Co-op Office Student Guide

Co-op Office Student Guide

Co-op Office Student Guide Coop Office Office: E345 (Student Commons) Email: Twitter: @AlgonquinCoop Co-op Overview 3 Co-op Programs 3 Eligibility 4 Co-op Services 5 Guidelines 6 Work term assignments 10 Job postings 12 Co-op fees 13 Communication 14 Appendix A 15 Appendix B 16 Appendix C 17

Algonquin College Co-op: Student Guide Page 2 of 17 Table of Contents Co-op overview . . 3 Benefits to the Student . . 3 Benefits to the Employer . . 3 Benefits to the College . . 3 Co-op Programs at Algonquin College .

. 3 Optional Cooperative Education programs . . Error! Bookmark not defined. Mandatory Cooperative Education programs . . Error! Bookmark not defined. Eligibility Requirements . . 3 The application process . . 4 The Co-op process . . 4 The Partnership . . 4 Employer responsibilities . . 5 Student responsibilities . . 5 College responsibilities . . 5 Co-op services . . 5 Applicable guidelines . . 6 Admission . . 6 Confidentiality . . 7 Graduation responsibilities (Co-op designation . . 7 Work term evaluation . . 7 Co-op preparatory course . . 8 Withdrawal (Student Initiated . . 8 Withdrawal (Co-op Initiated .

. 8 Job resignation . . 9 Job termination/dismissal . . 9 Failure to report . 10 Work term assignments . 10 Job postings . 12 Job interviews . 12 Employment offer . 12 Co-op job approval . 13 Workplace monitoring . 13 Co-op fees . 13 Students who do not obtain a work term . 14 Communication . 14 Re-employment . 14 Appendix 'A . 15 Appendix 'B . 16 Appendix 'C . 17

Algonquin College Co-op: Student Guide Page 3 of 17 Co-op overview Cooperative Education is a program delivery mode that seeks to relate classroom learning to its applications in the world of work off-campus by formally integrating work experience into the student’s program of studies. The usual format is for students to alternate study terms with paid four-month work terms in appropriate fields of business, industry or government. Co-op is a partnership involving students, employers and educational institutions which provides students with work experience to complement their academic training.

Benefits to the Student Students gain valuable work experience through paid on-the-job training. Co-op placements can lead to full- time employment. Cooperative education enables the student to relate studies to practical experience. Career decisions can now be made with the benefit of a real-world work term experience. The work term and the subsequent work term report help to develop the student’s communication skills. The experience acquired enhances the student’s maturity and self-confidence. The salary earned helps defray the student’s educational expenses. The practical employment experience gained through Cooperative education enhances the graduate’s employment potential.

Participating students often have a very positive attitude towards the professional, personal, and educational benefits they have experienced through the Cooperative Education Program.

Benefits to the Employer Co-op employers have access to students with a strong academic background and real skills to use in the workplace. Employers also benefit from being directly involved in the professional and academic development of possible future employees. Employers who have participated in the Cooperative Education Program have realized important benefits for their organization as a result of their involvement. The employer has access to a year-round supply of well- motivated and highly qualified students eager to gain experience in the work force. Co-op is a great succession planning tool; employers can evaluate co-op students in a work environment before making a permanent job offer.

To help with the day-to-day workflow, students may be assigned short-term projects where hiring a permanent employee would be impractical or where existing staff is in short supply. The employers and their employees benefit from the fresh ideas and enthusiasm students bring to the workplace. Participation in Co-op is a great way to increase your company’s profile on campus and within the community as students act as goodwill ambassadors for their employers and the College. This collaboration can also lead to future partnerships with the College. Benefits to the College Cooperative Education attracts good students willing to accept a challenge.

The work experience increases their motivation, which in turn improves their academic performance. Contacts between the College and employers encourage collaboration, provide feedback to faculty on curricula and help the College understand the changing needs of business and industry.

Co-op Programs at Algonquin College The observation that classroom education cannot teach all the elements of knowledge required for a successful career is receiving increasing acceptance. This is particularly true at the College level where the application of formal instruction is a fundamental consideration. Cooperative education has been introduced into many of the programs at Algonquin College to provide students with the opportunity to gain valuable work experience and to acquire additional knowledge and skills related to career goals and objectives. Optional Cooperative Education programs • Architecture Technician - 2 Years • Architecture Technology - 3 Years • Biotechnology Technologist - 3 years • Business Administration – Materials and Operations Management - 3 Years • Business Administration - International Business - 3 Years • Business Administration - Accounting - 3 Years • Building Construction Technician - 45 Weeks

Algonquin College Co-op: Student Guide Page 4 of 17 • Cabinetmaking and Furniture Technician - 45 Weeks • Civil Engineering Technology - 3 Years • Computer Engineering Technology - Computing Science -3 Years • Computer Programmer -2 Years • Computer Systems Technician - 2 Years • Construction Engineering Technician - 2 Years • Geographic Information System - 1 Year • Internet Application and Web Development Programmer - 2 Years • Law Clerk - 2 years • Motive Power Technician - 45 Weeks • Powerline Technician - 2 Years • Technical Writer - 1 Year • Welding and Fabrication Techniques - 45 Weeks • Wireless/Mobility Telecommunications Engineering Technology - 3 years Mandatory Cooperative Education programs: • eBusiness Supply Chain Management - 4 year degree • Bachelor of Hospitality and Tourism Management - 4 year degree • Bachelor of Applied Arts - Interior Design - 4 year degree Eligibility Requirements To be considered for admission to the Cooperative Education option of a program, students must meet the established eligibility criteria (see Appendix A.) All applications are assessed and approved, on an individual basis, by an academic and Co-op department representative at the beginning of the semester preceding your first work term.

Students who meet the eligibility requirements for Co-op will be selected based on established selection criteria (see Appendix A.) The Co-op department, in conjunction with the program managers, establishes intake limits of new Co-op students per program (see Appendix A, Table 1.0) The application process Students interested in applying for Co-op in their program of study must complete the co-op application form. Applications will be accepted at the beginning of the semester preceding that program's first scheduled work term. This is a "one time only opportunity" to be considered for Cooperative Education.

Students who neglect to submit an application by the established deadline will not be considered. Application Forms are available on the ACSIS website and will appear for one week only during the first week of classes. The Co-op process The Cooperative Education department of Algonquin College acts as a liaison between the student, the employer, and the participating academic departments and provides all the services to ensure an efficient implementation of the Co-op process. It seeks employer participation, student participation, work term placements, monitors work term performance, and provides the necessary services to all participants.

Approximately three months prior to the beginning of a work term, Co-op students are invited to apply to job postings. Interviews are then conducted by employers, and successful students are offered jobs based on their interview performance.

The work periods normally last 16 weeks during one of the three semesters: • January - April • May - August • September - December The Partnership The Co-op program is a three-way partnership between the employer, the student, and the College. The success of the Co-op partnership is dependent upon a mutual commitment from all parties. The three partners share the responsibilities in ensuring maximum benefits to all participants.

Algonquin College Co-op: Student Guide Page 5 of 17 Employer responsibilities • To provide the student with meaningful employment related to his/her field of study.

• To provide accurate, informative job descriptions to stimulate student interest. • To provide an orientation to familiarize the student(s) with their work environment, job responsibilities, organization's policies/procedures etc. • To discuss and approve the student's learning objectives/training plan at the beginning of the work term.

• To provide supervision and training to the students by individuals who understand and are interested in Co-op. • To conduct a midterm and final performance evaluations on the student(s). • To review the student's work term report and approve it for submission to the College. • To provide increasing responsibilities in successive/subsequent work terms for returning students. • To provide the Co-op student with a letter of offer/contract specifying employment conditions, start and end dates, wages, hours and the reporting supervisor's name, address and telephone number. A copy of this letter of offer/contract must be forwarded to the Co-op department.

• To advise the Co-op Department immediately of any job related performance issues (i.e. attendance, punctuality, quality of work, etc.).

Student responsibilities The students' responsibilities extend equally to the College and to the employer and this partnership cannot be altered without the knowledge and consent of both parties. These are: • To conduct themselves in a professional and ethical manner through the application and placement process, as well as on the job. • To conform to company policies and procedures and follow safety rules explicitly. • To consult with the Co-op department before any decisions or requested changes to their program of study are made. Cooperative Education is principally an educational program and, consequently, controlled by the College.

• To advise the Co-op department of any work term concerns/issues which cannot be resolved successfully by both the student and his/her employer. • To remain on cycle with their program of study. • To complete a formal report for each scheduled work term. The report must be reviewed and approved by the employer and, evaluated by the College. • To maintain the minimum academic standards required to be eligible for Co-op. • To participate in the Co-op process. • To adhere to Cooperative Education policies and guidelines. College responsibilities • To develop and maintain a relevant curriculum reflecting the needs of the employer.

• To propose for employment consideration only those students meeting the established guidelines set out by the College.

• To monitor and evaluate student progress and performance in Co-operation with the employers. • To provide program information to employers and students. • To assist employers in the recruitment process. • To prepare the students for their work term with appropriate skills and attitudes. • To mediate all work term issues/concerns to ensure an appropriate resolution on behalf of all parties. • To define and administer the Co-op processes (Admission, Recruiting, Placement, etc). • To maintain up-to-date Co-op student files.

• To maintain Co-op students placement results. Co-op services The Co-op department solicits and advertises employment opportunities for Co-op students with business, industry and government employers.

The department also provides comprehensive career development services to Co-op students, including: • Group employment preparation sessions. • Individual resume, covering letter and interview counseling. • Teaching job search techniques. • Advising students on effective self-marketing strategies.

Algonquin College Co-op: Student Guide Page 6 of 17 • Marketing Co-op programs to employers through email, telephone and personal visits. • Assessing suitability of work placement assignments. • Facilitating student application and selection process; including advertising job openings, sending applications, arranging interviews, and Work Term monitoring. • Individual counseling, performance evaluation and career planning. • Maintaining student and employer files as well as the Co-op database. • Mediation between employers and Co-op students when necessary. • Providing industry feedback to the college for curriculum and program planning.

• Providing job-search resources; i.e. directories, company profiles, reference materials. • Providing accommodation listings for Ottawa.

• Basic guidance for investigation of International Employment opportunities. • Developing promotional materials. • Participating in trade shows, professional organizations specific to program areas. • Continuous improvement of policies and procedures related to Co-op programs. • Participating in Co-op activities (College, Community, Provincial, National, International). • Providing effective liaison and integration with other college jurisdictions to facilitate a user-friendly operation.

• Integrating industry-related contacts for a seamless and effective external "face". • Providing personal assistance to Co-op students and employers.

• Providing telephone access to Co-op students for long distance job recruitment/interviews within Canada. • On-going assessment of Co-op programs. The Co-op department, although committed to assisting all Co-op students to secure an appropriate work term, cannot guarantee students will obtain a Co-op job. The Co-op department provides postings of available employment opportunities. Students apply to, and compete for Co-op jobs, and it is the employer who makes the final selection. The majority of Co-op students are successfully employed; however, Co-op employment is directly related to job market conditions plus the motivation and effort of individual students and cannot be guaranteed.

Students are required to conduct an independent job search as well. Some employers prefer to be approached by students directly, some deal with the co-op department exclusively. Many advertised positions require that a candidate obtain security clearance in order to be hired. When applicable, a job offer is conditional upon the Co-op student meeting any security clearance requirements for the position. Employers may also require you to provide your Social Security Number, Proof of Canadian Citizenship, and Proof of Eligibility to work in Canada.

Please note that International students are not eligible to apply to federal government job postings.

Security clearance checks are the responsibility of the employer. In some instances obtaining security clearance may take a long time and may not be completed by the beginning of the Co-op work term. If a security clearance has not been obtained by the start date of the scheduled work term, affected students may be withdrawn from Co-op and the Co-op option will no longer be available. All job offers are also conditional upon Co-op applicants meeting eligibility criteria in the Co-op option of their program of study.

There are risks associated with being offered a position that requires a security clearance. These risks include the possible loss of Co-op status and the possible loss of work term opportunity should security clearance not be obtained by the start of the work term. Students must understand and agree that all results are conditional (until a letter-of-offer has been signed by both parties). Neither the Co-op department nor Algonquin College can be held accountable for any losses associated with failure to obtain security clearance, nor for a potential employer's decision to withdraw or cancel a Co-op position.

Offers to positions are considered conditional offers pending the signing of an official letter-of-offer. Applicable guidelines Admission The Co-op Department will consider an “ Cooperative Education Application” from all full-time Algonquin College students registered in a program offering a Co-op option who meet all of the eligibility/selection criteria (see Appendix A.) Students wishing to be considered for the Co-op Option of their program of study must submit their application as outlined for their program of study.

Roles and Responsibilities

Algonquin College Co-op: Student Guide Page 7 of 17 Students • Complete and submit, by the established due date, for each scheduled Work Term, a “Cooperative Education Application” to the Co-op department. • Meet the Co-op eligibility criteria. • Pay Cooperative Education fees as specified by the Registrar’s Office for the academic ear after being approved (see Eligibility/Selection Criteria - Appendix A.) • All new Co-op students must be registered into the Cooperative Education Preparatory course. Academic department • Assess, and where appropriate, approve all Work Terms, all applicants that meet the established eligibility/selection criteria.

• Return list of all applicants, approved and not approved, to Cooperative Education department. Cooperative education department • Forward a list of all applicants to Academic Managers • Notify all applicants of the results of their application. • Forward to the Registrar a list of the approved applicants. • Withdraw all non-qualifying applicants from their Cooperative Education preparatory class. • Advise all students of the “ELIGIBILITY/SELECTION CRITERIA” for all Cooperative Education options. Related Documentation: 1. Eligibility/Selection Criteria - Appendix A Confidentiality Students must be aware of company policies and practices regarding confidentiality, and as employees, are expected to comply with their employer's policies.

In accepting a Co-op position, the student agrees that the information, data and research materials collected and prepared while an employee, are the property of the employer. Authorization by the employer is required for the release of any information. Students must consult with their Co-op employer on the proprietary nature of any information used in their work term reports.

Algonquin College has implemented a new confidentiality policy and students must sign this document before beginning a placement. Student Confidentiality Agreement - Final 2008 03 25 Graduation responsibilities (Co-op designation) Students must successfully complete all academic and Cooperative Education requirements (i.e. Co-op Preparatory course, final reports, employer evaluations etc.). Students who fulfill these requirements will be granted the Cooperative Education designation on their graduation diploma.

Roles and Responsibilities Students • Must obtain a “PASS” grade for their Cooperative Education Preparation Modules as well as a “PASS” grade for all required work terms Academic department • Advise Co-op students on their Academic graduation requirements Cooperative education department • Advise Co-op students of their Cooperative Education graduation requirements Related documentation - Work Term/Report Evaluation Criteria - APPENDIX “B” Work term evaluation All Cooperative Education Work Terms will be evaluated based on the criteria developed by the Co-op Department in conjunction with the academic departments.

Roles and Responsibilities Students • Obtain current information on the “Work Term Evaluation Criteria”. Academic department • Evaluate/grade Final Work Term Reports and return to Co-op dept. by the end of the sixth week following the start of the semester.

Algonquin College Co-op: Student Guide Page 8 of 17 • Complete and submit to the Registrar’s Office a Work Term grade for all Cooperative Education Students by the end of the sixth week following the start of the semester. • Notify all students who obtain an “INCOMPLETE” (I) grade as outlined in the Algonquin College Academic Policies Grading System.

Cooperative education department • Define in Co-operation with the academic departments the “Work Term Evaluation Criteria.” • Provide support and data to the academic department to support the evaluation activities. • Outline to all Co-op students the “Work Term Evaluation Criteria.” Related documentation - Work Term/Report Evaluation Criteria - APPENDIX “B” Co-op preparatory course All Cooperative Education students must successfully complete the Co-op Preparation Modules prior to their first scheduled work term. The modules appear on Blackboard and each student is given access to view the modules when their co-op application has been approved.

Roles and Responsibilities Students • Obtain a course outline for the Cooperative Education Preparatory course. • Obtain current information on the Co-op Preparatory Class Evaluation criteria. • Successfully complete the Cooperative Education Preparatory course. Academic department • Ensure that all students, on-cycle for a Co-op Option, are registered in the Co-op Preparatory course. Cooperative education department • Provide current information to guide students in preparation for co-op work terms. • Update modules to include relative information based on employer feedback. Withdrawal (Student Initiated) Cooperative Education students may request to be withdrawn from their Cooperative Education Option at any time, subject to Co-op Fee Refund Policy.

Roles and Responsibilities Students • Students wishing to withdraw from Co-op must contact the Co-op department to complete the appropriate withdrawal forms. • Students wishing to withdraw during a work term must advise the Co-op department before resigning their employment. • All students withdrawing for their Co-op Option are requested to participate in an EXIT INTERVIEW. Cooperative education department • Report all Withdrawal requests to the Registrar's Office. Withdrawal (Co-op Initiated) A student may be required to withdraw from Co-op due to poor Academic or Job related performance.

Withdrawals are subject to Co-op Fee Refund Policy (see College Co-op Fee Policy). • The following, non-exhaustive list, outlines some of the reasons that may lead to a student’s withdrawal from Co-op: o Leaving an employer during a work term without cause o Staying with the employer but leaving the approved Co-op position without the prior approval of both the employer and the Co-op department o Being dismissed from a job with just cause o Not submitting a work term report by the established deadline o Unsatisfactory work term report o Unsatisfactory performance evaluation (Progress Report, Employer Final Evaluation) o Failing to maintain the minimum required academic criteria (e.g.


Algonquin College Co-op: Student Guide Page 9 of 17 o Failing to obtain all mandatory courses for a program of study prior to a scheduled work term(s). o Failing to participate in the Co-op process (e.g. missing interview, not submitting various forms etc.) Roles and Responsibilities Students • Complete and submit to the Co-op department the appropriate Co-op Education withdrawal form. Academic department • When appropriate, outline the academic reasons leading to the student’s withdrawal from the Co-op Option of their program.

• Review with the student his/her academic options as a result of their withdrawal.

• If the withdrawal is instigated by the academic department, forward the notice of the withdrawal forms to the Co-op department. Cooperative education department • Update all Co-op student records (i.e. Co-op Database etc.) • Advise employers of the unavailability of the student. When students do not meet the eligibility criteria for their Co-op Option, and have a job offer for their work term, the Co-op department will advise employers of the reason for the student not qualifying for their Co- op Option for the scheduled work term. Employers will then be given the opportunity to maintain or withdraw their offer of employment.

Students whose offer of employment is revoked will be withdrawn from Co-op and given the opportunity to register in their program of study.

Job resignation Cooperative Education students who feel it necessary to resign from their Co-op job must contact the Co-op department prior to resigning. Co-op students who resign from their job without prior consultation and appropriate approval will be immediately withdrawn from Co-op. Roles and Responsibilities Students • Arrange to meet with their Co-op Officer to discuss their intent to resign from their Co-op job. Academic department • Advise the students on their academic options as a result of their job resignation and withdrawal from Co-op.

• Approve and forward the completed Withdrawal forms to the Co-op department.

Cooperative education department • Meet with the student and/or their employer to review the reason(s) contributing to the student’s desire to resign from their job. • Provide guidance in resolving job/performance related issues. • Advise students on their options/impact of their job resignation. • Initiate the withdrawal of the student and advise the Registrar’s Office. Job termination/dismissal Employers have the right to dismiss a Co-op student for just cause at any time during a scheduled work term.

Roles and Responsibilities Students • Students who are terminated/dismissed by their employer must contact their Co-op Office immediately. Academic department • In the cases where the termination/dismissal of a student is upheld, advise the student on their academic options.

Algonquin College Co-op: Student Guide Page 10 of 17 Cooperative education department • Meet with the student, employer and the academic advisor to assess/review the circumstances surrounding the dismissal. • Assist, if required, the student and the employer in resolving the issues that have resulted in the dismissal of the Co-op student.

• In the event that the termination/dismissal is upheld for just cause the student will be withdrawn from Co-op. The student’s grade/credit for the work term will be determined as a result of the assessment into the circumstances surrounding the termination/dismissal.

Liability for termination/dismissal Algonquin College and its employees shall not be held liable or responsible in any way for losses incurred due to a termination/dismissal from a Co-op employment. This also applies to College initiated withdrawals from Co-op. Failure to report All Cooperative Education students who FAIL to report to work without just cause will be withdrawn from Co- op. Roles and Responsibilities Students • Contact their employer immediately to request permission to meet with the Co-op Office. • Immediately arrange to meet with the Co-op team member to outline their reasons for not reporting for work.

Academic department • Advise the students on their Academic Options resulting from their withdrawal from Co-op. Cooperative education department • Review and assess the student’s reasons for not wanting to report for work. • If required, meet with the student’s employer to assist in resolving any work related issues associated with the student not wanting to report to work. • If justified withdraw student from Co-op. Work term assignments All Co-op students must complete and submit to the Co-op department a Final work term report by the established due date for each scheduled work term. Failure to submit a work term report will result in a failing grade for that work term.

Students who receive an unsatisfactory grade for their report will be provided with the opportunity to make revisions and resubmit the report for re-evaluation. Students resubmitting a report will not be allowed to proceed to their next work term until they receive a passing grade. Students who receive a failing grade for a re-submitted report will be required to withdraw from Co- op.

Roles and Responsibilities Students • Complete the work term report following the established criteria and format. • Submit their work term report by the established due date. Academic department • Create the work term assignment in the appropriate Blackboard course. • Evaluate and grade all work term reports. • Submit “GRADE REPORTING FORM” to the Registrar’s Office as per established deadlines. Cooperative education department • Define and publish the criteria for the work term report. • Related Documentation - Work Term/Report Evaluation Criteria - APPENDIX “B”

Algonquin College Co-op: Student Guide Page 11 of 17 The following schedule outlines the due dates for each of these important assignments.

The Co-op Office will not accept faxed or paper assignments. We are committed to promoting green initiatives at Algonquin College. Assignment Due Dates Workplace Contact Data: Enter this data online in PlacePro. Please have your employment coordinates as well as your manager's information at hand. This information is necessary to schedule a site visit, or call your employer and contact you. Please make sure the data is accurate and not your home address.

Log into PlacePro • Go to Placements (Top right hand corner) • In "Placement History", within your S/2011 work term, clicks on hot link titled "Begin". • You will be prompted to answer questions. • If you need to edit the information once submitted, follow steps above and there will be an edit tab for you to add your data. By the end of week 2 of your placement The Letter-of-Offer: This document may be scanned and emailed to the co-op office: By the end of week 2 of your placement The Learning Plan: must be developed during the first three weeks of your work term and submitted online.

Signatures are not required at this stage. THE PLAN WILL NEED TO BE REVIEWED AT THE END OF THE WORK TERM AND RE- SUBMITTED WITH YOUR FINAL WORK TERM REPORT By the end of week 3 of your placement Co-op Fees: $100, for double work term students, (1st installment nonrefundable) Payable at Registrar's Office only. June 1st, 2012 The Work Term Progress Report: This assignment should be submitted half way through the term. It consists of a Student report And an Employer report. It is the student’s responsibility to ensure the employer has completed this report on time. Submitted half-way through the term Co-op Fees + Student Association Fee + Health Fee(2nd installment for Fall 2012 Work Term) for double work term students (Payable at Registrar's Office ONLY) A LATE FEE PENALTY WILL BE CHARGED IF NOT PAID BY DUE DATE July 15, 2012 Work Term Report: Your faculty advisor has asked that you create an “Executive Summary (ES)” with your report to be included following the "Table of Contents".

The ES should be no longer than 300 words and will cover the work you've done while on placement, how it relates to the program knowledge you've gained so far, and a brief summary of what knowledge/skills you were missing or see as missing from your program that you needed or would have been useful during this work-term. The ES should therefore focus primarily on your own assessment of your progress and recommendations and conclusions about that work- term, for the company/department, and for the employers and future co-op students.

Your work term report must be submitted electronically. Visit Blackboard and click on your co-op work term course number (listed below) and submit the work term report as you would any other academic assignment. No faxes or paper copies will be accepted. August 17, 2012

Algonquin College Co-op: Student Guide Page 12 of 17 Related documents: • Final Work Term Report Guidelines • Report approval by Employer • Final Evaluation of Student • Learning Plan form Job postings The job postings will be made available through the Co-op software (PlacePro Canada) on the established dates outlined in the Co-op activity schedule.

Roles and Responsibilities Students • Review and assess all Co-op job postings related to their program of study. • Reply to interview requests for the jobs that are advertised for their program of study by the established due date.

Cooperative education department • Recruit the participation of employers, through the submission of a job posting(s). • Ensure that all approved job postings are available through PlacePro by the established date and time as outlined in the Co-op activity schedule. Job interviews Co-op students who obtain interviews through the Co-op process are expected to attend all interviews. Missed interviews may result in the removal of a student’s privilege to access Cooperative Education Jobs. Missed interview(s) may also result in the withdrawal of the student from Co-op. Roles and Responsibilities Students • Arrive on time and be well prepared for their scheduled interview(s).

• Must notify the Co-op department if unable to attend an interview(s). Some circumstances will be accepted as unavoidable and alternate arrangements may be made.

• A student who declines interviews on a regular basis is required to consult with co-op staff to explore other options. • Students may be permitted to withdraw from consideration after an interview, prior to a job offer. This will not count as the student's one decline. Academic department • Ensure the availability of all Co-op students for interviews. Cooperative education department • Provide appropriate interview rooms for all on-campus interviews. • Coordinate Co-op job interviews (on-campus, by phone, on-site) for Co-op students and employers. • Provide interview schedules to all Co-op students and employers.

Employment offer All Co-op students must secure an employment letter of offer from their employers for their work term. These offers of employment are normally for a four month period. An eight month contract is possible if both the student and the employer agree and understand its implication and if, the student’s Co-op option allows for two consecutive work terms. Roles and Responsibilities Students • Obtain a letter of offer from their employer for their work term. • Forward a copy of their employment contact to the Co-op department. • When both the student and the employer want to commit to an eight month work term, the student must obtain approval from his/her Co-op Officer prior to signing their letter of offer.

Algonquin College Co-op: Student Guide Page 13 of 17 • STUDENTS ARE PREMITTED TO DECLINE ONE JOB OFFER ONLY Cooperative education department • Advise all Co-op students and employers of their responsibilities regarding employment agreements • Maintain copies of all Co-op work term employment agreements in student’s file. Co-op job approval Representatives from the Co-op department will assume the responsibility of job approval under certain circumstances. Academic advisors will be consulted as to the suitability of jobs. Students who find their own Co-op jobs must also get the prospective Co-op job approved by the Co-op department.

Roles and Responsibilities Students • Any Co-op student who has secured his/her own Co-op work term job must submit to the Co-op department a copy of the job description for approval prior to accepting any job offer from an employer.

Cooperative education department • Consult with the academic departments (if required) for their approval prior to posting. • Register and advertise all approved jobs. Workplace monitoring The Co-op department will monitor all Co-op student placements. The monitoring may be conducted through on-site visits, telephone interviews (students and/or employers) or through the “WORK TERM PROGRESS REPORT”. All work terms will be reviewed at their mid point through a formal report (Work Term Progress Report) completed by the student and their employer.

Roles and Responsibilities Students • Advise their Co-op Officer of any work term related problems as soon as possible.

• Complete all required work term documentation (i.e. work location data, Learning Objectives etc.) • Complete and return to the Co-op department, by the due date, a “Work Term Progress Report”. Academic department • Assist, if required, in the work term monitoring process. Cooperative education department • Undertake the monitoring of all work terms. • Provide students with required documentation for work term monitoring purposes. • Assist in resolving any problems/issues discovered through the monitoring process. • Keep copies of all monitoring documentation in student’s file. Co-op fees Cooperative Education fees cover costs of administration and services provided by the Co-op department (see Co-op Services).

The Co-op fee is not a placement fee. Fees are payable by all students registered in a Co-op Option and are applicable to each and every work term. The fee is determined annually and does not guarantee employment. The Co-op department has no involvement with the collection of Co-op fees (see College Co-op Fee Policy). The Co-op Department administers the established “Refund Policy”. Students who neglect to pay their Co-op fees may be withdrawn from their Co-op Option. Students must pay all required Co-op Fees by established due dates. The Cooperative education department will advise both the Co-op students and the Registrar’s office of the existing Co-op Fees and payment structure for the work terms and refer all fee related issues to the Registrar’s Office.

Algonquin College Co-op: Student Guide Page 14 of 17 Students who do not obtain a work term There may be some students that do not obtain a Co-op position before the beginning of a scheduled work term. Such students will be withdrawn from Co-op and be provided with the opportunity to register into the regular stream of their program of study. Roles and Responsibilities Students • Register for the next level in their program. Academic department • Advise the students on their academic options as a result of their withdrawal from Co-op. • Sign the students withdrawal form and return it to the Co-op department.

Cooperative education department • Register all withdrawals from Co-op and provide a list to the Registrar's Office • Administer the College Co-op Fee Refund Policy. The first $100.00 installment is not refundable. Communication Communication between the Co-op department and all Co-op Students prior to and, while on work terms will happen primarily electronically through a student’s ALGONQUIN LIVE EMAIL account. Since Co-op students must have access to his/her email account (while on work terms) Co-op students’ IT accounts will remain active at no additional cost to the students. Be sure to include your student number and program when communicating with the Co-op Office.

Roles and Responsibilities Students • Ensure Algonquin email account is operational and active. • Ensure Co-op department is provided with email address. • Check email account a minimum of twice a week, preferably each day. Cooperative education department • Maintain a listing of all Co-op students’ email address. While students are expected to manage their own affairs while on a work term, there may be situations requiring the assistance of a Co-op consultant. Students are requested, when in doubt as to what action is to be taken, to contact the Co-op Office

Re-employment Co-op students who are offered a re-employment opportunity with their previous work term employer, for a subsequent work term, must complete and submit a “RE-EMPLOYMENT FORM” to the Co-op department.

Students who submit such a “RE-EMPLOYMENT FORM” will be matched to that employer for their next scheduled work term. Students who accept a re-employment offer from an employer do NOT participate in the job posting and application process for the work term that they have accepted an offer of re-employment. Students who default on their agreement of re-employment will be withdrawn from Co-op. Roles and Responsibilities Students • Complete a “RE-EMPLOYMENT FORM” or provide details in an email to Academic department • Counsel withdrawn students on their academic options.

Cooperative education department • Confirm with the employer the re-employment of .the student for the identified work term. • Maintain a copy of the “RE-EMPLOYMENT FORM” request. • Enter all re-employment notification into the Co-op database.

Algonquin College Co-op: Student Guide Page 15 of 17 Appendix 'A' ELIGIBILITY CRITERIA for Applicants to Co-op: Students applying for the Cooperative Education option of their program of study must meet all of the following criteria: • Be registered as a full time student in a program offering a Co-op option. • Be registered in a course load that will complete all required courses for all levels receding a scheduled work term for the program. • Have a Program Cumulative GPA of 2.70 (B - ) or greater, as calculated by the academic department, at time of approval. Achievement of this minimum does not guarantee admission into Co-op (see Selection Criteria below).

• Complete the co-op preparation modules. • Remain on cycle with their Program of Study. This is a “ONE TIME OPPORTUNITY” to apply and qualify. Please consult the Co-op department or your program manager for additional details. ELIGIBILITY CRITERIA for Beginning a Work Term: • A student is NOT eligible to begin a work term if he/she: o is no longer registered in the Co-op option of a program; or o has not completed all courses that precede the work term on the program of studies, including the Co-op preparatory course; or o has not maintained the required Program Cumulative GPA of 2.70 (B - ) prior to the work term; or o is not eligible to work in Canada.

o is encumbered.

SELECTION CRITERIA: Students will be selected by being ranked on their cumulative GPA. Only those students with the “highest” GPA and who meet all of the eligibility criteria will be selected. The Co-op department in conjunction with the program managers establish intake limits of new Co-op students per program. Once the maximum number of new Co-op students has been accepted, the program manager may establish a waiting list of qualified applicants, drawn from those who were not initially accepted. Students on this waiting list may be accepted into Co-op as a result of another student withdrawing from Co-op.

There is no guarantee that a student who is on this waiting list will be accepted into Co-op. Each student on the waiting list will be required to remain registered in the Co-op preparatory course, in preparation for the possibility of being accepted into Co-op. No fee will be charged to such a student until he/she is accepted into Co-op.

Algonquin College Co-op: Student Guide Page 16 of 17 Appendix 'B' Work term evaluation criteria : A “P” for PASS will be awarded by the Academic department to a Co-op student if he/she fulfills all of the following: • Completes a minimum of 12 weeks of his/her scheduled 16 week work term. • Obtains a PASS grade on his/her “Final Work Term Report” (see Final Work Term Report Criteria). • Obtain a satisfactory rating in the “Overall Performance” section of his/her “FINAL EMPLOYER EVALUATION”.

• Obtain satisfactory rating for all components in the “EMPLOYER COMMENT SECTION” of his/her “MID TERM PROGRESS REPORT”.

• Submits by the due date a completed “CONFIRMATION POSTCARD” to the Cooperative Education department. • Submits by the due date his/her “LEARNING OBJECTIVES”, approved by his/her supervisor, to the Cooperative Education department. • Submits a copy of their contract or letter-of-offer.

Algonquin College Co-op: Student Guide Page 17 of 17 Appendix 'C' Work term preparatory classes evaluation criteria: A “P” for pass will be awarded by the Co-op department to all students that fulfill all of the following: • Complete the Co-op Preparation Modules • Submit all in class assignments when due

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