Please review the recruiting Ethics for employers, students, and institutions from Co-operative Education and Work-Integrated Learning (CEWIL) Canada.
- Provide accessible, fair and accurate job posting information.
- Provide notice of interview times and cancellations.
- Don't discuss job offers or rankings with students before or during interviews.
- Don't make multiple job rankings or offers unless you have positions for multiple candidates.
- Honour all matches.
- Confirm all job offers in writing.
- Don't extend a co-op position into full-time while the student is still completing academic terms to reach their degree.
In addition, you must…
- Respect the institutions' schedules regarding job postings, interview arrangements, job offers, etc.
- Be informed and comply with the co-operative education policies and procedures of each institution.
- Not provide candidates with information on other companies.
- Not seek a candidate's assessment of another candidate.
- Comply with all Provincial and Federal Freedom of Information, Human Rights, Employment and Accessibility 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.
Orientation and setting goals
At the start of each work term, give your co-op student an orientation about your organization to help them transition into the job and adapt to a new working environment.
Your co-op student may work better with accommodations to make their work environment more accessible. Be prepared to discuss and provide an accommodation if the student requests it.
Set goals together with your student, so that they have something to work on achieving. Ensure your student is aware of your expectations and deadlines.
Best practices for co-op student supervision
- Tell others about your student
- Prepare student's workspace
- Have written guidelines about the position for your student
- Set goals and expectations with your student
- Allow your student time to ask questions
- Assign your student projects and set project priorities with your student
- Give project responsibilities to your student
- Provide feedback on your student's work performance
- Listen to your student when they approach you
- Have your student complete a work status summary
- Include your student in meetings that relate to their projects
- Ask your student for input and recommendations
- Prepare your student for work they may complete for other employees
- Allow your student to job shadow other areas of interest within your organization
- If you have a work report topic idea for your student, suggest it
- Complete a performance evaluation on your student before the end of their work term
Respecting your student under harassment and discrimination policies
The Ontario Human Rights Code protects students, like other employees, from harassment and discrimination. Harassment includes:
- unnecessary touching,
- leering or suggestive remarks,
- reprisal for rejection of sexual advances,
- explicit pin-ups and graffiti, and
- degrading jokes and comments.
Employer responsibilities and policies
- Hire students for positions approved as creditable co-op jobs.
- Provide appropriate compensation, working conditions, supervision, training and evaluation.
- Comply with government statutes and legislation.
2. Job descriptions
- Provide accurate description of job duties, qualifications, and skill level of the job advertised.
3. Interview process
- Interviews occur in the academic term preceding the work term.
- Take place on the University of Waterloo's campus or via phone or web.
- Scheduled and administered by Co-operative Education.
- Purpose is to evaluate the student, not to offer employment in the interview.
Employers are expected to conduct fair, equitable interviews with minimal bias.
4. Offer process (ranking)
- Rank according to preference for the position.
- Submit rankings within the specified timeframe.
- Must hire any student that is matched with your ranking.
5. Job offers
- Offer employment only through Co-operative Education.
- Offer not made during or immediately following an interview.
- Offer employment for a second work term to your current student if you feel you could use their skills again.
- Offer employment with the understanding that a student request accommodations to make the workplace more accessible.
6. Work term
- Accommodate a work consultation by the appropriate student advisor during your student's work term.
- Complete a Student Performance Evaluation Form before the end of your student's work term and submit it to Co-operative Education.
- Contact the appropriate student advisor before taking disciplinary action or dismissal of a co-op student.
- Inform Co-operative Education of your intention to re-hire your current student for their next scheduled work term.
- Provide enhanced work for your student if you choose to re-hire them for another work term.
7. Exiting a work term
Before leaving the work term, have your student:
- revise the job description,
- write a handbook or advice manual for incoming students,
- give feedback about improving the workplace and position for future students, and
- clarify whether or not they will return for their next scheduled work term.
- The University of Waterloo reserves the right to take the appropriate course of action if you as an employer don't comply with these policies and responsibilities. In some cases this action could include being withdrawn from the co-op program.
Actions to take in case of a strike or labour disruption while your student is on a work term
- Discuss the situation with your student, then advise the student advisor.
- Try to make alternate work arrangements with your student.
- The length and timing of the labour disruption will determine whether credit will be given for the work term.
- If the labour disruption or strike is prolonged, and your student decides to leave the job, Co-operative Education will work with the student to try to help them find another position.
- Payment of wages to your co-op student during a labour disruption is your decision.
- Your student must stay in touch with their student advisor during the labour disruption.