SStudent Handbook

Table of Contents

The Co-operative Education Program at UNBC

The Purpose of Co-op Education

The fundamental purposes of the Co-operative Education Program are to (1) enhance a student's education by means of relevant learning in the workplace, (2) provide employers with a pool of highly skilled and motivated student employees, and (3) maximize students' employability upon graduation. The Co-operative Education Office acts as a liaison among students, employers and the University of Northern British Columbia to:

  • Develop meaningful and relevant work term employment opportunities;
  • Co-ordinate the placement process for co-op students;
  • Monitor and assist all co-op students during their work terms.

Co-op Programs

Co-op education is currently available for students in the following programs:

  • Anthropology
  • Biology
  • Business Administration
  • Chemistry
  • Computer Science
  • Economics
  • English
  • Environmental Studies
  • Environmental Science
  • First Nations Studies
  • Geography
  • History
  • International Studies
  • Mathematics
  • Natural Resources Management
  • Northern Studies
  • Physics
  • Political Science
  • Psychology
  • Resource-Based Tourism
  • Women's Studies

Co-op Tuition Fees

A Co-operative Education tuition fee is levied by the University for each work term. The current fee is $301.00 per work term placement regardless of how the work term was arranged. Administrative fees are subject to change: please contact the Registrar's Office for current co-op fees and payment schedule.

Co-op Job Boards

During your academic semesters, the job boards located in the Co-op Office and on the web should be viewed regularly, at least twice per week. These boards contain information such as: job postings, deadline notices, meeting times, placement notices, and other useful information.

NOTE: It is your responsibility to check the boards regularly and keep up-to-date on co-op job postings, deadlines, and events.

Co-op Web Site

Job postings can also be accessed through the co-op website: www.unbc.ca/co-op. You require a username and password to access the job listings. The password will be provided to you upon your acceptance into the program. This password will be changed periodically.

Co-op Admission and Graduation Requirements

Attend the general information co-op meeting. The meeting is normally held during the second week of classes and is widely publicized beforehand.

College Transfer Students

College transfer students are advised to contact the Co-operative Education Office before coming to UNBC, or soon after arriving.

Acceptance Criteria

Acceptance in the Co-op Program is based on:

  • full-time student status at UNBC
  • a minimum cumulative GPA of 2.75;
  • a minimum of 30 credit hours must be completed before beginning the first work term;
  • a personal interview with the Co-op Coordinator
  • attendance of workshops offered each term
  • normally a co-op student will be a Canadian citizen

Work Term Requirements

To achieve a "Pass" on a co-op work term, you must meet the following requirements:

  • complete a minimum of 13 weeks of full-time work experience;
  • receive a work term evaluation by the employer rating your job performance as "Satisfactory" or better;
  • submit, by a specified deadline, a work term report which is considered satisfactory by the co-op coordinator

Graduation Requirements

To graduate with a co-op designation on your transcript you must:

  • complete a minimum of four work terms, ending your program with an academic term;
  • obtain a rating of "Satisfactory" or better on all employer work term evaluations;
  • obtain a passing grade for each work report.

Partnership Responsibilities

The Co-op partnership entails students, employers and the University of Northern British Columbia working together for enrichment in the classroom and the workplace. In joining this partnership, each member acknowledges the requirements of Co-operative Education.

The Employer
  • determines the salary, employment status, vacation pay, etc. for the student;
  • provides the relevant paid employment for the duration of the work term;
  • welcomes the student and introduces them to the specific tasks on the job;
  • supervises the employment of the student;
  • provides a mid-term evaluation of the student during the Coordinator's visit;
  • provides guidance on the student's work term report;
  • completes a performance evaluation form and exit interview for the student at the conclusion of the work term;
  • maintains Comprehensive General Liability coverage appropriate to their operations including Employers' Liability, and is to be covered by Workers' Compensation, where applicable.
The Co-op Coordinator

  • facilitates the selection of students for the Co-op Program;
  • helps prepare students for work term placements;
  • organizes and facilitates job posting, employer/student interviews and selections;
  • meets with employers and students for mid-term visits to review the student's progress and discuss career goals and professional development;
  • ensures effective liaison with faculty, employers, and students;
  • assists students with their educational, career and personal development;
  • develops and maintains co-operative education opportunities within the professional, business, government and service related industries;
  • promotes co-operative organizations, groups and individuals within the community.
The Student

  • maintains full time status and good academic standing;
  • attends co-op workshops;
  • attends debriefing sessions following co-op placements;
  • prepares rèsumès and meets interview requirements;
  • honors the acceptance of a placement as a contractual agreement with the employer;
  • applies for relevant out-of-town positions;
  • participates as an ambassador of the Co-operative Education partnership by striving to be a productive, motivated and responsible employee;
  • respects the policies, confidentially and proprietary information of the employer;
  • enrolls in the appropriate University practicum course following to Registrar's Office requirements for course enrollment;
  • participates in the Coordinator's on-site visit and in the employer evaluation process;
  • completes and submits the student evaluation forms;
  • completes the co-op work term report and submits the report on or before the deadline provided by the Co-op Office;
  • completes the required four work terms (at least one work term should take place during the winter or fall semester;
  • notifies the Co-op Office of interest in securing a co-op work term the semester prior to placement.

Academic Semester/Work Term Sequence

Academic semesters and work terms should alternate. Co-op students will complete at least one work term in each of the three annual work term periods:

    January - April
    May - August
    September - December

Students should work closely with both their Academic Advisor and Co-op Education Co-ordinator to prepare their work term placement schedule.

Extensions or Return Work Terms

Extensions or return work terms are requested by some employers and students. If you are undertaking an extension or return work term you must complete a separate registration for each semester. Work term reports and evaluations should also be submitted each semester (e.g., twice for an eight month period).

If you are on your work term and wish to continue on a second work term with another employer, it is your responsibility to keep in contact with the Co-op Office regarding new job postings.

Parallel Work Terms

Students and employers now have more flexibility in designing work schedules for co-op positions. The Association for Co-operative Education (ACE), the accrediting body for co-op programs in British Columbia, has officially incorporated a parallel co-op model into Co-operative Education.

Parallel co-op is a model which allows students to complete a work term by working 15 to 20 hours per week for a period not to exceed eight months, and to be equivalent in total hours to a typical full-time work term. For example, a student could now work half-time for eight months rather than full-time for four months. Site visits must still occur during each three to four month period. A work term report must be submitted for each half of the work term.

All parallel co-op positions must meet the approval of the Director of Co-op Education.

The Job Placement Process

Deadlines

It is your responsibility to track and adhere to the various deadline dates posted by the employer and the Co-op Office during the placement process.

Resumes

An up-to-date copy of your resume must be submitted to the Co-op Office and kept on file at all times.

Job Postings

On a specified date, jobs will be posted in the Co-op Office. Jobs will be continuously posted throughout the semester. It is your responsibility to view the job boards and/or website regularly.

Application Process

A separate cover letter and resume must be submitted for every job you wish to apply for. Students may be asked to account for not having applied to appropriate jobs. Note that late resumes will not be forwarded by the Co-op Office to employers.

Job Selection Process

The method of applying for jobs posted and the application deadline dates are program and/or employer specific, therefore ensure you are informed of the selection details.

Be sure to keep in touch with the Co-op Program once you have applied for positions. Employers in most cases will notify the Co-op Office of shortlists and we will in turn notify you.

Employer Package

Based on the job selection information, specific packages containing a cover letter, resume and a transcript for each selected student are sent to the employer. Co-op coordinators reserve the right to screen applicants for meeting qualifications. If this process is of concern to you, please discuss this with your coordinator.

Interview Short Lists

Employers will review all the applications and submit a short list of interview candidates to your coordinator. Interviews are then arranged and scheduled by the Co-op Office. If you find that you are not being shortlisted for interviews contact your coordinator.

Interview

Except for medical or compassionate reasons, a student is expected to present him/herself for an interview. Failing to appear for a scheduled interview may result in your being withdrawn from the program. Occasionally, you may be required to miss a class during the interview period. If this poses a serious problem, contact your coordinator and course instructor.

The Co-operative Education Office will collect work term reports and literature on co-op employers and their organizations. This information may be found in the Co-op Resource Room or, in some cases, on the internet. Employers expect you to research their organization and activities prior to the interview.

Interviews may occur in the form of in-person or on-site, telephone or video conferencing. Travel costs incurred for out of town interviews are the responsibility of the student. UNBC will absorb the cost of telephone or video conferencing interviews.

Placement

If you are unplaced following the first round of interviews in any given semester period, your coordinator will continue to work with you on jobs submitted after the first round of interviews.

NOTE: The Co-operative Education staff will make every effort to assist you in obtaining a suitable work term placement. However, a work placement cannot be guaranteed.

Finding Your Own Employment

Most co-op students participate in the placement process organized by the Co-operative Education Office. However, you are encouraged to seek your own co-op employment as well. Your coordinator must approve the proposed employment as a suitable co-op experience. Please provide your coordinator with the employer's name, telephone number, name of supervisor and a brief job description. Your coordinator will contact the employer to secure or confirm the co-op placement.

Acceptance of Employment

Students are expected to accept an offer for a co-op opportunity for which they applied and were successful in securing. Only in exceptional circumstances will a student not accept an offer of employment. Failure to accept an offer without good reason can result in a review of your co-op status. Any job offers should be discussed with your co-op coordinator as soon as possible.

Once you have been successfully placed in a co-op position it is your responsibility to ensure a Co-op Placement Status Form and UNBC Registration Form are completed in a timely fashion. Failure to register in a co-op work term will result in the Co-op Program registering you on your behalf.

If an employer requires you to sign an offer letter or contract of employment, ensure that you read, understand and agree to all the terms outlined in the letter or contract before signing. Your expected start and end dates may be one of the terms outlined and should be agreed upon before commencing employment or dealt with immediately upon notification of the terms. If a letter or contract is not provided by the employer ensure you clearly understand what is expected of you and confirm your start and end dates.

Work Terms

Co-op Course Registration

Upon placement, it is the student's responsibility to register for their work term. Registration forms and the appropriate co-op course number are available from the Co-op Office. You will require your coordinator's signature on your registration form. Students may refer to the University Calendar for the appropriate work term course number. Those students who do not follow this procedure will be automatically registered by the Co-op Office.

If you have registered for classes prior to securing a co-op placement, it is your responsibility to ensure these courses are dropped and the co-op course is added. Failure to drop academic courses after the add/drop date specified by the Registrar's Office may lead to financial and/or academic penalty.

Placement Status Form and Learning Objectives

As a key element of the Co-operative Education experience is the fostering of learning and professional development in the workplace, students are required to establish clear, meaningful and achievable learning objectives at the outset of the work term. This will help you, your employer and your co-op coordinator monitor, promote and enhance your learning experience during the placement.

Site Visits
Coordinators will endeavor to visit you at your work site. Topics such as your progress, performance, future goals and work term report requirements are reviewed. Depending on travel distance and relative costs, students may not necessarily receive a personal visit on the work site. In thses cases, a telephone meeting will be arranged between the coordinator, supervisor and student.

NOTE: If any concerns or problems arise during your work term contact your coordinator immediately; do not wait until the coordinator's visit.

Work Term Reports

A work term report must be submitted for each work term. You will receive a letter and work term report guidelines at the beginning of each term outlining pertinent details. Please note, however, that work term report requirements may vary from work term to work term. Check with your program coordinator if you need further clarification.

Submitting work term reports after the deadline is unacceptable. Extensions may only be granted in the cases of medical or compassionate reasons as approved by the coordinator. Late work term reports may result in a failure grade.

Employer Evaluation of Co-op Students

The "Employer Evaluation" form is used to assess and record your performance on the job. This form becomes part of your official co-op record. The content of your evaluation is confidential; it is reviewed with you by your employer and/or your coordinator but may not be reviewed by anyone outside of the normal process without your permission.

All employers are required to provide a final evaluation at the end of the work term. Some employers may also conduct mid-term reviews. A mid-term review will help you determine which area(s) of your job performance you can improve before you complete your work term. Do not be afraid to ask your supervisor if you are meeting his/her expectations and to seek suggestions for your professional development.

Work Term Concerns

Wages

Employers determine the wages for the position. Although wages may be a consideration in choosing a job, you should keep in mind that the highest paying position may not necessarily provide the most valuable work experience for your career.

Vacation Days and Pays

Generally, you will receive vacation pay (at a current rate of four percent) as part of your wages and will be eligible for statutory holidays following a 30 day employment period in accordance with provincial legislation. Any request for time off should be discussed with the employer prior to the commencement of your work term. Since work term placements are short, employers do not expect to provide actual vacation time.

Absences

As a Co-operative Education student, any absences due to illness, compassionate leave, jury duty, etc., may mean a loss in pay. Since you are considered to be a temporary employee, you generally do not receive benefits and/or privileges normally available to continuing employees.

NOTE: If the nature of your absence is such that it will interfere with your work term, notify your coordinator and employer immediately.

Medical Benefits

You are responsible for ensuring that you have adequate medical coverage during the work term.

Worker's Compensation

The Worker's Compensation Act covers many major industries in British Columbia, and there is similar legislation in the other provinces. If the employer is covered by the Workers' Compensation Act, student employees may be entitled to compensation benefits in the event of disability.

Income Taxes and Other Statutory Deductions from Wages

At the beginning of your work term, you will be required to complete a TD1 form for income tax purposes. A more detailed explanation of the TD1 form can be provided by the employer when you commence your work term. Employers are required to deduct income tax, Canada Pension, and Unemployment Insurance premiums from employees.

You will receive a T2202A tax form from the Registrar's Office each year for your tuition fees. Tax credits are available if you were a student during the year for amounts paid as tuition (including work terms). You are not eligible, however, for monthly education tax credits for the number of months you are on a co-op work term.

Strikes

If a strike occurs during your work term, you should immediately discuss the situation with your manager/supervisor and coordinator. Similarly, if a lockout occurs you should discuss the situation with your coordinator.

Transportation and Housing

You are responsible for your own transportation to and from work each day. Travel costs to job sites outside of Prince George including out-of-province locations are sometimes covered by the employer, but this should be discussed during the interview or at the time the job is offered.

You are also responsible for finding your own accommodation while on a work term. If you reside on campus, you can continue to live on campus if your placement is in the Prince George area. If your placement is out-of-town, your coordinator may have names and phone numbers of other students working in the same location, with whom you may wish to share accommodation or exchange information. You may also wish to contact the Housing/Residence Managers at other colleges and universities regarding accommodation for an out-of-town placement. A list of these contacts can be obtained from the Co-op Office.

Student Loans

Students who are in a co-op work semester may be eligible to receive government loans under the British Columbia Student Assistance Program (BCSAP) for any given work semester.

Students who have had government loans in the past and who enter a co-op work semester(s) may keep their loans interest-free by filling out a Schedule II and/or Certificate II with their bank or financial institution. These forms are available at the Student Success Centres Office of UNBC.

Change of Address

You must notify the Registrar's Office and the Co-op Education Office of any change of address during the academic semester or work term.

Unusual Circumstances

Students Released from Employment

Should your position be terminated for any reason after your work term has begun, contact your co-op coordinator immediately.

Failing to Maintain Academic Standing

In the case that your GPA drops below the acceptance level of 2.75 after a placement is confirmed, you will be permitted to complete your work term, provided the employer agrees. However, your future status in the Co-op Program will be under review until your academic standing returns to the minimum entrance requirement.

Withdrawal from or Failing a Work Term

You may be assessed a "Withdrawal" or a "Fail" for your work term for the following reasons:

Failure to Report to Your Employer

Once you have secured a placement, you have made a commitment. Failure to report to your employer constitutes unsatisfactory completion of your work term. If there are no extenuating circumstances you will be assessed a "Fail" for your work term.

Leaving Employer Without Permission

Terminating employment without prior approval from your co-op coordinator also constitutes unsatisfactory completion of your work term. If there are no extenuating circumstances you will be assessed a "Fail" for your work term.

Dismissed with Cause

All dismissals will be investigated by your co-op coordinator. Based on the outcome of the investigation, you will be assessed either a "Withdrawl" or "Fail" for your work term.

Unsatisfactory Performance

If you are given an unsatisfactory performance rating by the employer, your coordinator will investigate. Based on the outcome of the investigation, you will be assessed either a "Withdrawal" or "Fail" for your work term.

Failure to Submit Work Term Report

If you fail to submit your work term report by the deadline specified by the Co-op Office, you can be assessed a "Fail" for your work term.

Consequences of a Failed Work Term

Any student failing a work term will be required to withdraw from the Co-op Education Program.

Wishing You Success

Co-operative Education can be a very rewarding and productive experience for students. The UNBC Co-op staff wish you every success in enriching your education and building a strong co-op foundation for your career. We look forward to seeing your achievements.