Co-op Work Term Report Information for Faculty Advisors

Co-op Work Term Report Information

• Work Term Reports are due via Brightspace on the 16th of December for the fall term, the 16th of April for the winter term, and the 16th of August for the summer term. The Co-op Office sends information about the Work Term Report submission and deadlines to all students during their work term. Following the submission deadline, we will follow up with any students who did not submit a release confirmation or a Work Term Report.
• All Work Term Report submissions must be uploaded to Brightspace. Please do not accept submissions via e-mail.
• Students must submit the Work Term Report Release Confirmation and confirm the report can be released to Carleton University before gaining access to submit the Work Term Report.
• Shortly after the Work Term Report due date, you will receive a reminder email that the submission deadline has passed.
• Work Term Report Guidelines can be found in Brightspace in the selected work term course.
• The deadline for final grades to be submitted via Carleton Central’s E-grades system is 30 days from the last day of exams for that term. Please check Brightspace for all confidential report grades prior to submitting your grades in the E-grades system.

Brightspace instructions

• Log into Brightspace and select the relevant work term course (e.g. MAAE 3999) under the current term. Click on the “Work Term Report Submission” section. There you will find the report and grading guidelines.
• Once you click on “Progress” on the top menu and then select “Grades” from the drop down menu you will see the Grade book.  In the gradebook you will see the “Work Term Report Submit Page” and “Release Confirmation Quiz”.
  •  If the grade for the Release Confirmation Quiz is 2/2, Non-Confidential, the report has been deemed non-confidential and the student should have uploaded their work term report for grading.
  • If the grade for the Release Confirmation Quiz is 1/ 2, Confidential, the report has been deemed confidential and the student will not have access to upload their work term report. The Co-op Office will mark the grade for the confidential report in the “Work Term Report Submit Page” section once the grade has been received from the employer. You will be able to see all grades for the confidential reports in the grades book prior to submitting your grades in E-grades.  Please ensure you do not override any confidential grades if you are uploading grades into Brightspace.
  • If the Release Confirmation Quiz is 0/2, Incomplete, then the student did not submit a release form and if applicable a work term report.  A grade of UNS should be given in this case (please see steps regarding UNSatisfactory grades below).
• To view a student’s work term report click on “Course Admin” on the top menu. Then click on “Assignments” in the “Assessments” section. Click on the drop down arrow beside “Work Term Report Submit Page” and select “View Submissions”.
• You can choose to download all student submissions at once by selecting the first check box (so that all students check box’s are ticked) and click “Download” . You can also click on the individual file name to download and view each submission separately.

Please email co-opadmin@carleton.ca if you have any additional questions.

UNSatisfactory Reports or Missing Submissions

If a report is deemed UNSatisfactory or a student has not submitted a Co-op Work Term Report, please follow the steps indicated below:

1. Notify the student directly via e-mail with a copy to the Co-op Office (co-opadmin@carleton.ca). Inform the student that they are allowed to re-submit or upload a late submission within 10 days of this notification.

• For any resubmissions, you will need to save a copy of the student’s previous report and then delete their submission from Brightspace. Only once their previous submission has been deleted can they resubmit.
  • Course Admin–> assignments–> click the drop down arrow beside the assignment–> view submissions–> click the checkbox beside student’s name then the delete icon beside the student’s work term report.

2. After re-submission, inform the Co-op Office of any students receiving a change of grade and any students with an UNSatisfactory grade.

3. The Co-op Office will then review and action as necessary. Please note that an UNSatisfactory grade on a work term will result in removal from the Co-op Program.