Academic Operational Policies

Policy Number:	AOP 243	Policy Title:	Co–operative Education Programs
Supersedes Existing Policy:	N	Policy Owner:	Senior Vice President Academic
Association Procedure:	N	Date Last Approved by the CET:	Oct. 5, 2022

Co–operative Education Programs

1. Introduction and Purpose 

Loyalist College is committed to offering programs that meet student and employer needs. To this end, appropriate programs will include a co-operative education (co-op) component. This policy is intended to create and maintain consistency and quality in the design, development, and review of co-op programs with a goal to:

• enhancing the service and support provided to students enrolled in a co-op program;
• improving the effectiveness and efficiency of the co-operative education program at Loyalist College; and
• enhancing Loyalist College’s relationships with employers.

2. Application

This policy applies to Loyalist College academic programs offering co-operative education as an element and those where the addition of co-operative education is being considered.

3. Definitions

4. Policy

The Senior Vice-President, Academic (SVPA), in consultation and collaboration with the Vice–President Student Life and Leadership and the College Executive Team, establishes, maintains, and implements standards and procedures that achieve an exemplary College-wide co-operative education program. Such standards and procedures comply with relevant government directives, and align with the College’s mission, vision, and mandate, and are reflective of College values.

4.1 Co-op Fees

Students registered in a co-operative education program pay co-operative education fees, receive placement support from a faculty representative of their academic program and employment support services from the Career Services & Work Integrated Learning unit (CS&WIL), including the opportunity to participate in employment preparation workshops and work terms.

4.2 Co-op Credentials

Students in a co-operative education program may, where available, choose to graduate with a non-co-op endorsed diploma, or may choose to participate in co-op work terms as per their standard program after completing the required academic semesters to graduate with a co–op endorsed diploma. In cases where the completion of a co-operative education program is mandatory, students who are unable to complete a co-operative work term due to medical or other serious issues will be required to complete an applied project.

Students must consult with their Program Coordinator to determine minimum academic requirements for co-op eligibility.

Note – Co-op as an option will only be offered to students in programs where it is feasible based on academic achievement and a labour market-driven availability of seats.

4.3 Designation or Alteration of Co-operative Education Programs

Introduction or removal of a co-operative education component within, or from, a new or existing program requires the approval of the Senior Vice-President, Academic (SVPA) and the Director, CS&WIL. Such program changes must follow Loyalist College policy AOP 212 Program of Study Development, Renewal and Change.

4.4 Co-op Work Terms – Patterns, Duration, and Scheduling

Co-operative education program term patterns, duration, and scheduling must conform to the standards established by the MCU and/or the CEWIL CANADA Accreditation Standards and Rationale and conform to the Loyalist College Co-operative Education Programs Policy.

4.5 Participation Requirements for Students

Students are required to meet co-op eligibility before proceeding from an academic semester to a co-operative education work term. Co-op eligibility is outlined in Addendum A – Implementation Guideline: Student Eligibility.

4.6 Participation Requirements for Employers

Employers of co-operative education students must be approved as per Section 6 of the Loyalist College policy AOP 212 Co-operative Education Programs.

4.7 Co-operative Education Evaluation and Permission to Graduate

• 4.7.1 The work of the student on a co-operative work term is evaluated by a faculty member.
• 4.7.2 Students who satisfactorily complete all academic requirements but, either by choice orby circumstance, do not complete the co-operative education work term component may apply to graduate without a co-op endorsement.
• 4.7.3 Students who complete both the academic requirements and the co-operative education work term component may apply to graduate with a co-op endorsement.

4.8 Review of Procedure

The Work-Integrated Learning Committee will review the Co-operative Education Programs Policy and associated procedures biannually and report findings to the Senior Vice-President, Academic (SVPA) and the Vice President, Student Life and Learning(VPSL&L).

5. Related Documents

• AOP 212 Program of Study Development, Renewal and Change

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Appendix A – Implementation Guideline

7. ROLES AND RESPONSIBILITIES

7.1. Co-operative Education Students:

• 7.1.1. Submit a completed Release of Information Form to faculty representative prior to their first work term.
• 7.1.2. Successfully complete the mandatory co-operative education employment preparation workshop including all of the following topics and assignments:
  • Workplace Health and Safety Certificate
  • Resumé
  • Cover Letter/Email
  • Employer Research Assignment
  • Jobsite Assignment
  • Dress and Deportment
  • Certifications (as required)
  • Culminating Quiz
  • Others as required
• 7.1.3. Conduct an active job search for a co-operative education work opportunity to develop skills in this area, supported by the Loyalist College CS&WIL unit, or LCIT Careers and Co-op Office, Toronto campus. These units will facilitate and support this effort by identifying employment opportunities, posting positions, engaging with employers, etc. Placement opportunities will be validated by appropriate College staff.
• 7.1.4. Apply to work term opportunities posted to the online co-operative education placement posting site, if deemed eligible. Refer to section 5.9 for eligibility requirements.
• 7.1.5. Engage and respond to communication with their faculty representative and the CS&WIL unit for relevant co-operative education and employment information, including while on a co-operative education work term.
• 7.1.6. Attend all employment interviews to which they are invited. If the student cannot do so, they must inform the faculty representative a minimum of 24 hours before the interview. Accept or decline an offer of employment within 48 hours of it being made, noting that a verbal or written acceptance is binding and that a student cannot accept any subsequent offers of employment after committing to an initial co-op work term position. If the student accepts an offer of employment but fails to report to work, they may receive a failing grade for the work term and have their online co-operative education placement posting site access removed.
• 7.1.7. Have the option of declining two job offers at which point access to the online co-operative education placement posting site will be removed for the remainder of that term.
• 7.1.8. Confirm their employment status and provide the necessary documentation to the Placement Coordinator by November 1 for a Fall work term, March 1 for aWinter work term, and July 1 for a Summer work term.
• 7.1.9. Submit all reports as assigned by their faculty representative. 7.1.10.Submit a completed student evaluation for each work term to the Placement Coordinator by one week prior to grade due dates (note that these are not fixed dates, so students will be advised of the actual dates each semester). For planning purposes, students should expect to submit their evaluations in mid-December for a Fall work term, mid-April for a Winter work term, or mid-August for a Summer work term. Failure to do so may result in the work term being ineligible for credit. Note – the start dates for work term placements will align with the start dates for the relevant term.

7.2. Career Services & Work-Integrated Learning (CS&WIL) Unit:

• 7.2.1. Promotes Loyalist College, its programs, its students, and the benefits of co–operative education to employers, encouraging them to provide quality work term opportunities.
• 7.2.2. Facilitates the recruitment process between employers and students.
• 7.2.3. Educates, advises, and assists students to find a work term.
• 7.2.4. Provides information and guidance about the labour market, résumé and cover letter preparation, job search techniques, interview preparation, job maintenance skills and other relevant topics.
• 7.2.5. Maintains Loyalist College’s Co-operative Education sites and the online job posting portal.
• 7.2.6. Informs students about the program’s co-operative education requirements and benefits.
• 7.2.7. Provides general information about Freedom of Information, Protection of Privacy and Ministry of Labour regulations; health and safety requirements; (refers international students to the International Centre regarding visa requirements).
• 7.2.8. Supports faculty representatives as they monitor students on work terms.
• 7.2.9. Supports faculty representatives in communication with employers.
• 7.2.10. Monitors student workplace evaluations.
• 7.2.11. Collects and inputs to the appropriate College database all information relevant to the student’s work term.
• 7.2.12. Makes all reasonable efforts to resolve issues that may arise while the student is on a work term.

8. CO-OPERATIVE EDUCATION WORK TERM PROTOCOL

8.1. All Loyalist College policies, including the Student Code of Conduct, remain in place and apply during co-operative education work terms.

8.2. Co-operative education students do not have the same rights and obligations afforded to all workers under the Employment Standards Act.

8.3. If a student feels that their rights have been threatened or violated, they must immediately inform their employer, the faculty representative, and the CS&WIL unit. They should then take whatever steps the student deems necessary to ensure their personal safety which may include immediately exiting from the workplace. Refer to Loyalist College’s policy OHS 007 Workplace Violence Prevention Policy.

8.4. Co-operative education students must comply with all legislation and regulations relevant to the employment sector in which they are employed, and with all legitimate procedures established by the employer. Co-operative education students employed with an employer where there is a collective agreement comply with the terms of that agreement relevant to their position.

8.5. Co-operative education students are responsible for all expenses related to their work term including transportation to employment interviews and to the workplace, the cost of acquiring necessary clothing and equipment, and all living costs incurred during the work term.

8.6. Students wanting to leave the work term before the end of the work term must consult with the faculty representative prior to leaving. Resignation without approval from the faculty may result in a failing grade for the term.

8.7. A co-operative education student terminated by an employer for any reason must immediately report the circumstances to their faculty representative. Lack of communication with the faculty representative within two working days of termination may result in a failing grade for the term.

9. CO-OPERATIVE EDUCATION FEES

9.1. A student in a co-operative education program is required to pay co-operative education fees. The fees are levied regardless of the student’s level of participation in co-operative education services and work terms.

9.2. Part-time students pay fees equal to the number of academic levels of the program.

9.3. Students who wish to enter the co-operative education stream of a program must do so prior to the tenth day of class during the program’s first academic level.

• 9.3.1. Where there is an identified program pathway, students may transfer into the co– operative education stream prior to the tenth day of class during the last entrance term of the pathway, at the discretion of the Director CS&WIL.

9.4. Co-operative education students who do not meet co-op eligibility requirements are entitled to continue receiving job search support services from the College (see section 5.3).

9.4. Co-operative education students who do not meet co-op eligibility requirements are entitled to continue receiving job search support services from the College (see section 5.3). 9.5.Students who wish to withdraw from a co-operative education program, where a non-co-operative education program stream exists, must do so prior to the tenth day of class during the current academic term.

10. PRIOR LEARNING ASSESSMENT AND RECOGNITION (PLAR)

10.1. Students with previous work experience related to their field of study may apply for Prior Learning Assessment and Recognition (PLAR), for the co-operative education work term and/or the Co– Operative Education Employment Preparation Course, in accordance with the College’s policy AOP 221 Prior Learning Assessment and Recognition, Transfer Credit, Articulation and Exemption.

10.2. Current students and applicants to the College are limited as to when they may apply for PLAR for the items listed in 10.1. These time limits are listed in policy AOP 221 Prior Learning Assessment and Recognition, Transfer Credit, Articulation and Exemption.

10.3. PLAR for Co-operative Education work terms will align with the following:

• 10.3.1. The work experience must be equivalent in quality and length to the co-operative education work experience.
• 10.3.2. The work experience must reflect the learning outcomes related to the co-operative education work term and must be validated as relevant by the faculty representative.
• 10.3.3. Secondary school co-operative education work terms are not considered for PLAR.
• 10.3.4. If the PLAR request is granted, the transcript will show a “P”, indicating Pass.

10.4. PLAR candidates should contact the faculty representative for additional details.

11. CO-OPERATIVE WORK TERM EVALUATION AND PERMISSION TO GRADUATE

11.1. The co-operative education work term is evaluated by the faculty representative, who shall incorporate employer input in that evaluation.

11.2. The faculty representative monitors and evaluates the student’s progress during the work term through such means as site monitoring, student and employer interviews, an employer’s evaluation, and assignments that may have been given to the student.

11.3. The evaluation is an assessment of the student’s success in achieving the learning outcomes established by the Program.

11.4. Students who complete both the academic and the co-operative education requirements will graduate with a co-operative education-endorsed credential.

11.5. Students who satisfactorily complete all academic requirements but, either by choice or by circumstance, do not complete the required co-operative education work terms may graduate with a non-co-operative education endorsed credential. Degree program students must complete their co-operative education work term to be eligible for graduation.

11.6. Students enrolled in a mandatory co-op program, who are unable to participate in a co-op work term, may be eligible to complete an applied project as an alternative.

Addendum: Acronyms and Terminology

• CET – College Executive Team
• CEWIL – Co-operative Education and Work Integrated Learning Canada
• CS&WIL – Career Services & Work-Integrated Learning
• MCU – Ministry of Colleges and Universities
• PEQAB – Postsecondary Education Quality Assessment Board
• PLAR – Prior Learning Assessment and Recognition
• SVPA –Senior Vice-President Academic
• VPSL&L – Vice-President Student Life and Leadership (Interim)