Superusers

1. Reach out to Career Services Administration at handshake@umn.edu to let them know you're the new superuser for your unit, and you need a Handshake account along with access to the UMN Handshake resources:

   • Canvas course titled Handshake UMN Employee Onboarding

   • Handshake google group/listserv

   • This intrasite

2. Complete the Handshake UMN Employee Onboarding course and make sure to complete the module for Superusers.

3. Read Handshake's articles on Engaging with Handshake and Handshake Resources and Contacting Support. 

4. Review this site and bookmark it for future use

   • Tip: Use the search icon in the top right corner of this site to find what you're looking for!

5. Refer back to this section for procedures on on-boarding and off-boarding staff in your unit.

6. Make sure you are familiar with the superuser role and responsibilities listed below.

Superuser Role and Responsibilities

Superuser definition: a unit’s Handshake decision maker and leader. They are the Point of Contact for their unit and represent their unit to the wider Handshake community at the U of M.

Each career office has one Superuser with the following roles:  

• Unit Point of Contact

  • Attempt to resolve Handshake questions and issues for your college/unit 

  • Submit questions to Handshake support

  • Keep up to date with Handshake related communications

    • U of M’s Handshake Admin listserv

    • Handshake Partner Newsletter and Product Announcements (you will automatically be signed up for these when you are given Superuser permissions in Handshake)

  • Communicate Handshake updates to appropriate unit staff

  • Review staff access rights twice annually (June & December) and remove outdated accounts

  • When applicable, assist their college with setting up their Experience templates

• Unit Trainer

  • Onboard new career services and student staff to Handshake (see instructions above)

  • Create Handshake accounts for career services staff and for other staff in your college/unit upon request, such as academic advisors and faculty (see guidelines here)

  • Coordinate the appropriate level of training for their role (see training suggestions)

  • Identify and implement training goals for your office

  • Supervise others in the unit using Handshake

  • Optional: support unit staff submitting questions to Handshake support (or serve as liaison for staff support needs)

• Contributor

  • Attend monthly Handshake user group meetings (read the meeting agenda and notes when unable to attend)

  • Speak and participate on behalf of your unit/career center: communicate issues and questions, propose solutions, take an active role in discussions and decision making, propose agenda topics and best practices discussions

  • Each month we ask two recurring questions and ask that you come prepared to share with the group:

    • What did you reach out to Handshake about this month? Did you get a resolution?

    • If you attended a Handshake webinar or training session, what key points can you share with the group?

When a UMN staff member requests a Handshake account, that request will be routed to the Superuser for the staff member's college or unit. If the college or unit does not have a superuser, CSA will process the request. 

Staff members request accounts by filling out a central form, which alerts the CSA team. They will forward the request to the appropriate superuser, along with the staff member's answers.

As the Superuser, you will receive the following information to help you determine which Handshake accounts are most appropriate for the staff member:

• • Staff name

  • UMN Department

  • Email Address

  • What is your role at the University?

    • 1. • By default, academic advisors and faculty receive a mock student account to demo Handshake to students unless they express a business need in the next question for a career services account. Career staff receive a career services account, student account, and instructions for setting up an employer account.

  • How would you like to use a Handshake account?

    • 1. •  'Help students navigate Handshake' = student account

         • 'Post career events' and /or 'I need an administrative account...' = career services account and optional employer account (see instructions in Onboarding Career Services Staff below)

  • Do you wish to post jobs in Handshake?

    • 1. • Yes - follow the instructions in 'Helping staff set up employer accounts' below

         • No - proceed to only setting up a mock student account and/or career services account

  • Are you a current, degree-seeking student, or alumni of the University of Minnesota?

    • 1. • Yes = they already have an alumni account, which is the same as a student account. Let them know to use that to demo Handshake to students. Sign in via umn.joinhandshake.com using the blue 'students and alumni login' button.

         • No = proceed to creating a mock student account

Creating Mock Student Accounts for Staff

Student accounts are for staff who need to know what the student experience of Handshake is like, usually for advising purposes or to answer student questions.

1. Check if the staff member is an UMN alum, if so they already have a student account they can access via umn.joinhandshake.com or Switch Users from their career services profile.

2. If the staff member is not an UMN alum, go to Manage in the Students menu.

3. Click Manage from the left navigation bar in Handshake.

4. Click the tab New Student in the upper-right corner of the page.

5. Enter the information for the student account:

   • Email address: UMN email address

   • Username: UMN email address with @umn.edu

   • Auth Identifier: x500 (UMN email address without @umn.edu) 

   • Exclude From Automatic Syncs: Check this box to make sure the account is not archived by our automatic syncs

6. Click Create User in the lower-right corner of the page.

7. Add the staff account label to their profile.

8. If the staff member only has a student account, share the login link: umn.joinhandshake.com. They will sign in with their UMN email through our single sign on portal. 

9. If the staff member has a career services account, they can access their account by selecting Switch Users in the drop down menu under their name.

10. For academic advisors and faculty, consider also sharing this presentation: Introducing Faculty/Staff to Handshake at UMN Presentation.

Employer Accounts for Staff

Employer accounts are for staff advising employers or answering their questions. The staff member will first need a career services account, then they will need to create their own employer account by following the instructions for creating an employer account connected to their career services account. 

Note: If the staff member’s department or college has a company profile in Handshake, they should connect with that account. Otherwise, they can either create a company profile for their unit or connect with ‘Career Services Administration’ if they do not intend to use Handshake to post positions. 

Departmental Employer Account

For staff to post UMN positions for their department.

Share these instructions with staff and faculty:

As a best practice, we encourage you to use a UMN departmental email when setting up an employer account in Handshake to prevent extra work in the case of employer turnover. If a departmental account is not available, you can use an individual staff member's UMN email address.

Go to app.joinhandshake.com and clicking ‘Sign up here’ in the upper right hand corner. The employer registration link is in grey under the more prominent student registration field. We follow a company model for departmental accounts, meaning you will create a separate organization for your department, rather than connecting to the University of Minnesota broadly. Please first search to see if your department has already created a profile before creating a new one. For step-by-step instructions of the entire process, see Getting Started with Handshake: Employers” or the video below. 

• Follow the our departmental naming convention: University of Minnesota – [Name of Department] OR University of Minnesota [Name of Department]. Labs sometimes name themselves [Name of Lab] at the University of Minnesota.

SPECIAL INSTRUCTIONS FOR ALUMNI: If you are both a staff/faculty member and an alumni, you automatically have a student/alumni Handshake account linked to your UMN email address. To avoid issues when setting up an employer account, follow the instructions for How to Create an Employer Account Linked to Your Student Account. You will need to do this whether or not you’ve logged into your student/alumni Handshake account. Alternatively, you can set up an employer account linked to a departmental email address (see the general instructions for setting up an account).

Personal Employer Account

Faculty and staff often use Handshake to post personal, babysitter/nanny, caretaker, and household jobs. To do so, create an account using a personal email address (such as @gmail or @yahoo) following the steps in ‘How to Post Personal Babysitter Household or Caretaker Jobs.’

TIPS TO ATTRACT CANDIDATES: To ensure you attract candidates, include as much information as possible in your postings. Here are some recommendations of what to include:

• At least 3 Qualifications

• 3 – 5 Responsibilities, be as detailed as possible

• Hours to be worked

  • (ex. 10am -2pm or 4hrs between 8am and 4pm)

• Whether or not they will need a drivers licence or vehicle

  • If not, provide bus lines that are near your home

• Pay

Contact your college or campus’ Handshake contact if you have additional questions.

Follow these steps to set up new career services employees with Handshake accounts and the appropriate access to training resources. 

Career Services Administration hosts a canvas course for staff who will be working in Handshake. All Superusers should have Teacher level access to this course so you can add new staff members. If you don’t, reach out to Career Services Administration at handshake@umn.edu.

1. 1. Create a career services account for the new employee.

      1. 1. • • Career services accounts should be created for staff who do any of the following: approve jobs/employers, host events or fairs, manage student accounts, add resources to the resource library, and/or need access to Analytics.

                1. • • Verify the staff member has completed FERPA training before creating their Handshake account. 

                     • Follow the steps in the Handshake help article for creating new staff accounts, pausing at the last section: Roles. Notes for account information:

                     • Username: UMN email address with @umn.edu

                     • Auth Identifier: x500 (UMN email address without @umn.edu) This is important to add!

                     • Email address: UMN email address

                     • In Roles select Custom Permissions and Show Permissions then make selections based on our UMN specific list of roles/permissions based on job category.

                     • Once you have created their account, the staff member will get an email from Handshake with instructions for logging in and setting their password.

                     • Give them access to the UMN Handshake Toolkit (this site) and Handshake Google Group. 

   2. Add them to the following resources. As a superuser, you have editor/teacher access to add users to:

      1. 1. UMN Handshake Toolkit (this site): When viewing the published site go to the pencil icon to access the editor view. Go to the Share with Others icon in the top right toolbar and add the staff member as a Published Viewer.

         2. Handshake Google Group: Go to google groups. Find Handshake Users Group and select the Share with Others icon to the right. This will add them to the listserv and the monthly meeting invitations.

         3. Handshake UMN Employee Onboarding canvas course:

            • Have them complete the suggested modules based on their role:

• • • • • • • • Advanced Handshake Users

Typically this includes: employer relations/engagement staff, administrators, office staff, and program coordinators/managers

• • • • • • • • • Complete the full Handshake UMN Employee Onboarding training course in Canvas. Only complete the Superusers and Experiences modules if applicable.

              • Career Counselors

                • Getting Started

                • Handshake Resources

                • Students & Alumni

                • Events

                • Depending on the counselor's responsibilities Marketing to Students, Fairs, and Experiences may also be applicable.

              • Internship Coordinators

                • Getting Started

                • Handshake Resources

                • Experiences

              • Marketing and Communications staff

                • Getting Started

                • Handshake Resources

                • Analytics and reporting

                • Marketing to students

              • Office Specific Training

                • Each office needs to develop their own training material for document review (resumes) and any office specific processes in Handshake you have developed.

                • Document review = your office's process for reviewing student resumes, cover letters, transcripts, etc. Some offices choose automatic approval of all documents while some require that the first uploaded resume be reviewed by the career center (CLA, CEHD, CIS, and CSE). See the suggested process for document review.

                • You are responsible for knowing what office specific processes your unit has that require training. Consult with Career Services Administration (handshake@umn.edu) if you need help.

1. 3. Create a student account and employer account linked to their career services account (optional).

Student Accounts

Student accounts are for staff who need to know what the student experience of Handshake is like, usually for advising purposes or to answer student questions.

1. Check if the staff member is an UMN alum, if so they already have a student account they can access via umn.joinhandshake.com or Switch Users from their career services profile.

2. If the staff member is not an UMN alum, go to Manage in the Students menu.

3. Click Manage from the left navigation bar in Handshake.

4. Click the tab New Student in the upper-right corner of the page.

5. Enter the information for the student account:

   1. Email address: UMN email address

   2. Username: UMN email address with @umn.edu

   3. Auth Identifier: x500 (UMN email address without @umn.edu) 

   4. Exclude From Automatic Syncs: Check this box to make sure the account is not archived by our automatic syncs

6. Click Create User in the lower-right corner of the page.

7. Add the staff account label to their profile.

8. If the staff member only has a student account, share the login link: umn.joinhandshake.com. They will sign in with their UMN email through our single sign on portal. 

9. If the staff member has a career services account, they can access their account by selecting Switch Users in the drop down menu under their name.

10. For academic advisors and faculty, consider also sharing this presentation: Introducing Faculty/Staff to Handshake at UMN Presentation.

Employer Accounts

Employer accounts are for staff advising employers or answering their questions. The staff member will first need a career services account, then they will need to create their own employer account by following the instructions for creating an employer account connected to their career services account. 

Note: If the staff member’s department or college has a company profile in Handshake, they should connect with that account. Otherwise, they can either create a company profile for their unit or connect with ‘Career Services Administration’ if they do not intend to use Handshake to post positions. 

1. Archive their Career Services Account

   1. • Select the University of Minnesota (on the left hand side; the third item on the list), then select Edit (upper right), then select Staff Management (lower left), go to the profile of the staff member that is being archived (select manage, then edit user), put a check in the box labeled Archive this profile.

2. IF THEY ARE NOT ALUMNI OR CURRENT STUDENTS, delete their student profile.

3. Submit a support ticket to Handshake to have them delete their employer account.

Update Staff Email Address back to UMN Email

UMN staff who are also alumni will automatically have their institutional email address changed to their personal email. To change their institutional email back to their UMN email address, follow these steps:

Update Student Account

1. Search for the staff member’s student profile

2. Go to the Account tab

3. Scroll down and check Exclude from Automatic Syncs

4. Next to Institutional Email Address at the top, you will now see the option ‘Change Institutional Email’

5. Enter their UMN email and select Submit Request

6. Let the staff member know they will see an email to confirm the changes. They must confirm the change for it to take effect.

   1. If you receive an error message that the email address is already in use, put in a support ticket with Handshake.

7. Make sure that ‘Auth identifier’ is filled out with the staff member’s x500 (first part of UMN email without @umn.edu) 

Check/Update Career Services Account

1. Go to School Settings and Staff Management

2. Search for and select the staff member’s career services profile

3. Check that their email address and auth identifier match that of their student account. If they don’t update them to match.

4. If you receive an error message, reach out to Handshake support for help.

1. Create a career services account for the student.

   1. 1. 1. • Career services accounts should be created for staff who do any of the following: approve jobs/employers, host events or fairs, manage student accounts, add resources to the resource library, and/or need access to Analytics.

              1. • • Verify the staff member has completed FERPA training before creating their Handshake account. 

                   • Follow the steps in the Handshake help article for creating new staff accounts, pausing at the last section: Roles. Notes for account information:

                     • Username: UMN email address with @umn.edu

                     • Auth Identifier: x500 (UMN email address without @umn.edu) 

                     • Email address: UMN email address

                   • In Roles select Custom Permissions and Show Permissions then make selections based on their role: 

Student Administrators:

1. 1. 1. 1. • 1. • • • Data Restrictions: show labels on students, show private notes by staff, show sensitive student data

                     • Students: student profile (access)

                     • Advanced Settings: view/act as student

                     • Communicate: targeted emails

                     • Schedule: career fairs (access), events (access & manage)

                     • Postings: employers (access & manage), job postings (access & manage)

                     • Data: Analytics (access & manage), surveys (access & manage) 

Student Resume Reviewers:

1. 1. 1. 1. • 1. • • • Data Restrictions: show labels on students, show private notes by staff, show sensitive student data

                     • Students: student profile (access & manage)

                     • Advanced Settings: view/act as student

                     • Communicate: targeted emails

Once you have created their account, the student will get an email from Handshake with instructions for logging in and setting their password.

2. Add them to the following resources. As a superuser, you have editor/teacher access to add users to:

   1. 1. 1. UMN Handshake Toolkit (this site): When viewing the published site go to the pencil icon to access the editor view. Go to the Share with Others icon in the top right toolbar and add the staff member as a Published Viewer.

         2. Handshake Google Group: Go to google groups. Find Handshake Users Group and select the Share with Others icon to the right. This will add them to the listserv and the monthly meeting invitations.

         3. Handshake UMN Student Employee Onboarding canvas course:

            • 1. • • Complete the entire Handshake Student Employee Onboarding canvas course

                   • Complete your office specific training on document review

                   • Communicate Handshake updates in student employee staff meetings or by email

3. The student will already have a student account in Handshake and can now switch between their career services and student profiles. You can also have them create an employer account if it would be helpful for their role:

Employer Accounts

3. 1. 1. 2. • Employer accounts are for staff advising employers or answering their questions. The staff member will first need a career services account, then they will need to create their own employer account by following the instructions for creating an employer account connected to their career services account. 

            • Note: If the staff member’s department or college has a company profile in Handshake, they should connect with that account. Otherwise, they can either create a company profile for their unit or connect with ‘Career Services Administration’ if they do not intend to use Handshake to post positions.