Co-op Participation Agreement

CO-OP PARTICIPATION AGREEMENT

SCOPE

The Co-op Participation Agreement applies to all students actively participating in the Co-operative Education Program from the time of Co-op admission to the time of graduation. The purpose of the Co-op Participation Agreement is to balance the needs and interests of Co-op students, the Co-op Program, and Co-op employers. Questions about the terms of this agreement should be directed to Co-operative Education.

STUDENTS IN VIOLATION OF CO-OP PARTICIPATION AGREEMENT

Students who violate the Co-op Participation Agreement will be subject to sanctions, up to and including removal from the Co-operative Education Program. Sanctions are determined by the Co-operative Education management team, and will be administered according to the type and severity of the violation. I understand that I will receive written confirmation of the sanction after a decision is made.

CONDITIONS OF PARTICIPATION IN CO-OPERATIVE EDUCATION

Eligibility

I must meet and maintain all academic requirements as outlined in the Undergraduate or Graduate Calendar in order to be eligible to participate in the Co-operative Education Program.
I understand that CGPA requirements to maintain Co-op eligibility at the Undergraduate level are higher than those needed for continuation in my academic program.
I must maintain enrolment in a Co-op eligible degree program. Any changes to my degree program must be communicated to, and approved by, the Co-operative Education Office.
I must maintain full-time status in each academic term.
I understand that my final term in my program must be an academic term, and not a work term.
I must successfully complete all required work terms, as outlined in my program’s co-op option, in order to graduate with the Co-op Designation on my degree.
I understand that the duration and timing of my work terms cannot be altered to accommodate international academic exchanges where the start/finish dates of terms differ from those at Carleton University.
I am legally eligible to work in Canada, and acknowledge that I will require a valid co-op work permit if I am attending Carleton University on a study permit. If supplementary documentation is required (for example, a criminal record check), I will be responsible for any related costs.
I am responsible for obtaining and/or completing any and all required documentation to undertake an international co-op work term, including (but not limited to) a work visa/permit and workplace insurance coverage. International co-op work terms are subject to review and approval by Carleton University.

Financial Considerations

I am responsible for paying all Co-op fees as outlined on the Co-operative Education website.
I understand that administration fee refunds, where applicable, are governed by the Co-operative Education Fee Policy. I understand that work term fees are non-refundable.
Regardless of whether my work term is secured through the Co-op Job Board or through a self-directed search, I am responsible for paying the applicable work term fees. These fees also apply to optional work terms.
I am responsible for communicating with the Awards Office, or for Graduate students, the Faculty of Graduate and Postdoctoral Affairs, regarding the status of my scholarship, TA position, or OSAP/other provincial loan while I am participating in the Co-operative Education Program.
I understand that work term salaries are determined by the employer.

Disclosure of Information and Release of Identity

I allow Co-operative Education to review my academic record and monitor my academic performance.
I authorize Co-operative Education to disclose my citizenship status to employers.
I understand that it is my responsibility to make a request to my employer for any required workplace accommodations. Students may contact Co-operative Education to discuss such requests.

Communication and Use of Technology

I will use my Carleton email account as the primary method of communication with the Co-operative Education Office, and it is my responsibility to check this account regularly during my co-op participation.
It is my responsibility to check the Co-op Program tab on mySuccess regularly during the job search period for job postings, interview requests, and application updates.

Confidentiality and Employer Contacts

I agree to use discretion and maintain confidentiality when discussing my co-op employers, their organizations, and their customers or clients with anyone other than Co-operative Education.
I will not share Co-op job postings with students who are not participants of Carleton University’s Co-operative Education Program.

COOP1000 (for undergraduate students only)

I understand that, upon receiving confirmation of admission into the Co-operative Education Program, I must register in the mandatory COOP1000 course.
I am responsible for achieving a grade of SAT in COOP1000 in order to maintain eligibility for the Co-operative Education Program.

DURING THE JOB SEARCH

Job Postings and Employment

I understand that the co-op job search is competitive and there is no guarantee that I will secure employment. I am responsible for my job search and for reaching out to my Co-op Student Advisor for guidance as necessary.
I understand that co-op job postings will be based on labour market factors. Postings may not match my specific interests, expectations, and/or values.
I understand that it is in my best interest to conduct a self-directed job search in addition to applying to positions on the Co-op job board, with the support of my Co-op Student Advisor.
I understand that if I obtain a position through a self-directed job search, I will submit the position for approval to the Co-operative Education Office.

Work/Study Patterns

I acknowledge that requests to alter my work/study pattern are not guaranteed to be approved by the Co-operative Education Office.
I acknowledge that requests to end my work study pattern on a work term will not be approved.
I acknowledge that, as part of any request to alter my work/study pattern, I may be asked to provide a corresponding course plan that has been reviewed and approved by my academic department.

Job Applications

I will actively view and apply to job postings of interest during each job search cycle.
I must only apply to positions that match my availability based on my work/study sequence in mySuccess.
I will provide accurate and factual information on my application documents, including my correct availability as outlined in my pre-determined work/study pattern.

Interviews

I must attend all interviews to which I am invited during the job search process. If I have a conflict, I will connect with the Co-operative Education Office immediately.
I understand that missing an interview without contacting Co-operative Education in advance will count as my one job decline for the term (see below).
I will provide employers with factual and accurate information during interviews.

Acceptance of a Co-op Work Term

I am permitted to decline one job offer per work term.
I am allowed up to 48 hours (2 business days) to consider job offers and will consult with my Co-op Student Advisor if I need to discuss the offer. I understand that failure to respond by the deadline provided in the offer will count as a decline.
Once I have accepted a job either verbally or in writing to the Co-operative Education Office (or to the employer directly, if applicable), I may not continue the job search or attend additional interviews for that term.
I will honour my commitment to the employer for the full duration of the work term (4, 8, 12, or 16 months) as outlined in the initial offer I accepted, regardless of whether the formal contracts are issued for 4 months only at a time.
Once I have accepted an approved position, I understand that all Co-op conditions apply regardless of whether I obtained the position through the Co-operative Education Program or through a self-directed job search.
Once I have accepted an approved position, I understand that I am unable to withdraw from the Co-operative Education Program until I have completed the work term and returned to my studies.

Liability

I understand that it is ultimately my responsibility to obtain a work term and that Carleton University will not be held liable if I do not secure co-op employment.
Carleton University is not liable for any agreements established or breached by my employer, including salary and benefits.
Carleton University is not liable for any expense, personal injury, or loss or damage of personal property arising while seeking employment or from my employment during a work term.

WHILE ON A WORK TERM

Work Term Course Registration

The Co-operative Education Office will register me in a work term course and will apply the work term fee for each approved co-op position.

Academic Course Registration While on a Work Term

During a work term, I am permitted to take a 0.5 credit so long as it is officially classified as an asynchronous online course according to Carleton’s Public Class Schedule or is offered during the evening. ALL course components (lectures, labs, tutorials, etc.) must start no earlier than 4:00 pm. I understand that I am not to ask my employer for special permission to attend a daytime course. This rule applies regardless of whether I work remotely, or whether my work hours are flexible. I understand that non-compliance will result in me being de-registered from all daytime course(s) during my work term.
I can request special permission to enroll in a maximum of 1.0 credit while on a fall or winter work term. I understand that I must submit a “Course Overload Request Form” via mySuccess and receive approval from the Co-op Office. I understand that this course (or courses) must adhere to the conditions outlined in bullet point “A.”
I can request special permission to enroll in a maximum of 1.0 credit while on a summer work term. I understand that I must submit a “Course Overload Request Form” via mySuccess and receive approval from the Co-op Office. I understand that this course (or courses) must adhere to the conditions outlined in bullet point “A.” Due to the compressed nature of the summer term, I understand that only the following course overload combinations will be considered:
- One 0.5 credit course in early summer (May-June) and one 0.5 credit course in late summer (July-August);
- Two 0.5 credit courses that are scheduled May-August;
- One 1.0 credit course that is scheduled May-August
If I am an Engineering student, I must complete my fourth-year Engineering Project course (1.0 credit) and be registered in a full-time course load following my final work term. I am not permitted to register in my fourth-year Engineering Project course while on a work term.

Conditions of Work

I understand that my employer will determine the start and end dates and working hours for my work term in accordance with Co-op regulations.
If I wish to amend my start and/or end date, I must discuss this with my employer directly and notify Co-operative Education.
Should I wish to ask for time off or schedule vacation days, I will make these requests directly to my employer. I understand that my employer is under no obligation to accommodate such requests.
I will abide by the workplace code of conduct as set by my employer and will conduct myself in a professional manner while on a co-op work term.
I am responsible for obtaining living accommodation should I need to relocate for a co-op position.

Work Term Reports and Release Confirmation

I understand that failure to achieve a grade of SAT (Satisfactory) on my work term report will result in removal from the Co-operative Education Program.
I understand that grades earned on a work term are part of my permanent academic record (Satisfactory or Unsatisfactory).
I will provide my work term report to my employer for review prior to the submission deadline.
I will submit the work term release confirmation by the submission deadline regardless of whether or not my work term report is deemed confidential.
I will submit my report via the online course by the submission deadline, unless it has been deemed confidential by my employer. I understand that confidential reports are graded by my employer.

Performance Evaluation

The Co-operative Education Office will monitor my performance on my work term through a site visit/email check-in and end-of-term performance evaluation completed by my supervisor.
The Co-operative Education Office will not release copies of my performance evaluations to prospective employers without my consent.

Appeals

A sanction imposed under the Co-op Participation Agreement may be appealed by submitting an appeal form via mySuccess. Appeals will be received and reviewed by Co-operative Education and responded to in a timely manner.

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