. i could also complete an online tutorial.

ANSwer

CoNtINUe A beHAVIoUr

Recognizing which behaviours are worth continuing ensures that you build on your strengths.

1. Of the positive traits you possess and circled (possibly noted in your final evaluation), list the ones that you will continue using. you should have more than two.

2. How could you incorporate these into your next set of work-term objectives?

Example: Feedback i received throughout the work term revolved around my strong organizational skills. i want to build on this by setting a work-term objective that would see me organizing (or helping organize) an event.

ANSwer


WORK TERM iN REviEW — WORKBOOKAPPeNDIX

reFLeCtIoN

Write personal reflections on the Stop-Start-Continue activity.

Suggestion: your reflections could include how you will revise your resumé, prepare for interviews, write work-term objectives, work with your supervisor, navigate the work-term environment, build on your strengths, and so on.

The possibilities are limitless. Reflect on what means the most to you.

QUeStIoNS to CoNSIDer:

What do you predict will be the difference between • a summer work term and a winter or fall work term?

What motivated you at work?•

What de-motivated you at work?•

What impact did office politics have on you?•

What surprised you most about your work term?•

What was confirmed for you through • your work term?


WORK TERM iN REviEW — WORKBOOK APPeNDIX

CHANGING YoUr job APPLICAtIoN StrAteGY

As you may remember from your first work term, it required a lot of effort, many job applications with few if any interviews at first. As you progressed, you may have seen an augmentation in the number of interviews you received, but this came about only with great effort and many job applications.

The Education and Professional Development Specialists and Employer Account Managers pushed you to apply for many jobs, even those outside of your specified field of study. They encouraged you to be “broad” in your search for a work placement.

As you moved through your first work term and gained experience, you, in turn, became more marketable. Marketability can be defined as the appeal you have to potential employers. Marketability refers to what you are worth on the job market. Are you skilled? Do you have relevant experience and education? Now that you have built up your skills and acquired relevant experience, in addition to acquiring additional education, thereby increasing your marketability, your strategy should be changing accordingly.

you will find that for your next work term you will need to apply to fewer jobs to achieve success and also you will be able to be more particular in the jobs you apply for.



GrowING YoUr Network

How can you “grow” your network?

While in school?•

While in placement?•

While volunteering?•

Are there other ways of expanding your network?



DIreCt VS. INDIreCt wrItING StYLe

Change the following phrases using an indirect style of writing to ones using a direct style:

Developed research skills while experimenting to induce animals’ immune system to respond to a weak antigen.

Built teamwork skills while developing, in collaboration with others, a novel assay which identifies the antibodies’ ability to bind to live, intact tumor cells.

Developed communication skills while building a large loyal client base through personal attention, quality service, and consistent follow-through on identified problems and complaints.

Enhanced safe working knowledge and skills while conducting advice visits to hazardous and mixed waste generators to review procedures, labelling practices, and adherence to accumulation time limits.

Used listening and verbal skills to resolve countless technical, political, and interpersonal problems among individuals from diverse backgrounds.



Developed communication skills while handling media relations and providing an accurate and concise portrayal of the organization’s positions on current issues.

Developed time-management abilities while organizing detailed route books and financial record-keeping materials.

Developed leadership skills while coaching management and engineering teams in developing successful sales strategies.

Developed priority management skills while handling incoming calls, setting up appointments, managing scheduling conflicts, and organizing immigration case conferences.

Demonstrated strong attention to detail while analyzing incoming and outgoing memoranda, submissions and reports and preparing and co-coordinating the preparation and submission of summary briefs and reports to executives, committees and boards of directors.



reFLeCt UPoN ANSwerING tHe QUeStIoN, “wHY DIDN’t YoU Do weLL IN YoUr FINAL eVALUAtIoN?”

Purpose:To help you strategize over possible answers if you did not receive a good final evaluation.

rationale:Being prepared for this likely question will leave you looking more confident and assured in the interview.

Possible answer: “After considering my final evaluation, i realize now that i could have done things differently. The position offered a great learning opportunity i unfortunately didn’t make the most of. i believe i’m wiser now. i realize where i went wrong (add an example of where you believe you went wrong) and i can assure you it will not happen again. i’d like the chance to prove that to you.”

Practice your response in advance. This way, being prepared, you’ll feel more ready and more confident. Try to keep your response brief and honest. Move it along quickly. In this way, you’ll be able to get back to the interview, sell your skills and expand on why you believe you’re the most qualified person for the position.

Here are some additional things to keep in mind when answering this question:

Never say negative things about 1. your former employer.

Do not blame anyone but take responsibility 2. for your own performance.

be honest; stick to the facts and 3. keep your emotions out of it.

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