Career Services at the University of Illinois Urbana Champaign (UIUC) consists of a network of offices to provide career development services and resources that guide and support students as they explore, plan, prepare, and apply for internships, jobs, graduate/professional school programs, and other opportunities that are aligned with the student’s career and professional interests and goals. Career Services units are embedded in separate campus departments and divisions, each serving a specific segment of the student body. Due to this diverse and dispersed nature, each unit has unique data collection and retention practices. When students engage Career Services and participate in career-related events, information is collected and stored in university systems, such as Handshake and Schedule Q. For questions about data practices at a specific office, please contact them directly.
What Career Services Data We Collect
Contact, Academic, and Demographic Data – Includes directory information, such as name, UIN, email address, college, major, class year, etc., and in some cases non-directory information, such as GPA, race, gender, citizenship, etc.
Resume, Cover Letter, and Other Career-related Written Documents – Documents written by the student describing their past education, work experience, extracurriculars, job goals, skills, graduate school aspirations, and more are housed in Handshake, ScheduleQ, Canvas, and other university systems.
Statistics about the student’s use of career services, including appointment history, appointment notes, event and workshop attendance, interest assessment results, campus interviews completed, and other engagement.
How We Use Career Services Data
Quality and Continuity of Services
Information enhances service quality by helping staff determine how best to assist the student, evaluate where they are in their career development journey, and personalize their engagement. It also ensures continuity of service when students see multiple staff members.
Reports and Assessment
Data allows us to evaluate the effectiveness of our services, resources and programs, as well as our outreach efforts.
How We Collect Career Services Data
Directly and Automatically
- Contact, Academic, and Demographic Data – Automatically collected from the University Data Warehouse and through engagement with services, resources, and programs.
- Contact, Academic, and Demographic Data – Automatically collected from the University Data Warehouse and through engagement with services, resources, and programs. Resume, Cover Letter, and Other Career-related Written Documents – Voluntary submission by the student through one of several different submission systems, such as Handshake, ScheduleQ, and Canvas.
- Usage and Engagement Data – Collected when students interact with one of our systems and through engagement with services, resources, and programs.
How Long We Retain Career Services Data
APPLICABLE RETENTION PERIODS
Data retention varies by career office and software system. Most identifiable student data is retained while the student is enrolled and for at least one-year post-graduation or for the length of time that an office’s services are offered to alumni, whichever is shorter. Some offices may retain historical student data for longer periods. For specific data retention policies by office or software system, please contact the individual career services offices.
How We Share Career Services Data
Career services does not sell or rent student data.
Aggregated, deidentified information related to career services and career outcomes may be published and publicly available in university reports. Identifiable student information, such as appointment notes, and academic or demographic information, is only available internally to career services staff to facilitate a high quality of service. It is stored according to University standards. Directory information is shared only when necessary, with service providers that support career services operations, such as Handshake.