CO-OP PARTICIPATION AGREEMENT

SCOPE

 

The Co-op Participation Agreement applies to all students actively participating in the Co-operative Education Program from admission to graduation.

Questions about any of the terms of participation should be directed to your Co-op Student Advisor for clarification before agreeing to the terms of the Co-op Participation Agreement.

CONDITIONS OF PARTICIPATION IN CO-OPERATIVE EDUCATION

Eligibility

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.

I am responsible for obtaining and/or completing any required documentation to undertake an international co-op work term, including (but not limited to) a work visa/permit and workplace insurance coverage.

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 must maintain the minimum CGPA requirement for my program throughout my participation in the Co-operative Education Program.

I must maintain enrolment in a co-op eligible degree program. Any changes to my degree program must be communicated to, and reviewed by, the Co-operative Education Office.

I must maintain enrolment in a minimum of 2.0 credits per academic term as an undergraduate student (or maintain full-time status as a graduate student).

I must have degree requirements remaining to complete following my final work term, as students must complete their program on an academic term.

I must successfully complete all required work terms in order to graduate with the co-op designation on my degree.

I understand that participating in the Co-operative Education Program may limit my ability to participate in international academic exchanges. 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.


Financial Considerations

I am responsible for paying the co-op administrative fees as outlined on the Co-operative Education website, and acknowledge that co-op administrative fees are non-refundable.

I am responsible for paying a co-op work term fee each time I secure a position and am registered in the work term course. This  applies regardless of whether the position is secured through the co-op office or through my self-directed search. I will be charged a co-op work term fee for all required work terms for the co-op designation, as well as any additional work terms that are secured, if additional work terms are permitted by my program.

I understand that the Business Office will apply interest charges if I fail to meet the deadlines to pay the administrative and/or work term fees.

If I am removed from the co-op program, I understand that all co-op fees are non-refundable.

If I withdraw from the co-op program, all fees from previous terms are non-refundable. Administrative fee refunds from the current term are governed by the Co-operative Education administrative fee refund policy.

 I am responsible for communicating with the Awards Office (or Faculty of Graduate and Postdoctoral Affairs) with regard to the status of my scholarship, TA position, or OSAP loan while I am participating in the Co-operative Education Program.

I understand that the Co-operative Education Program cannot guarantee the accuracy of salary information received from employers.

 

Disclosure of Information and Release of Identity

I allow the Co-operative Education Office to review my academic record, monitor my academic performance, and obtain a record of my courses.

I authorize the Co-operative Education Office to disclose my citizenship status and academic grades to employers.

I authorize the Co-operative Education Office to share information related to my co-op participation to relevant staff members of the Co-operative Education Office.

It is my decision whether to inform my employer of any accommodations I may need as a result of a disability.

Communication and Use of Technology

I will use my Carleton email account as the primary method of communication with the Co-operative Education Office.

I will check my Carleton email account regularly for important information from the Co-operative Education Office throughout my participation in the program.

I will 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 Office staff members.

I must obtain permission from my Co-op Student Advisor before contacting any employer that I meet through an affiliation with the Co-operative Education Program.

I will not share co-op job postings with students who are not eligible participants of Carleton University’s Co-operative Education Program.

I will not attempt to obtain employment outside of the Co-operative Education Program with a Carleton University co-op employer.

 

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 on all deliverables in the COOP1000 course as outlined on cuLearn in order move forward in 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 monitoring my job search and reaching out to my Co-op Student Advisor for guidance as applicable.

The Co-operative Education Office develops relationships with employers to obtain program-related co-op opportunities for students to apply for as part of their job search. The positions posted will vary from term to term and year to year according to employer demand, economic and political conditions, and labour market factors.

I will 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. If I obtain a position through a self-directed job search, I will submit the position for approval to the Co-operative Education Office.

I understand that the purpose of the Co-operative Education Program is to obtain relevant work experience and develop employability skills, but that not all postings will specifically match my interests and expectations.

Work/Study Patterns

 I acknowledge that altering my work/study pattern requires approval from the Co-operative Education Office.

I acknowledge that, as part of anyrequest to alter my work/study pattern, I am responsible for providing a corresponding course plan that has been reviewed by my academic department.


Job Applications

 I will actively view and apply to job postings of interest during each job search cycle.

 I will use a tailored cover letter, résumé, and grades page when applying to co-op postings.

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 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 job search 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.

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 no longer continue the job search or attend interviews for that term.

I will honour my commitment to the employer for the 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 whether I obtained the position through a self-directed job search or through the Co-operative Education Program.

Once I have accepted an approved position, I understand that I cannot withdraw from the Co-operative Education Program until I have completed the work term and returned to my studies.

Liability

It is ultimately my responsibility to obtain work term positions 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 for each approved co-op position regardless of whether the position is secured through the co-op office or through my self-directed job search


Academic Course Registration While on a Work Term

 I am permitted to take a 0.5 credit course during any work term and acknowledge that the 0.5 credit course must be held outside of my regular working hours.

Conditions of Work

I am responsible for obtaining living accommodation if I need to relocate for a co-op position.

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, or schedule vacation days, I must discuss this with my employer directly and the Co-operative Education Office.

 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.

Work Term Reports and Release Confirmation

 

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 proprietary.

If my work term report is authorized to be released to Carleton University, I will submit my report via cuLearn by the submission deadline. If my work term report is deemed to be proprietary, I understand that my employer will be responsible for grading my report.

 In order to move forward in the Co-operative Education Program, I must achieve a grade of SAT (Satisfactory) on my work term report.

 

Performance Evaluation


The Co-operative Education Office will monitor my performance on my work term through a site visit/email check-in and a final performance evaluation completed by my supervisor.

The Co-operative Education Office will only release copies of my performance evaluations to prospective employers with my consent.

STUDENTS IN VIOLATION OF CO-OP PARTICIPATION AGREEMENT

Students who do not comply with the Co-op Participation Agreement will be subject to sanctions. Sanctions will be administered according to the type and severity of the violation.

Process for Review of Student Co-op Participation Eligibility

  1. Initial meeting with the Team Lead, Co-op Program Administration and/or the Team Lead, Co-op Student Advising.
  2. Internal meeting with the Manager, Co-operative Education, which may include communications with the student’s work supervisor, a representative of the organization, and/or departmental Co-op Faculty Advisor.
  3. Additional conversations and/or meetings with the student may be required depending on the complexity of the issue.
  4. The student will receive written confirmation of the decision made by the Co-operative Education Office.

Sanctions for Violations of the Co-op Participation Agreement

Violations of the Co-op Participation Agreement may result in one of the following sanctions:

  • Mandatory attendance in (a) career counseling session(s) conducted by the Team Lead, Co-op Student Advising
  • Unsatisfactory grade for the work term
  • Deregistration from the Co-operative Education Program

Appeals

A sanction imposed under the Co-op Participation Agreement may be appealed by submitting an appeal form via mySuccess. Appeals will be escalated to the Manager, Co-operative Education as applicable.

Grounds for appeal include, but are not limited to:

  • New and relevant evidence that was not available at the time of the original decision;
  • Clear evidence of bias in the original decision; or
  • The severity of the sanction imposed reasonably exceeds the nature of the offence for reasons identified by the appellant.

Appellants will be notified in writing of the outcome.  If an appeal is successful, a follow-up meeting will be scheduled with the appropriate Co-operative Education staff members.