Information last updated on February 10, 2021.
Hiring co-op student as a staff or faculty member has become more flexible due to recent updates to eligibility requirements. Due to these changes, it’s now a great time to take full advantage of the funding available and you can support UWaterloo co-op students by providing work-integrated learning opportunities that also advance your work. A true win-win.
Learn about the updates, UWaterloo’s access of funding from the Student Work Placement Program (SWPP), steps you can take to access SWPP and hiring co-op students and get answers to some frequently asked questions.
In light of the global pandemic, Canada's Student Work Placement Program (SWPP) has opened up eligibility for campus co-op employment in two ways:
- Post-secondary institutions now qualify for SWPP wage subsidies of up to 75% (max. $7500) per student hired
- Research positions are now eligible for SWPP funding
Please know that these new updates to SWPP may be temporary and eligibility changes will be valid until April 30, 2021.
- ~300 Online Learning Assistants (OLAs) and Senior Online Learning Assistants (SOLAs); these students assisted faculty with the transition of teaching materials to online learning. These roles were 100% fully funded through a combination of SWPP and University of Waterloo central funds.
- ~100 Student Retention students; these students created student engagement activities to support the retention of University of Waterloo students. These roles were 100% fully funded through a combination of SWPP and University of Waterloo central funds.
- ~300 other co-op students; these students were employed by various Faculties, academic support units and ancillary units throughout campus (research and non-research) and were funded by SWPP and departmental funding.
- Funding is still available for the Winter 2021 term. Note: Funding for Winter 2021 has been secured from January 1, 2021 to April 30, 2021. CEE Business Services will apply on behalf of UWaterloo for approximately 800 co-op jobs each term, including:
- OLAs and SOLAs: these roles are 100% fully funded through a combination of SWPP and University of Waterloo central funds
- Student Retention jobs: these roles are 100% fully funded through a combination of SWPP and University of Waterloo central funds
- Other on-campus co-op students employed by various Faculties and academic support units, including research and non-research co-op jobs
- If you are intending to hire, post your jobs on WaterlooWorks.
- Our team at Co-operative and Experiential Education Business Services (CEE Busniess Services) will look at every job posted to determine eligibility and inform hiring managers of their eligibility. CEE Business Services will support all faculty and staff by:
- Confirming SWPP eligibility
- Applying for SWPP funding on your behalf
- Managing the distribution of funds that are available
- For all eligible positions, CEE Business Services will contact your students to obtain their consent to release information required to administer the funding (i.e. full name, hourly wage, hours worked, gross and net pay during their co-op work term).
- Once student consent is obtained, CEE Business Services will submit the applications for eligible positions on your behalf.
- Following the completion of the work term, CEE Business Services will provide the final data to the SWPP partner.
- The SWPP partner will calculate the subsidies and provide the funds to UWaterloo.
- The CEE Business Services financial department, working together with Faculty financial officer and Academic support unit financial officers, will manage the distribution of the funds.
As the employer or hiring manager, there are some key things that you should be aware of:
SWPP funding cannot be stacked with federal funding, but provincial funding
For example: if you’ve already received NSERC funding for your co-op student, you will not be eligible for SWPP funding.
You can only receive funding from SWPP partner:
If you prefer to accept funding assistance through CEE Services but you've already applied directly to a SWPP partner, you should cancel your already-submitted application first.
Please advise your Faculty Relations Manager if you are choosing to accept funding outside this process.
Note: All SWPP partners have similar methods in calculating wage subsidies.
Students don't need to be on a credited co-op work term to qualify for SWPP funding
All forms of work-integrated learning (WIL) are eligible for SWPP funding.
CEE Business Services can support only co-op WIL experiences on WaterlooWorks. For all other forms of WIL, you would need to apply on your own so that SWPP partners can review the position and ensure that it provides a quality WIL experience. Learn more on our SWPP funding page.
WHEN WILL WINTER SWPP APPLICATIONS BE PROCESSED BY CEE BUSINESS SERVICES ON OUR BEHALF?
- Notification of eligibility: Beginning week of February 15, 2021 and continuing through to March 31, 2021
- Request student consent: Once the hiring manager has been notified
- Follow up with students to complete consent: Mid-end of March, 2021
- Submit SWPP application: June 2021
- Distribute subsidies: By August 1, 2021
HOW WILL I BE NOTIFIED IF MY POSITION IS ELIGIBLE?
Your Account Manager will inform you as to whether or not your position is eligible for funding.
IF MY POSITION IS ELIGIBLE, WHAT ARE THE NEXT STEPS?
Once a position is approved, CEE Business Services will reach out to the student hired to get consent to share information with the SWPP partner as the information is required to complete the application. The student will complete their consent form in WaterlooWorks.
- If necessary, we may seek your assistance in acquiring consent from non-responsive students
CEE Business Services will inform you once the application is submitted.
Following the end of the work term, CEE Business Services will provide the final required information to the SWPP partner and provide you with confirmation. Following this, you will receive your wage subsidy.
WHEN ARE FUNDS RELEASED AND RECEIVED?
In order to be eligible for SWPP funding, you must have the financial capacity to hire a student and pay them the intended wage for the work term.
At the end of the term, subsidies are calculated based on the hourly wage, hours worked, gross and net pay during this placement period.
The funds are calculated and paid out by the SWPP partner in the month following the completion of the term.
CEE Business Services financial department will manage the distribution of the funds. It is expected that your Faculty / department / unit will receive the funds in the term following the completion of the work term. For example, for the Winter 2021 work term, funds will be distributed in the Spring 2021 term.
DOES MY STUDENT HIRING PROCESS IMPACT MY SWPP FUNDING ELIGIBILITY?
No, the process of hiring a student doesn't affect funding eligibility.
For example, if your student has applied for your position via the "arrange your own job" (AOJ) process, you can still apply for SWPP funding, as long as both you (employer) and the student meet the eligibility requirements.