employer programme for hospitality and tourism...2 | p a g e specifications document programme:...

This project has been funded with support from the European Commission.

This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

Employer Programme for Hospitality and Tourism

Coordinator:

Partners:

Employer Programme

for Hospitality and Tourism

Intellectual Output 5 2 | P a g e

Specifications Document

Programme: Erasmus+

Key Action: Cooperation for innovation and the exchange of good practices

Project title: Employer Programme for Hospitality and Tourism

Project Acronym: EPHT

Project Agreement No: 2016-1-CY01-KA203_017342

DISCLAIMER

This project has been funded with support from the European Commission.

This publication [communication] reflects the views only of the author, and the

Commission cannot be held responsible for any use which may be made of the

information contained therein.

Employer Programme




Table of contents

Specifications for the “Xenios Zeus” platform .............................................................. 7

INTRODUCTION ..................................................................................................... 7

The European Level ................................................................................................... 7

LOCAL PLATFORMS ............................................................................................ 15

ABOUT PAGE .................................................................................................... 16

BEST PRACTICES ............................................................................................. 16

MY ACCOUNT ................................................................................................... 17

SIGNUP PROCESS (JOIN TODAY) ................................................................. 19

Activities offered to all registered (and validated or approved) users

(INDEPENDENTLY OF THE MEMBERSHIP TYPE OF EMPLOYERS) .......... 24

Activities to be offered ................................................................................................. 24

Activities for HEIs ................................................................................................... 24

Activities for Employers .......................................................................................... 37

Activities for Students .............................................................................................. 47

Appendix one: Forum Rules .................................................................................... 52

Employer Programme




List of tables

Table 1: Functionality of the main menu of the European Platform ............................. 9

Table 2: Application of new HEI ................................................................................. 11

Table 3: ΗΕΙ contacts at the application stage ............................................................. 12

Table 4: Best practices ................................................................................................. 17

Table 5: Functionality of MyAccount .......................................................................... 17

Table 6: Employer New Account ................................................................................ 19

Table 7: Employer Contact Details .............................................................................. 21

Table 8:Student New Account ..................................................................................... 22

Table 9: Activities available for HEIs ......................................................................... 24

Table 10: Post an internship (HEI) .............................................................................. 27

Table 11: Add an Industry Internships and make contract (HEI) ................................ 28

Table 12: Submit Recommendation (HEI) .................................................................. 29

Table 13: Respond to request for training Services by employers (HEI) .................... 30

Table 14: Request Training Services (HEI) ................................................................. 30

Table 15: Respond to request for consultancy services (HEI) ..................................... 31

Table 16: Respond to request for research results (HEI) ............................................. 32

Table 17: Plan an industry visit (HEI) ......................................................................... 32

Table 18: Confirm an industry visit (HEI) ................................................................... 34

Table 19: Post an upcoming event (HEI) ..................................................................... 34

Table 20: Request Resources (HEI) ............................................................................. 35

Table 21: Offer Resources (HEI) ................................................................................. 36

Employer Programme




Table 23: Menu Activities of the local platform- Employers ...................................... 37

Table 23: Express interest for the internship (Employers) .......................................... 39

Table 24: Post a recruitment position (Employers) ..................................................... 39

Table 25: Identify potential employees (Employer) .................................................... 40

Table 26: Express interest in a guest lecture (Employers) ........................................... 41

Table 27: Request Training Services (Employers) ...................................................... 42

Table 28: Request Consultancy Services (Employers) ................................................ 42

Table 29: Request Research Results (Employers) ....................................................... 43

Table 30: Express interest in an industry visit (Employers) ........................................ 43

Table 31: Post an upcoming event (Employers) .......................................................... 44

Table 32: Offer Resources (Employers) ...................................................................... 45

Table 33: Request Resources (Employers) .................................................................. 46

Table 34: Menu Activities of the local platform- Students .......................................... 47

Table 35: Express interest for the internship (Student) ............................................... 48

Table 36:Search for a job (students) ............................................................................ 48

Table 37: Apply for a job (Students) ........................................................................... 49

Table 38: Participate in an event (Students) ................................................................ 50

Table 39: Activities available for faculty ..................................................................... 50

Table 40: Faculty submits guest lectures request (Faculty) ......................................... 51

Table 41: Confirm a guest lecture (HEI) ..................................................................... 51

List of figures

Figure 1: The European Level Platform ........................................................................ 8

Employer Programme




Figure 2: European Platform Menu ............................................................................... 9

Figure 3:Main Menu of local platforms ....................................................................... 16

Figure 4: Options of Join in (Local Platforms) ............................................................ 19

7

Specifications for the “Xenios Zeus” platform

INTRODUCTION

An important aspect of the platform is the fact that the platform will operate on two different

levels.

1. At the local level for each of the higher education institutes

2. At the European level to facilitate cooperation of different stakeholders at the European

level

It is important to note here that the higher education institutes have the leading role in the

platform (both at the local and the European level)

The current specification document is structured as follows:

1. Presentation of the European Leve;

2. Presentation of the local levels

a. Presentation of the activities within the local level for each of the target groups

The European Level

The European platform is actually the point of access of the local platforms. It is noted here that

everybody can access the local platform through the European one. The menu of the European

platform is shown below

8

Figure 1: The European Level Platform

European Platform

[Platform Name]

The project EPHT

Rationale and Objectives

Main Intellectual Outputs of the

project

Terms and conditions

Participating HEIs

The role of HEI in epht

How to apply

Participating HEIs

Partnership best practices to be

collected from local pllatforms

European Forum/Social

Network

Contact us

Join Today

Log in

9

Figure 2: European Platform Menu

EPH

T

Participating

HEIs

Partnership

Best

practices

JOIN

TODAY

CONTACT

US

Login

The functionality of each of the menu items is described in the table below:

Table 1: Functionality of the main menu of the European Platform

Menu Item Functionality

EPHT This item of the main menu will present:

1. The rationale and objectives of the project

2. The main intellectual outputs

3. The process for the registration of a higher education institution

Participating

HEIs

A list of all the members that have enrolled in the platform (therefore

have local platforms)

Logged in members will be able from here to access their own platform

VIDEOS AND TESTIMONIES MOVING

SOCIAL MEDIA BUTTONS

Newly added European

Activities

Forum

10

Menu Item Functionality

Partnership

best practices

Best practices described by HEI on the local platforms will be uploaded in

this platform upon approval by the European Platform Administrator

HHIC. The information presented here will be identical to the information

presented in the local platform

Join Today This is for a HEI to enrol. An application will be presented to the HEI that

must be filled in and submitted (Table 2: Application of new HEI) . From

there on the process is manual ie the application is automatically sent to

the administrator of the European Platform (HHIC) that will approve or

not the HEI. Upon approval the Administrator of the European Platform

will create an account for the new HEI. Once an HHI account is being

created a local platform will be developed automatically. Through the

European Platform the HEI should be able to access their local platform

It is noted here that if an HEI does not conform with the rules of the

system, the administrator should be able to:

1. Deactivate their platform

2. Block partners of that platform from entering the European and

the other local pages (ie isolating that platform)

Contact Us Contact us details

Log In Partner employers of local pages will automatically gain access to the

European platform provided that the HEI conforms to the rules and

regulations of the system. In other case the system administrator has

right to block them also from the European platform. If this is not the

case, then from the European Platform, users will be able to access local

pages (pending validation by the local page)

11

Table 2: Application of new HEI

Field Type of field

Name of

institution

Text Field

Address Text Field

Country Drop Down List

City Drop Down List

Email Text field

Phone

Fax

Programmes

offered in

Checkboxes (See parameters)

☐ Culinary Arts

☐ H&T management

<Programme of Study>

Logo

Description

Moto

12

Field Type of field

Uploads HEI prospectus

Official Declaration for financial viability

Form presenting H&T educational programes

I hereby declare that I will follow the terms and conditions of the EPHT programme and I will

pay the yearly fee.

At least 2 contacts should be added at the application stage namely

1. The legal representative

2. The Local Platform Administrator

Information for the contacts is presented in the table below

Table 3: ΗΕΙ contacts at the application stage

Field Type of field

Title Drop Down List

Name Text Field

Surname Text Field

Position in the

organisation

Text Field

Gender Male/Female

Birth Date Date

Address [automatically

provides the address of

Text Field

13

Field Type of field

the institution, but able

to change it]

Country [automatically



to change it]

Drop Down List

City [automatically



to change it]

Drop Down List

Type Drop Down List

Legal Representative

Local Platform Administrator

Faculty

Administrative

Management

Activity HEI supervisor

Email 1 Text Field

Direct Phone Number Text Field

Direct Fax Text Field

With the submission of your application form you agree to comply with employer

programme policy. Deviation will lead to the termination of your membership.

14

Field Type of field

Signature Date

15

LOCAL PLATFORMS

Each local platform must be directly accessible through a direct link (such as a 3rd level domain

name: hei-name.project-name.eu or a path: project-name.eu/hei-name). From the European

platform everybody (registered) will be able to access local platforms. The European login is

independent from the local platform login and is only used for the social network part.

Registered employers in the local platforms will have access to the other local platforms (but

this is provided that that the local platform administrator will give them access.

Home page of the local platforms should be simple, minimal and visually attractive. It should

contain some menu items, preferably in the top right of the page (see figure), which should

resemble calls to action. The items are:

+ ABOUT

+ Best Practices

+ Join Today

+ Testimonies

+ News

+ Activities

+ My Account

+ LOGIN

There will also be an animated banner or slideshow, presenting inspirational testimonies by

existing users in the form of quotes and/or videos.

About Best

practices

Join Today

(for

employers

and

students to

enter the

local

Testimonies

(always

available)

News Activities My

Account

Login

16

platform)

Figure 3:Main Menu of local platforms

ABOUT PAGE

On this page, a text with a strong marketing character should be included, to convince

stakeholders to join. It should clearly outline all gains that are available for each group of

stakeholders. The text should not be long and the animated banner or slideshow, presenting

inspirational testimonies by existing users in the form of quotes and/or videos, should be visible

at this page too. The text in the about page should be provided by the HEI once they are

approved to register to the platform (or as part of the application process)

BEST PRACTICES

Each of the HEIs will be able to present best practices from the use of the current system. These

best practices (or some of them) will be automatically shown on the European Platform.

Everybody in the faculty or administrators of HEI can enter a best practices but this needs to be

validated by the LOCAL EPHT Administrator (who needs to have permission by the local steering

committee- manually). Once validated this is posted in the European platform (with no further

validation by HHIC).

Once a best practice is entered, an email will be sent to the Local EPHT Administrator who will

also be able to see the notice in his/her dashboard.

VIDEOS AND TESTIMONIES MOVING

SOCIAL MEDIA BUTTONS

17

Table 4: Best practices

Field Description

Best Practice Number Autonumber

Best practice title Text field

Best practice Description Text field (with formatting)

Impact of the best practice Text field (with formatting)

Category Here may be some categories of best practices will be developed

and best practices will be assigned to one. In this case at the

European Level, best practices in the same category may be

presented together.

Categories are:

Type of activities (individual activities e.g. internship)

MY ACCOUNT

This option is available to all stakeholders after they log in but its functionality is different. This is

explained in the table below:

Table 5: Functionality of MyAccount

Type of stakeholder Functionality

Higher Education

Institutions

(EPHT Local

1. Add Contact

2. Personalise the platform (eg change logo, title, colors,

descriptions)

3. Set parameters

18


Administrator) a. Expiry period for graduate students

b. Types of organisations

c. Programme of Study

d. Intership Type

e. Industry

f. Areas of specialization

g. Recruitment Academic Credentials Required

h. SetSkills

i. Areas of educational programmes

j. Event types

k. Resource types

4. Validate

a. Students (Students that have registered will be

validated by the HEI prior to gaining access to the

platform). Graduate students will also be able to

use the platform for a limited period to be set in

the parameters section

b. Graduate Students

5. Turn a student into a graduate (annual process)

6. Authorise local employers (An employer may be

authorized but granted different partnership level than the

one initially required)

7. Authorise European Employers (Partner employers from

other local platforms will have access to the European

platform but at the same time may request access to the

local platforms. This will be granted upon approval)

8. Approve changes made by employer (existing member)

Employers 1. Make limited changes to their accounts eg

a. Change logo

b. Change address, telephone, emails

19


c. Add a contact

Students 1. Upload new cv

2. Change contact details/ profile picture

SIGNUP PROCESS (JOIN TODAY)

This signup process relates only to the signup of the following stakeholders:

1. Employers

2. Students

It is noted that HEI will signup from the European Platform (through the approval process of

HHIC)

Figure 4: Options of Join in (Local Platforms)

Table 6: Employer New Account

FIELD TYPE OF FIELD

NAME OF ORGANISATION* Textbox

JOIN TODAY

Create an Employer Account

TABLES 6 AND 7

Create a student or graduate Account

TABLE 8

Create a HEI member contact

TABLE3

20

FIELD TYPE OF FIELD

ADDRESS Form:

Street*: textbox

Postal code*: textbox

P.O. Box: textbox

Country*: Dropdown

City*: textbox

Email* (visible to other users):

textbox

Phone number: textbox

Fax: textbox

TYPE OF ORGANISATION* Checkboxes

☐ Hotel

☐ Restaurant

☐ Travel Agents

a. To be adapted

accordingly in

parameters Types

of organisations

Upload your logo

By uploading your logo you will make your

organization more visible in the platform

Upload profile picture dialogue box

Description of the organisation Textbox (paragraph)

Your motto Textbox (max. 500 characters)

Type of membership required (final type of

membership will be approved by the HEI)

☐ Basic

☐ Premium

☐ Partnership

21

For an employer we may have one or more contacts. Details of the contacts are shown in the

table below:

Table 7: Employer Contact Details

Field Type of field

Title Drop Down List

Name Text Field

Surname Text Field

Employer Drop Down list with all registered

employers in that country] – or directly

link with the specific employer (better

option)

Position in the organisation Text Field

Gender Male/Female

Birth Date Date

Address [automatically provides the address of the

employer, but able to change it]

Text Field

Country [automatically provides the address of the


Drop Down List

City [automatically provides the address of the


Drop Down List

22

Field Type of field

Type Drop Down List

Legal Representative

Local Platform Administrator

Activity Employer supervisor

Email 1 Text Field

Direct Phone Number Text Field

Direct Fax Text Field

With the submission of your application form you agree to comply with employer programme policy. Deviation will lead to the termination of your membership.

Signature Date

Table 8:Student New Account

Field Description

NAME* First name*: textbox

Last name*: textbox

GENDER Male /Female

ADDRESS Form:

Street*: textbox

Postal code*: textbox

P.O. Box: textbox

Country*: Dropdown

City*: textbox

Email* (visible to other users): textbox

Phone number: textbox

Fax: textbox

23

Field Description

Type of student ☐ Current Student

☐ Graduate Student (include year of

graduation)

Year of enrollment The year the student has started the

studies.

Year of graduation

Only available for graduate students

Month/ Year

School of studies*: Faculty/department: textbox

School: textbox

Institution: textbox

Programme of study Checkboxes (from parameters)

☐ Culinary Arts

☐ H&T management

b. (from parameters

Programme of Study

<Programme of Study>)

Languages With check boxes

Years of experience 1

2

3

4

5

Any other areas where you want to have specialized

training

Upload your profile picture

By uploading your logo you will make your profile

more visible in the platform

Upload profile picture dialogue box

Upload your CV (you can also do this later) Upload .pdf dialogue box

Your motto Textbox (max. 500 characters)

24

Activities offered to all registered (and validated or approved)

users (INDEPENDENTLY OF THE MEMBERSHIP TYPE OF

EMPLOYERS)

Two activities will be offered to all registered users of the system

1. Browse profiles of other employers in the system

2. Send Personal Messages: The HEI can send messages to students and employers.

Students and employers will be able to send emails to the HEI

Activities to be offered

The activities to be offered on the local level depend on the level of the partnership of the

employer.

The following tables present the activities available for HEIs, Employers and Students

This employer is currently in the local platform and have selected a specific type of membership.

Below you will see the type of activities they will be able to see. What is actually affected here is

the menu Activities

Activities for HEIs

Table 9: Activities available for HEIs

Menu Activities

INTERNSHIPS AND RECRUITMENT

Industry internships

Post an internship Table 10: Post an internship

Post the internship with the employer details. In the case the employer

requested a specific student, HEI decides whether the student attends this

internship. The he rest of the positions are displayed to the students to apply.

25

Menu Activities

Once they apply, the HEI selects the students and proposes to the EMPLOYER.

Upon approval by the employer a contract is created

Propose Students to employer

Accept/Reject student requested by employer

Accept/Reject student request for internship [Once a student expresses interest in

a specific internship, the HEI can propose this student to the employer and then

accept or reject the internship]

Add internship & Make contract Table 11: Add an Industry Internships and make

contract (HEI)Contracts will be different for different HEI so the system should

allow the institution just to upload the contract template and merge the specific

fields.

View all internships

o This option should enable the HEI to view all internship in progress as well

as all internships for which a contract was made but they have not started

yet

Evaluate Internship

o Online evaluation (or pdf form) form to be provided for the HEI to evaluate

each of the internships. This option will only be available once the

internship is complete

Recruitment

View recruitment positions

All recruitment positions posted by employers will be available here. HEIs will only

be able to view recruitment positions

View requests for recommendations

If the employer has requested screening on a position, after the expiration of the

deadline the HEI will need to propose recommendations in accordance to the

number of the screening requested by the employer [Table 12: Submit ]

Additionally, through this option after the expiration of the position the HEI can

26

Menu Activities

propose other students and send to the employer.

PROGRAMME DESIGN AND DELIVERY

Post a survey for curriculum design

This option will enable the user to build a survey for curriculum design using different tools similar

to those provided by something like the survey monkey.The user should be able to select from

different types of questions such as lickert scale, open questions, multiple choice questions etc. The

user should also be able to select the list of employers to whom the survey will be displayed (based

on their level of engagement). Additionally, the user can select whether or not students and

graduate students will participate in the survey as well as the faculty and non faculty.

Discussion forum a for curriculum evaluation

Through this option HEI will launch a forum for discussion on a specific curriculum. The purpose of

the forum will be clearly defined and shown to employers. A button <View forum rules> will enable

the users to view the rules of the forum (Indicative in Appendix one). As far as the fora is

concerned, ideally we need to have the target group selected but this remains pending.

Guest Lectures

Accept guest lecture request by faculty: The HEI will validate the faculty requests

prior to their posting to employers [ this whole process starts by the faculty of the

HEI)

Validate guest lecture (selection by faculty). Once the faculty has confirmed a

guest lecture, this needs to be validated by the HEI administrator prior to

informing the employer. Once this is done an email is disseminated to the

employer

Post the guest lectures on the system

o This option will just display all confirmed guest lectures in the future

TRAINING, CONSULTANCY AND RESEARCH

27

Menu Activities

Respond to request for training services by employer Table 13: Respond to request

for training Services by employers (HEI)

Submit Request for training services to employer Table 14: Request Training

Services (HEI)

Respond to request for consultancy services by employer Table 15: Respond to

request for consultancy services (HEI)

Respond to request for research results Table 16: Respond to request for research

results (HEI)

EVENTS

Plan an industry visit Table 17: Plan an industry visit [May be this should be initiated by

the faculty]

Confirm an industry visit Table 18: Confirm an industry visit (HEI)

Post upcoming event Table 19: Post an upcoming event (HEI)

RESOURCE ENHANCEMENTS

Request for resources Table 20: Request Resources (HEI)

Offer Resources Table 21: Offer Resources (HEI)

Table 10: Post an internship (HEI)

Field Description

INTERSHIP CODE Code to be provided automatically

INTERSHIP TYPE (dropdown) Dropdown items (depending on the parameters set in

account from HEI-<Intership Type>):

Accommodation – Rooms Division

Food and beverage

Travel and tourism

Food Production

28

Field Description

JOB TITLE

INTERSHIP DURATION

LEARNING OUTCOMES UPLOAD FILE

OR

COPY AND PASTE TEXT1

Possible Start Date Date

Contact details (Activity

supervisor)

Select from the contacts of the HEI

The HEI post is only visible to the employer and not the students

Table 11: Add an Industry Internships and make contract (HEI)

Field Description

INTERSHIP CODE +Serial Number One code that will be provided directly from the system

Student Code Once an internships is to be formed, student should exist as

an account in the platform

A control must exist to ensure that you do not add the same

student to two different internships

Employer Code The existing code of the employer

INTERSHIP TYPE Automatically provided (copy from the previous type)

INTERSHIP DURATION Automatically copied

LEARNING OUTCOMES Automatically copied

Start Date of Internship

End Date of Internship


supervisor- from employer)

The details have been declared by the employer once

expressing interest


supervisor- from HEI)

The details have been declared by the HEI when posting the

internship

1 It is noted that here the same information as above might be repeated. The above form objects are for

facilitating the filtered search.

29

Field Description

BUTTON CREATE CONTRACT This button will use the existing details and a template and

will automatically merge the fields to create the contract.

Then the system should provide the option to send the

contract to the employer through email. The contract will be

signed manually and returned to the HEI

Table 12: Submit Recommendation (HEI)2

Field Description

RECRUIMENT POSITION CODE The user here should be able to view all recruitment

positions that have requested screening together with

the title of the position and the name of the employer

(dropdown list with additional columns

Recommendation 1 Here you have three different groups of students

1. Students/graduates that have applied and are in

the system

2. Students/graduates that have not applied and

are in the system

Some how it should distinguish the students by colours

etc



the system


are in the system


etc



the system


2 As many screenings as requested by the employer.

30

Field Description

are in the system


etc

Contact details (responsible for the

recommendation)

Email:*

Phone number:

Person responsible:*

Table 13: Respond to request for training Services by employers (HEI)

Through the selection of this option the HEI will be able to view all the requests for training

services. Through a button <Respond to request> the HEI will be able to respond to each

request.

Field Description

Training Services

Request ID

Automatically provided by the system

Subject of training From a dropdown list or OTHER

What are the

expected Learning

Outcomes of the

training

The HEI will enter here the revised learning outcome

Suggested Duration

of the training

HEI will enter here the suggested duration of the training

Tender Upload File for tender with all details. Details of the trainer can be

included in the tender or directly in the table (in which case he/she

needs to be one of the contacts of the employer programme)

Tender Status Pending [provided by the system and will be changed once the

employer selects either Accept or Reject]

Upon submission an email will be sent automatically to the employer

Table 14: Request Training Services (HEI)

Field Description

Training Services Request ID Automatically provided by the system

31

Field Description


What are the expected Learning

Outcomes of the training

Text box

Estimated Duration of the training In hours

Number of HEI attending the

training

Number

Number of groups to be trained Number

Profile of participants Text

Venue (where the training will

take place)

Text

Period during which the training

will take place

From (calendar icon) To (calendar icon)

Contact Person Must be one of the contact s of the HEI so a dropdown

list will be used

Contact Email Provided automatically but change is possible

Contact Telephone Provided automatically but change is possible

Deadline for response Date

Once completed an email is send automatically to the main contact of the employer

Table 15: Respond to request for consultancy services (HEI)

Through the selection of this option the HEI will be able to view all the requests for consultancy

services. Through a button <Respond to request> the HEI will be able to respond to each

request.

Field Description

Consultancy Services

Request ID


Subject of the

consultancy services

Text

A short description of The HEI will enter here the revised learning outcome

32

Field Description

the services provided

Tender Upload File for tender with all details. Details of the consultant can

be included in the tender or directly in the table (in which case

he/she needs to be one of the contacts of the employer

programme)




Table 16: Respond to request for research results (HEI)

Through the selection of this option the HEI will be able to view all the requests for research

results. Through a button <Respond to request> the HEI will be able to respond to each request.

Field Description

Research Results

Request ID


Subject of the

Research Results

Request

Text

A short description of

the services provided

The HEI will enter here the revised learning outcome

Tender Upload File for tender with all details. Details of the consultant can

be included in the tender or directly in the table (in which case

he/she needs to be one of the contacts of the employer

programme)




Table 17: Plan an industry visit (HEI)

Field Description

33

Field Description

Industry visit To be provided automatically by the system. It could

be the code of HEI and a autonumber

Industry From parameters eg

Accommodation – Rooms Division

Food and beverage

Travel and tourism

Food Production

Person responsible for the industry

visit

It should be one of the contacts of the HEI (ie this

person should exist in the platform)

Deadline for expressing interest (by

employers)

A date

More information about the

industry visit

Please enter objectives of the visits

as well as activities to be

demonstrated etc

A text field to describe details of the industry visit,

objectives to be satisfied etc.

Specific Date or within a period A dropdown box allowing the user to select either

specific date or within specific period. Depending on

the answer here one of the following two fields will

be presented

Specific date A date field (with a calendar to chose)

Specific period From and to (with a calendar to choose)

Duration of the industry visit In hours

Start and End time of the visit Times

Number of students attending the

visit

Number

34

Table 18: Confirm an industry visit (HEI)

Through this option the HEI should be able to see all proposals for each of the published industry

visits. If the deadline did not expire, may be the system could provide a warning “ Do you want

to confirm the industry visit prior to the expiry of the deadline”

Next to each of the proposals, there should be a button Confirm. Upon pressing this button the

details of the proposed industry visit should be presented. In case of different alternatives on the

dates, the HEI must provide the final date and time of the lecture as well as to enter the venue of

the lecture

Field Description

Industry Visit ID To be provided automatically by the system. It could be

the code of HEI and a autonumber

Date of the Industry Visit Date

Start Time of the Industry Visit Time

End Time of the Industry Visit Time

Venue and address of the

Industry Visit

An automated email will be send to the employer

Table 19: Post an upcoming event (HEI)

Field Description

Event id A code to be provided by the system (may be the initials

of the HEI and an autonumber)

Event Type From parameter s

May be:

Industry Visit

Open Day

Competition

Conference

Target Group Students

Employers

Both

35

Field Description

Date of the event Date

Start time of the event Time

End time of the event

Venue and Address

Contact person responsible From the HEI contacts

Contact person telephone The email is automatically displayed but it can be

changed

Contact person email The email is automatically displayed but it can be

changed

Table 20: Request Resources (HEI)

Field Description

Resource id A code to be provided by the system (may be the initials


Resource Type From parameters

For example

Sponsorship

Equipment

Rooms for events

Laboratories

Publications

etc

Resource Description A memo field where the HEI will mention the objectives

of the use of the resource etc

One use or permanent Dropdown list with the two options.

Date (s) needed In the case of one use only



changed


36

Field Description

changed

Table 21: Offer Resources (HEI)

Through this option the HEIs should be able to view all resources requested by Employers.

Through a button <Offer Resources> they will be able to confirm their willingness to offer

resources. The following fields should then be filled in

Field Description

Resource id This will be provided by the system

Resource Type Displayed by the system

One use or permanent Displayed by the system

Date (s) needed In the case of one use only – displayed by the system

Resource Description The HEI will here describe the resource. For example in

the case of venue, the capacity of the venue, name, etc



changed


changed

37

Activities for Employers

Table 22: Menu Activities of the local platform- Employers

Menu Activities


Industry internships (available to all employers)

Express interest for an internship [3Table 23: Express interest for the internship]

View all internships

o This option will enable the employers to view all internships they currently

participate in (in progress) as well as those with a contract that have not yet

started.

Evaluate internship

o Through an online evaluation for the employer will evaluate each of the

internships they are participating in. This option will only be available once

the internship is complete

Recruitment (available to premium employers)

Post a recruitment position [Table 24: Post a recruitment position]

Identify potential employees Table 25: Identify potential employees (Employer)


View current surveys

This option will enable the participants to view all available surveys posted by HEIS. Next to

3 Once interest is expressed, the HEI will send through email possible CVs and the employer and the

students will arrange for an interview.

38

the description of each of the surveys there will be a button “Participate” that will enable

employers to participate in the survey. It is noted that the employers will only see the

surveys they are entitled to (the HEIs will select to whom the survey refers (according to the

level of engagement)

Participate in forum

Employers will be able to participate in the fora available to them (availability is set by the

HEIs)

Guest Lectures

Express interest for a guest lecture [Table 26: Express interest in a guest lecture]

View all guest lectures agreed by the employer

o This option will list all booked guest lectures ie those that have been

confirmed by the HEI institution

TRAINING, CONSULTANCY AND RESEARCH

Request training services Table 27: Request Training Services (Employers)

Request consultancy services Table 28: Request Consultancy Services (Employers)

Request research results Table 29: Request Research Results (Employers)

Accept or reject tenders

o Once the user selects this option all pending tenders will be displayed

(training/consultancy/research). Next to each tender two buttons will

enable the employer to accept or to reject a tender . Depending on the

button the user clicks the tender status changes to Accepted or Rejected.

Once completed an email is send automatically to the main contact of the

HEI

EVENTS

Express interest in an industry visit Table 30: Express interest in an industry visit

Post upcoming event Table 31: Post an upcoming event (Employers)

RESOURCE ENHANCEMENT

39

Offer resources Table 32: Offer Resources (Employers)

Request resources Table 33: Request Resources (Employers)

Table 23: Express interest for the internship (Employers)

Field Description

INTERSHIP CODE Select the code of the internship

Maximum of students I can accommodate

Names of possible students

Contact details (Activity supervisor) Select from the contacts of the Employer

Table 24: Post a recruitment position (Employers)

Field Description

RECRUIMENT POSITION CODE [May be provided directly by the system

combining the employer name, the date and

a serial number]

Title of the position [Free text field]

Academic Credentials Required Two year certificate in hospitality and

tourism management

Two year certificate in culinary arts

Three year diploma in hospitality and

tourism management

Three year diploma in culinary arts

Bachellor degree in in hospitality and

tourism management

Bachellor degree in culinary

Parametric <Recruitment Academic

Credentials Required>

Hierarchy Level Trainee

Junior staff

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Field Description

Experienced staff

Team Leader

Middle Level Management

Top Level Management

Skills Required Probably memo field or provided list of skills

where the user may choose (the list of skills

will be set through the platform)

Parametric <Set Skills>

Languages Required Again from parameters

Type of position Full time

Part time

Job Description Upload a file with the job description

Deadline for applications Date

Request screening (only for partnership) Yes/No

Number of people included in the screening A number eg

Contact details Email:*

Phone number:

Person responsible:*

Once a form is completed, a button create contract should create the internship. Student and

training supervisor should be able to validate the internship and see it under <View all

internships>.

Table 25: Identify potential employees (Employer)

Field Description

Type of student ☐ Current Student

☐ Graduate Student (include year of

graduation)

Area(s) of specialisation* Checkboxes (from parameters)

☐ Accommodation

41

Field Description

☐ Food and beverage

☐ Travel and tourism

☐ H&T management

Languages With check boxes

Years of experience 1

2

3

4

5

Through a contact button the employer will be able to contact the student

Table 26: Express interest in a guest lecture (Employers)

The employer should be able to see a list of all available guest lectures (that have not expired).

Next to each there should be a button Express Interest. Once this happens the following fields

should be completed

Field Description

Guest Lecture ID Automatically provided by the system

Exact proposed lecture title Text

Date proposed If the lecture will take place during a specific date

Proposed schedule To be uploaded (if a lecture will last for a period)

Name of proposed speaker Here the employer should be able to either select from

a list of existing contacts in the Employer Program

Platform or to enter a new contact (outside the

platform)

Short CV of proposed speaker This is the CV to be used for the brochure. HEI must

denote the number of words

Picture of proposed speaker Picture to be uploaded (again for brochure)

Upload CV Normal Long cv to be uploaded eg europass

Speaker Telephone Number If the speaker exists already as contact of the employer

42

Field Description

then the telephone number should be displayed

automatically and the user should be able to change it

Speaker Contact Details As above

Note: Once an employer expresses interest in a guest lecture, an email should automatically be

disseminated to the person responsible for this lecture (ie the faculty) with a cc to the HEI

administrator.

Table 27: Request Training Services (Employers)

Field Description

Training Services Request ID Automatically provided by the system


What are the expected Learning

Outcomes of the training

Text box

Estimated Duration of the training In hours

Number of employees attending

the training

Number

Number of groups to be trained Number

Profile of participants Text

Venue (where the training will

take place)

Text

Period during which the training

will take place

From (calendar icon) To (calendar icon)

Contact Person Must be one of the contact s of the employer so a

dropdown list will be used




Once completed an email is send automatically to the main contact of the HEI

Table 28: Request Consultancy Services (Employers)

Field Description

43

Field Description

Consultancy Services Request ID Automatically provided by the system

Title of the issue to be resolved

Description of the issue Text box







Table 29: Request Research Results (Employers)

Field Description

Research Request ID Automatically provided by the system

Title of the research

Description of the research results

required

Text box







Table 30: Express interest in an industry visit (Employers)

The employer should be able to see a list of all available guest lectures (that have not expired).

Next to each there should be a button Express Interest. Once this happens the following fields

should be completed

Field Description

Industry Visit ID Automatically provided by the system

44

Field Description

Exact proposed title

of the industry visit

Text

Date Proposition 1 Date [Provided only if there was specific period and not specific

date on the request]





Detailed description

of the industry visit

Here the employer should be able to either select from a list of

existing contacts in the Employer Program Platform or to enter a

new contact (outside the platform)

Person from the

employed that will

facilitate the visit

Must be already in the platform as a contact to be selected here

Contact person

telephone number

Automatically provided but can be changed

Contact person email Automatically provided but can be changed

Note: Once an employer expresses interest in organising an industry visit , an email should

automatically be disseminated to the person responsible for this industry visit (from the HEI)

Table 31: Post an upcoming event (Employers)

Field Description


of the Employer and an autonumber)

Event Type From parameter s

May be:

Industry Visit

Open Day

Competition

45

Field Description

Conference

Target Group HEI

Students

Date of the event Date

Start time of the event Time

End time of the event

Venue and Address

Contact person responsible From the Employer contacts


changed


changed

Table 32: Offer Resources (Employers)

Through this option the employers should be able to view all resources requested by HEI.

Through a button <Offer Resources> they will be able to confirm their willingness to offer

resources. The following fields should then be filledin

Field Description

Resource id This will be provided by the system

Resource Type Displayed by the system

One use or permanent Displayed by the system

Date (s) needed In the case of one use only – displayed by the system

Resource Description The employer will here describe the resource. For

example in the case of venue, the capacity of the venue,

name, etc

Contact person responsible From the Employer contacts


changed


changed

46

Table 33: Request Resources (Employers)

Field Description

Resource id A code to be provided by the system (may be the initials


Resource Type From parameters

For example

Sponsorship

Equipment

Rooms for events

Laboratories

Publications

etc

Resource Description A memo field where the employer will mention the

objectives of the use of the resource etc

One use or permanent Dropdown list with the two options.

Date (s) needed In the case of one use only

Contact person responsible From the employer contacts


changed


changed

47

Activities for Students

Table 34: Menu Activities of the local platform- Students

Menu Activities


Industry internships (available to all employers)

Express interest for an internship Table 35: Express interest for the

internship (Student)

Evaluate internship

o Through an online evaluation for the student will evaluate the

internships he/she is participating. This option will only be available

once the internship is complete

Recruitment

Search for a job Table 36:Search for a job (students) Table 37: Apply for a job


View current surveys

This option will enable the participants to view all available surveys posted by HEIS. Next to

the description of each of the surveys there will be a button “Participate” that will enable

employers to participate in the survey.

Participate in forum

Students will be able to participate in the fora available to them (availability is set by the

HEIs)

EVENTS

48

Participate in an Event Table 30: Express interest in an industry visit

Table 35: Express interest for the internship (Student)

Field Description

INTERSHIP CODE Select the code of the internship

Employer Select an employer from the partners in the

system.

WHY YOU?

Why do you think you are the right person

for the job? Please reply with 500 words

maximum Upload

The candidate will provide a text paragraph

Why this employer

Why did you choose to apply to work with

our company? Please reply with 500 words

maximum

Upload your CV (.docx or .pdf)

Available from Date

Table 36:Search for a job (students)

An empty form will be provided to the student to enter as many details as possible. Then by

clicking a Find button, all available positions will be displayed. Only positions that are still active

(ie deadline has not expired) will be presented.

Field Description

Industry Accommodation

Food and beverage

Travel and tourism

H&T management

Academic Credentials Required School leaver

University Gradutate

Postgraduate Student

49

Field Description

Skills Required Probably memo field or provided

list of skills where the user may

choose (the list of skills will be set

through the platform)

Hierarchy Level Required Junior staff

Experienced staff

Team Leader

Middle Level Management

Top Level Management

Languages Required Again from parameters

Type of position Full time

Part time

Location of work My City

My Country

In Europe

After the list of jobs appears based on the criteria set by the student, the student can click an

Apply button to apply for the job. The following table presents what he/she needs to enter there

Table 37: Apply for a job (Students)

Field Description

POSITION CODE The code of the position the student

selected

WHY YOU?

Why do you think you are the right person

for the job? Please reply with 500 words

maximum Upload

The candidate will provide a text paragraph

Why this employer

Why did you choose to apply to work with

our company? Please reply with 500 words

maximum

Upload your CV (.docx or .pdf)

Available from Date

50

In the case of a premium employer or q partner that has not requested screening student

employment application goes directly to the employer.

In the case of screening (partner employer~) the application will go both to the employer and the

HEI. After the expiration of the deadline, the HEI will provide screening to the employer

Table 38: Participate in an event (Students)

When students select this option they will be provided with all events that target students.

Through a participate button they will be able to register to the event

Field Description



Student Name Displayed and cannot be changed

Address details Displayed and cannot be changed

Once registration is complete, an email is automatically send to event coordinator

Activities for Faculty

Table 39: Activities available for faculty

Menu Activities


Guest Lectures

Submit guest lecture request Table 40: Faculty submits guest lectures request

(Faculty) HEI posts and faculty replies

Confirm a guest lecture by faculty Table 41: Confirm a guest lecture (HEI)

51

Table 40: Faculty submits guest lectures request (Faculty)

Field Description

Guest Lecture ID To be provided automatically by the system. It could


Person responsible for the lecture It should be one of the contacts of the HEI (ie this

person should exist in the platform)- this is in fact the

user that enters the request in the system

Deadline for expressing interest A date

Guest lecture possible subject A text field to describe the subject of the guest

lecture

Semester Enter the semester during which the guest lecture

will take place

Specific period or specific date? Dropdown list (Period or date)- Depending on the

selection here one of the following fields will be

presented

Specific period From and to (with a calendar to choose)

Specific Date A specific date or two- three possibilities

Duration of the lectures In hours

Start and End time of the lecture Times

More information about the lecture A memo field

The HEI will just validate prior to the display of the posting to the employers

Table 41: Confirm a guest lecture (HEI)

Field Description

Guest Lecture ID To be provided automatically by the system. It could


Final Date of guest lecture

Start Time Time

End Time Time

Venue and address of the lecture

52

Through this option the HEI Faculty that is responsible for this guest lecture should be able to

see all proposals for each of the published lectures. If the deadline did not expire, may be the

system could provide a warning “ Do you want to confirm a guest lecture prior to the expiry of

the deadline”

Next to each of the proposals, there should be a button Confirm. Upon pressing this button the

details of the proposed lecture should be presented. In case of different alternatives on the

dates, the HEI must provide the final date and time of the lecture as well as to enter the venue of

the lecture

An automated email will be send to the HEI Administrator including the scheduling of the

lectures. The employer will be informed once the administrator validates this selection.

Appendix one: Forum Rules

Forum Rules

1. Treat other members with the respect they deserve. This should go without saying, but treat

others like you would like to be treated !

2. The forum language is English only! Please only post in other languages in PM.

3. Please do not spam. The definition of spam is an irrelevant or advertising post. Any post

considered spam will be removed.

53

4. Please do not post threads text in all CAPITALS since this is considered to be shouting and is

not necessary.

5. Please refrain from posting images larger than 800x600. This is considerate to members with

slow internet speeds, and keeps the forum looking tidy.

6. Using red text is forbidden. Only moderators and administrators may use this.

7. Insulting and flaming or personal attacks against forum staff will be not tolerated.

8. Please be considerate in language you use on the forum, some of our members are younger

than others. Swearing is not completely banned, just do not swear unnecessarily, and only use

minor words. A filter is in place to safeguard this system.

9. No hacking, and illegal activity, such as torrents and illegal downloads, this will not be

tolerated, and if appropriate, may be reported to local authority.

10. Please do not post inappropriate material, I think everyone understands what I mean by this.

The policy goes that if you would not feel comfortable viewing it at work, or in front of children

or parents, don't post it!

I think these rules are clear, and easy to follow. These are only in place to ensure our community

is a fun place to be, and a comfortable atmosphere for all.

What happens if I break a rule?

Depending on the severity of the infraction, a different course of action may be taken, but the

usual practice is as follows:

1st rule break (Minor offence):

Corrected, A PM may of been sent, no further action taken

For a more serious offence, a warning will be issued, this is a mark against your name letting us

know you have broken a rule

2nd rule break.

Another warning

54

3rd rule break

On your 3rd warning, you will receive a temporary ban, the length of which will depend on the

severity of the incident.

On another breach of rules:

After this it will be assumed you will not learn your lesson, so you will receive a permanent ban,

meaning you will never be able to visit the forum again.

If you have any questions regarding the rules feel free to PM any member of site staff, who will

be able to clear things up for you.

55

CONTACT US:

HIGHER HOTEL INSTITUTE OF CYPRUS

Aglantzias Avenue, 2112 Aglanzia P.O.Box

24812, 1304 Nicosia, Cyprus

Telephone 22404800

Fax 22314672

E-mail Address

Website:

Facebook page:

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