If you're arranging your own job for Spring or Fall 2020, the requirements and process have been altered to accommodate students searching for work in light of COVID-19
There are lots of different ways to find a co-op job! You can apply for jobs on the WaterlooWorks Co-op job board and also search for opportunities outside this portal at any time during the co-op employment process. This is what we call "arranging your own job" (AOJ).
Just like when searching for jobs on WaterlooWorks, there are certain guidelines that you must follow in order to receive co-op credit. To be eligible for credit, all AOJs are assessed on a case-by-case basis to ensure they meet our standard or flexible work term requirements.
If you receive an offer from an employer outside WaterlooWorks and you think the job meets our requirements, follow the steps below to arrange your own job for co-op credit.
Waterloo’s co-op program requires jobs to meet standard or flexible requirements in order to be granted co-op credit for your work term (see below).
In order to graduate, undergraduate co-op students must complete a minimum of three standard work terms, plus 1-3 additional work terms that meet standard OR flexible work term criteria (depending on your academic program’s study/work sequence). All work terms for Graduate students must be standard work terms.
- Standard work terms: Work terms with a single employer/position that meets the standard work term criteria below.
- Flexible work terms: Work terms with a single or multiple employers/positions that together meet the flexible work term criteria below. Flexible work terms allow students to receive credit for a wider range of work experiences that don’t quite fit the standard requirements.
If your position does NOT meet one or more aspects of the standard/flexible criteria below, please speak to your co-op advisor. We review each job opportunity on a case-by-case basis, so we may be able to make an exception depending on your situation and rationale.
Spring and Fall 2020 work terms
- If you have a work term in Spring and/or Fall 2020, please note that we have created flexible pathways to give you increased flexibility in your work search. This means that we’ll consider a wider variety of workplaces, positions and rates of pay for co-op credit.
- Visit our Spring 2020 work term webpage to see an updated list of work term requirements.
- Visit our Fall 2020 work term webpage to see an updated list of work term requirements.
|Requirements||Standard work term||Flexible work term|
|Job type||• Single employer/position
• Job must be related to your academic/career goals
|• Single or multiple employers/positions (e.g., combining two part-time jobs)
• Rationale for how the job(s) will help you meet your career goals is required
|Work term length||• Job must be 12-16 weeks||• Job(s) must be 12-16 weeks (as long as you work at least 420 hours over the span of your work term)|
|Hours||• Job must be full-time (35-40 hours/week)||• Job(s) can be full-time or part-time (as long as you work at least 420 hours over the span of your work term)|
|Pay||• Job must be paid at least minimum wage (or usual local minimum practice) for where the organization is located, OR
• Job must meet unpaid/underpaid guidelines
|• Job(s) must be paid at least minimum wage (or usual local minimum practice) for where the organization is located, OR
• Job(s) must meet unpaid/underpaid guidelines
|Supervisor||• You must not be supervised by a family member (can work for a family business as long as your supervisor is not a family member).|
|Performance Evaluation||• Your supervisor/coordinator must submit a Student Performance Evaluation||• Your supervisor(s)/coordinator(s) must submit a Student Performance Evaluation (one per job)|
|Job location||• Spring and Fall 2020 work terms must adhere to current University travel policies for Spring 2020 and Fall 2020 terms.
• You must follow our existing travel advisory policy to ensure that the location of your job complies with the University’s travel requirements for the safety and protection of UWaterloo students. Work terms outside of Canada are always assessed based on the level of risk published by Global Affairs Canada (GAC) travel advisories, in conjunction with any overall directives from our central University leadership.
• If you're an international visa student, any work completed for a co-op credit must be done on a co-op work permit.
• If you're interested in working outside Canada, visit our working abroad webpage (not applicable for Spring 2020 and Fall 2020 work terms).
*Please note: some exceptions exist for Spring 2020 work terms and Fall 2020 work terms. Please speak with your co-op advisor if you’ve found a position that you would like to pursue for co-op credit.
|Step 1: Update intentions||If you know you'll be searching for jobs outside WaterlooWorks, update your intentions to let us know how you'll be looking for jobs.|
|Step 2: Search for jobs||Apply for jobs outside the Hire Waterloo Co-op job board - you cannot target jobs that are currently posted on this portal. Some other avenues to consider:
For advice on how to talk to new employers about co-op at Waterloo, read through our tips below!
|Step 3: Submit an Arrange Own Job Form||If you've received an offer, submit an Arrange Own Job (AOJ) Form as soon as possible so we can assess whether the job meets our work term requirements.
Note: If you’re returning to a company that you previously worked for as a registered co-op work term, you don't need to complete the AOJ form. Please send a message to your co-op advisor in WaterlooWorks.To submit an AOJ Form:
Note: the submission of an AOJ Form does not guarantee credit for employment. The approval process typically takes about seven business days from when we first receive your form, though it can sometimes take a little longer if we need more information or if the employer is hard to reach.
If you have any questions about work term requirements, please connect with your co-op advisor.
|Step 4: Check the status of your form||Once submitted, you’ll be able to check the status of your form on WaterlooWorks. You can also check in with your co-op advisor if you have any questions.|
If your AOJ Form is approved during First Interview Cycle
|If your AOJ Form is approved during First Interview Cycle and you have other job applications and interviews in WaterlooWorks, your arranged own job will automatically be added to your ranking form so you can accept it during the rank/match process.
In this case, your status will remain as "UI" (Unemployed: Interview Process) until match day so you can continue to interview and consider the job alongside other potential opportunities.
To add an external offer to your ranking form:
If you have questions about adding an external offer to your ranking form, contact your co-op advisor.
You can check your AOJ Form's status while you wait for your response (see below). If you have questions, send a message to your co-op advisor!
|AOJ Form Status||Description|
|Under review||Your co-op advisor has received your form and is reviewing it.|
|Job content accepted, pending employer confirmation||Approval in progress – your form has been reviewed and the job content has been accepted. Someone will reach out to the employer contact listed on the form to verify the details of the job. While we check with your employer, your status will be changed to "Unemployed-Awaiting Decision."|
|Employer confirmation in progress||We are in the process of confirming your work term details with your employer.|
|On hold – pending more information||Approval has stalled – more information is required. You will receive a message if further action is required of you.|
|On hold – pending employer confirmation||Approval has stalled – we contacted the employer listed on the form for verification and are awaiting their response.|
|Job approved||Your arranged-own job has been approved! All requirements for work term credit have been met, and the employer has verified all job details.
Your job will now be registered on WaterlooWorks and your employment status will be changed to “EJ" (Employed: Jointly Arranged) or "ES" (Employed: Student Arranged).
|Job declined – job not accepted||Your arranged-own job does not meet the requirements for co-op credit and cannot be approved. You will be notified that the job content was not accepted for credit, and may resubmit your form for further consideration if the details of the job change.|
|Job declined – no response from employer/student||The approval process has stalled due to a lack of response from either the employer or student when asked for further information. If we receive the required information, the process may begin again. You may resubmit your form if circumstances change.|
|Cancelled/Withdrawn||The AOJ Form was withdrawn by the student or cancelled by a staff member if the circumstances did not require a form to be submitted.|
When approaching employers outside of WaterlooWorks who may not be familiar with our co-op program, it might help to write targeted cover letters outlining:
- Your interest in the specific company/position
- Your relevant accomplishments and how they can be leveraged by the company
- The benefits of hiring a Waterloo co-op student (visit this link for some ideas!)
- Any grants, tax credits and funding opportunities that might help the employer cover the cost of hiring you
We also have branded “Letters of Introduction” available to help students introduce employers to Waterloo’s co-op program and the many benefits of hiring a student. Please connect with your co-op advisor to request access to our letters tailored both for employers in Canada, and employers located internationally.
If you have a scheduled interview for a job you found outside WaterlooWorks, you can still request to use one of the Tatham Centre's interview rooms!
Please note that space in our building is limited, but we will try to accommodate your request based on the volume of interviews/activities taking place on the day of your interview.
For instructions on how to request an interview space in the Tatham Centre, visit our contact us page.
When searching for jobs both within and outside WaterlooWorks, it's important to think critically and protect yourself from potential job posting scams. A growing trend in this area targets students and new grads seeking employment, both on public job boards and university employment portals.
Learn more about how to protect yourself from potential job posting scams by accessing the resource below.