Students and Alumni Email Templates

The following email templates can be used inside or outside of Handshake.

Login and Access

Alumni Login Issues

Hello,

We're sorry to hear about your Handshake login issues. We've double checked and your account is active.  We have a few troubleshooting suggestions that will hopefully resolve the issue: 

• Are you logging in at umn.joinhandshake.com through the blue tab ‘University of Minnesota Student & Alumni Login?  If not, please try this on multiple browsers. It will take you to the UMN login page you see when logging in to other University platforms. Use your x500 and University password (the first part of your email without @umn.edu, @crk.umn.edu, @morris.umn.edu, @d.umn.edu, or @r.umn.edu - e.g. smith555 rather than smith555@r.umn.edu). If you do not see the University login page, you are in the wrong place and should start over. 

• If you are still unable to login, clear your cache on the browsers you are attempting to login with and try again.

• If you have not accessed U of M online resources in 6 months or more, contact 1-HELP (612) 301-4357: https://it.umn.edu/technology-help-our-staff to gain access. 

• If you did not graduate from the U of M, you have not been logged in for 2 or more academic semesters (including summer semester), or are a non-degree seeking student, you do not have access to Handshake.

• If you have tried all of the above and still do not have access, please contact us at career.umn.edu.

Note: Once you are logged into Handshake, we recommend checking that you have updated primary email account in Settings, so you can continue receiving communications from employers in Handshake when you no longer have access to your UMN email. You will be able to continue logging in using your UMN ID and password when your email access is revoked, or you can set up new login credentials. 

Best,

Name

Alumni Inquiries about Handshake Access After Graduation

See this google doc.

Not Eligible for Handshake - Non-degree, exchange students, etc

Subject: Handshake Access

Hello,

Thank you for reaching out to our office about Handshake access. Handshake is available to active, degree seeking students, PSEO students, and alumni who have graduated with a degree from the University of Minnesota. If you are a non-degree seeking student, or left the University without obtaining a degree, you do not have access. Additionally, if you are an exchange student, contact your home institution for access to their job searching portal.

As an alternative to Handshake, we recommend searching for jobs on LinkedIn, Indeed, FlexJobs, and QuadJobs (for part-time student positions).

According to our records, you are not eligible for access to Handshake through the University of Minnesota. Please let us know if you believe this to be in error.

If you are a faculty, staff member, or advisor that would like a mock Handshake account for instructional purposes, please let us know.

Best,

[Name]

Password Request

Subject: Password/ Log in Request

Dear Name,

Thank you for reaching out to the University of Minnesota regarding Handshake.  If you are a University of Minnesota alumni or a student enrolled in a degree-seeking program, you must login to University web resources at least once every 120 days to keep your account active.  To regain access, please contact 612-301-HELP (4357), or https://it.umn.edu/ to update your account.  

For security reasons, Career Services offices are unable to provide or update password or login information.

Best,

Name

Student Login Issues

Hello,

We're sorry to hear about your Handshake login issues. We've double checked and your account is active.  We have a few troubleshooting suggestions that will hopefully resolve the issue: 

• Are you logging in at https://umn.joinhandshake.com/ through the maroon tab ‘Student & Alumni Login?  If not, please try this on multiple browsers. It will take you to the UMN login page you see when logging in to other University platforms. Use your x500 and University password (the first part of your email without @umn.edu, @crk.umn.edu, @morris.umn.edu, @d.umn.edu, or @r.umn.edu - e.g. smith555 rather than smith555@r.umn.edu). If you do not see the University login page, you are in the wrong place and should start over. See the screenshots below.

• If you are still unable to login, clear your cache on the browsers you are attempting to login with and try again.

Once you have tried the above three options, send a screenshot of the error message you received, and we’ll troubleshoot from there.

Best,

Name

Student - Temporary Account

Hello,

Your temporary Handshake account has been created.  You will receive a message directly from Handshake prompting you to login to your account.  

After setting up your account you will need to login directly through Handshake at https://gntc.joinhandshake.com/login, not through the UMN login. Click "Login using your credentials" in blue.

Your account access will remain open through this semester.  Upon the completion of insert course information, your account will be promptly deleted on insert date.  Make sure you save all your information outside of Handshake, once your account is deleted you will not be able to retrieve this information.

Best,

Name

OCIs

OCI Late Cancellation/No Show #1

Dear Name,

I coordinate on-campus interviews for CSO and you scheduled an interview today, DATE with ORGANIZATION at TIME. You did not attend that interview or contact our office notifying us that you would not be coming. We hope you’re okay. I am writing to let you know that we have a campus-wide Late Cancellation/No Show policy that you have violated by not notifying us in advance for your need to cancel.

In order to maintain strong relationships with companies and organizations that are interested in recruiting U of M students, we must minimize the number of late cancellations and no-shows for on campus interviews. Therefore, we have established the following cancellation/no-show policy:

CANCELLATION / NO-SHOW POLICY

A scheduled interview may be rescheduled or canceled without penalty up to 2 business days in advance. To reschedule or cancel an interview 1 to 2 business days in advance, you must call the career center that is hosting the interview. Canceling an interview less than 1 business day in advance or failing to appear for a scheduled interview (a no-show) is a violation of the on-campus interview policy and will result in the deactivation of your Handshake account if you do not write an apology letter per specific instructions from the career office that hosted the interviews. Failure to submit an apology letter within the specified timeline will result in the cancellation of any other previously scheduled interviews.

Here is what you need to do, in order for your Handshake account not to be inactivated:

1. Write an apology email. Please address your apology email to the following recruiter: NAME and EMAIL ADDRESS

2. Send the apology email to ME FIRST, at YOUR EMAIL ADDRESS. I will review your apology email. If I determine that you need to make revisions to it, I will let you know.

3. AFTER I review the letter, I will reply to you and ask you to send it to the recruiters as well as COPY me on the email, so I know it got sent.

In order to ensure that your Handshake account does not get deactivated, please send me your draft of the apology email no later than TIME and DATE.

Thank you for your cooperation and attention to this matter. Contact our office at insert contact info here if you have any questions.

Best,

Name

FOLLOW UP ACTIONS

1.     Upon sending email, copy and paste email in observation note in the student’s Handshake account

2.     Make note to self to review job by follow up date

3.     Inactivate posting if no follow up OR activate posting if appropriate changes have been made

OCI Late Cancellation/No Show #2

Dear Name,

I am following up on a VOICEMAIL/EMAIL/RECENT COMMUNICATION regarding your interview with ORGANIZATION scheduled at DATE and TIME. As you know, our cancellation policy asks that you cancel an interview a minimum of 2 business days in advance. Even if you need to make a last minute cancellation, please call the Career Center directly so we can provide an update to the interviewer. You can review our on-campus interview cancellation policy at: WEBSITE.

It is important that you take the time to follow up with the organization to clarify why you did not show up to your interview.

Please send an email to ORGANIZATION within three days and copy (cc): CSO EMAIL ADDRESS. Failure to do so will result in suspension of recruiting services and Handshake access until next semester.

The organization’s contact information is:

EMPLOYER NAME

EMPLOYER EMAIL

In order to maintain strong relationships with companies and organizations that are interested in connecting with and recruiting U of M students, we must minimize the number of cancellations and no-shows for on-campus interviews and events. When a student does not show up for an interview, it means that a recruiter has an unexpected break and another student could have had the opportunity to interview.

Contact our office at insert contact info here if you have any questions.

Best,

CSO SIGNATURE

FOLLOW UP ACTIONS

1.     Upon sending email, copy and paste email in observation note in the student’s Handshake account

2.     Make note to self to review job by follow up date

3.     Inactivate posting if no follow up OR activate posting if appropriate changes have been made

Handshake Suspension for Missed Interview

Dear Name,

You recently received a message from the Name/CSO that outlined next steps for following up on the interview you recently missed.

This is an email notification letting you know that we have not received the requested follow-up and your Handshake access has been suspended for the remainder of the semester. We have not received a copy of your apology letter to ORGANIZATION for missing your interview.

In order to maintain strong relationships with organizations that are interested in connecting with and recruiting U of M students, we must minimize the number of cancellations and no-shows for on-campus interviews.

If you are scheduled for other on-campus interviews, this will impact your ability to log into Handshake. The process for reinstating Handshake is by meeting with the Director of [CSO}. You can set an appointment up with the director by calling our main office 612-XXX-XXXX or emailing Email.

When you contact our office, indicate that you have missed an interview and need to meet with the Director to discuss your Handshake access.

Best,

Name

FOLLOW UP ACTIONS

1. Upon sending email, copy and paste email in observation note in the student’s Handshake account

2. Set the student account to “Inactive” and make an observation note in the student’s account of what the student has to do and what the follow up will be

Scams

Job Scam Found in Handshake

Dear Student Name,

Our office has learned that a fraudulent job posting for Job Title (ID number) was posted by Organization Name on Handshake.  The organization appeared to be a legitimate company providing bona fide employment opportunities, but they are not.  When students responded to postings, they were told that the job required the student(s) to share their bank routing information.

These fraudulent employer representatives could have been attempting to gain personal information through an attempt at phishing.  If you believe you were a victim of this fraudulent activity please contact the University Police department at 612-624-2677 to document the occurrence.

Below are safety tips to avoid being a victim of fraudulent attempts :

• Always be wary of any electronic communication or emails that ask for personal or financial information.

• Do not be pressured to provide sensitive or personal or financial information.

• Be aware of genuine looking emails that begin with “Dear Sir/Madam”

• If you believe you have been a victim of a “phishing” attempt contact the UMPD at 612-624-2677.   

  • If you strictly  received an email from this contact and did not respond to the email you are not at high risk of becoming a victim of this particular phishing opportunity. 

Best,

Name

Phishing Detected in Handshake - Fraudulent employer/contact reached out to students in Handshake

Dear Student Name,

Our office has learned that insert organization and/or contact name has reached out to UMN students via Handshake.  We are writing to alert you that this is a fraudulent opportunity (often referred to as “phishing” or “scams”).  This employer account has been permanently blocked from Handshake.

While [insert organization] is a legitimate organization, [insert contact name] was falsely representing this bonafide organization and is in no way affiliated with [insert organization].   

These fraudulent employer representatives could have been attempting to gain personal information through an attempt at phishing.  Notify the university of this phishing attempt you received at phishing@umn.edu. 

Below are safety tips to avoid being a victim of phishing attempts :

• Be aware of any offers for employment without having interviewed with a company - especially when they request any personally identifying documentation or offer to pay you prior to you conducting any work for them.

• Be aware of opportunities that are vague - either with the job title and/or the job description.

• Always be wary of any electronic communication or emails that ask for personal or financial information.

• Do not be pressured to provide sensitive or personal or financial information.

• Be aware of genuine looking emails that begin with “Dear Sir/Madam.”

• Be aware of opportunities that are advertising for “personal assistants.”

Strictly receiving an email from the contact without engaging with them does not put you at high risk of becoming a victim of this particular phishing opportunity.  However, if you believe you have been a victim of a “phishing” attempt you may wish to contact the UMPD at 612-624-2677.   

Best,

Name

Phishing Detected Outside of Handshake - Fraudulent employer/contact reached out to students in Handshake

Dear Student Name,

Our office has learned that [insert organization and/or contact name]  has reached out to UMN students.  We are writing to alert you that this is a  fraudulent opportunity (often referred to as “phishing” or “scams”).  Occasionally, phishing opportunities are sent to students via your public University email address.  

While [insert organization] is a legitimate organization, [insert contact name] was falsely representing this bonafide organization and is in no way affiliated with [insert organization].   

To quickly establish trust, companies sharing these scam “opportunities” often state they are working with Career Services and/or reference that they are on Handshake or Symplicity - when, in fact, they are not.  

These fraudulent employer representatives could have been attempting to gain personal information through an attempt at phishing.  Notify the university of this phishing attempt you received at phishing@umn.edu. 

Below are safety tips to avoid being a victim of phishing attempts :

• Be aware of any offers for employment without having interviewed with a company - especially when they request any personally identifying documentation or offer to pay you prior to you conducting any work for them.

• Be aware of opportunities that are vague - either with the job title and/or the job description.

• Always be wary of any electronic communication or emails that ask for personal or financial information.

• Do not be pressured to provide sensitive or personal or financial information.

• Be aware of genuine looking emails that begin with “Dear Sir/Madam.”

• Be aware of opportunities that are advertising for “personal assistants.”

Strictly receiving an email from the contact without engaging with them does not put you at high risk of becoming a victim of a particular phishing opportunity.  However, if you believe you have been a victim of a “phishing” attempt you may wish to contact the UMPD at 612-624-2677.

Best,

Name

Using Handshake

How to Upload & Edit Documents (Resume, Cover Letter, etc...)

Dear Name,

Thank you for reaching out about how to upload or edit your document name (e.g., resume on Handshake.  

Upload Document

To upload your document name (e.g., resume follow the steps outlined in this Handshake Document upload video or read through this How to Upload a New Document Handshake article.

Edit Document

To edit your existing document name (e.g., resume follow the steps outlined in this Handshake Document Editing video or read through this How to Upload a New Document Handshake Article. 

Feel free to reach out if you have additional questions at email and phone number.

Best,

Name

Request an Experience (for students)

Hello,

Thank you for reaching out about submitting your internship as an Experience on Handshake.

Experiences in Handshake are typically used for credit-bearing internships. Submitting an Experience allows you to track your learning objectives, stay organized throughout your internship, and ensure any required approvals are completed in a timely manner.

To submit an Experience:

1. Log into your Handshake account.

2. Select Career Center in the left-hand menu, then click Experiences.

3. Select Submit an Experience, then complete the required fields, including:

   • Experience Type and Term

   • Organization information (name, location, industry)

   • Experience details (title, department, start/end dates, employment type)

   • Supervisor contact information

Once submitted, your request will be routed to the appropriate reviewers for approval. You’ll receive a confirmation email once your Experience is submitted.

Once your internship contract has been approved by BOTH your internship site supervisor and faculty contact, you will be issued access to the internship course for your major through email [insert the appropriate email address if application, such as]:

• For graphic design, product design, and retail and consumer studies: cdespn@umn.edu

• For landscape architecture/landscape design & planning and interior design: tanak064@umn.edu

Let us know if you have any other questions.

Best,

[Name]

Request to Hide Resume Information From Employers

Subject: Hiding Resume Information

Dear Name,

Thank you for using Handshake at the University of Minnesota. You can turn off employer’s ability to view your profile, preventing employers from being able to email you by following these steps:

1. Log onto Handshake at https://career.umn.edu/channels/handshake/ 

2. On the homepage of Handshake in the upper right corner, select your initials, then Settings. 

3. In the Privacy section, select ‘Private.’ You'll be able to apply for jobs but won't get contacted by any employers. When you check in with an employer during a career fair, they’ll be able to see your basic information and message you.

4. At the bottom of the page, Save Update.

If you have any further troubles or questions regarding this issue, please let me know.

est,

Name

Student Inquiry - Not Selected for a Position

Subject: Follow Up Regarding Qualifications

Dear [Name],

When a company posts a position on Handshake, they have the opportunity to set qualifications and criteria that applicants must meet to be considered. While the Career Center manages Handshake, employers set their criteria and select candidates they wish to interview. If you have questions about the requirements for a specific posting, you are encouraged to check Handshake to see if contact information is available for the particular posting (check the job posting and the employer directory in Handshake).

If you feel you are being screened from a position where you meet the criteria, review your Handshake profile to make sure all of your information is up to date (GPA, Work Authorization, Graduation Date, etc.).

Contact our office at [insert contact info here] if you have any questions.

Regards,

[Name]

Uploading Transcripts

Dear Name,

Thank you for using Handshake, at the University of Minnesota. To upload your transcript to Handshake, please follow these steps:

1. To receive your unofficial transcript, click this link: http://z.umn.edu/viewunofficialtranscript

2. Click “view or print your unofficial transcript”

3. Then, if your browser has this feature, go to File/Print and select Save as PDF (on Firefox for Mac, it's in the lower left corner of the print dialog box). If you don't have this feature, print it on paper, then use a scanner to scan and save it as pdf (we have one in Career Services that you can use)

To get a word doc, save it as a text file, open the file in Word and re-save as a Word document.

Contact our office at insert contact info here if you have any questions.

Best,

Name