UBC ENGINEERING

CAREER FAIR 2022

VOLUNTEER
HANDBOOK
Welcome!
Welcome to the UBC Engineering
Career Fair! Taking place via
Slack* on February 2nd & 3rd
between 11 am and 4 pm PST.
Please locate your name on the
Volunteer Shift Schedule to find
your assigned shift(s)!
*If you have not used Slack before and/or do not have a
Slack account, please view the slideshow on Using the
Slack Platform before going through this slideshow!
This is the Volunteer Handbook to train
volunteers for the fair. It contains frequently
asked questions from company
representatives and students, and will
serve as a “cheat sheet” for you to answer
questions asked during the fair. You can
copy the answers word-for-word and revise
as needed!
Please look at all the FAQs with their
answers so that the questions you receive
will be familiar to you. Then, you’ll easily
find their question here.
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Volunteer Duties
During the fair, volunteers will be answering
questions that are asked in the…
● #-help-desk channel (where students
ask questions);
● #-technical-support-for-companies
channel (where company
representatives ask questions).
You will be assigned to monitor the chat for
one of these channels during your shift.

Occasionally, volunteers will also send

event reminders to the #-announcements-
channel (to both students and companies).

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Before the Fair
1. Change your display name (click on your picture on the top right) to First Name Last Name (Volunteer).
For example, “John Smith (Volunteer)”. (You can change this when you’re experiencing the fair as a
student, while you’re not volunteering.)
2. A day before the fair, you will be added to a channel called #-volunteers-only. (Please communicate with
the other volunteers on the same shift with you as needed!)
3. We recommend changing your profile picture to a picture of your face! Leave a good impression on
companies when resolving their questions and concerns (while also helping students, of course).

During the Fair

1. When answering someone’s question, start with “Hi/Hello @...” (the @ symbol is use to mention a user)
and tag the person you are replying to (if you can’t find them on the list, skip the mention).
2. Please use proper spelling and grammar when writing sentences, for professionalism! You can edit
your message if you’ve made a typo. Please don’t delete your message unless there is a valid reason.
3. If you get a question that you don’t know the answer to, please mention the Engineering Career Fair
Team by typing @Engineering Career Fair
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 Table of Contents
Questions from Students
#-help-desk-
Technical Slack FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Interacting with Companies FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Networking & Professionalism FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Questions from Companies

#-technical-support-for-companies-
Getting to Slack FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Interacting with Students FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Technical Slack FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Calls and Calling Apps FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Making Announcements
#-announcements-
Opening and Closing Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Other Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
FAQ BY STUDENTS

#-help-desk-
 Technical Slack FAQ
Q: “Can I leave and come back?”
Yes, you can leave and come back as many times as you want in the two days available.

Q: “What if a room is full?”

You won’t be able to join, and you will see a message that says the call is unavailable. This means you should find
another company booth with available space and try and come back at another time!

Interacting with Companies FAQ

Q: “How do I know what engineering discipline this company is hiring?”
(In each company’s channel at the top, you can find their targeted disciplines.)

Q: “How do I know what they are hiring for?”

(Make sure to do some research first and read any descriptions in the chat of each company’s channel!)

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 Networking & Professionalism FAQ
Q: “How long can I stay in a room (or in a call)?”
We recommend only staying until your questions have been answered, but not for more than 15 min - please be courteous of
other students who may have questions to ask or want to get a space on the call!

Q: “What types of questions should I ask?”

For example, you can ask about company culture, skills they value, past company projects, best/worst part of job, things you
can expect to learn with them.

Q: “Can I just give them my resume directly?”

No, you must submit it to the #-resume-dropbox-channel, where you must specify which companies you want your resume
sent to - this will go directly to all of them after the fair.

Q: “How can I connect after the fair?”

You can ask for an email if they are okay with this and connect with them later. Additionally, you can submit your resume in
the dropbox allowing you to be eligible for jobs they are searching to fill!

Q: “Is there a dress code?”

Yes, please dress business casual.

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FAQ BY COMPANIES

#-technical-support
-for-companies-
 Getting to Slack FAQ

Q: “How will my colleague/other representative log on the call/Slack?"

They will have received a Slack invite email, just as you have, which they need to accept just once and can access Slack
via the website (using a web browser) or open the app (if they've downloaded it).

Q: “What if we had to add another representative at the last minute (to our representatives list)?”
Please notify the EUS Career Fair Team right away at careerfair@ubcengineers.ca so that we can send them a Slack
invite email.

Q: “What if my colleague/other representative can’t find their Slack invitation email?”

Please notify the EUS Career Fair Team right away at careerfair@ubcengineers.ca so that we can re-send them the Slack
invite email!

Q: “What if my colleague is having trouble getting onto the workspace?”

They must first accept the invitation link to our Slack Workspace, that was emailed to them. Please notify the EUS Career
Fair Team at careerfair@ubcengineers.ca right away at so that we can re-send them a Slack invite email!

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 Interacting with Students FAQ
Q: “How many students will be interacting with us?”
A Slack call can allow 15 people in it at the maximum. If you have one representative present, then you can have up to 14
students join your call at one time.

Q: “No students are joining our call.”

You can announce that there’s no wait line at your booth by going to the #-announcements- channel. You can either write a
message to announce this or use the shortcut (at the bottom left corner of the chat box - the blue lightning bolt icon), which
will write the message for you!

Q: “Should I have a presentation prepared? How do we interact with students?”

Because students will be going in and out of your open call, we discourage sharing a presentation. Instead, we encourage
question-and-answer engagement with students, as that is usually done during our usual in-person fair. If you would like a
backdrop or a single slide in your background, you can screen share!

Q: “What if I want to connect one-on-one with a student?”

If you want to have a one-on-one chat/call with them, you can click on their name and send a direct message with a separate
meeting link (for example, a Zoom link you set up). If you want to stay in contact with them, please encourage them to submit
their resume to the #-resume-dropbox channel!

Q: “Can we request resumes from students?”

You may remind students to upload their resumes to the resume dropbox channel. These will automatically be sent to the
companies they specify! 11
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 Technical Slack FAQ
Q: “Can we leave the booth unattended for a moment when we’re switching shifts?”
There always needs to be a company representative on the call so there is a seamless switch-off between
representatives. This is to prevent a situation where 15 students join the call, making it full, and then the next company
representative won’t be able to join the call until a student leaves.

Q: “Can we make (other) announcements to everyone at the fair?”

You can go ahead and write an announcement to the #-announcements- channel. Or you can ask one of our volunteers
to write it by sending it to us on the #-technical-support-for-companies channel!

Q: “Having 15 students on a call is too many. Can we control/change this?”

Instead of starting calls with Slack’s built-in calling feature, you can use Zoom (if you have an account)! Zoom will
automatically create a wait room, where you must admit users to enter the call. You can control the number of students
this way!

Q: “Can we use breakout rooms? Having 15 students on a call is too many.”

Slack does not support breakout rooms, but you can use Zoom! Start a call using Zoom instead of Slack and set up your
own breakout rooms. You will need your own Zoom account for this. But please stick to one calling app only (do not use
Zoom in one channel and use Slack in another) for the sake of consistency.

Q: “How do I send private/direct messages?”

If you scroll to the very bottom of the menu on the left-hand side, there is a direct messages feature. 12
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 Calls and Calling Apps FAQ

Q: “Can we screen share to share a Powerpoint/presentation?”

In a Slack call, you can screen share! You can use Zoom, Microsoft Teams, or Google Hangouts to start a call and screen
share as well, as an alternative. But you must have an account for those apps if you intend to use them.

Q: “Why am I having audio problems?”

This is most a microphone/speaker source problem - you must click on the settings gear in the top left of the call and select
your desired audio/microphone source. Slack will automatically use your default audio/speaker device, even if you’re
wearing headphones!

Q: “Do I need my own Zoom/Microsoft Teams/Google Meet account if we are using integrated apps to make calls?”
Yes. To start a call with an integrated app, you must have your own account for that app!

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 WRITING
ANNOUNCEMENTS

#-announcements-
 Opening Announcements
For both fair days (February 2 & 3), please send this message to #-announcements at 11:00 AM PST:

Attention all students! The UBC Engineering Career Fair has officially started. Please read
all of the #_welcome_ channel before participating in the fair.

Closing Announcements
For both fair days (February 2 & 3), please send this message to #-announcements...

● at 3:30 PM PST:
Attention all students! The fair today will be over in 30 minutes.

● at 4:00 PM PST:
Attention all students! The fair for today has officially ended! We thank everyone for
participating.
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 Other Announcements
Approximately every 15 minutes, please write one of these announcements as a message to the
#-announcements- channel. After 15 minutes, rotate the announcement!

1. Attention all students! The limit is 15 people on a call at one time! If you enter a call with less than
15 people and a company rep is talking to a student, please mute yourself and wait until it is your
turn.

2. Students, don’t forget to submit your resume to the Resume Submission Form on
#-resume-dropbox-! After the fair, this will be sent to the companies of your choice.

3. Remember, the dress code is business casual! Employers expect you to be dressed well and to
look tidy. We think you all look great!

4. Don’t know which company’s booth to visit? Click on any of the companies’ channels - their
targeted disciplines are under their channel name!

(You can slightly revise these announcements to your liking, if you wish. But please maintain professionalism
and display an enthusiastic and encouraging attitude!)
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 Contact
Information
Thank you for
Volunteering!
EUS Career Fair Team

careerfair@ubcengineers.ca

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