Work Term Information for Co-op Employers

Work Term Expectations

Following these guidelines will help create a respectful and professional work environment that supports learning and success during the co-op work term.

Student Attendance, Absenteeism, Vacation

• Clear Expectations: At the start of the co-op term, communicate clear attendance expectations to students, including working hours, the process for reporting absences, and how to request time off for vacations or personal matters.

• Documentation: Keep records of attendance, absences, and any issues related to student punctuality. This information will be useful for performance evaluations and addressing any concerns that may arise.

• Vacation Policy: Students are generally not entitled to vacation time during a co-op work term unless specifically outlined in their co-op employment agreement. If time off is necessary for personal reasons, you may work with the student to find a mutually agreeable solution in accordance with your organization’s vacation policies.

• Excessive Absenteeism: Excessive absences can negatively impact the student’s performance, your workflow, and their overall co-op experience. Repeated unexcused absences or tardiness may result in disciplinary action, including termination from the work term and withdrawal from the co-op program, or a negative impact on their co-op performance evaluation.

Academic Courses and Other Obligations

• Students should adhere to their Undergraduate Academic Calendar schedule: https://www.uoguelph.ca/registrar/calendars/undergraduate

• Co-op work terms alternate with academic semesters, and there are no course requirements during a work term, ensuring that the work term is the priority.

• Employers are not expected to accommodate academic requirements during work hours. Co-op work term requirements take precedence over other commitments such as extracurricular activities or personal obligations.

Workplace Safety

Ensuring a safe work environment is crucial, and everyone plays a part in preventing accidents and managing potential injuries. By adhering to these guidelines, we can create a safe and productive workplace:

• Supervision and Support: Provide consistent supervision and guidance, especially in the early stages of the student’s work term, to ensure they are working safely and following proper procedures.

• Reporting Procedures: Establish a clear and efficient system for reporting safety concerns or incidents. If a student experiences any injury, it is crucial that the incident is reported immediately and documented according to company policy.

• Adequate Personal Protective Equipment (PPE): Ensure students have access to and are trained in using any necessary PPE required for their role.

For more information, please refer to Safety At Work | Experiential Learning Hub

Tips for Work Term Success - Onboarding, Training and Supervision Best Practices

Employers can contribute to a smooth transition and successful onboarding of co-op students during their work term. Some suggestions include:

Preparation:

• Ensure all necessary paperwork is completed and collected.

• Set up the student’s workstation and provide necessary equipment and access to systems.

Orientation:

• Introduce the student to the company’s structure, mission, vision, and values.

• Review the Employee Handbook highlighting key organizational policies (i.e. absences and leaves), and Health and Safety information.

• Conduct a tour of the facility and introduce key team members.

Training and Support:

• Complete Workplace Health and Safety training specific to the role and the facility

• Provide initial training on job-specific tasks and tools.

• Assign a mentor to help the student navigate the company culture and answer day-to-day questions.

Role Clarification:

• Clearly define job expectations, responsibilities, and performance metrics.

• Discuss work behaviours, standards, and expectations.

Integration:

• Facilitate introductions to team members and other departments.

• Encourage participation in team-building activities and company events.

Ongoing Communication and Feedback:

• Maintain open lines of communication to address any questions or concerns.
• Schedule regular meetings to monitor progress, discuss learning goals and provide feedback.
• Provide regular feedback and support to help the new employee adjust and succeed.
• Offer an exit interview to provide performance and work term report feedback.

Professional Development Opportunities:

• Identify opportunities for students to obtain career information and guidance through networking with colleagues and informational interviews.
• Provide job shadowing opportunities in other departments.
• Encourage students to take part in internal and external training, conferences.

Work Term Responsibilities

There are number of deliverables that must be completed as part of the co-op process. Students are responsible for ensuring these are completed. Below is an outline of the components that require the supervisor’s involvement:

• Reviewing student’s learning goals
• Participating in a work term check-in (in-person, virtual or e-check)
• Reviewing and signing off on the student’s Work Term Report (program dependent)
• Completing a Work Performance Evaluation

Learning Goals

• Students will identify 3-5 learning goals and share these with their supervisor during the first three weeks of their work term.

• Supervisors are encouraged to provide feedback on the attainability of these goals within the scope of the work term and offer ongoing support to facilitate their achievement.

• These learning goals will be reviewed during the student’s work term check-in meeting and referenced in the Work Performance Evaluation.

Work Term Check-Ins

• A staff member from the Co-op Office will reach out to you and your student around the mid-point of the work term to schedule a check-in meeting.

• The meeting is normally 30 minutes with the supervisor to discuss student responsibilities and performance to-date, followed by 30 minutes with the student to discuss progress, review feedback and co-op requirements for the remainder of the term.

• In some cases, if you are supervising a senior student, or the student has worked with you in previous terms, an email or e-check in may be sent, in place of a meeting.

Work Term Report

• Students submit a work term report to their Co-op Faculty Advisor after the conclusion of their work term.

• Work term report requirements vary by program. Employers may be asked to sign off on the report prior to submission to confirm there are no confidentiality concerns or proprietary information included in the report.

• Work Term Reports are assessed by the student’s Faculty Advisor and the grade is recorded on the student’s official transcript.

Work Performance Evaluation (WPE)

• Our office will email you a link to the student’s Co-op Work Performance Evaluation during the last month of the work term.

• You will be asked to provide feedback on your student’s work term performance and to provide an overall word grade (Outstanding, Very Good, Good, Marginal, Unsatisfactory) which is recorded on the student’s official transcript.

• The evaluation is also available in pdf format. Students and supervisors are encouraged to use this form as a work sheet throughout the work term.

To view all forms pertaining to the "Co-op Work Term", click here.

Role and Responsibility of Co-operative Education (University of Guelph)

Co-operative Education is a critical component of academic study at University of Guelph, and it has specific requirements to ensure the employment experiences align with our institutional and accreditation standards. The University of Guelph reserves the right to take appropriate action if an employer or student does not comply with our Co-operative Education and academic policies and responsibilities, as well as relevant provincial (Ontario) and federal (Canada) Human Rights and Employment legislation that ensure fair treatment, safety, and protection for workers.

Co-op Student of the Year Awards

Employers are invited to nominate students for the Co-op Student of the Year Award. The award recognizes the outstanding contributions of the student in the areas of workplace performance, academic achievement, extracurricular involvement and involvement within the Co-op program at the University of Guelph.