Job Centre Cooperative Education Policies and Procedures Revised: January 2010
Policies and Procedures - 2 - Table of Contents 1. Absences During the Work Term... 4 2. Access to Cooperative Education Information... 4 3. Applying for Co-op Jobs... 4 4. Auditing a Work Term... 4 5. Availability of Co-op Jobs... 5 6. Confidentiality... 5 7. Cooperative Education Services... 5 8. Cooperative Education Credits... 6 9. Eligibility to Participate in Cooperative Education... 6 10. Employer Policies and Procedures... 7 11. Evaluation of the Cooperative Education Work Term... 7 12. Exemption for a Cooperative Education Work Term... 8 13. Failure to Report to a Co-op Job... 8 14. Fees for Cooperative Education... 8 15. Graduation Requirements Cooperative Education Diploma... 8 16. International Co-op Jobs... 9 17. International Students... 9 18. Interviews... 9 19. Job Offers... 9 20. Job Postings... 10 21. Liability for Dismissal... 10 22. Mandatory/Optional/Internship Cooperative Education Programs... 11 23. Medical Restrictions... 12 24. Own Job Approval... 12 25. Prior Learning Assessment and Recognition... 12 26. Quitting a Co-op job... 13 27. Resumes/Cover Letter/ Transcripts... 13 28. Salaries/Benefits... 13 29. Self-Employment... 13 30. Strikes/Layoffs/Plant Closures During a Work Term... 14 31. Student Concerns During the Work Term... 14 32. Students Who Do Not Obtain a Work Term... 14 33. Termination/Dismissal... 14
- 3-34. Transportation and Accommodation... 15 35. Vacations... 15 36. WSIB (Workplace Safty and Insurance Board)... 15 37. Withdrawal From Academic Courses... 15 38. Withdrawal From Cooperative Education... 15 39. Work Term or Audit Packages... 15 40. Work Site Monitoring Visit... 16
Mohawk College Cooperative Education Policies and Procedures 4 1. Absences During the Work Term Co-op students must notify their cooperative education employer immediately if they are going to be absent from employment, i.e. illness, injury, family problems, transportation problems etc. Students must notify their Employment Consultant if the absence exceeds 5 consecutive working days. 2. Access to Cooperative Education Information This information is used to evaluate student success. It includes, but is not limited to, employer contact records, work term packages, post employment review, employer reviews, resumes, log sheets, and work tem and audit packages. Once submitted to the College, all evaluation documents become the property of the College. It is recommended that students keep a personal copy of all documents. Students have the right to access their personal co-op file in the Job Centre and discuss such information with the Employment Consultant. Documents may be copied; originals must remain in the file. 3. Applying for Co-op Jobs It is strongly recommended that students be flexible and apply to as many jobs as possible. More applications mean more interviews, mean more job opportunities To increase chances for success, students should: Thoroughly investigate the job before applying (i.e. confirm location, read job description, research company). Conduct their own co-op job search (see also Own Job Approval ) Not apply to jobs that they have no intention of accepting It is important to note that students will not get an interview for every application, nor will they get a job offer for every interview. As well, a large number of job listings are no guarantee that all students will obtain employment. 4. Auditing a Work Term In order to graduate with a cooperative education diploma, students must meet all academic criteria established by their academic departments, and obtain the required number of cooperative education credits. Cooperative education programs at Mohawk College are structured with one or more work term opportunities beyond the number of cooperative education credits required for graduation with a cooperative education diploma. However, students are encouraged to take part in the cooperative education process for all work terms.
Mohawk College Cooperative Education Policies and Procedures 5 Students who have successfully obtained the number of cooperative education credits required for graduation with a cooperative education diploma, have the option of auditing subsequent work terms. Students may choose to audit a work term under the following conditions: 1. The required number of cooperative education credits required for graduation with a cooperative education diploma has been completed. 2. The work term position is provided or approved by the Job Centre. If the above conditions are met, students must complete an Audit Package and will receive a transcript grade of AU for the audited work term. Students still have the option of submitting a work term assignment and earning an additional cooperative education credit. Any student who fails to submit either a work term assignment or an Audit Package will receive a failing grade for the work term. There is no adjustment of cooperative education fees when auditing a work term. 5. Availability of Co-op Jobs The Job Centre endeavours to provide sufficient job opportunities for all co-op students. However, since labour market conditions are variable and beyond our control, we cannot guarantee co-op students a co-op job. 6. Confidentiality It is the students responsibility to be aware of and comply with company policies and practices regarding confidentiality. In accepting cooperative education positions, students agree that the information, data and research materials collected and prepared while as employees, are the property of the employer. Authorization by the employer is required for the release of information. Students must consult with their cooperative education employer on the proprietary nature of any information used in their work term assignments. 7. Cooperative Education Services The Job Centre provides employment opportunities for students with business, industry and government agencies, as well as comprehensive career development services to co-op students: Employment Consultant Facilitate the Cooperative Education Preparation Presentations in the semester prior to first work term Provide individual and group guidelines in resumes, cover letters, interviews and job search strategies, on the job performance Assist students with effective self-presentation Career counselling
Mohawk College Cooperative Education Policies and Procedures 6 Market Cooperative Education programs to employers Assess suitability of work opportunities Coordinate the job application, interview and selection process Workplace monitoring visits Provide industry feedback to college for curriculum and program planning Develop and maintain up-to-date promotional materials Participate in trade shows, professional organizations, career counselling All Cooperative Education Staff Maintain student and employer files and databases Provide job-search resources; i.e. directories, reference materials Provide accommodation assistance for out-of-town job opportunities Continuous improvement of Cooperative Education Policies and Procedures Participation in cooperative education professional development activities at the college, community, provincial, national and international levels 8. Cooperative Education Credits 1. Students must complete a minimum of 420 hours of paid employment relevant to the program of studies in order to qualify for a cooperative education credit. These hours are normally earned during each 4-month, full time co-op job, consisting of 35 to 40 hours per week. Credit hours may also be accumulated through part time or shortened work periods and "banked" toward a future cooperative education credit. Note: A student may not leave a position when a minimum number of days, hours (i.e. 420) or weeks are achieved (see Quitting a Co-op Job ). 2. The student must submit an acceptable work term package for each work term. Failure to submit the appropriate package will result in the student not receiving a co-op credit for the work term. 9. Eligibility to Participate in Cooperative Education To be eligible to participate in the Mohawk College cooperative education program, a student must: 1. Be registered as a full-time student in a cooperative education program 2. Accept the cooperative education and PlacePro Agreement (available on first login to PlacePro) 3. Maintain satisfactory standing in their academic program (a maximum of 2 failed courses in the semester previous to the work term)
Mohawk College Cooperative Education Policies and Procedures 7 4. Continued eligibility for cooperative education will be determined at the academic promotion meeting at the end of the semester prior to the work term. Students who have more than 2 failures and a confirmed co-op job will be permitted to continue with their employment. Students who have 2 failures but have not obtained a co-op job will no longer have access to co-op job postings. These students will however, still be able to secure their own job for co-op credit (see Own Job Approval ). 10. Employer Policies and Procedures Students are considered to be employees and as such, are expected to observe all employer policies and procedures, neither expecting nor requesting special privileges. 11. Evaluation of the Cooperative Education Work Term Cooperative education work terms are an integral part of the program of studies and as such, receive a credit designation on the student transcript. The following is a list of possible designations: R FL Requirements met, credit awarded Unsuccessful, no credit awarded Quit without prior consultation or approval of your Employment Consultant Terminated for just cause I AU NG Did not submit Work Term or Audit Package after securing approved co-op employment Incomplete Profile Items are outstanding therefore recognition cannot be granted until they are completed. Note: This designation is temporary and will have a timeline associated with it. If outstanding items are not received by the end of the timeline, this will automatically become a FL. Audit Successfully completed an Audit Package Applicable only when required co-op designation(s) for a co-op diploma have already been obtained No grade, did not obtain a co-op work term All work term designations are based on the Work Term Package or the Audit Package. Work term designations are based on 4 month time periods, regardless of the total length of the work experience, i.e. 8 month work experience = 2, 4 month work terms, 12 month work experience = 3, 4 month work terms.
Mohawk College Cooperative Education Policies and Procedures 8 12. Exemption for a Cooperative Education Work Term Students who have successfully completed a co-op work term at another institution may apply for an exemption for a work term, if the experience is related to their current program of studies. Appropriate documentation, i.e. transcript, own job form, work term report or other proof of completion is required. 13. Failure to Report to a Co-op Job The failure of a student to report to a co-op job will result in a FL designation for the work term. 14. Fees for Cooperative Education Cooperative education fees cover the costs of administration and services provided by the Job Centre (see Cooperative Education Services ). These fees are determined annually by Mohawk College, and normally distributed over several semesters (including the final academic semester), to distribute the cost. Payment of cooperative education fees does not guarantee co-op employment. There will be no exemptions from the payment of full cooperative education fees for co-op students, based on participation in the cooperative education program. Mandatory Co-op Programs Co-op fees in mandatory cooperative education programs are non-refundable. Co-op Option Programs Students in programs with a co-op option may withdraw from the cooperative education component, but only under the terms defined under the Withdrawing from Co-op / Internship Option Form Important Note: The Job Centre is not responsible for the administration or the collection of cooperative education fees. Fee inquiries should be directed to the Registrar's Office. 15. Graduation Requirements Cooperative Education Diploma Each co-op program requires a specific number of co-op credits for graduation with a co-op diploma. Co-op programs normally have more work term opportunities than the number of credits required. Credit requirements are as follows: Two year academic programs: 1 co-op credit (2 Co-op Opportunities) Two year academic programs: 2 co-op credits Three year programs: 2 co-op credits Internship programs: 2 co-op credits Students who successfully complete their academic program but do not have the required cooperative education credits will graduate with a non-co-op diploma.
Mohawk College Cooperative Education Policies and Procedures 9 Students who graduate non-co-op have the option of upgrading to a co-op diploma. Arrangements to obtain these credits can be made through an Employment Consultant. Students will be expected to secure their own employment that meets cooperative education requirements, or to use the first 4 months of a program-related full time job for this purpose. There will be fees associated with this activity. Co-op students are required to be actively involved in all cooperative education work terms. 16. International Co-op Jobs Mohawk College does not have a formal program for placing co-op students outside of Canada. However, students who find their own employment can complete the Own Job Form and submit it to their Employment Consultant for approval as a cooperative education credit. 17. International Students International students are eligible to participate in Mohawk College cooperative education if it is part of their program of studies. Students are required to provide their Employment Consultant with a copy of a valid work visa prior to each work term. Please contact International Education for instructions on obtaining a work visa. 18. Interviews Students are required to confirm and attend all interviews for which they are selected. Students, who are unable to attend a scheduled interview for any reason, must immediately contact their Employment Consultant. If they have a valid reason for failing to attend, it is often possible to make alternate arrangements for the interview. Students who miss interviews without notification may be blocked from further participation in the co-op recruiting process and are required to contact their Employment Consultant immediately. 19. Job Offers Accepting a Job Offer In order to be fair to both employers and other students, job offers must be accepted or declined within 24 hours. Other time frames may be negotiated, under special circumstances, at the discretion of the Employment Consultant. Once a job has been accepted, the student is committed to that position for the specified work term and ceases to participate in the co-op recruiting process and their own job search. All existing applications and interviews are cancelled and no subsequent offers may be accepted for that work term. Students will continue to have online access PlacePro, but not to current job postings. Students who decline a job offer after previously accepting it will not receive a credit for the work term.
Mohawk College Cooperative Education Policies and Procedures 10 Declining Job Offers In order to minimize the possibility of having to turn down an offer, students should: 1. Thoroughly investigate the job before applying. This includes issues like: Confirming accessibility of location Carefully reading the job description Researching the company Driver s Licenses and access to own vehicle Security clearances Criminal records; and 2. Not apply to jobs that they have no intention of accepting Students must have a valid reason for declining a job offer. Students who turn down two job offers will be required to meet with their Employment Consultant to discuss the validity of their reasons. Students who do not adhere to the rules regarding job offers will be denied further access to the co-op recruiting process 20. Job Postings Co-op jobs are posted for specific programs, as determined by the Employment Consultant, in consultation with the co-op employer. Students will only have access to job postings for their program. Co-op jobs are posted in PlacePro, our online recruiting software. PlacePro is accessed through Mocomotion: click on the Student Tab, locate the cooperative education area, and click on Co-op Jobs. It is the students responsibility to check the postings and their Mohawk College email daily. Each job posting contains the company name, location, job description and posting and deadline dates. Students interested in applying for a specific job submit an electronic application online. All applications submitted by students are emailed directly to the employer. Students receive detailed instructions on the co-op recruiting process and using PlacePro in the Cooperative Education Preparation Presentations. 21. Liability for Dismissal Mohawk College and its employees are not liable or responsible in any way for losses incurred due to dismissal from cooperative education employment.
Mohawk College Cooperative Education Policies and Procedures 11 22. Mandatory/Optional/Internship Cooperative Education Programs Mohawk College has both mandatory and optional Cooperative Education programs. Mandatory Cooperative Education Programs All students are automatically enrolled in the Cooperative Education component for the duration of the academic program. Students may not withdraw from the Cooperative Education component. Co-op fees are non-refundable. Architectural Technology - Design Architectural Technology - Construction Chemical Engineering Technology Chemical Engineering Technology- Environmental Civil Engineering Technology Computer Engineering Technology Computer Systems Technician Network Engineering and Security Analyst Computer Systems Technician Network Systems CS Technician Software Support CS Technician Software Development Computer Systems Technology - Software Engineering Electrical Engineering Technology - Control Electronics Engineering Technology - Telecommunications Industrial Engineering Technology - Management Mechanical Engineering Technology Quality Engineering Technician -Non Destructive Evaluation Transportation Engineering Technology Programs with Cooperative Education and Internship Options Students must apply for, and be accepted into, the cooperative education component. Acceptance is based on academic criteria specified by the academic department. Students in optional programs may withdraw from the cooperative education component, but only under the terms defined in the Withdrawing from Co-op/Internship Option Form (available from co-op staff or in Placepro). Biotechnology Technician (Internship) Business Accounting Business Marketing Electrical Engineering Technician Power (Internship) Electronics Engineering Technician (Internship) Environmental Technician (Internship) Graphic Design Production Creative (Internship) Graphic Design Production Digital (Internship) Graphic Design Production Integrated Media Arts (Internship)
Mohawk College Cooperative Education Policies and Procedures 12 Graphic Design Production Packaging (Internship) Health Biotechnology Technician (Internship) Health Wellness and Fitness Specialist (Internship) Instrumentation Engineering Technician Industrial (Internship) Law and Security Administration Private Security (Internship) Manufacturing Engineering Technician Automation (Internship) Manufacturing Engineering Technician Tool and Die (Internship) Police Foundations ( Internship) All cooperative education policies and procedures apply to cooperative education internship students. Any exceptions are noted within the appropriate section of this document. 23. Medical Restrictions Barriers to a Successful Cooperative Education Experience A barrier may be considered to be any impediment that would affect a student s ability to function effectively in a work situation, or would have an impact on the performance of job duties. The student is encouraged to discuss any perceived barriers with the Employment Consultant in order to support effective problem-solving in a pro-active manner. Please note: If a student has a disability, he/she is not required to share that information with the Employment Consultant. 24. Own Job Approval The Job Centre supports and encourages students to seek and secure their own cooperative education employment. In order to have the employment approved for coop credit, students are required to complete an Own Job Approval Form (available in PlacePro, under Online Forms and Information). The form is submitted to the Employment Consultant for approval. The position must provide work that is relevant to the student's field of study and comply with the requirements of cooperative education. Approval by the Employment Consultant must be obtained prior to starting work. 25. Prior Learning Assessment and Recognition Students may apply for a maximum of one cooperative education credit for prior work experience. The work experience must be a minimum of 4 months, paid employment. Students will be required to submit: 1. A document on company letterhead which includes the start and finish dates and a detailed job description, signed by an individual one step above the student s supervisor. 2. An up-to-date resume 3. A work report, which includes a Final Performance Appraisal
Mohawk College Cooperative Education Policies and Procedures 13 This option is only available to students who have not met their coop credit requirements for the program. Further information is available from the PLA Office. 26. Quitting a Co-op Job Students are not permitted to quit a co-op job prior to the end of a scheduled cooperative education work term except with the approval of both the employer and the Employment Consultant. There are some circumstances that require a student to leave a co-op job. These circumstances must be discussed with both the employer and the Employment Consultant, prior to taking any action. Each individual circumstance will be considered on its own merits, in consultation with the Employment Consultant. Any student who leaves a co-op job without approval will not receive a credit for the work term and may be prohibited from continuing in the cooperative education program. 27. Resumes/Cover Letter/ Transcripts These documents (resumes, cover letter, transcripts) are the keys to obtaining co-op employment. Students receive information and guidance on developing a quality resume during the Cooperative Education Preparation Presentations, in the semester prior to first work term. All students must submit a resume, covering letter and transcript prior to the start of job postings (usually the fifth week of the semester). Students who do not meet this requirement will be denied access to job postings until their resume, cover letter and transcript is approved for use by the Employment Consultant. 28. Salaries/Benefits Cooperative education salaries are determined by the employer and vary by program. The Job Centre provides salary information, based on the rates paid by current co-op employers. The salary survey is available on the Job Centre website at: www.mohawkcollege.ca/jobcentre Cooperative education students are considered temporary employees under Ontario labour law and are not entitled to benefits. Although not required to do so by law, most employers provide vacation pay. 29. Self-Employment Students considering self-employment during a work term must complete an Own Job Form to request approval from the Employment Consultant for co-op credit. These situations often require special accommodations with regard to evaluations, documenting activities etc. These issues must be pre-arranged with the Employment Consultant. Approval by the Employment Consultant must be obtained prior to starting work.
Mohawk College Cooperative Education Policies and Procedures 14 30. Strikes/Layoffs/Plant Closures During a Work Term Strikes/Layoffs/Plant Closures are rare occurences, but they are a reality of the workplace and do have an impact on co-op students. Strikes There is usually advanced warning of a strike. Co-op students should speak with their supervisor immediately to determine how it will affect the work term. In some instances, students may cross picket lines; in others, they cannot. In the latter case, students should contact their Employment Consultant to develop a plan, should the strike take place. The discussion will determine whether the students will wait out the strike, or seek employment elsewhere. The employer will be consulted in this regard. Layoffs Companies experiencing financial difficulties do not generally hire co-op students. If they are laying off permanent employees, they cannot justify employing students. However, situations can change quickly, i.e. new ownership, and coops can be subject to layoff, either prior to, or during the work term. When this occurs, students should contact their Employment Consultant immediately, and every effort will be made to place the student in another co-op position. Plant Closures There is usually sufficient notice of plant closure for companies to suspend their co-op programs and avoid having to lay off students. 31. Student Concerns During the Work Term Students are generally expected to manage their own experience while on work term. However, there may be situations requiring the assistance of cooperative education staff. It is important that students with questions and/or problems contact their Employment Consultant prior to taking any action. 32. Students Who Do Not Obtain a Work Term Even when there are sufficient jobs to employ all students in a program, there can still be students who for a variety of reasons do not obtain a co-op position. The cooperative education staff will make every effort to assist such students to overcome problems and will continue efforts to locate an appropriate position. Students are also expected to continue a personal job search. Students who do not obtain a co-op job will receive a transcript designation of NG (no grade) for the work term. 33. Termination/Dismissal Under Ontario Labour Law, co-op students are considered temporary employees and as such, their employment can be terminated at any time during the work term, without recourse. Terminated students must notify the Employment Consultant immediately. Each situation will be reviewed with the student, the employer, the Employment Consultant, to assess the circumstances. The student's credit for the work term and
Mohawk College Cooperative Education Policies and Procedures 15 subsequent access to job postings will be determined as a result of these consultations. 34. Transportation and Accommodation It is the responsibility of the student to arrange for transportation to and from the job and/or living accommodations. The Job Centre has resources to assist with the relocation process. Some employers may also provide accommodation assistance, i.e. housing lists. 35. Vacations Co-op students are not entitled to vacation or vacation pay under Ontario law. However, most co-op employers will provide vacation pay. Under exceptional circumstances, students may ask the employer for a vacation period. This should be done prior to the commencement of the work term, at the time of the job offer. 36. WSIB (Workplace Safety and Insurance Board) Students are responsible for ensuring WSIB coverage for the duration of the work term with their co-op employer. If coverage is not available through the employer and the student feels that this type of insurance is warranted during this period, it is their responsibility to seek this out and make the appropriate arrangements. 37. Withdrawal From Academic Courses Students who withdraw from academic courses in the semester prior to the work term may become ineligible for cooperative education in the following circumstances: 1. The withdrawals change the student s status to part time 2. The combination of failed courses and withdrawals is 3 or more, meaning the student is missing a significant amount of academic material 38. Withdrawal From Cooperative Education Students in mandatory cooperative education programs (see also Mandatory/Optional/Internship Cooperative Education Programs) are automatically registered in co-op for the duration of the program. They do not have the option to withdraw and are responsible for all co-op fees, regardless of their actual participation in the cooperative education work terms. Students in programs with a cooperative education option may withdraw from the cooperative education component, but only under the terms defined in the Withdrawing from Co-op/Internship Option Form (available on Placepro). 39. Work Term or Audit Packages Students are required to submit an assignment for every work term. Failure to do
Mohawk College Cooperative Education Policies and Procedures 16 so will result in a FL designation for the work term. The number of credits required for graduation with a cooperative education diploma varies, depending on the program. Please see Cooperative Education Credits. Once students have received the number of co-op credits required, they have the option of completing a Work Term Package or the Audit Package for subsequent work terms. Work Term Package Students who require a second or third cooperative education credit are required to complete a Work Term Package. Audit Package When students have earned the number of cooperative education credits required to graduate with a cooperative education diploma, but have additional work terms, they have the option of completing the Audit Package and receiving an AU designation for the work term. The due date for submission is 4:30 p.m. on the first day of classes of the academic semester following the work term. Detailed instructions for the completion of the Work Term Package and Audit Package are contained in the documents themselves. They are available for download in PlacePro (Online Forms and Information), in Microsoft Word format 40. Work Site Monitoring Visit An Employment Consultant will visit students once during each work term (or every four month period) Obtain student feedback on the co-op job Discuss employer feedback on the student's performance Discuss progress on work term assignments Mediate problems Normally, the Employment Consultants visit students between weeks 5 and 12 of the work term. Out of country, remote sites, or other special circumstances may require alternate arrangements (i.e. telephone or e-mail contact). Appointments for monitoring will be scheduled individually with the supervisor and student by the Employment Consultant. Students who have not been visited by the end of the 12 th week of the work term should contact their Employment Consultant immediately.