Co-op roles and responsibilities

While on a scheduled work term, you are limited to part-time studies with a maximum of two courses (1.0 units) in addition to your PD courses. Please see below for additional details.

*Please note that course registration is prioritized for students scheduled on academic terms.

If you are unemployed and are looking to take a full-time course load during a scheduled work term, speak to an academic advisor about a sequence change. Your advisor will guide you on possible sequence changes. A work term with the WaterlooWorks status of 'Unemployed: Lost (forfeited) credit opportunity (UL)' is not eligible for a sequence change.

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• Academic integrity on your study and work terms
• Falsification of documents and credentials

Academic integrity on your study terms and work terms

In order to maintain a culture of academic integrity, members of the University of Waterloo community are expected to promote honesty, trust, fairness, respect and responsibility. Waterloo actively promotes its ability to produce career-ready graduates; students who demonstrate integrity is a key part of that culture.

Academic integrity applies not only to your academic activities on-campus but to your participation and behaviour in the co-op employment process (i.e., job applications, interviews and the match) as well as on your work terms.

As a co-op student, you’re required to comply with:

• University's Policy 71: Student Academic Discipline Policy
• The student roles and responsibilities outlined on this page

If your conduct is not appropriate and falls under one or more offences listed under Policy 71: Student Academic Discipline Policy, you could receive one or more penalties, including:

• A failed work term decision
• A delay in your graduation
• Withdrawal from the co-op program
• Expulsion from the University

Integrity in the workplace fosters trust between co-op students and employers. This is essential in order to realize the full potential of your work term experience. Examples of workplace integrity include, but are not limited to:

• Representing oneself truthfully at all times
• Conducting oneself ethically and professionally
• Acknowledging and respecting the work of others
• Being accountable for one’s actions

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Falsification of documents and credentials

The University of Waterloo maintains strict regulations and policies regarding the falsification of documents and credentials. Engaging in any of the following practices is an infringement of those policies and subject to disciplinary action:

• Altering or deleting any information contained on any University of Waterloo grade report, Co-op Student Work History, Employer Evaluation or any other University-issued document.
• Making false claims or statements on your résumé or on any other documents contained in your application package including answers you provide to pre-screening questions or on your Waterloo business card.

Under Policy 71: Student Academic Discipline Policy, any member of the University who has reason to believe that an academic offence has been committed by a student has a responsibility to report the matter promptly. If there is any suspicion that a student has misrepresented themselves on these documents, the appropriate Associate Dean for their Faculty will investigate under Policy 71 and the student could face penalties up to and including suspension or expulsion.

All documents submitted by co-op students as part of the job application process will be monitored by Co-operative Education to ensure their accuracy. Should you ever become aware of any student falsifying information contained in an application package, please notify, in confidence, both the:

• Director, Student and Faculty Relations, Co-operative Education
• The Associate Dean, Undergraduate of your faculty

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WaterlooWorks is our online employment recruitment and record management system that is specifically configured for Waterloo students, alumni and employers. The system supports co-op students as well as any other student or alumni, seeking employment. WaterlooWorks features a Full-Cycle Service job board that contains co-op employment opportunities available to Waterloo co-op students.

Each recruitment term, you are required to log in and accept the WaterlooWorks terms and conditions. The terms and conditions are as follows:

To participate in the WaterlooWorks employment process, all co-op students must review and agree to the following terms and conditions on each recruiting term.

Students are expected to conduct themselves in a professional and ethical manner in all aspects of their participation in the co-op employment process, adhering to all co-op student roles and responsibilities, including those listed below.

By accepting these terms and conditions, I agree that I will:

• Read all job descriptions and disclaimers and only apply to those positions that I am comfortable accepting for a work term if successful in the recruiting process.
• Represent my Faculty/Department and the University of Waterloo and therefore I will conduct myself in a professional and ethical manner.
• Check my Waterloo email regularly and sign on to WaterlooWorks to read and take action based on messages received.
• Attend all interviews for which I am scheduled, including those with participating employers who are not scheduled within WaterlooWorks, but rather scheduled with me directly.
• Continue in the full employment process for a complete match cycle.
• Notify Co-operative Education (CE) immediately if any information relevant to my job search changes.
• Recognize and honour my employment commitment that results from the rank/match, including applying only to jobs I will accept if matched.
• Complete required documentation or requests for information from CE and employers.
• Act in a professional and ethical manner in all interactions with students, CE and employers.
• Treat information contained within WaterlooWorks as private and confidential. Co-op postings on WaterlooWorks are password protected. Consequently, I agree not to share any information about co-op postings or employers with any other individual.

Should I fail to follow the specific guidelines, I may be subject to disciplinary actions, including, but not limited to, restriction from searching and applying to jobs within WaterlooWorks for one or more terms and/or denial of co-op credit. In addition, my file may be forwarded to the appropriate Faculty contact for investigation under Waterloo policies related to student discipline. Such action could impede my ability to achieve the co-op designation and/or complete my co-op degree as scheduled.

If I am unclear on any of these rules and regulations, I will consult with my co-op advisor.

Note: Job postings on WaterlooWorks are reviewed by Co-operative Education to ensure they are legitimate and suitable for co-op credit. If you have a question or concern about a job, please contact your co-op advisor by selecting “Send a Message” from your WaterlooWorks dashboard.

Learn more about WaterlooWorks and how to accept the terms and conditions.

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The expectations for student participation in co-op are the same for students who use the Employer-Student Direct job board or arrange their own job as those who use the job search, application, interview and match process through WaterlooWorks co-op Full-Cycle Service job board. These are just different pathways through the co-op employment process. If you choose to search for employment outside of the WaterlooWorks co-op Full-Cycle Service job board, you need to indicate this by setting your job search intentions or by connecting with your co-op advisor.

Jobs arranged outside of WaterlooWorks must meet the requirements of a standard or flexible work term.

Please note that you may not target existing Co-operative Education contacts at organizations that actively recruit through WaterlooWorks to arrange your own job. Learn more about the arrange your own job process.

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• Co-op eligibility
• Co-op designation requirements
• Inter-faculty transfer of credits
• Study and work term sequencing
• Unpaid or underpaid co-op work terms
• Work term requirements
• Longer work terms (12 or 16 months)

Co-op eligibility

In order to remain in your co-op program, you are required to:

• Be enrolled in a full-time degree-specific program at Waterloo and be enrolled in full-time courses in the academic term prior to your work term.
  • If you have an accommodation plan through AccessAbility Services with the “Reduced Course Load” eligibility, please request that AccessAbility Services sends a verification of academic accommodations letter to coop.accessibility@uwaterloo.ca. If you don't have an accommodation plan but think you may be impacted by a known or suspected disability, please contact access@uwaterloo.ca or register with AccessAbility Services.
• Maintain an acceptable academic standing according to the regulations set by your faculty.
• International students are responsible for obtaining a work permit as a co-op student.

In addition to the above criteria, you are also expected to follow and adhere to all applicable University of Waterloo policies and guidelines.

Required to withdraw from your co-op program

Each faculty sets and administers its own minimum academic standards. If you are unable to achieve and maintain the academic standards for your program, your faculty may require you to withdraw from your co-op program.

The following chart outlines the potential impact of these decisions.

All faculties, except Engineering:

Re-entry into a co-op program is a faculty decision. Academic standards for each faculty are listed in the Undergraduate Calendar or Graduate Calendar.

Faculty of Engineering:

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Co-op degree designation requirements

In order to achieve the “Co-operative Education” designation on your degree, you need to successfully complete the following before your final academic term:

• At least three work terms meeting standard work-term requirements (see the Co-op Degree Designation section of the Undergraduate Calendar)
• A minimum number of additional work terms (standard or flexible work-term requirements) as specified by their program (see Study/Work Sequence Chart in the Undergraduate Calendar).
• The minimum number of credited work reports/reflections required by your program (see Study/Work Sequence Chart in the Undergraduate Calendar).
• The minimum number of professional development courses as required by your program (visit the Waterloo Professional Development website for links to each program's specific requirements).

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Inter-faculty transfer of credits

Work term credits may sometimes be transferred between programs and/or faculties.

In order to transfer co-op work term credits, you typically need to have at least satisfactory academic standing and your new prescribed study/work sequence must have enough room left to meet academic requirements in your new program/faculty (i.e., you must be able to accumulate the required number of study-relevant work terms for the co-op designation in your newly chosen program).

All transfer situations are considered on a case-by-case basis and routinely involve consultation with Co-operative Education.

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Study and work term sequencing

A co-op degree takes longer to complete than non-co-op (regular) degrees. This generally adds about an additional year to degree completion because full-time, 16-week study terms alternate with full-time 16-week work terms.

Study/work sequences vary between programs. Each work term is four months long; however, some programs require a study/work sequence that schedules two four-month work terms in a row (i.e., eight-months spent in work terms).

Some co-op programs start after four months of study, after eight months of study or in second year. All study/work sequences are scheduled to end on academic terms as per accreditation requirements.

On occasion, you may need to request a sequence change to accommodate specific academic or co-op requirements. These requests are assessed on a case-by-case basis, and may be considered if:

• You have already received permission from your undergraduate program advisor (or co-op academic advisor, in the Faculty of Mathematics) to change your sequence. Some programs have some flexibility around sequences, but some do not.
• You submit your request at least one month prior to the start of the term in which the sequence change will occur.
• You submit your request via the proper Request for Study/Work Term Sequence Change form.
• Your academic and co-op status are in good standing.
• You request a work term longer than eight months (12 or 16 months).

Requests for a change to your study/work sequence will not be considered if:

• You request to end your sequence on a work term
• There is not academic support for your requested sequence.

Please note that a sequence change made after the start of your recruiting term will result in a WaterlooWorks status of US (Unemployed: Student not in process) for the deferred term, meaning you will have restricted access to the co-op job board on WaterlooWorks.

Consult with your academic advisor to consider various options available in addition to a sequence change. Visit our request for academic/work term sequence change to learn more about changing your scheduled sequence.

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Unpaid or underpaid co-op work terms

While the majority of co-op work terms are paid, occasionally, underpaid or unpaid job opportunities may be approved. Jobs are considered "underpaid" when a student is not paid at least "minimum wage" for the work location. Jobs are considered “unpaid” when students receive alternative remuneration such as stipends, honorarium, company equity, etc. Unpaid or underpaid opportunities must meet unpaid/underpaid guidelines to be considered for credit. These opportunities will be considered on a case-by-case basis. If your unpaid or underpaid opportunity does not meet these guidelines, it will not be considered for credit.

Special exceptions due to COVID-19 pandemic:

• For work terms in spring 2020, fall 2020, winter 2021, spring 2021, fall 2021, winter 2022, and spring 2022 there are special exceptions to these guidelines. Please find these exceptions noted within the guidelines below.

The following will not be approved:

• Positions that require students to pay an application or participation fee at any work location.
• Positions having full or partial commission as the only monetary remuneration at any work location.
• Work settings where unpaid students will work side-by-side with paid students.
  • There may be exceptions to this guideline in spring 2020, fall 2020, winter 2021, spring 2021, fall 2021, winter 2022, and spring 2022 - please discuss this with your co-op advisor.
  • Exceptions may be made for work terms outside of Canada (international, U.S.)
• Any co-op position at a for-profit employer, not specifically noted as an exception below
  • There may be exceptions to this guideline in spring 2020, fall 2020, winter 2021, spring 2021, fall 2021, winter 2022, and spring 2022 - please discuss this with your co-op advisor.

The guidelines for unpaid/underpaid opportunities are broken down based on work location:

Unpaid/underpaid jobs at the University of Waterloo

Your unpaid/underpaid opportunity may be eligible for co-op credit if it falls within one of the following industries/settings:

Research jobs with one of Waterloo's faculties

Entrepreneurial ventures

• For students starting their own business through an approved Waterloo program (e.g., E-Coop through the Conrad Centre, Velocity, GreenHouse, etc.).

Competitive Team Member

• For students who are part of a formalized, competitive team sponsored or endorsed by a Waterloo faculty (e.g., Midnight Sun Team, UWAFT).
• Note: We will only consider these jobs once a student’s scheduled work term has begun.
  • Special exceptions: These can be accepted at any time during the recruiting term for spring 2020, fall 2020, winter 2021, spring 2021 and fall 2021 work terms.
• Note: Students can only have one such work term during their co-op sequence.
  • Special exceptions: Students are able to complete one additional unpaid work term with a competition team in spring 2020, fall 2020, winter 2021, spring 2021, fall 2021, winter 2022, and spring 2022.

First Work Term Waterloo programs

• For students who find jobs via special programs that involve employing first work term students in a series of short work experiences (e.g., BETs, GreenHouse Co-op).
• Note: These opportunities will be posted in WaterlooWorks toward the end of Continuous Interview Cycle.
• Note: Students can only have one such work term during their co-op sequence.

Special research and administrative positions at UWaterloo

• Unpaid special research/administrative positions arranged between faculty/staff members and students with demonstrated exceptional or special needs as detailed by the AccessAbility Office may be approved.

Next steps:

• Submit an Arranged Own Job Form and be sure to provide any alternative remuneration details.
• If your unpaid/underpaid opportunity is approved, review the information on insurance for unpaid work terms below.

Unpaid/underpaid jobs in Canada and the United States

Your unpaid/underpaid opportunity may be eligible for co-op credit if it falls within one of the following industries/settings:

• Charitable organizations, NGOs, not-for-profits or humanitarian organizations.
• Professional sports organizations (only Health students may consider these roles).
• Clinical and medical settings where it is not the industry practice to pay students
  • For students seeking unpaid opportunities with hospitals, please be aware that hospitals may require an "Affiliation Agreement". Affiliation agreements are typically set up between faculties and hospitals for practicums as part of a course or program. Affiliation agreements generally do not cover co-op employment and Co-operative and Experiential Education (CEE) is not party to these agreements.
  • CEE requires hospitals, clinics and other medical settings to sign an unpaid clinical agreement and provide proof of liability coverage. Some employers may not sign this agreement. If you are considering an unpaid position in a medical setting, you must contact your co-op advisor before you commit to the position to discuss your situation.
• Start-ups and new entrepreneurial ventures
• Academic research settings
  • Research positions at schools other than Waterloo require a minimum stipend of $3000 CAD.
  • Any other forms of alternative remuneration must be in addition to a cash stipend.
  • Wholly unpaid positions will not be approved.

Next steps:

• Submit an Arranged Own Job Form and be sure to provide any alternative remuneration details.
• If your unpaid/underpaid opportunity is approved, review the information on insurance for unpaid work terms below.

Unpaid/underpaid jobs located internationally (outside of Canada/USA)

International opportunities are sometimes a little different than jobs in Canada or the United States, depending on local labour guidelines, remuneration standards and employment culture. We understand that sometimes this means international jobs are compensated differently, and will consider unpaid/underpaid positions if they meet the following guidelines:

• All international positions should be compensated according to local market standards. We will consider unpaid positions when it is not the practice to pay students in that geographic area or industry, but require these jobs to have some form of remuneration (food plan, local transit pass, subsidized housing, subsidized flights, etc.).
  • Sometimes this means that paid and unpaid students may work in the same organization (e.g., citizens may be paid but foreign nationals might not).
• Canadian and U.S. multinational companies MUST compensate students working internationally as per the local destination's guidelines.
• Students can opt to pay the employer for room and board if the room and board are required for the job (but should also be able to arrange alternative accommodations if preferred).
• Students should negotiate for some form of compensation for their work (e.g., salary, permit fees, subsidized flights, accommodation, meals, local travel, etc.).

Next steps:

• Please review the Global Affairs Canada (GAC) advisory policy and our travel advisory guidelines before arranging an international work term.
• Leave yourself enough time to plan - international employment authorization processes can be lengthy, and must be completed before travelling for a work term.
• Submit an Arranged Own Job Form and be sure to provide any alternative remuneration details.
• Submit a Risk Management Form.
• If your unpaid/underpaid opportunity is approved, review the information on insurance for unpaid work terms below.
• Important: Acceptance of an unpaid/underpaid international position is based on co-op guidelines and is done in consultation with the International Co-op Manager.

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Work term requirements (Standard and Flexible work terms)

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, Pharmacy and GBDA 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.

Note: Due to safety risks, sales jobs that require students to travel door-to-door, or, solicit sales or provide services in public residential, retail or commercial spaces; will not be approved for a work term credit. If you have any questions, please contact your co-op advisor.

*Please note: some exceptions exist for spring 2020, fall 2020, winter 2021, spring 2021, fall 2021, winter 2022, and spring 2022 work terms due to temporary policies in place at those times as a result of the COVID-19 pandemic. Please visit those work term webpages or speak with your co-op advisor if you are seeking retroactive co-op credit for work completed during those work terms.

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Longer work terms (12 or 16 months)

There may be times in your co-op degree that you are interested in pursuing longer co-op employment, lasting 12 or 16 months.

To pursue a longer work term, you must:

• Speak to your academic advisor (some faculties and programs have different guidelines for longer work terms).
• Be in good academic standing.
• Be an undergraduate student.
• Be enrolled in full-time courses in the term prior to your work term.
• Have successfully completed at least one prior work term. Please note, we will not typically consider requests to extend a first work term to 12 or 16 months.
• Be prior to your 4A term.
• Have enough remaining work terms to accommodate the longer work term without adding additional work terms. Typically, a 12 to 16-month work term will replace future work terms in a sequence.
  • Previous unemployed work terms will not typically move forward to facilitate a longer work term in a sequence.

Academic program requirements are key to approval and will be discussed as part of sequence change request with faculty. Please note, except for international students returning to their home country for a work term, 16-month work terms outside of Canada are typically not possible. For 12-month work terms, please consult with an International Employment Specialist.

Like eight-month work terms, longer work terms will be considered a series of individual 4-month work terms. Your co-op advisor will support you and you’ll receive termly communication and requests for e-Checkin/Work Term Recaps. You'll also need to have your employer complete the corresponding Student Performance Evaluation forms at the end of each 4-month term.

Job postings for 12 or 16 months will not be posted on the Full-Cycle Service or Employer-Student Direct job board in WaterlooWorks. These opportunities may be posted on the Contract, Part-Time and Volunteer job board in WaterlooWorks, submitted via Arrange Own Job (AOJ) or may come from an opportunity to extend a current work term to 12 or 16 months. Work terms that are 12- or 16-months can be with either a single employer or as a series with multiple employers.

If you would like to pursue a longer work term, the first step is to speak to your academic advisor. Similar to all sequence change requests, programs and faculties must complete their own internal review process to approve a sequence change.

• Work term employment agreements
• Non-compete agreements
• Intellectual property
• Record of employment

Work term employment agreements

Work term agreements are between you and your employer. The University of Waterloo and Co-operative Education are not party to these agreements. Work Term Records are Co-operative Education’s official record of your employer and your role for a co-op work term.

While your Work Term Record will be created in WaterlooWorks for you, it's your responsibility to confirm your work term agreement by contacting your employer about the specific details of the full term of your employment, meeting the work term requirements, including:

• Employment agreement (i.e., signing a contract or similar document)
• Start date and end date (ensure to discuss and receive approval for any planned days off or scheduling impacts in advance)
• Any training dates
• Salary and payroll process
• Location
• Hours of employment
• Electronic monitoring requirements (all employers in Ontario with 25 or more employees must have an electronic monitoring policy)
• Dress code
• Any other pre-work term things you may need to do

It is your responsibility to respect the terms of your employment agreement and the policies of your employer(s). This includes remaining employed for the entire duration of your work term to the agreed upon end date. Changing a work term from standard to flex will normally not be approved.

It is expected that you will only accept one position (via a match, verbal or written acceptance or signed employment agreement) for each work term. Once a position is accepted, you should stop searching for other jobs and should not accept another employment offer, nor sign another employment agreement, for that term. Please contact your co-op advisor for further guidance.

Leaving a work term early

If you are unable to complete your work term, please contact your co-op advisor as soon as possible for guidance. In general, failing to honour an employment commitment will result in being assigned a Failed Work Term Status. However, if you have an extenuating circumstance (e.g., health, compassionate grounds) and feel an exception and/or different decision is warranted in your case, you can submit a petition under Policy 70 for consideration.

Terminations

Students who have been terminated or dismissed by an employer from a work term will receive a Failed Work Term Status. Please contact your co-op advisor as soon as possible for guidance. If you have an extenuating circumstance and feel an exception and/or different decision is warranted in your case, you can submit a petition under Policy 70 for consideration.

Lay off

While rare, employers may make management decisions to lay off employees, including co-op students. You may still qualify for co-op credit, please contact your co-op advisor as soon as possible for guidance and support.

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Non-compete agreements

You may be asked by your employer to enter into a non-compete agreement. Carefully consider such an agreement before signing, as it may prevent you from working for other specified employers (such as competitors) for a defined period. Upon entering into a non-compete agreement, you’ll be bound to its terms and conditions. Consult a lawyer if you’re concerned about entering into a non-compete agreement.

In general, there are four kinds of non-compete agreements:

1. Non-competition agreements: You can't work for a competitor or compete with the employer after you end your employment. This prevents you from using knowledge gained from the employer to benefit a competitor.
2. Non-solicitation agreements: This agreement prevents you from seeking or doing business with the employer’s customers after you’ve completed your work term.
3. Non-disclosure agreements: This prevents you from using your former employer's proprietary and/or confidential business information, and stops you from making this information known to others for their benefit.
4. Confidentiality agreements: This agreement anticipates the exchange of confidential, technical, or business information between employer and employee. It requires you to safeguard and protect the information.

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Intellectual property

Intellectual Property (IP) concerns the creation of a knowledge-based product. You cannot "own" ideas in your head, they must in a tangible form, such as: drawings, reports, plans or specifications. Then they become intellectual property, and are protected by laws.

If you’re a Canadian citizen, the Canada Patent Act and the Canada Copyright Act cover you. The act contains the relevant legislation and law concerning copyright and patents. If you're an international student and/or not a Canadian citizen, you may not be protected under Canadian copyright law. Learn more about this legislation from the Canadian Intellectual Property Office.

There are different applications of IP, depending on your employer:

• If you’re studying within and/or employed by the University of Waterloo: you’re subject to Policy 73, which states that intellectual property created in the course of teaching and research activities belongs to the creator(s) of these activities (see exceptions below).
• If you’re employed by an off-campus employer: you're subject to your employer's policies concerning intellectual property. You may be asked to assign patent rights to your employer for something that you’ve created or helped to create.

Contracts

Before you begin work, review your employer’s IP policies, which are usually outlined in the employment contract. In many STEM firms, employees sign a contract giving all Intellectual Property rights to the employer. Many contracts also include a non-disclosure agreement; you may not discuss any employer-related information that isn’t publicly known, during or after a work term with anyone external to your employer.

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Record of Employment

The Record of Employment (ROE) is the most important document in Employment Insurance (EI), according to Human Resources and Skills Development Canada (HRSDC). A ROE must be issued even if you don’t intend on filing a claim for Employment Insurance (EI) benefits.

Service Canada uses the ROE to determine if a person qualifies for EI benefits, what the benefit rate would be, what the duration of the claim would be and if the funds are being misused.

If something happens on your work term that causes an interruption of earnings during your co-op work term, an ROE will be issued within five days of the interruption (or the date you became aware of the interruption). An interruption of earnings covers occurs when you:

• Quit your job,
• Are laid off or terminated,
• Have (or anticipate having) seven consecutive days without work and insurable earnings from the employer (within the last 52 weeks or since the last ROE).

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• Understanding Work Term Records
• Reneging on a co-op job
• Rescinded offer from employer
• Information for international students

Understanding Work Term Records

Within WaterlooWorks, your Work Term Record is Co-operative Education’s official record of your co-op work term employer and role. It includes your employer’s name and contact information, your job title and additional details about your co-op work term employment. Once you’ve been matched through the WaterlooWorks rank/match process, your Arranged Own Job (AOJ) is approved, or you have been confirmed to return to a previous employer, the Work Term Record is created in WaterlooWorks.

Important: A match through the rank/match process is a confirmed employment (regardless of whether an employment contract has been signed). Once you are employed through a match, an approved AOJ, or confirmed return to a previous employer, you are considered employed and your Work Term Record is created. You are required to honour that employment commitment.

Once you have a Work Term Record in WaterlooWorks your status will change to an employed WaterlooWorks status. You are required to work at that role for your co-op work term.

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Reneging on a co-op job

A renege occurs when you have a Work Term Record in WaterlooWorks (through match, AOJ, or confirmed return to a previous employer) and choose not to honour the employment. We strongly discourage you from reneging on a co-op job. Doing so is the equivalent of forfeiting your co-op credit for the term.

Learn more about the proactive actions you can take during your applications, interviews and rank/match to avoid reneging on employment. Occasionally, student action (e.g. unprofessional communication; inappropriate negotiation of offered salary or location arrangements or other job requirements; not adhering to co-op processes) may result in an employer rescinding an employment opportunity before the beginning of a work term and be considered a renege.

In these cases, Co-operative Education will consult with both students and employers. Reneges apply to any Work Term Record in WaterlooWorks, whether through rank/match, approved AOJ or returning to a previous employer.

By reneging on a job, you are forfeiting your co-op credit for your work experience. As of fall 2023, these are the consequences of a renege:

In addition to forfeiting your co-op credit for a work term, you should also be aware that reneging on a work team means:

• you cannot enroll in a full-time course load during a scheduled co-op term. We encourage you to continue with any PD courses to ensure you meet all co-op requirements for your program.
• if you subsequently find other employment on the reneged work term, you must inform your new employer that your work term is not eligible for co-op credit. This may impact your employer’s ability to secure funding for that position.
• you may be ineligible for international co-op jobs during or in the term immediately following the renege. Please see International Work Terms for more information.
• you are unable to move a UL (Unemployed: Lost (forfeited) credit opportunity) or UU (Unemployed: University-imposed) work term via a sequence change.

If you have any reneged work terms prior to fall 2023, they will not count towards your total reneges. For example, if you renege on a second work term when your first renege was before fall 2023, the consequences will follow the first renege actions listed above.

Note: If you have extenuating circumstances around your renege, you can request consideration for an exception by submitting a Policy 70 petition.

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Rescinded offer from employer

Although rare, there may be scenarios (e.g., change in business needs, budgetary changes within an organization) where an employer rescinds a job offer after a match, approved AOJ, or when returning to a previous employer.

Co-operative Education investigates the reason for any employer rescind by seeking information from both the student and employer. This information is used to determine next steps, including whether there is an opportunity to move forward with a work term.

Employers have responsibilities when making offers through the rank/match process and Co-operative Education reinforces these responsibilities to employers. Given the significant impact on a student if an employer rescinds on a job offer, Co-operative Education will monitor the employer in future terms. In some cases, the employer will be removed from the hiring process and blocked from posting on WaterlooWorks and/or from hiring a Waterloo co-op student in the future.

If an employer has rescinded your job offer, a co-op advisor will reach out to you for a one-on-one consultation to support you. If it is determined that an offer of employment is removed due to student action (e.g., unprofessional communication; inappropriate negotiation of offered salary or location arrangements or other job requirements; not adhering to co-op processes), a renege consequence may be applied. Please see the section Reneging on a co-op job for details.

If you have extenuating circumstances that contributed to the rescind, you can request consideration for an exception by submitting a Policy 70 petition. If you think the decision by Co-op was made unfairly, the Policy 70 grievance process is available. Learn more about the Policy 70 petition and grievance processes.

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Information for international students

As an international student, you must be actively enrolled throughout your degree, maintaining full-time and continuous studies where scheduled. Some co-op students may have a scheduled break built into their first year of study, but this varies based on the program/sequence. In all other situations, you should be adhering to your co-op sequence. This means that during scheduled co-op work terms, you must be working in a job that is eligible for co-op credit and you must have a valid co-op work permit. Being unemployed during scheduled co-op terms or ineligible for co-op credit for any reason may have future consequences. 

If you are unemployed on a scheduled co-op work term, either because you did not find work, your job was rescinded or you decide to renege on a co-op job, you will not be eligible for co-op credit for the term. This could impact future work or study permit applications, including the Post-Graduation Work Permit (PGWP).  It is essential that you consider long-term potential impacts.  If you are unsure whether your situation might have long-term impacts, please contact the international employment specialist or your co-op advisor before moving forward. 

Important: Co-op work permits can only be used to work full-time during active co-op work terms where you will be receiving credit for the term.  If you choose to work in Canada during a scheduled work term in a job that is not for co-op credit, the work would be unauthorized and could jeopardize your current and future immigration status. 

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These Roles and Responsibilities have been developed for an undergraduate co-op student audience. However, many of these Roles and Responsibilities are applicable to co-op students in graduate studies provided that they are in a co-op program of study that is supported by the Co-operative Education Department and has access to the WaterlooWorks application/interview process.

Note that graduate students should interpret any references to academic advisor as the graduate co-ordinator/officer for their program of study.

If you are a graduate co-op student and have any questions about whether or not any of the specific Roles and Responsibilities apply to you, please contact your assigned co-op advisor.

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There are additional mandatory requirements and pre-departure steps you must complete to embark on a work term outside of Canada. For example, you are responsible for completing mandatory pre-departure training, completing a Risk Management Form, and securing your own work term visa, among other requirements. 

Once you are matched to an international job or acquire one on your own, our international employment specialist will be in touch with you to offer you support in completing these requirements.

Important: You must be in full-time studies or employed in a credit-eligible work term in the term before your international work term. If you are unemployed on a scheduled co-op work term, either because you did not find work, your job was rescinded, or you decide to renege on a co-op job, you may not be eligible for an international co-op term. 

In addition, you must complete all mandatory requirements for an international work term. Failure to complete mandatory requirements may result in the loss of credit eligibility. 

Contact our international employment specialists for US or other international locations if you have questions or concerns.

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Your responsibilities

Interviews are an important part of the Full-Cycle Service co-op process as they are an opportunity for you to learn more about a potential work term. Once you have applied to jobs on the Full-Cycle Service job board, you are committed to attending all interviews you are granted. Please note that:

• Interviews scheduled through WaterlooWorks may occur at any time during the official interview period and interview dates are made available in advance. Please keep these dates in mind as you are making plans for your term.
• You must attend every interview for which you are selected.
• If you’re not able to attend an interview due to illness or other extraordinary circumstances, please follow Co-operative Education’s interview conflict process.
• Do not contact employers to re-arrange interview times or dates.
• Once you’ve accepted an offer for a job on the Employer-Student Direct job board, or arranged your own job, follow the Employer-Student Direct process.
• There are many ways we can support you during the recruitment process.

It’s our job to keep employers informed about their interview schedule, so it’s important that we know if you are not able to attend an interview. Professors, faculty, instructors and teaching assistants are not required to accommodate co-op interview conflicts. If your Full-Cycle Service job board interview conflicts with a course requirement, use the interview conflict process to determine the best course of action. We assess all interview conflicts on a case-by-case basis.

If you are ill on the day of an interview and are absolutely unable to attend, please call the CEE Hub at 519-888-4026 to let us know and follow up by submitting an interview conflict form.

Please note that a missed interview often cannot be rescheduled with the employer due to tight travel schedules and packed interview schedules. Missing interviews without submitting an Interview Conflict Form may result in having your access to the WaterlooWorks co-op job board suspended. Given the impact on employers and other students, we need to ensure that any issues preventing you from participating in interviews are resolved before restoring access.

You are expected to conduct yourself professionally and with integrity in all interviews. This includes not disclosing your intention to accept another potential job offer to an employer during an interview or asking employers to discuss offers or rankings ahead of the match. If you require support around interview skills and strategies, visit the “Apply/Interview” section of CareerHub, attend a drop-in at the Centre for Career Development or book an appointment with a career advisor.

Learn more about Waterloo’s co-op interview process.

Interview accommodation

Need accomodation assistance? Students may need accommodations for various reasons including disability-based barriers. Accommodations help ensure fair access during the interview process. If you need accommodation support, please contact us.

Students can expect to receive assistance with:

• cconnecting to on and off-campus resources
• understanding disability disclosure
• exploring academic and employment accommodations
• improving communication support with employer(s)
• updating information in WaterlooWorks.

Your rights during interviews

The Ontario Human Rights Commission (OHRC) outlines the type of questions that are appropriate for interviews. The following categories have restrictions:

• Birthplace, ancestry, ethnic origin, and place of origin
• Sex, sexual orientation, marital status, and family statuses
• Age, race, and colour
• Citizenship, religion, faith, beliefs
• Education
• Record of offences
• Handicaps
• References
• Membership in an organization

Although it’s the responsibility of the interviewer to know the law, they may not be aware. Be informed about your rights. For more information, visit the OHRC website.

If an Ontario-based employer asks questions that are in the restricted categories, please let your co-op advisor know.

Off-campus support

If you are off campus, Co-operative Education still provides you with support during interviews. The same co-op responsibilities apply whether you are on or off campus in order to maintain the integrity of the co-op process.

If you’re looking for jobs while studying or working off-campus, you could still be eligible to apply/interview for jobs through WaterlooWorks and receive support if:

• You have back-to-back work terms, and are trying to arrange employment for your second work term while still on your first
• You are on academic exchange on the term before a work term and are looking for jobs
• You are a 4A Architecture student studying in Rome during your Fall term and are looking for jobs for the upcoming work term

It’s your responsibility to submit the necessary forms so we know you’ll be applying and/or interviewing from a distance, and make yourself available for any interviews you receive. Visit our off-campus support page for more information.

If you are away from campus for any other reasons than those listed above (e.g., personal/health reasons), contact your co-op advisor to discuss your options. If you will be away for a short period of time during interview season, please follow the interview conflict process.

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• Applying for jobs on WaterlooWorks
• Checking your information on WaterlooWorks
• Citizenship requirements for Government of Canada jobs
• Conducting a combined search
• Independent contractor positions
• Security clearance
• Submitting your job search intentions on WaterlooWorks
• Work term length: four vs. eight months vs. longer work terms

Applying for jobs on WaterlooWorks

To help you make informed decisions around potential work terms, when applying to jobs on WaterlooWorks, make sure you:

• Take time to read job descriptions thoroughly and understand the specifics of each role before applying (e.g., location, duration, salary, job content, etc.).
• Apply only to jobs for which you meet the stated requirements and conditions, for example:
  • Required skills
  • Job location
  • Access to transportation
  • Academic status
  • Eligibility for work placement (must have received funding from OSAP in the current term)
  • Required citizenship
  • Work term length/time commitment (four or eight months)
• Ensure that employers have accurate information regarding your qualifications when applying.

There are many ways we can support you during the recruitment process. If you have any questions, please reach out to your co-op advisor.

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Checking your information on WaterlooWorks

It is your responsibility to ensure that the following information is accurate and up-to-date within WaterlooWorks:

• Your work term status (you must be on a study term and unemployed to apply for jobs)
• Profile/contact information (found in the “My Account” section)
• Study/work sequence (found on the “Co-op” tab)
• Unofficial grade report (found in the “Documents” tab; check that grades are accurate)
• Co-op student record (previous co-op job titles/employers, evaluations, etc.)

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Citizenship requirements for Government of Canada jobs

For students interested in applying to Government of Canada jobs, the Public Service Commission (PSC) Act states that preference will be given to qualified Canadian applicants. This is usually specified in federal job postings.

International students may be considered for these jobs, but please be aware that the security clearance often takes more time which can present challenges for securing jobs within the allotted time frame of our co-op process.

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Conducting a combined search

Your first co-op job is often the hardest to secure. To optimize your employment opportunities, first work term students may search and apply for jobs via WaterlooWorks while also searching for jobs that have not been posted in the system. The same responsibilities still apply when searching for jobs outside of WaterlooWorks.

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Independent contractor positions

Co-op students who are physically located in Canada can pursue independent contractor positions for their work terms, as long as they meet our standard work term requirements for co-op credit.

Learn more about independent contractor positions.

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Security clearance

Employers in certain industries (e.g. defense) may require you to pass a security clearance as part of their recruiting process. This is usually specified in their job descriptions. Please be aware that the security clearance often takes more time which can present challenges for securing jobs within the allotted time frame of our co-op process.

Please note that security clearance timelines may take even longer for international visa students. Some employers may also be required to give preference to qualified applicants who are Canadian citizens.

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Submitting your job search intentions on WaterlooWorks

To help us provide you with the appropriate service and support, each recruiting term, you are required to log in to WaterlooWorks and submit your job search intentions to let us know how you'll be searching for jobs. This tells us whether you will be participating in the job search through WaterlooWorks, arranging your own job, returning to a previous co-op employer or participating in something else that term which will not count for official co-op credit.

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Work term length: four vs. eight months vs. longer work terms

Typically, jobs posted on WaterlooWorks are for four-month (16-week) opportunities, but sometimes employers might specify different work term lengths for their posted positions. For example:

• Some employers may require an eight-month time commitment, or two consecutive work terms back-to-back. In this case, the employed student must stay on for eight months or return to the employer for their next scheduled work term (whichever was discussed in the job description or interview).
• Some employers may prefer an eight-month time commitment, or two consecutive work terms back-to-back. In this case, the employed student can choose whether to stay on for the second work term.
• Some employers may be seeking students to work for longer work terms (12 months or 16 months). While these jobs will not be posted on the WaterlooWorks co-op Full-Cycle Service or Employer-Student Direct job boards, you may find these opportunities on the Contract, Part-Time and Volunteer job board within WaterlooWorks.

Whatever the specified work term length, it’s important that you read the job description carefully and determine whether your specific study/work sequence can accommodate the time commitment. Many programs have some flexibility around sequences, but some do not.

It’s your responsibility to contact your academic advisor to see what’s possible before applying to any jobs that fall outside the typical 16-week commitment. If a job is more than 16 weeks and could have an impact on your upcoming academic term, you must consult with your academic advisor.

Once you’ve spoken with your academic advisor, fill out the appropriate Request for Academic/Work term Sequence form to formally request a study/work sequence change. Otherwise, if you’re matched, we expect you to honour the terms that were laid out in the job description or discussed during the interview. If you do not honour an employment match for a job that clearly stated an eight-month or two work term commitment was required, it is considered a renege.

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• Ranking jobs in WaterlooWorks
• Job offers and matches via WaterlooWorks

Ranking jobs in WaterlooWorks

Waterloo’s rank/match process aims to maximize the number of students matched with a co-op job. Once interviews are complete, employers will rank their candidates from 1-10 and students will rank employers in return. Neither students nor employers can see what they are ranked by one another in WaterlooWorks.

After the ranking deadline closes, an algorithm will generate employment matches between open jobs and available students based on the lowest possible sum.

You are responsible for the following during rankings:

• Submit rankings for each job that appears on your WaterlooWorks ranking form within the specified timeframe (see important dates calendar).
• If you do not submit a ranking for a particular job on your ranking form, the system will automatically assign a rank of 10, which could still result in an employment match.
• To guarantee that you will not be matched with a job and/or prioritize other jobs of interest, you can now submit up to five (5) "Not Interested" rankings per term. 
• Do not contact employers directly to discuss the interview or ranking process for yourself, other students or other employers.
• If an employer contacts you, you don’t have to share your ranking choices. Contact your co-op advisor to discuss how to handle the situation.

Learn more about the ranking algorithm and how to maximize your chances of being matched in the ranking process.

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Job offers and matches via WaterlooWorks

Once you've applied to jobs on the WaterlooWorks co-op Full-Cycle Service job board, all job offers are processed through our WaterlooWorks rank/match process. This ensures that all employers and students are utilizing the same system and have access to as much information as possible when making their ranking decisions.

If you accept a job offer from the Employer-Student Direct job board, please complete the "Offer from Employer-Student Direct Board (5044)" form on WaterlooWorks for co-op credit. Please note that if opportunities on the Employer-Student Direct job board do not align with your work term sequence you’ll need a sequence change.

If an employer offers you a job directly, please inform your co-op advisor immediately.

An employment match occurs when a student and a job are "matched" through the WaterlooWorks ranking process. Once matched, you are obligated to accept the job with which you've been matched, whether you have signed offer of employment documents or not.

Refusal to accept your job match may result in the forfeiture of your co-op credit opportunity for that term. In addition, your faculty may choose to take additional disciplinary actions under Policy 71.

Learn more about our WaterlooWorks rank/match process.

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• Waterloo Professional Development Courses
• Student performance evaluations
• Work term reports

Waterloo Professional Development

Waterloo Professional Development is a complementary program that helps undergraduate co-op students enhance their professional skills while completing their work terms. The program offers online courses focused on topics like project management, intercultural skills, ethical decision making, etc. PD courses helps students develop new strengths and test their skills in their co-op workplaces.

Completion of the PD course program is a required component of the co-op designation for undergraduate co-op degree programs. The number of PD courses students required to complete successfully varies depending on their academic program.

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Student performance evaluations

Continuous improvement is crucial as you grow and mature in your various university experiences. Your employer is required to provide you with a formal evaluation at the end of each four-month co-op work term. Your formal evaluation must submitted by your employer in WaterlooWorks. The University is unable to alter performance ratings assigned by employers.

It is your responsibility to make sure that the evaluation is submitted to Co-operative Education as soon as possible following your work term. Please remind your employer near the end of your work term to complete and submit your student performance evaluation.

University policy states:

• Work term evaluations must be recorded by Co-operative Education for all work terms that co-op students undertake, even if the minimum number of work term credits required for graduation has already been achieved.
• Only the overall rating of your employer evaluation is released to prospective future employers through WaterlooWorks during the job application process.
• Specific details of your work term performance evaluation are confidential and meant for your reflection and growth. Only you, your employer for the term, your co-op advisor and Co-operative Education staff have access to your complete evaluation. Your academic record will reflect “CR” for all work terms with an assessment greater than unsatisfactory. An unsatisfactory evaluation will result in an NCR on your transcript.

It is a best practice to also schedule a mid-term evaluation with your supervisor. Conducting a mid-term evaluation will help to identify your areas of strength as well as any areas that may need attention or further development.

Note: Only your end-of-term evaluation is documented by Co-operative Education.

If you have difficulty obtaining a work term evaluation from your employer, please notify your co-op advisor for support

For employment contracts longer than four months: Each official co-op work term is four months (16 weeks) in length. A “double” work term is considered to be two four-month work terms scheduled back-to-back. In these cases, a performance evaluation is required after each four-month period, as your co-op work history requires an evaluation recorded for every four-month work term.

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Work term reports/reflections

Most co-op programs require a minimum number of work reports/reflections for graduation in most co-op programs. These are typically marked by your academic department, and have specific requirements depending on your program.

Visit your department's website or contact your undergraduate faculty/program's academic advisor (or graduate program advisor) to learn more about your program's specific work report/reflection guidelines.

Consult the Undergraduate Calendar or Graduate Calendar to see if your faculty has additional requirements for your program.

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• In addition to all co-op advisors having received mental health training through Counselling Services, CEE has embedded wellness counsellors to provide you with support.
• The counsellors provide 1:1 mental health support to prepare you for upcoming work terms, and ongoing phone or virtual’ support during work terms. Students on a recruiting term will also be provided support.
• Visit our mental health resources page for more information on our wellness counsellors and other mental health supports provided by CEE.

Co-operative and Experiential Education (CEE) monitors alerts from The Anvil Group, Waterloo’s official international travel safety and security provider. If you are working in a location impacted by an emergency (within Canada, the U.S. or internationally), CEE will use your work term information, specifically the Emergency contact and location information you need to keep updated in WaterlooWorks, to connect with you and confirm your safety.

For students working internationally, registration with The Anvil Group is mandatory to access Threat and Risk Intelligence Service (TRIS) as well as the Anvil app, which provides travel alerts and advisories. Learn more about planning for emergencies when working abroad.

What to do in an emergency

In the event of an emergency we have several available resources. Find out who to contact in an emergency including contact information for the University of Waterloo Special Constable Services and other emergency services. Remember to reach out to your co-op advisor to let them know about your situation.

In case of a natural disaster or major incident in your location:

• Get to a safe place and stay there.
• Follow the news and local police service websites for alerts and developments.
• Keep your communication devices charged.
• Communicate with your family to let them know where and how you are.
• Let your employer know where and how you are and follow their direction.
• Contact your co-op advisor and let them know who you are with, if you are safe and what support (if any) you may need so we can assist.

Remember that we will reach out to you using your contact information in WaterlooWorks. If we cannot reach you directly, we will attempt to reach the emergency contact listed on your Risk Management Form for international work terms or your contact and travel info in your work term record for Canadian and U.S. work terms. Ensure your contact information in WaterlooWorks is up to date each term.

OSAP and co-op

If you rely on OSAP funding, you must apply for OSAP assistance each term you need it.

Your Canada and/or Ontario Student Loans will start accruing interest once you've withdrawn from full-time studies or graduated, so it's important to let the National Student Loans Service Centre (NSLSC) know if you are returning for a scheduled study term or work term. Otherwise, your student loan may start to collect interest.

To maintain your interest-free status while cycling between study terms and work terms:

• Inform the NSLSC that you are returning to class during each four-month study term and each four-month work term (must be done within six months of your last study period).
• This can be done by either producing a new loan document or submitting a Continuation of Interest-Free Status Form/Schedule 2.
• If your study/work sequence includes two co-op work terms scheduled back-to-back, it's your responsibility to complete a Continuation of Interest-Free Status Form/Schedule 2 during your second consecutive co-op work term. You must deliver the form to Waterloo's Student Awards and Financial Aid office prior to the first day of the seventh month of your work term.

For more information on your obligations and how to repay your loans, visit the National Student Loans Service Centre or contact Waterloo's Student Awards and Financial Aid office (519-888-4567 ext. 33583).

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The University of Waterloo takes the safety and well-being of its co-op students very seriously. Within Ontario, we lean on the Ontario Human Rights Code to protect co-op students working in Ontario from harassment and discrimination. It states, “Every person who is an employee has the right to be free from harassment in the workplace.”

Co-operative and Experiential Education (CEE) will also support students in all workplaces regardless of geographic location, understanding that policies may vary from province-to-province and country-to-country.

Harassment refers to unwanted comments or conduct that are known or ought reasonably to be known to be unwelcome that negatively affect(s) the work environment. Examples of harassment include, but are not limited to:

• Unnecessary touching
• Vexatious [annoying or provoking] comments
• Leering or suggestive remarks
• Reprisal for rejection of sexual advances
• Explicit pin-ups and graffiti
• Degrading jokes and comments

It can be difficult to share what has happened/is happening to you. If you’ve been harassed and/or discriminated against, support is available. You can contact your co-op advisor directly through WaterlooWorks or by phone, or you can email the Advisor, Workplace Harassment for the region where your employer is located by email, whichever feels best for you.

It is important to remember that all work-integrated learning (WIL) are protected from discrimination the same as permanent, part-time, contract or contract worker.

Discrimination, which may or may not be sexual in nature, is often understood as a practice or action - whether intentional or unintentional - that imposes burdens, obligations or disadvantages on an individual or group that are not imposed on others, or that withholds or limits access to opportunities, benefits and advantages available to others.

Examples of workplace discrimination may include but are not limited to:

• Discrimination based on physical or mental disability
• Discrimination based on where you were born
• Discrimination based on family status (i.e. parenthood, childless, etc.)
• Discrimination based on age
• Discrimination based on religion or other culturally-held belief system

Tips to remember:

• Document the harassment (include dates, times, locations, witnesses, and details of all incidents).

• Please reach out to your co-op advisor, or an advisor, workplace harassment.
• You can also reach out to the Sexual Violence Prevention and Response Office or to Counselling Services.
• Inform your manager or a human resources representative in your organization if it feels safe to do so.

Your co-op advisor, or advisor, workplace harassment can work with you, respecting your wishes and confidentiality, and share the options and supports available to you.

Please be aware, that in some circumstances we may need to communicate, in confidence, some or all your situation to other University of Waterloo colleagues to seek their support and guidance in order more fully support you. In addition, if we feel your safety or the safety of others is in jeopardy, there may be a need to breach confidentiality to protect your rights. You will be informed ahead of time.

Seeking Support

It can be difficult to share what has happened/is happening to you, but support is available. Please contact your co-op advisor in Co-operative and Experiential Education (CEE) directly through WaterlooWorks or by telephone, whichever feels best for you.

• Your co-op advisor can work with you (while respecting your wishes and maintaining confidentiality) and share the options and supports available to you
  • Please document the harassment (include dates, times, locations, witnesses and details of all incidents)
  • Inform your co-op supervisor/manager or a human resources representative in your organization if it feels safe to do so
• Please understand that, in some circumstances, your co-op advisor may need to communicate (with your knowledge) some or all the details of your situation to other University of Waterloo staff to seek their advice and guidance to more fully support you
  • If we feel your safety and/or the safety of others is in jeopardy, there may be a need to breach confidentiality - your co-op advisor will make every effort to inform you of this in advance should it be necessary All co-op advisors in CEE have had training on issues of workplace harassment.

Additional Resources University of Waterloo

• Sexual Violence Prevention and Response Office
  • CEE has an embedded Workplace Sexual Violence Education Co-ordinator/Facilitator available to support students
• Office of Equity, Diversity, Inclusion and Ant-Racism
  • Members of the University of Waterloo community may request support via the EDI-R Intake Form
• Office of Indigenous Relations
• Counselling Services
  • Co-op embedded wellness counsellors are available
• Student Legal Protection Program
  • To help University of Waterloo students access free legal support, the Waterloo Undergraduate Student Association (WUSA) has partnered with Studentcare to provide legal consultation on any subject and representation on issues relating to academic rights, co-op and employment, and housing and tenancy
  • this program, which now includes notary services as well, is designed specifically for students

Off-campus supports

The Human Rights Legal Support Centre offers human rights legal advice and support services to anyone experiencing discrimination under Ontario’s Human Rights Code, when eligible. Services may also include legal assistance in filing applications at the Human Rights Tribunal of Ontario (HRTO), and legal representation at mediations and hearings.

Advisors, Workplace Harassment group

Co-op advisors are supported in their work of supporting co-op students who may be facing issues of workplace harassment. Current group co-leads are Stephanie Bromley and Karry Kwan.

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• Interview relief

• Request to withdraw applications (RWA)

Interview relief

If you're feeling overwhelmed with your interview schedule, contact your co-op advisor to discuss available options or fill out a Request for Interview Relief Form on WaterlooWorks.

If at any point through the recruitment process you are feeling overwhelmed, remember there are ways we can support you.

Request to withdraw applications (RWA)

Sometimes, a circumstance may develop during or following an interview that may cause you concern about your candidacy. A posted job description that doesn’t align with the job presented in the interview process is an example of this.

If you have serious concerns about a job or employer following an interview, you can seek a possible remedy by submitting a Request to withdraw application (RWA) through WaterlooWorks and meeting with a career advisor. Please do this as soon as possible so we can work with you on other options available to you.

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Co-operative and Experiential Education is committed to supporting students throughout their co-op program, including providing exceptions to students in extenuating circumstances. Your co-op advisor is here to help you. Reach out to your co-op advisor if you are facing an experience that is having a negative impact on your success in co-op. Based on a discussion with your co-op advisor, you may choose to submit a petition for exception to co-op regulations through Policy 70 (Student Petitions and Grievances).

Examples of co-op petitions include co-op credit eligibility (i.e., graduating on a work term, work term following no/part load, work term requirements, retroactive credit consideration), suppression of a work term evaluations, and reconsideration of WaterlooWorks status or co-op credit (i.e., leaving a work term early, reneging on employment agreement).

If you feel that a decision made by Co-operative Education staff is unfair, unreasonable or made in error, your first step is to discuss it with your co-op advisor. If you remain dissatisfied with the resulting decision, you may choose to proceed with a grievance under the Student Petitions and Grievances Policy (Policy 70).

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• Each region that co-op students work in has a designated Workplace Harassment Advisor that provides support and help you navigate instances of harassment and discrimination.
• The Workplace Harassment Advisor can work with you respecting your wishes and confidentiality, and share the options and supports available to you.
• For more information and to find out who the Workplace Harassment Advisor is in your area, please refer to the harassment and discrimination section of this webpage.

Your safety while on a work term is a top priority for us. It’s important to know that you have rights and responsibilities for your safety and actions, and for others affected by your actions. The University adheres to the Ontario Occupational Health and Safety Act (OHSA) and bases its principles around workplace health and safety on the OHSA.

The OHSA guarantees you three basic rights:

1. Knowledge: your employer must inform you about hazards in the workplace. Ask if you’re not sure if something is dangerous.
2. Participation: you have the right to make recommendations on health and safety issues.
3. Refusal: you have the right to refuse any work if you believe it endangers yourself or others.

Your employer must ensure a safe working environment. This includes:

• Ensuring that you use the required equipment, protective devices, and clothing.
• Your supervisor advising you of potential danger.
• If you work with hazardous materials, your employer must inform you about the WHMIS program (Workplace Hazardous Material Information System) and provide workplace-specific training.

If you have safety concerns about your job or an accident or “near miss” occurs while you are on a work term:

• Report it to your supervisor immediately.
• Always inform your co-op advisor of any safety concern, accident or near miss. Your advisor will reach out within no more than one business day to offer support and guidance as you work through the incident with your employer. At the same time, our staff will work with your employer to gather information about the incident and will follow up with them to discuss your concerns.

If you’re asked to complete a work task that may risk your well-being, please notify your co-op advisor immediately.

Legislation

• Within Ontario, workplace safety is covered under the Occupational Health and Safety Act.
• Canadian employers outside of Ontario adhere to acts similar to the OHSA. A list of the government departments responsible for governing occupational health and safety in each province can be found on the Canadian Centre for Occupational Health and Safety website.
• Employees of the federal government or workplaces under federal jurisdiction, such as banks and post offices, are covered under the Canada Labour Code.
• In the United States, workplace health and safety is governed by the Occupational Safety and Health Administration.
• Workplace safety standards and best practices vary from country to country. If you have questions about workplace safety standards for a work term outside of Canada, contact our International Team.

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The Co-op Research Certificate recognizes students who choose to work in research-focused positions on three or more of their scheduled co-op work terms.

To be eligible for the Co-op Research Certificate, you need to:

• Receive credit for at least three standard or flexible work term experiences that meet the requirement for a Research Work Term.
• Receive credit for PD 13: Research in the Workplace.
• Complete a Co-op Research Certificate capstone activity.
• Meet all of their program's requirements for a co-op degree designation.

Learn more about the Co-op Research Certificate.

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You could have co-op employment anywhere in the world. Taxes can change quite substantially between provinces and countries. It is your responsibility to carefully review all tax-related onboarding documents an employer provides for your work term.

In Canada, at the start of your work term, you may need to complete a TD1 form for tax purposes. You’ll be expected to pay taxes, unless your income is below the exemption limit.

For more information about Canadian income tax, review the tax tips for university students resource developed by the School of Accounting and Finance. For general income tax inquiries, you can call the Canada Revenue Agency at 1-800-959-8281.

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If you decide to take legal action against an employer during your co-op work term, you must inform Co-operative Education prior to initiating such an action.

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It’s important to have adequate medical coverage.

Ontario residents must have health cards issued by the Ministry of Health. If you don’t have one, contact your local OHIP office. You can also review information about OHIP. If you’re from a province other than Ontario, check your provincial medical insurance plan.

If you’re participating in the Federation of Students or Graduate Student Association health and dental plan, your insurance is valid during work and academic terms. If you’ll be working more than 150 days, contact the Studentcare Office for information about maintaining your coverage.

Health Coverage Outside of Canada

You must purchase outside of Canada health insurance before you leave the country. If you’ve already purchased outside of Canada health insurance and wish to add additional months to the plan:

• Please visit the work abroad health coverage section for going on international work terms, or
• Contact the Studentcare Office

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If you are a co-op student employed in Ontario, you are not covered under the Ontario Employment Standards Act (see Part III, Other Exceptions S.5.2 which states that: "an individual who performs work under a program approved by a college of applied arts and technology or a university" is exempt from the Act).

This means that employers are not required to provide:

• Paid vacation days (though some may agree if the request is reasonable)
• Paid time off for statutory holidays (though most do)
• Paid overtime
• Notice or severance pay in the case of an early termination of employment

Exceptions may occur if you’re employed by an industry under Canadian federal jurisdiction. In this case, workers are covered under the Canada Labour Code.

To determine what compensation you’re entitled to, contact Ontario Ministry of Labour and/or the Human Resources and Skills Development Canada Office. Research your employer’s compensation policy during the job application and interview process.

If you’re working outside of Ontario, be sure to find out the compensation regulations and employment standards of your employer’s jurisdiction.

If you have any questions about compensation, please contact your co-op advisor.

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If you encounter a strike or labour disruption on your work term, here are some guidelines to follow:

• Discuss the situation with your employer and co-op advisor.
• If you’re not a union member, ask your employer about crossing the picket line. In many cases, alternate arrangements will be made.
• If you’re a union member, speak to your union representative to find out your obligations.
• The length and timing of the strike will determine if you get credit for the work term.
• Payment of your wages during a labour disruption is at the decision of your employer.
• If you experience a prolonged strike and choose to leave the job, we will make every effort to help find you another job, but can’t guarantee replacement employment.
• Maintain constant communication with your co-op advisor during a labour disruption.

We will make every effort to monitor any situation that involves University of Waterloo co-op students on work terms with an organization where a labour strike occurs.

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As a co-op student, you have employment statuses assigned to you throughout the duration of your co-op degree to help us track where you are in the co-op process.

We’ve updated some statuses in WaterlooWorks as of winter 2024. For a list of statuses from fall 2022 and earlier, please visit the WaterlooWorks student statuses archive. The following are statuses that you will see in WaterlooWorks:

EMPLOYED STATUSES

UNEMPLOYED STATUSES

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In Canada, many workers are covered by their provincial Workers’ Compensation Board. These boards provide a no-fault accident insurance system for work-related injuries or illness and cover most workplaces. You can expect benefits if your employer pays Workplace Safety and Insurance premiums or ask them about coverage.

Most Ontario workers are covered by the Workplace Safety and Insurance Board (WSIB). Please refer to this link for specific information. What follows is a high-level summary of the coverage.

Workplace Safety and Insurance coverage starts on the first day of work. When you’re added to the payroll, your earnings are declared to the Workplace Safety and Insurance Board (WSIB).

If you are injured or encounter a serious illness on the job under WSIB:

• You’ll be paid 85% of your net average earnings.
• Medical aid costs are covered.
• Your employer must fill out a Form 7 if you suffer an injury at work.
  • By signing the form, you apply for WSIB benefits and authorize the release of your medical information.
  • If there’s a delay in reporting to the WSIB, the employer is penalized.

• You must report workplace injuries to your employer immediately.
• If you claim benefits, inform your co-op advisor as soon as possible.

Examples of by-application industries that are currently exempt from Workplace Safety and Insurance coverage are:

• Banks, trusts and insurance companies
• Barbers and hair salons
• Membership organizations (such as labour organizations, professional associations, political organizations, etc.)
• Motion picture producers
• Offices of lawyers, dentists, medical doctors and veterinarians
• Photographers
• Radio and television broadcasters
• Touring and travel agencies

These industries may not provide alternate coverage for their employees. Please ask your work term supervisor for details. However, without any coverage, the employer can face legal action from an injured employee. Students working in these industries are encouraged to have student or family extended health insurance.

A list of the WSIB-equivalent in provinces outside of Ontario can be found on the WSIB website.

Students on an international work term must have health insurance coverage for as long as you’re on your international co-op work term. For more information, email our International Team.

Students on an international work term must have health insurance coverage for as long as you’re on your international co-op work term. For more information, email our International Team:

• cecausaies@uwaterloo.ca for USA jobs
• cecainties@uwaterloo.ca for international jobs

Independent contractors

Students working as Independent Contractors may not be covered under your company's plan. This will likely depend on the jurisdiction in which the company is based or your province of residence. Students should determine if they need to obtain their own worker's compensation insurance coverage and consider this added cost when considering Independent Contractor postings or roles.

Coverage for unpaid work terms

Co-op students on an unpaid work term in Ontario are considered unpaid learners by the Ministry of Training, Colleges and Universities (MTCU) and may be eligible for compensation in the event of a workplace injury.

If you’re injured on the job as an unpaid learner, the following are applied:

• For employers outside of the Workplace Safety and Insurance Act, the Ministry has an insurance policy with Chubb Insurance. The Ministry coverage for unpaid learners applies to students when:
  • The employment is authorized by a Waterloo faculty or department
  • The student participates in the activities of the co-op employer's industry
• Any compensation is covered by the MTCU or Chubb Insurance
• Employers won’t incur costs for WSIB claims
• Employers under the Workplace Safety and Insurance Act are covered by the WSIB.

Note: Waterloo students who do unpaid research at the University are not considered unpaid learners under the insurance policy. For more information on insurance for students on unpaid work terms, visit the Safety Office's website or contact your co-op advisor.

If you find your own unpaid job, it must comply with the guidelines for unpaid co-op work terms. If your job is approved, your co-op advisor will ensure that Co-operative Education makes arrangements for Workplace Safety Insurance coverage with your employer. It’s important to not start work until this process is complete. You’ll then be asked to complete the appropriate forms so CE can arrange Workplace Safety Insurance coverage for you.

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Co-op accreditation

The University of Waterloo is a full member of Co-operative Education and Work-Integrated Learning (CEWIL) Canada. All of Waterloo’s undergraduate co-op programs and select graduate programs are accredited. Accredited programs meet the following criteria:

• Every co-op job is verified and approved by Co-operative Education.
• Students should be engaged in productive work rather than just observing.
• Students should receive some form of remuneration for their work.
• Student progress on the work term should be monitored by Co-operative Education.
• Student performance on the work term should be evaluated by their employer.
• At least 30% of the time in a student’s degree must be spent on co-op work experiences (for graduate programs under two years: 25%).
• Students should be progressing through a formalized study/work sequence, as set by their academic program.

Important: Waterloo co-op programs are designed to meet and/or exceed all accreditation requirements and are administered solely by the University and not CEWIL Canada.

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Co-operative Education will:

• Develop co-operative education employment opportunities with public and private sector employers that fulfil the co-operative education degree requirements.
• Maintain and enhance relationships with existing employers.
• Manage and administer the co-op recruitment process for employers and students (e.g., job postings, interview scheduling, interview facilities, computer matching, etc.).
• Present offers of employment (via rankings) on behalf of employers to students.
• Maintain contact (work term consultations, e-mail or telephone) with students and employers during the work term and throughout the hiring process.
• Provide advice and support to students and employers if difficulties arise during a work term.
• Ensure that any relevant and required documentation is provided to students, the employer and the appropriate University department and/or faculty.
• Establish and maintain records with information that reflects students' co-op activities in accordance with Waterloo Policy 46.

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Ethics

It is the University of Waterloo's responsibility to:

• Inform students, employers and other interested parties of their policies and procedures.
• Provide equal services to all students and employers.
• Accommodate employers' reasonable requests for job postings, interview space and presentation facilities.
• Provide students with accurate information on all recruiting employers.
• Notify the employer of any hiring limitations prior to them conducting interviews.
• Follow ethical and legal guidelines in providing student information to employers.
• Comply with all Provincial and Federal Freedom of Information, Human Rights and Employment legislation.
• Attempt to resolve violations of recruiting ethics at the local level. Where local resolution is not possible, violations should be brought to the attention of the National Board.

Note: These ethics are reprinted with permission from Co-operative Education and Work-Integrated Learning (CEWIL) Canada. For additional information, please review the CEWIL's Recruiting Ethics for employers, students and institutions.

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Feasibility studies

In order to support Waterloo’s Institutional Quality Assurance Process (IQAP), Co-operative Education will conduct feasibility studies in conjunction with the development of new or evolving co-op plans/programs as well as when significant changes in curriculum or any course realignments may affect the employability of co-op students.

Feasibility studies allow us to assess potential shifts in demand for students who are admitted to new programs, following new study/work sequences or learning new skills in the classroom. They also allow us to assess the lead time and resources anticipated to develop appropriate job opportunities for the projected supply of students.

Learn more about our process around feasibility studies.

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University closures

Snow day closure

Snowstorms occasionally cause the University to close. When this happens, Co-operative and Experiential Education (CEE) also shuts down. All interviews scheduled for that day are cancelled and postponed to another date. The new dates will appear on your WaterlooWorks dashboard.

You can find out if the University is closed by doing any of the following (after 6:30 a.m.):

• Check the University of Waterloo homepage for a closure notice.
• Call the University (519-888-4567) or our front desk (519-888-4026). A recorded message will tell you if the University is closed.
• Check our websites for a closure notice. The notice will appear on the Co-operative Education student homepage, Hire Waterloo employer homepage and WaterlooWorks login page.

Other closures

There may be other reasons that cause Co-operative Education to cancel and postpone interviews. In these cases, we will post notices on the website and if possible, attempt to contact students with scheduled interviews to explain the cancellation or postponement.

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