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After the Offer is Accepted   

• If required, begin the background check and/or security clearance process immediately.   

• Contact the student directly to confirm details of the job offer including the start and end date, work location, salary, dress code, health coverage, workplace insurance, etc.    

• Ask the student if they require any accommodation with respect to visible or non-visible disabilities to support their success in the workplace.    

• Introduce (via email) the student to their direct supervisor.   

• Arrange for any nondisclosure/confidentiality agreements to be signed.   

• Ensure your Human Resources/Payroll department is aware of the hire and complete the necessary payroll information.   

  Two Weeks Before the First Day    

• Ensure the workspace is ready, including computer and phone set-up, network access, keys, security passes and any reference manuals or directories they may need.   

• Send the student documents, articles, and/or websites to review to help them learn about their job, the organization, and its industry.    

• Consider assigning the student a mentor. This is someone different from their supervisor – someone who is closer to their level (e.g. former co-op student) who can provide help, advice and insight.   

• Announce (via email) the student’s upcoming arrival and their role with the organization.  

Establish a Supportive Working Relationship   

• Connect with the student to better understand their goals, interests, and background. Get to know who you will be working with.    

• Set clear expectations for hours of work, in-office days, remote work privileges if applicable, expectations, and behavior in the workplace.  

• Ensure your student is familiar with your organization’s policy for reporting sick days, personal days, requesting vacation time and time off for appointments.  

• Record your student’s emergency contact information.  

• Establish what their deliverables are and how you will help them achieve them.  Consider the level of co-op experience your student has and prepare/adjust expectations accordingly.   

• Schedule regular (weekly or bi-weekly) status updates with the student to track their progress and review projects, workload, learning objectives, and performance.   

• Make clear how the student can ask for support/ask questions (Teams, email, phone, etc.).  

• Discuss a preferred course of action from the student once their work is completed and next steps. 

Student Orientation    

• Develop an orientation plan for your student. Carefully plan their first two or three weeks. Consider including the following:  

• A tour of the workplace, highlighting key areas including restrooms, kitchen, and emergency exits.   

• Discuss policy for breaks and lunch with the student.   

• In-person/virtual/email introduction(s) with their supervisor, key team members, and other co-op students, if applicable.  Identify who the student may want to connect with during their work term (mentor, senior staff, etc.).  

• An overview of workplace wellness programs, resources, or support systems available to employees.  Review any accommodations to ensure success in the workplace.    

• Establish clear expectations for phone usage, social media conduct, and AI policies.  

• Introduce student to acronyms or language used in your work environment  

Progress Reports and Feedback    

• Ensure your regular meetings include feedback. State your observations of their work and behavior. Be constructive, highlighting strengths and areas where the students can improve.    

• In the rare event that your student’s performance is consistently below expectations, the co-op office is here to support and, if necessary, intervene. Don’t hesitate to contact us when you become concerned.   

• You will receive an email from Co-op asking you to complete a Work Term Check-in. This will take less than 30 minutes to complete and allow you to provide a brief overview of their performance and outline any of your concerns.    

Development of “Soft” Skills  

• In addition to the technical skills the student will develop and refine during their work term, our students are encouraged to also develop �Ӱ�ԭ��’s Career Ready Competencies. These are skills that will help them throughout their career. Your support and awareness of these competencies will help the student develop into a well-rounded, self-aware member of your team (and future teams!).   

Future Work Terms  

• The student may approach you to ask for an extension (i.e. an additional 4-month work term). If that is acceptable to you and your organization, the student will inform the Co-op office and manage the extension process. You will be contacted by our office to confirm the details of the extension.   

• The student may also be job-searching and interviewing for their next work term while with your organization. It should have a minimal impact on their current job with your organization.  If you notice their job search is affecting their work, please contact our office.   

Site Visits    

• Mid-way through the work term, a co-op staff member may contact your student to arrange a site visit to discuss the student’s progress and review any concerns.  You do not need to be part of this meeting.   

• At this time, a Co-op team member may request a check-in with you to obtain feedback on the Co-operative Education program.   

Academic Course Registration   

• You may receive a request from your student to take a course during work hours. This should be refused, and the Co-op office should be notified.   

•  As per �Ӱ�ԭ��’s Co-op Participation Agreement  students are permitted to take a 0.5 credit course. All course components (lectures, labs, tutorials) must start no earlier than 4:00 pm. This rule applies regardless of whether the student works remotely and/or has flexible work hours.  

Work Term Report (student’s responsibility)   

• Every co-op student must write a work term report at the end of their term – even in a multi-term co-op (i.e. 8 or 12 or 16 months).  It is the student’s responsibility to write it, and �Ӱ�ԭ��’s responsibility to grade it, but a supervisor must review it.  

• Review the report for accuracy and request changes where necessary.  

• Ensure there is no confidential/sensitive information included in the report.    

• If the report is deemed confidential by you/your organization, we ask that you grade the student’s report. Grading instructions will be sent via email.   

• The report is due on the 16^th of the last month of their term. (August 16^th in Summer terms, December 16^th for Fall terms, April 16^th for Winter terms).  

• Expect to see (or consider asking for) the report two weeks before it is due.   

Work Term Evaluation (employer’s responsibility)   

• You will receive an email from Co-op asking you to complete a Work Term Evaluation. 

• Discuss it with the student prior to submitting it online to the Co-op Office.    

• Submit it on or before the student’s last day.    

Student Off-Boarding     

• Collect any company items from students including security passes, keys, and any electronic equipment they were given.   

• Conduct an exit interview to obtain feedback on their experience, review skills/competencies developed, transfer ongoing projects, and enhance future students’ co-op work terms.   

Fulltime Employment  

• After a successful co-op term (or terms) you may wish to extend an offer of permanent employment to the student. A student’s final term must be an academic one, so the student will not be available for full-time employment for at least 4, and potentially up to 8 or 12 months. You are free to extend the offer at the end of their co-op term, but the start date will be delayed.    

• If eligible, they can work part-time during their final academic terms.