The use of an ePortfolio to facilitate the post-qualification transfer from
university to full-time employment.
Lead authors: David Allen and Karen Moss
Date: 12th December 2005
Subjects: Personal Development Planning (PDP), ePortfolio, employability
Audience: Learners, employers, employers’ associations, referees, personal tutors,
careers staff, university registry, employment agencies, human relations (HR) staff,
Professional, Statutory and Regulatory Bodies (PSRBs), Association of Graduate
Coverage: UK, employers, universities
Other contributors: Francis Lowry (Data Warehouse Manager), Gemma Mitchell (Union of
Students Training & Development officer), Claire Oswin (Alumni Office), Carol Posnett
(School of Education), Alison Twiner (School of Social Sciences), Megan Zadik (Careers
(Route D in scenario)
I. The significance of this use case
Employers have stated that students are poor at giving/demonstrating evidence of
transferable skills when applying for jobs or attending interviews.
The ePortfolio can optimise the ability of students to demonstrate how they match the
employer’s requirements, and as such can act as an evidence base for application and
interview. It can also lay foundations for Continuing Professional Development (CPD) in
II. Link to a scenario in which this use case takes place
‘The use of an ePortfolio to support transitions between education and the workplace’.
III. Link to an application profile of the data provided for this use case.
IV. Link to an application profile of the data provided by this use case.
V. List of actors
Learner A streamlined application process that uses existing
data and reduces repetition by removing the need to fill
out multiple applications.
More successful applications because of the ability to
demonstrate competencies required by employers.
More effective interviewing techniques resulting from
the quality of the evidence base and reflective ability
through use of PDP.
A ‘best fit’ job that allows development of knowledge,
skills and competencies, enhancing future career
Development of the ability to engage with and
recognise the value of continuing professional
development (CPD) processes.
Personal Tutor Aiding student in choice of potential career pathways.
Access to student records on-line.
Encouragement of reflective practice.
Careers’ Advisors Development of career aspects of PDP framework and
Assists in dissemination of job vacancies.
Obtaining good student/employer match.
Preparation for interviews, drawing on PDP evidence.
Enhanced student employability.
Promotes reputation of university.
Referee On-line reference manager.
Registry/ records staff Maintenance of hard data.
Production of final transcript and certificate at end of
Transfer of information to employer’s records.
Authentication of certificates.
HR Manager Selection of candidates for the job.
Identifying strengths and areas for development for the
Recording CPD within the role.
Maintainance of employee record.
HR administrator Support for selection process.
Easy creation of employee records.
Employer – line Facilitates definition of role and targets commensurate
manager with employee’s capabilities.
Provision of suitable training for role.
Ensuring employee satisfaction.
Allows assessment of performance and recording of
Employment Receives student record for transfer to company
Agencies/Job Centres system.
Flagging of vacancies for suitable candidates.
Obtaining good student/employer match.
Access to temporary contracts.
Recruitment Creation of data set for person assessed.
Consultants/Assessment Testing carried out and results recorded.
Centres Easy transmission of outcomes to relevant employer.
Criminal Records Streamlines creation of data set for personal identity
Bureau (CRB) data.
Outcomes sent to appropriate parties.
PSRB Authentication of qualification to allow professional
Effective demonstration of ‘keeping in good standing’.
Evidence base for judging advanced status e.g.
VI. The Use Case in context
A. Relationship with preceding Use Cases
There are no preceding Use Cases. However, students who have participated in a period
of work placement will have experienced similar issues and data transfers related to this
current use case (See route F in the scenario).
B. What is the trigger for the Use Case?
All students seeking employment.
C. What are the types of information provided for the Use Case?
(i) Before employment
1. Student’s biographical details (hard data)
2. Record of formal and informal achievement
3. Previous work-related experience
4. Nature of the programme of study – topics, modules etc
5. Record of, and evidence for, skills and competencies
6. A student’s goals and aspirations
7. Job advert
8. On-line job description and person specification, application form and information
about company or organisation
9. Disability/equal opportunities information
12. Interview process information
13. Application or speculative CV sent
(ii) Selection Process
1. Sifting of multiple applicants
2. Selection of interview candidates (can include assessment centres) – shortlist and
3. Employer gets feedback from recruitment agency/assessment centre
4. Appointment of candidates and feedback
5. Transfer of references
(iii) After employment
1. Employee record established
2. Employee induction with creation of training record
3. Employer assessment of performance
4. Enhancing personal profile e.g. CV
5. Revise goals and career plan
6. Maintenance and adding outcomes to ePortfolio
7. Professional recognition achieved
D. The Use Case
1. Student - After careers session prepares/updates CV, acquires referees. [C(i)1-6,
2. Employer - Advertises vacancies with person specification & job description.
[C(i)7 & 8]
3. Careers staff / Employment agency advertise vacancy [C(i)7]
4. Student - Prepares focused CV/application form for that post/transfers
information to employer [C(i)1-6, 9,13]
5. Employment agency - forwards matched CVs electronically [C(i)1-6]
6. HR Manager - Reviews application [C(ii)1]
7. HR Manager - selection of candidates for interview/ assessment centres, [C(ii)2]
8. HR Manager – Feedback from interviews /assessment centres [C(ii)3]
9. HR Manager - person appointed [C(ii)4]
10. HR Administrator – references requested and CRB form sent out, if applicable
[C(i)10]. Qualification verification [C(i)2]
11. Registry – supplies certification of formal achievement[C(i) 2]
12. Referee – on-line reference submitted [C(i)11, C(ii)5]
13. HR administrator - Employee record created, transfer of information from
14. Employer – receives employee profile, decides role and job targets. Initiates
training programme [C(iii)2 & 4]
15. Student – begins work, records targets and training attended in their ePortfolio.
Uses ePortfolio to keep a record of development [C(iii)2-6]
16. HR Manager – updates employee record and transfers outcomes of training to
17. Employer reviews performance [C(iii)3]
18. Student –Revises career goals and seeks advice, submits evidence to PSRB [C(iii)
19. PSRB – receives data to make decision on professional status [C(iii)7]
20. PSRB – professional recognition achieved [C(iii)7]
E. What are the types of information provided by the Use Case?
The ePortfolio of the student will have been significantly supported and enhanced by the
application and interview process.
Employer will have more appropriate information with which to carry out preliminary
sifting of candidates and to inform interview and appointment decisions. An enhanced
employee record system is also produced.
Provides opportunity to record CPD activities for ‘keeping in good standing’ and
The university develops its PDP/ePortfolio provision and enhances student employability.
The students’ records are richer and transcript information is enhanced.
F. Information no longer required
University records will be kept up until the prescribed limits from data protection