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Student Information Handbook

Table of Contents

CO-OPERATIVE EDUCATION - EDUCATION THAT WORKS

CO-OP AT OC

CO-OP STUDENT INFORMATION

SECURING CO-OP WORK TERM EMPLOYMENT

CO-OP DEPARTMENT POLICY AND PROCEDURE

APPENDIX A

Put Your Education to Work

WELCOME TO CO-OP

The OC Co-operative Education, Graduate & Student Employment Centre was formed in 1986. The implementation of paid work terms into OC programs has brought the employer community much closer to OC students and graduates.

This Co-op site will serve as your guide through the Co-operative Education (Co-op) process at Okanagan College (OC).

In order to derive the most benefit from the work experience component of your Co-op program, it is essential that you have a complete understanding of how it operates. You should therefore review information on this site as soon as possible.

On behalf of the Department staff I welcome you to OC. We look forward to helping you develop and/or clarify your career and employment objectives; gain valuable work experience and address issues related to your employability as Co-op students and graduates. Our goal is to help you put your education to work and ultimately achieve success in your chosen field.

Russ Winslade, Director
Student Services

WHY CO-OPERATIVE EDUCATION?

Classroom instruction by itself cannot always provide students with the knowledge they need to ensure a successful career. Additional knowledge must be acquired through experience and "hands-on" involvement in the working environment where the student can apply the knowledge gained in the classroom to real-life situations. Co-op addresses this educational need by providing alternate periods of academic study and paid work terms.

Knowledge gained while participating in work terms is varied depending on your involvement in the various aspects of the working environment. Your activities on a day-to-day basis will vary depending on the type, size and nature of the business you are employed in. There will be an opportunity to learn specific skills and specialized techniques and how to apply the theoretical knowledge acquired during the academic terms.

You should also gain a basic understanding of how a business organization or industrial facility is structured and what measures are taken to ensure that various departments work together to achieve their goals.

A very credible gain to students experiencing Co-op work terms is the self-knowledge concerning personal likes, dislikes, capabilities, limitations, aptitudes, attitudes and career expectations or goals. Students have an opportunity to learn effective communication skills in dealing with co-workers and supervisors, how to foster good relationships and to work well as a member of a team.

Co-operative Education work terms complement the student's academic program by adding a whole new dimension of knowledge which comes from on-the-job experience.

Specific information about the Co-op format for your program can be obtained from the Co-op Department web site or the Co-op office. Please click here to discover where we are located! Information will also be provided during the employment seminars delivered by Department personnel.

Co-op at OC

DEPARTMENT ACTIVITIES

Department personnel will make every effort to provide you with information and/or service that will enhance your career/ employment opportunities. Our department acts as liaison with all parties concerned to facilitate employer-student contact and provides an effective mechanism for Co-op students to secure work term employment. Specifically, the Department:

  • assists with the educational development of students in the work place;
  • develops Co-op positions and assists students in the development of their own job search;
  • assists employers with the job description, the student selection process, and student evaluation techniques;
  • carries out the on-site visits providing an assessment of the job and the student's work, with particular emphasis on the learning potential of the position; and
  • works closely with the academic departments to ensure that the students' jobs are related as closely as possible to the program content and also to ensure that OC programs are providing students with skills needed in Canadian business and industry.

The online Student Grad and Co-op Employment Centre provides all OC students and graduates:

  • job postings – year round Co-op, graduate, summer, part-time/temporary positions
  • links to other job posting sites
  • sample resumes, interview tips, announcements/messages and employers recruiting on campus
  • employment wage subsidy programs
  • employment work shops
  • online employment resources, Labour Market information

Co-op Student Information

APPLYING FOR CO-OP

Step I

Students who satisfy their program admission requirements will complete a Co-op Application Form and submit the document to the Registrar/Admissions Office along with a $79.59 fee. Or complete the Additional form in the Co-op office and apply the fee to your student account. Students may pick up a Co-op Application Form from the Co-op Office.

Step II

Students who have applied for the Co-op component of their program are invited to attend the employment seminar session.

CO-OP STUDENT ELIGIBILITY

Students must satisfy the following criteria in order to be eligible for Co-op work term participation.

ACADEMIC CRITERIA

Degree Programs

  • Bachelor of Business Administration (BBA) 65%

  • Bachelor of Computer Information Systems (BCIS) 65%


Diploma Programs

  • Successful completion of all courses in Academic Terms I & II with the following overall program average:

  • Business Administration (all options) - 65%

  • Computer Information Systems - 65%

  • Civil Engineering Technology - 60%

  • Electronic Engineering Technology - 60%

  • Network and Telecommunications Engineering Technology - 60%

  • Mechanical Engineering Technology - 60%

  • Water Engineering Technology - 60%


Note: Students may also be eligible for Co-op job competitions based on previous Co-op work experience.

All Co-op Students

Attend the employment seminars arranged by the Co-op Department.

CO-OP WORK TERM FEE STRUCTURE

The program tuition does not include the various costs associated with offering Co-op. Students who participate in Co-op will be required to pay the following fees:

DEGREE AND DIPLOMA PROGRAM STUDENTS

Co-op Application Fee


Register for Co-op by completing the Co-op Work Term Application Form and submitting it to the Registrar's Office with the one-time $79.59 non-refundable application fee. Or complete the Additional form in the Co-Op office and apply the fee to your student account.

Co-op Work Term Fee
Co-op students will be required to pay a $265.30 Co-op work term fee for each four-month work term. The Co-op work term fee is payable to the Registrar's Office by the following dates: 

    1. May - August work term: June 15 
    2. September - December work term: October 15 
    3. January - April work term: February 15

Students returning to the same employer for successive work terms will be required to pay the Co-op work term fee for each four-month work term until graduation.

The Co-op work term fee is not a placement fee. All co-op students who secure employment directly or indirectly through the Co-op Department utilize the services of the Department and will be required to pay Co-op work term fees.

Co-op fee’s are in place at all post-secondary institutions in Canada that offer Co-op programs.

Co-op fees at Canadian post-secondary institutions partially cover the cost of offering the Co-op component. Examples of costs include:

  • Student/graduate employment advising

  • Promotion of Co-op programs to employers/employer organizations

  • On-going Co-op employer networking, recruitment/job development

  • Delivery of pre-employment seminars

  • Co-ordination of Co-op job postings

  • Assisting students initiate their own job search strategy

  • Co-ordination of student/employer interviews

  • Monitoring work sites

  • Co-ordination of government wage subsidy programs

  • Development and production of program literature

  • Overhead expense (i.e. telephone, fax, mail, equipment)

EMPLOYMENT SEMINARS

The Co-op Department works closely with the English/ Communications Department to ensure that Co-op students have a solid understanding of employment issues and the knowledge necessary to be successful in job competitions.

Co-op Department Component
The Co-op Department schedules employment seminars that are designed to provide you with information related to all aspects of your work term component.

Topics include:

  • Work term evaluation

    • employer's evaluation

    • monitoring visits

    • work term debriefing

    • work term reports

ENGLISH/COMMUNICATION DEPARTMENT COMPONENT
The English/Communications Department covers the following topics in the job search unit of the Business Communication or Technical Writing courses:

Note: The Pre-Employment seminars provide students with employment related foundation information in a group format. Additional meetings with students are arranged by the Co-op Co-ordinators as required to keep students informed about specific employment issues.

RELOCATION FOR CO-OP WORK TERMS

You are strongly encouraged to be willing to relocate for your work terms. The job market is driven by many factors, which are outside the control of the Co-op Department. The factors that impact on your ability to relocate for work terms and graduate employment will be discussed during the employment seminars. While employers are supportive in relocation matters such as assisting with accommodation searching, most expect that the student (or temporary student employee) is eager to gain the career-oriented experience and will "move mountains" to secure the opportunity. You should investigate what family or friends you may have living in other areas or the various types of accommodation that may be available like room and board, university/college student housing or possibly shared apartment facilities with other fellow students willing to relocate to the same area. You cannot expect interviewing out of region employers to be sympathetic to particular relocation or transportation difficulties associated with their position.

In summary, experience has proven that if you are willing to relocate for the work term the rewards far outweighs the inconvenience. Many mature students with families have relocated for those periods and benefited from the results.

The Co-operative Education Department cannot guarantee that you will be selected for employment. The chances of securing a Co-op opportunity may be increased if you are willing to relocate. You are strongly encouraged to apply for as many postings as possible.

CO-OP WORK TERM SALARIES

Wage rates are established by the employer, not by the Co-op Department. The wage rates will vary by program and work site. Students in the same program will receive varying work term pay rates. Salaries are not the governing factor in deciding the merit of an offer of employment. The prime considerations are a work environment appropriate to each student's ability and opportunities for a sound learning experience and for professional development. The Co-op Office can provide information on the range of wages for specific programs and factors that may impact on wages.

B.C. MEDICAL COVERAGE

B.C. Medical coverage is a requirement for work term participation. Employers expect that you have basic medical coverage prior to starting your work term.

STUDENT HEALTH & DENTAL PLAN

The Student Health & Dental Plan is administered by the OC Student Association. Co-op students who have opted for the plan are encouraged to confirm the status of their coverage while on work terms. The Student Association staff will be able to answer questions about the plan and coverage.

STUDENT LOANS
Co-op students applying for student loans are encouraged to contact the Financial Awards Office to determine the student loan application dates which would best suit their situation.

Students in Co-op work terms are eligible to have their student loans placed in Interest-Free Status for the Co-op work term. Students must obtain a Schedule 2 and/or Certificate 2 from the Financial Awards Office on or after the first day of their Co-op work term.

Students must submit Schedule 2/Certificate 2 to their lender within 30 days of receiving the document(s) and before the last day of the Co-op work term. Schedule 2s/Certificate 2s cannot be issued after the Co-op work term is over unless the student returns for a study term or another co-op work term immediately following the work term in question.

Late submission, or lack of submission, of Schedules/Certificates to lenders can cost students unnecessary payments and, in extreme cases, it can cost them "good standing" student loan status and future financial aid.

YOUR STUDENT LOAN IS YOUR RESPONSIBILITY! IF YOU ARE NOT SURE ABOUT YOUR SITUATION, PLEASE CONTACT THE FINANCIAL AWARDS OFFICE.

REGISTERING FOR ACADEMIC TERMS

Co-op students are responsible for ensuring that the residence/ mailing address information provided to the Registrar's Admissions' Office is kept up to date and accurate. Students who participate in work terms often change addresses and fail to notify the Admissions/Registrar's Office. As a result, admission/ registration information is forwarded to a previous address and the student may not receive the documentation.

Students who are on customized academic course schedules are responsible for ensuring they are registered in the appropriate courses following their work term/s. Co-op students in this situation should consult with the program chair person prior to registering to avoid conflicts in course scheduling.

COMMUNICATION WITH THE CO-OP DEPARTMENT
You are expected to maintain communication with the Co-op Department on all matters pertinent to participation in the Co-op component of your program, e.g. unexpected drop in marks, course withdrawal, change in employment goals, mobility for work terms, etc.

Upon your return to OC after each Co-op work term/s your Co-op Co-ordinator is available to discuss your work term experience and other career related topics i.e. a review of the overall experience, employer evaluation, a discussion of your objectives/goals and an update of your Co-op records; thus eliminating out-of-date information.

THE CO-OP ADVANTAGE

Your Co-op work experience will be included on your mark transcript. Employers throughout Canada and around the world are recognizing the added value a graduate from a Co-op program can bring to an organization. They are looking for graduates with Co-op work experience.

GRADUATE EMPLOYMENT
The online Student Employment Centre provides graduate job postings, links to other job posting sites, labour market and job search information.

Please, ensure that when you graduate the Co-op Office has a copy of your current resume. Your resume will be kept on file for one year after you graduate.

Keep in contact with the Co-op Office with updates regarding your employment situation, i.e. if you have secured a job, changed your address, etc.)

Securing Co-op Work Term Employment

RESUME AND COVERING LETTER
The Co-op office requires information about each Co-op student.

You must prepare a personal resume using a word processor and submit a copy to the Co-op office. It is your responsibility to ensure that the Co-op office has your most current resume on file. Your resume will need to be updated on a regular basis to capture changes in address, telephone numbers, references and, most important, a growing list of Co-op work term experiences.

A RESUME AND COVERING LETTER IS REQUIRED TO APPLY FOR EACH CO-OP JOB.

CO-OP JOB POSTINGS
Co-op job development and networking with employers to promote OC Co-op programs, students and graduates is an on-going, year round activity of the Co-op Department personnel.

Employers traditionally start recruiting Co-op students during the four month time frame prior to the start of the work term. Therefore, Co-op students can expect to see job postings during this time frame. The factors that impact on when, why and how employers recruit at specific times will be discussed during the pre-employment seminar series.

Each job posting will have specific details about the opportunity, skills required, start and finish times, wage details and a deadline date for Co-op students to apply. All co-op jobsare posted online.

HOW TO APPLY FOR CO-OP JOBS
Co-op students should consider entering as many Co-op job competitions as possible. The greater number of jobs you apply for, the greater the chance of being selected for an interview and ultimately securing a Co-op job.

Co-op students apply for jobs by submitting a resume and covering letter by e-mail to the Co-op Office for each job. Resumes and covering letters are then forwarded to the employer by the Co-op Office and interviews are arranged.

CHANNELS OF COMMUNICATION
The channels of communication are established with employers recruiting through the Co-op office. Students are not to seek employment directly with a participating Co-op employer unless specific arrangements are made with the Co-op Coordinator. Students are not permitted to circumvent the outlined job competition process.

CO-OP JOB INTERVIEW PROCESS
Co-op job interview dates and times are determined by the employer. The Co-op Co-ordinators are in contact with the employers on a regular basis to arrange interview schedules.

Employers normally interview on campus, at their place of business or by telephone.

Co-op job interview schedules are posted online. It is your responsibility to check the web site on a regular basis for interview schedules.

You can expect that interviews will normally be 20 - 30 minutes in length, and may be scheduled during your class time. Inform your instructor prior to the start of class that you have a job interview. It will be your responsibility to catch up on the portion of the lecture or lab you missed. Any scheduling conflicts that may arise with respect to attending an interview must be conveyed to the Co-op office prior to the interview.

If you are employed on a work term and are involved in an employment competition for your next work term, the Co-op office will contact you by telephone, fax or e-mail with interview dates, times and details.

CO-OP JOB OFFERS
Employers normally contact the Co-op office after the interviews with their ranking of Co-op students and job offers. The Co-op Department will notify the student/s that they have received a job offer. The offer of employment is discussed with the Co-op student. The student then contacts the employer to accept the job offer and discuss any details that need to be clarified.

Students should review the Co-op Department Policy & Procedure (Job offers, Accepting a job) section of this site. (See directly below.)

Co-op Department Policy & Procedure

WORK TERM DEFINITION
Each work term will:

  • normally be a minimum of 12 weeks;
  • be graded on a pass/fail and recorded on the mark transcript;

  • not be included in the calculation of the grade point average;

WORK TERM REQUIREMENTS
Work terms will be graded on a pass/fail basis by the Co-op Co-ordinator. To achieve a "pass" on a Co-op work term, students must meet the following requirements:

  • Work experience normally 12 - 16 weeks in duration; 
  • A satisfactory or better rating on the employer evaluation;
  • Submission of a work term report - deadline stipulated by the Co-op Department;

SECURING A CO-OP JOB

Generating Opportunities
While the Co-op office will generate the majority of work term employment opportunities, some students will find their own jobs. In the latter situation, students must discuss the employment opportunity with the Co-op Co-ordinator and have it approved for recognition as a Co-op work term experience.

Interviews
Students are expected to attend all employment interviews granted to them. Students who anticipate missing an interview for valid reasons must inform the Co-op office immediately so that other arrangements can be made.

Students who miss an interview without valid reasons, or who fail to advise the Co-op Office in advance, may be excluded from the work term and future work terms.

Job Offers
Job offers must be accepted or rejected within 24 hours, or by special arrangements with the Co-op office.

Accepting a Job
When the employer makes a job offer, the student makes a firm commitment to that employer. Once a Co-op job offer is accepted, the student is removed from other job competitions they may have entered and will not be eligible for future job competitions for that work term. Just as employers do not make firm offers hoping to find someone better later on, neither will students be allowed to play one employer against another. Failure to honour a commitment will lead to withdrawal from work term activity. Extenuating circumstances must be handled through the Co-op office.

Co-op students should consider all aspects of a Co-op employment opportunity before entering a job competition. Once the student has entered a Co-op job competition and secured an interview they will normally be expected to accept a resulting offer of employment. If, after the interview, the students decides not to accept an offer from that employer, they must inform the Co-op Co-ordinator immediately so that arrangements can be made to have their name removed from that particular competition.

Rejecting a Job
Some job offers may, for certain valid reasons, be unacceptable to a student. However, the following points should be considered before rejecting a job offer:

  • when the student applies for a Co-op job, it is assumed that, based on the job description, the student is prepared to make a commitment and accept the job offer;
  • rejection of two job offers, for no valid reason, will remove a student from the competition for Co-op department generated jobs for that work term;

Students are required to discuss their decision to reject a Co-op job offer with a Co-op Co-ordinator before rejecting the offer

THE CO-OP STUDENT AT WORK
Success on the Job

Transportation / Housing
Students are responsible for transportation to and from the workplace. Living accommodations are normally a student's responsibility, however employers occasionally assist students in finding accommodation.

Failure to Report
After accepting a Co-op job, any student failing to report for work will not be eligible for further Co-op work term participation.

Students should be expected to be treated at work exactly as other employees and to observe all the rules and regulations of the employer. Students should neither expect nor ask for any special privileges.

Confidentiality
As an employee, students are expected to inform and observe company policies and practices regarding confidentiality. In accepting Co-op positions, students agree that information, data, and research material collected and prepared during employment remain the property of the employer. Employer authorization is required for release of information. Students must consult their Co-op employer regarding the proprietary nature of any information used in work term reports.

Salaries/Wages/Hours of Work
Salaries/wage rates/hours of work are determined by, and are the responsibility of, the employer.

Vacations
Students requesting vacation time must have the approval of the employer in advance - normally at beginning of the work term.

Employment by Family or Relatives
Students may choose to work for family or relatives, however supervision by someone other than a relative is recommended.

On-The-Job Performance
Students are reminded to have realistic job expectations. It is expected that students will learn, practice, and perfect skills before advancing to new tasks.

It is in the student's and the employer's best interests that the student be busy and productive at all time. For a variety of reasons, this may not always be possible, so students may have to be patient during brief periods of inactivity or feelings of being under-challenged. Try to assess such situations as quickly as possible. If identified early, consultation with the supervisor and/or the Co-op Co-ordinator can sometimes improve this situation.

Students should maintain conscientious work habits during the work term.

Strikes/Layoffs/Closures
In the event of any work stoppage, students should contact the Co-op Office. The decision to cross a picket line rests with the student, although the Co-op Co-ordinator will be available for consultation. If deemed necessary by the student and the Co-op Co-ordinator, every attempt will be made to find an alternative job to enable the student to complete the work term.

Resignation
If a student feels they must terminate a Co-op job before the end of the scheduled work term, the student must contact the Co-op Co-ordinator immediately. The intended termination will be reviewed to assess all aspects of the situation. Terminations without prior consultation and approval of the Co-op Co-ordinator may lead to disqualification from further work terms.

Termination
If the employer terminates a student, that student must notify the Co-op office immediately. Each termination will be reviewed with the student, the employer and the Co-op Co-ordinator to assess the student's and the employer's qualifications to participate in future work terms.

Taking Courses While on Work Term
Students are advised to talk to their Faculty Advisor before enrolling in a course during the work term so they can fully understand how their course selection may impact subsequent academic semesters.

CO-OP WORK TERM EVALUATION

Employer Evaluation of the Student
Each employer will be asked to provide a written evaluation of student performance to the College at the completion of each work term.

Employers will evaluate the Co-op student's job performance based on the following criteria:

  • Attitude - application to work
  • Initiative
  • Sense of responsibility
  • Technical proficiency
  • Organization & planning
  • Ability to learn
  • Quality of work
  • Quantity of work
  • Safety procedures
  • Communication skills
    - oral
    - written
  • Relations with others
  • Judgement
  • Attendance
  • Grooming
  • Punctuality
  • Overall evaluation of performance

Employers will also provide feedback on:

  • the student's outstanding qualities;
  • the qualities which the student should strive most to improve.

Student Work Term Debriefing Meeting
Should you wish to discuss/review your work term(s) experience and/or career goals with your Co-op Co-ordinator, please arrange an interview time when you return to OC. The purpose of this meeting would be to review the experience of the past work term/s and the status of the work term report and employer's evaluation, as well as to discuss plans for future work terms, academic activities and career/employment goals.

Work Site Visits
The Co-op Co-ordinator will conduct a work site visit by telephone or in person with the employer and student during each work term. The student's performance will be discussed.

The Work Term Report
Each student participating in a Co-op work term is required to complete a work term report. (See Appendix A for Work Term Report details/format.)


Appendix A

CO-OPERATIVE EDUCATION WORK TERM REPORT

Purpose

1. To provide the opportunity for the student to analyze his/her work experience.
2. To provide practice in written communication skills.
3. To provide feedback to the employer, program faculty and the Co-operative Education Department

Format
The report will consist of 1 title page and 2 to 3 typewritten pages (double spaced).

Content
The report will be broken down into the following sections:

The Employer
A discussion of the employer covering the following topics:

  • ownership
  • size
  • company/department structure (use organization chart)
  • products and/or services
  • markets if applicable

Include brochures or other pertinent handout material from the organization.

Student should involve the employer as a source of information during the development of this section.

The Co-op Job
A detailed description of your role in the organization and your duties for your work term, i.e. assignments, projects, routine duties, etc.

Personal Observation
All ideals are to be dealt with in a positive manner.

  • What did you learn about your strengths and the areas which need improvements (technically, personally)?
  • How has the work term affected your career goals?
  • Explain what academic courses you found useful on your job. Note areas where academic preparation was inadequate.

Conclusions and/or Recommendations

  • Final remarks

STEPS IN WRITING YOUR WORK TERM REPORT

    1. Discuss your work term report with your supervisor early in your work term and with your Co-op Co-ordinator at the time of the on-site visit. 
    2. Keep a daily log of your experience right from the beginning of your work term. 
    3. Write a rough copy from your notes. 
    4. Revise and rework the rough copy. 
    5. Submit a typed report. 
    6. Submit work term report to the Co-op office on your return to OC from your work term/s.

Note: If you are with the same employer for the back-to-back work terms, only one report is required.

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Co-op Program Information – Here you’ll find details on all co-op degree and diploma programs, such as general program information, specific course information, program employment focus, and student and graduate availability. We’ve also included some sample co-op job posting for each of the programs.

Application Form – Here you’ll find details on all co-op degree and diploma programs, such as general program information, specific course information, program employment focus, and student and graduate availability. We’ve also included some sample co-op job postings for each of the programs.

Student Information Handbook – The Co-op Student Information Handbook contains information on Co-op Department policies, procedures and processes. It addresses typical questions raised by previous Co-op students. Check it out!