STUDENT HANDBOOK
E
NGINEERING
Please refer to the Student Handbook during all workshops
Worksop 1 Preparation (online and in-person): Chapters 1 to 9
Workshop 2 Preparation (online and in-person): Chapters 10 to 11
Workshop 3 Preparation (online and in-person): Chapters 12 to 13
1
Introduction
1
Welcome to the UBC Engineering Co-operative Education Program . . . . 1
History . . . . 1
Accreditation . . . . 1
UBC Engineering Co-op – Helping You Engineer Your Career . . . . 1
Conditional Acceptance and Participant Assessment Review (PAR) . . . . 2
Co-op Engineering - Participant Assessment Review (PAR) . . . . 3
Terms and Conditions for UBC Engineering Co-op Students . . . . 4
2
Co-op Procedures
7
Communicating with the UBC Engineering Co-op Office . . . . 7
Academic Requirements . . . . 7
Applying for Jobs . . . . 8
NSERC Eligibility . . . . 8
Round 1 and Round 2 Processes . . . . 8
What is Round 1? . . . . 8
Round 1 Co-op Calendar . . . . 8
Round 1 Process . . . . 9
What is Round 2? . . . . 9
Round 2 Process . . . . 9
Interview Process . . . . 10
Confirmation of Job Offers . . . . 10
3
Workshop Summary
11
Life-Long Job Search Skills . . . . 11
4
Additional Information & Resources
12
U-Pass . . . . 12
Medical and Dental Health Benefits . . . . 12
For Students Working Outside British Columbia . . . . 12
Extended Medical Insurance . . . . 12
Scholarships . . . . 13
Student Housing . . . . 13
Student Loans . . . . 13
Maintaining Interest-Free Status . . . . 13
Revenue Canada . . . . 13
Moving Expenses . . . . 14
Working Internationally . . . . 14
II
Table of Contents
Career Services . . . . 14
Counselling Services . . . . 14
International House . . . . 14
5
Roles and Responsibilities
15
The Student . . . . 15
During the Job Search Term 15 During Your Work Term 15 After Your Work Term 15
The Co-op Coordinator . . . . 16
The Co-op Office . . . . 16
The Employer . . . . 16
The Faculty Liaison . . . . 17
6
Assessing Yourself and Your Skills
18
Skills & Experience Inventory . . . . 21
Transferable Skills . . . . 22
Areas for Improvement . . . . 22
7
The Resumé
23
General Resumé Information . . . . 23
Resumé Length . . . . 23
Creating a Professional Image . . . . 23
Types of Resumés . . . . 23
Chronological or Reverse Chronological 23 Functional 24 Combination 24
Anatomy of a UBC Engineering Co-op Combination Resumé . . . . 25
Technical Skills . . . . 25
Co-op/Technical Work Experience . . . . 25
Technical Projects . . . . 26
Volunteer Experience . . . . 26
Other Work Experience . . . . 26
Education . . . . 26
Awards . . . . 26
Professional Affiliations . . . . 26
Activities and Interests . . . . 26
Action Verbs . . . . 27
Steps to Developing Accomplishment Statements . . . . 29
Checklist for a Powerful Resumé . . . . 30
8
Effective Cover Letters
31
General Cover Letter Information . . . . 31
Planning & Preparation . . . . 31
Step One: Examine the Job Posting . . . . 31
Step Two: Dissect the Job Description . . . . 32
Example: Dissect the Job Description . . . . 32
Step Three: Develop Content . . . . 33
Format and Fonts . . . . 33
Tone and Style . . . . 33
Sample Cover Letter – Paragraph Style . . . . 35
9
ECO Navigation Basics
36
Log in to ECO . . . . 36
Accepting Co-op Terms and Conditions Online . . . . 36
Building Your Online Resumé . . . . 36
Create A New Resumé . . . . 36
Viewing your Resumé . . . . 37
Deleting a Resumé . . . . 37
Editing a Resumé . . . . 37
Resumé Naming Tips . . . . 37
Adding Sections . . . . 38
Removing a Section . . . . 38
Adding a New Item Within a Section . . . . 38
Editing/Deleting an Item Within a Section . . . . 38
Reordering Your Resumé . . . . 38
Renaming a Resumé . . . . 38
Applying for Jobs in ECO . . . . 38
View Job Descriptions . . . . 39
Submitting an Application . . . . 39
Cover Letter . . . . 40
Additional Job Application Functions . . . . 40
Flag Jobs . . . . 40
Move Jobs to Folders . . . . 40
Search Job Descriptions . . . . 40
View Applications . . . . 40
IV
Table of Contents
Viewing Your Transcript . . . . 41
Signing Up for an Interview . . . . 41
Updating Your Contact Information and Work Term Details Online . . . . 41
Submitting Learning Objectives Online . . . . 42
Submitting Evaluations Online . . . . 42
Employer Evaluations . . . . 42
Student Evaluations . . . . 42
Checking the Status of your Submitted Co-op Forms . . . . 42
Help . . . . 43
Log Out . . . . 43
10
Independent Job Search Techniques
44
Co-op Success Lies in Your Efforts . . . . 44
Steps for a Successful Independent Job Search . . . . 44
Developing a List of Network Contacts . . . . 44
Creating Your 30-Second Personal Summary . . . . 44
Researching and Targeting Employers . . . . 45
Getting Approval from Your Co-op Coordinator . . . . 45
Making the Contact . . . . 46
Tracking Contacts and Managing the Follow-up Process . . . . 47
11
Interviewing Skills
48
Interview Basics . . . . 48
Purpose of the Job Interview . . . . 48
Components of a Job Interview . . . . 48
Examples: Appropriate and Inappropriate Interview Questions . . . . 50
The Behaviour-Based Interview . . . . 51
START Technique . . . . 51
Seven Key Performance Skill Dimensions . . . . 52
Examples of Behaviour-Based Interview Questions . . . . 52
Interview Preparation . . . . 53
Pointers for Job Interviews . . . . 54
Interview Contact Sheet . . . . 56
12
Understanding the Workplace
57
Timeline for Your First Three Weeks in the Workplace . . . . 57
Guidelines for the Workplace . . . . 58
Ethics and Confidentiality . . . . 59
Confidentiality . . . . 59
Legal and Ethical Responsibilities . . . . 59
Intangible and Intellectual Properties . . . . 60
Employment Legislation . . . . 60
Minimum Wages . . . . 60
Paydays . . . . 60
Forms of Payment . . . . 60
Wage Deductions . . . . 60
Wage Statements . . . . 60
Human Rights Legislation . . . . 60
Canadian Human Rights Act as it Pertains to Employment . . . . 61
Harassment in the Workplace . . . . 62
WorkSafeBC . . . . 62
Health and Safety on the Job . . . . 62
13
Guidelines for Co-op Assignments
63
Overview . . . . 63
Mailing Your Work Term Report . . . . 63
Formatting Guidelines . . . . 64
APSC 110: Experiential Report . . . . 64
Objective . . . . 64
How to Begin Your Report . . . . 64
Assignment . . . . 65
Submission . . . . 66
Grading . . . . 66
APSC 210: Career Development Report . . . . 67
Objective . . . . 67
How to Begin Your Report . . . . 67
Assignment . . . . 68
Submission . . . . 70
Grading . . . . 70
APSC 310 & APSC 410: Technical Work Term Report . . . . 71
Objective . . . . 71
Assignment . . . . 71
Choosing a Topic . . . . 71
Style . . . . 71
Detailed Section Information . . . . 72
Submission . . . . 73
APSC 411: Technical Oral Presentation . . . . 75
Objective . . . . 75
Assignment . . . . 75
Grading . . . . 75
14
Appendices
77
Table of Contents
Welcome to the UBC Engineering Co-operative
Education Program
This handbook is designed to be used in conjunction with the UBC Engineering Co-op (also referred to as the ‘Co-op Program’, ‘co-op’ or the ‘Program’) workshops as your guide to a rewarding co-op experience. The handbook contains information that will prepare you for both your co-op work terms and your professional career. We hope you enjoy your time in the Co-op Program and we look forward to working with you.
History
Co-operative education was introduced to Canada in 1957 at the University of Waterloo and has grown steadily since that time. The University of British Columbia officially initiated cooperative education programs in 1980 and has programs available in all faculties. In 2006, the UBC Engineering Co-op Program also began offering services to students at UBC Okanagan in Kelowna.
In 2009/2010 work term opportunities dropped by 17.14% over the previous year due to the global economic crisis. For 2010/2011 the market projections have improved.
1
Introduction
Accreditation
The UBC Engineering Co-op Program is accredited by the Canadian Association for Co-operative Education (CAFCE). The Faculty of Applied Science standards, in combination with CAFCE’s minimum guidelines for accreditation, determine the following requirements:
♦ Mandatory completion and attendance for online and
in-person pre-employment training co-op workshops, as
provided by the UBC Engineering Co-op Program prior to the initial work term
♦ Completion of a minimum of four work terms – including at
least one work term in each of the summer, fall and winter periods – to graduate with Co-op Standing and have Co-op designation on your parchment
♦ Completion of 16 full-time weeks of employment (or a
minimum of 12 full-time weeks, under specific circumstances approved by your Co-op Coordinator) during each approved four-month co-op work term
♦ Completion of a co-op work term assignment and employer
evaluation for each four-month work term
♦ Enrolment in a minimum 80% full-time course load during
each academic term; and
♦ Enrolment in at least one full-time academic term upon
completion of the final work term, prior to graduation
UBC Engineering Co-op – Helping You Engineer
Your Career
The UBC Engineering Co-op Program enhances students’ education with paid, relevant, technical work experience and launches their engineering careers. The co-op staff are here to assist you during your co-op career and to facilitate your development of skills that will help you secure co-op employment. The Program liaises between co-op students actively seeking employment and prospective employers who can benefit from the skills of engineering students. The services we
2 Introduction to Engineering Co-op
Conditional Acceptance and Participant
Assessment Review (PAR)
In late September you were admitted into the Co-op Program with “conditional acceptance” status. What exactly does conditional acceptance mean? It means that over the next three months, you have to work toward the right of full acceptance into the Co-op Program and demonstrate that you have what it takes to be an Engineering Co-op student. You cannot apply to jobs unless you are fully accepted into the Co-op Program.
In order to be fully accepted into the UBC Engineering Co-op Program, you must:
♦ Maintain a satisfactory cumulative academic average (at least
65%, though this may vary by discipline) throughout your co-op career
♦ Achieve at least 16 out 25 points in the Participant
Assessment Review (commonly known as PAR); and
♦ Demonstrate sufficient effort, enthusiasm and professionalism
The Participant Assessment Review (PAR) outlines our expectations of students in the following areas:
♦ Verbal and written English communication ♦ Resumés
♦ Cover Letters ♦ Mock Interviews; and ♦ Professionalism
In early January, Co-op Coordinators review Term 1 academic grades and individual PAR scores. The combined marks determine which of the following scenarios applies to each student:
1. Full Acceptance: A satisfactory cumulative academic average and a score 16 or higher on the PAR. Students can begin applying for jobs immediately.
2. Withdrawal: A score below 16 on the PAR and/or an
unsatisfactory academic average. In this case, students will be permanently withdrawn from the Co-op Program.
provide to Engineering Co-op students include:
♦ Extensive pre-employment training during your first year of
co-op
♦ Continued training as needed during your entire co-op career ♦ Personal consultation in preparing for interviews and
presenting yourself professionally
♦ Ongoing support during your co-op work terms, including
assistance in resolving workplace issues
♦ Exclusive access to job postings on the Engineering Co-op
Online (ECO) recruitment system for UBC Engineering Co-op students and employers
♦ Access to telephone and meeting room facilities for
interviews, and to fax service for your job search
♦ Coordination of the job application, and interview and ranking
processes on behalf of students and employers
♦ Evaluation of co-op work terms by arranging on-site visits or
telephone site visits with you and your work supervisors; and
♦ Marketing the benefits of co-operative education, the
strengths of UBC Engineering Co-op students and developing relationships with prospective local, national and international employers
Our office facilities are open year-round and staffed full-time to provide continual service and support for the administration of the Co-op Program. The UBC Engineering Co-op office is responsible for covering all costs directly related to the effective management and promotion of the Program. These expenses include staff salaries, office equipment and technology infrastructure, travel costs for site visits and marketing, publicity and promotional materials, and costs related to copying, printing, postage, courier, fax and telephone.
If you take advantage of the services and support offered by the Co-op Program, you may benefit greatly from the cooperative education experience. By proactively participating in the Co-op Program, you have opportunities to:
♦ Develop a well-rounded educational experience by applying
your classroom learning to relevant engineering work environments
♦ Acquire up to 20 months of technical work experience with
diverse employers in a variety of locations
♦ Develop a network of professional contacts
♦ Refine existing strengths and develop new professional skills ♦ Experience professional development and personal growth;
and
♦ Earn money to finance your education while gaining valuable
Communication - Verbal and Written
1 2 3 4 5
Overall Assessment Resume Assessment
1 2 3 4 5
Overall Assessment Cover Letter Assessment
1 2 3 4 5
Overall Assessment Mock Interview Assessment
1 2 3 4 5
Good eye contact and appropriate body language
Professionalism and Effort 1 2 3 4 5
Content is not extraneous or irrelevant
Content flows logically and easily
Professional tone and style of writing, reader-centred Free of spelling and grammar mistakes
WRITTEN - Above 80% in university English courses, is able to fully and correctly express themselves in a professional manner, appropriate use of grammar and vocabulary
Has interesting introductory paragraph that captures reader's attention and personalizes his/her interest in the company
Verbal is based on general interactions during cover letter / resume reviews, workshops, mock interviews and individual meetings; Written is based on APSC 201, English 110 or 112, and cover letter, resumes and email
Expectations - To receive a 5 out of 5, students must meet the expectations stated below.
Enthusiastic, proactive and professional
Provides specific, relevant examples of skills and experience that directly relate to question Fully-developed accomplishment statements that focus on cheaper, faster, better
Appropriate and various use of action verbs
Has successfully incorporated transferable skills into description of roles and responsibilities
Professional handshake
Descriptions are clear, concise, correct and complete
Has successfully demonstrated an ability to learn and apply new skills if they do not possess all the skills / knowledge employer requires
Uses proper cover letter format
Technical skills are demonstrated/proven in the body of the resumé Free of spelling and grammar mistakes
Professional tone and style of writing, reader-centred
Has addressed all of the key, essential requirements
Overall Assessment Overall Assessment
TOTAL PAR SCORE Workshop test score
Attends all workshops and related sessions: cover letter, resume and mock interviews Demonstrates an ability to make improvements based on feedback
Speaks clearly and answers questions confidently and professionally
Answers demonstrate that student has sufficiently prepared for the mock interview Descriptions are quantified and qualified whenever possible
VERBAL - Speaks clearly, is easy to understand, has no difficulty constructing complex, fully-developed sentences, has no difficulty with English comprehension
Insightful closing question(s)
Has effectively discussed how his/her transferable skills meet the requirements of the position or will benefit the position Has directly linked his/her experiences and skills to employer's needs and job requirements
Based on the overall assessment of the resume which is determined by the components listed below
Based on the overall assessment of the cover letter which is determined by the components listed below.
Based on the overall assessment of student's mock interview which is determined by the components listed below.
Effective use of START technique
4 Introduction to Engineering Co-op
Terms and Conditions for UBC Engineering
Co-op Students
The purpose of this document is to ensure procedural fairness for individuals in the UBC Engineering Co-op Program (hereafter referred to as the ‘Co-op Program’) by stipulating the policies and regulations governing the Co-op Program. The following terms and conditions of enrolment in the Co-op Program are in addition to those policies and regulations listed in the Co-op Student Handbook and in the UBC Calendar.
The Co-op Program reserves the right to update, modify, or revise these terms and conditions as necessary. To participate in the Co-op Program, students must agree to the terms and conditions during every term of participation in the program.
REGISTRATION
♦ To be registered by the UBC Engineering Co-op office
administration in one co-op course for each four-month work term period I am scheduled for upon the commencement of session registration regardless of whether I have secured a co-op placement for the co-co-op work term.
♦ To pay the co-op course tuition of $649.45 for every co-op
work term (consecutive or not) by the due dates specified in the UBC Calendar whether I secure a co-op placement through the Co-op Program or through an independent job search.
INFORMATION RELEASE
♦ That the Co-op office will access my academic records for the
purposes of the Co-op Program.
♦ To give permission to UBC to release my resumé, cover letter,
transcripts, and other relevant information to prospective employers for placement during co-op work terms while I am enrolled in the Co-op Program.
♦ To keep the co-op job posting information, employer lists,
contacts, passwords to Engineering Co-op Online (ECO), etc., confidential.
CO-OP WORKSHOPS / PRE-EMPLOYMENT TRAINING
♦ To pay the co-op pre-employment workshop fee ($212.24) by
the deadline set by the Co-op Program, and understand that this fee is non-refundable and does not guarantee acceptance to the Co-op Program.
♦ To attend all the co-op workshops on pre-employment training
which are prerequisites to full acceptance in the Program.
ACADEMIC PERFORMANCE
♦ To maintain a minimum, cumulative grade average of 65% to
remain in the Co-op Program.
COMMUNICATION WITH THE CO-OP OFFICE
♦ To respond within 36 hours to all messages from my
Coordinator and the Co-op office.
♦ To notify my Coordinator of any changes regarding my work
eligibility, work status or current contact information within 36 hours of any change.
♦ To inform my Coordinator immediately or not later than 36
hours of any inappropriate, unsafe, and/or unethical behaviour or treatment during the Co-op Program, including work experiences.
JOB SEARCH PROCESS
♦ That it is ultimately my responsibility to secure co-op work
term employment and that the Co-op Program does not guarantee employment during a co-op work term.
♦ To apply for a minimum of 15 positions or 20% of posted
positions using ECO and to simultaneously conduct my own independent job search in Round 1.
♦ To discuss my independent job search with my Coordinator
and keep him/her updated on my progress.
♦ To allow the Co-op Program to solicit positions on my behalf. ♦ Not to directly solicit positions from a previous co-op
employer on my own behalf without prior permission from my Coordinator.
♦ To provide the Co-op Program and prospective employers
with accurate and appropriate information regarding my qualifications and interests.
INTERVIEWS
♦ To attend all interviews with employers who have selected
me as a candidate, and to conduct myself professionally throughout the process.
♦ That the Co-op office or my Coordinator may, if necessary,
select interview times on my behalf.
♦ That interviews will only be rescheduled at the sole discretion
of the employer, for exams, health reasons or emergencies and I will notify my Coordinator or the Co-op office immediately of any interviews I am unable to attend for any of these reasons.
♦ To follow the procedures as outlined in the UBC Engineering
Co-op Work Term Checklist and UBC Engineering Co-op Student Handbook.
♦ That prior to enrolling in more than one academic course
during any work term, I will seek approval from my Coordinator and work supervisor. I acknowledge that the Co-op Program may require written approval by my work supervisor.
♦ That I am required to submit a Work Term Report for every
co-op work term (whether or not any of my placements span multiple consecutive work terms) and that I am aware that each report is due as outlined in the UBC Engineering Co-op Student Handbook. A late report will result in being assigned a ‘Fail’ grade for the Co-op course and/or withdrawal from the Co-op Program.
♦ That I must meet the minimum requirements on the evaluation
from my employer and a satisfactory grade on my Work Term Report in order to receive a Pass for the co-op work term.
♦ That if I am unable to complete a co-op work term for ill
health or personal challenges, I am eligible to receive a Pass for the work term if all of the following occur:
♦ I notify my Coordinator, to confirm the employer is
aware that I am unable to complete the work term;
♦ I provide my Coordinator, if appropriate, with a supporting
letter from my doctor or medical certificate;
♦ My Coordinator determines that my performance and
learning process on the co-op work term to date have been satisfactory; and
♦ My employer evaluates my initial work term performance
as meeting the minimum requirements.
COMPLETION OF THE CO-OP PROGRAM
♦ To complete a minimum of four (4) scheduled work terms in
the Co-op Program, with at least one (1) in each of the winter, summer and fall term.
♦ To follow the co-op work term schedule; except where
changes to the co-op schedule have been discussed with my Coordinator, followed by a formal written request and written approval by my Coordinator.
♦ That I must complete my degree on a full academic term. ♦ That Co-op designation on my degree will only be
awarded upon successful completion of all Co-op Program requirements.
SCHEDULING AND WITHDRAWAL FROM THE CO-OP PROGRAM ♦ That any requests to withdraw from a job search term and/or
deviate from the co-op work term schedule, must be approved by the Co-op Program.
JOB OFFERS
♦ To consult with my Coordinator before accepting a job offer
external to ECO and allow him/her to contact this employer to ensure the position satisfies the criteria of a co-op work term and to inform the employer of the co-op guidelines.
♦ That participation in the Co-op Program may require me to
accept positions outside the proximity of campus and that, although many companies subsidize relocation expenses, I may be required to pay the associated travel expenses. If I have any restrictions concerning location and travel, I will discuss them with my Coordinator prior to applying for jobs. I am aware that geographic location is not a valid reason for turning down a job offer and that I may be assigned a ‘Fail’ grade for the co-op course and/or withdrawn from the Co-op Program as a result of doing so.
♦ To rank all interviews in Round 1 in order of preference
which indicate that I am prepared to accept the position(s) for which I have interviewed.
♦ To allow my Coordinator to accept or reject job offers on my
behalf based on my ranking(s) during Round 1, or at any time during Round 2 of the placement process if I am not matched in Round 1.
♦ That I may request to reject one job offer during my fourth or
fifth term and that in order to do so, I must arrange a meeting with my Coordinator to discuss my rationale and seek approval.
♦ To accept the salary offered by employers and will not attempt
to negotiate it.
♦ That if I return to a co-op employer for any subsequent co-op
work term, I will be registered in the co-op course and pay the co-op course tuition.
♦ That once I have accepted in writing or verbally an offer of
employment, if I break my contract of employment, I will not be satisfying the conditions of the Co-op Program and will be assigned a ‘Fail’ grade for the co-op course.
THE WORK TERM
♦ That while on a co-op work term, I will be supervised by the
employer and not the University.
♦ To inform my employer immediately or not later than 36
hours of any inappropriate, unsafe, and/or unethical behaviour or treatment during a co-op work term.
♦ To comply with all policies and procedures of my employer,
including any regarding confidential/proprietary information, both during and after a work term.
♦ To behave appropriately and according to all UBC policies,
procedures and guidelines for the duration of my participation in the Co-op Program.
6 Introduction to Engineering Co-op
♦ Withdrawal and/or off-schedule request must be received by
the following dates:
♦ For Winter work term (January to April) by August 31st ♦ For Summer work term (May to August) by December 31st ♦ For Fall work term (September to December) by April 30th ♦ That I will be assigned a “Withdrawal” standing on the
co-op course if a withdrawal request is approved by the Engineering Co-op Director during the job search term. The tuition deposit (if applicable) will not be reimbursed.
♦ That if I have not secured an approved job and wish to
withdraw from the Program, I must receive approval from the Engineering Co-op Director. Approval will result in a “Withdrawal” standing in the co-op course.
♦ That the UBC Calendar will apply to withdrawal requests
received during the scheduled work term, including refund of fees, if any.
♦ That if I fail to complete the formal withdrawal procedures I
will be responsible for all assessed fees and I will be assigned a ‘Fail’ grade for the co-op course.
♦ That I am not permitted to withdraw from the Co-op Program
once I have obtained a job through my independent job search. Enrolment in the co-op course will be maintained and I will be responsible for all assessed fees.
WORK TERM FAILURE
♦ That I may be assigned a ‘Fail’ grade on a co-op course for
any of the following reasons:
♦ Failure to report for work at the location specified by the
employer;
♦ Ending a work term placement early prior to completion
without permission from my Coordinator and employer;
♦ Removal by the employer for cause;
♦ Failure to submit required documents to the Co-op office. ♦ That acceptance of a job offer spanning multiple consecutive
co-op work terms necessitates my completion of all requirements for all work terms and that if I terminate the work agreement early without the consent of my Coordinator, I may be assessed a failing grade for both work term
placements.
♦ That the Engineering Co-op Director may assign a ‘Fail’
grade on a co-op course or remove a student from the Co-op Program for failure to comply with any of these UBC Engineering Co-op Terms and Conditions or the UBC Engineering Co-op Student Handbook.
STUDENT APPEALS PROCEDURES
♦ That I may, at any time, request a meeting with my
Coordinator to discuss concerns over a decision made pertaining to my academic standing in the Co-op Program.
♦ That if I am unable to reach an agreement with my
Coordinator, I may appeal his/her decision as per the Student Appeals Procedures in the UBC Engineering Co-op Student Handbook.
♦ That if a satisfactory resolution cannot be achieved within the
Co-op Program, I may formally request a meeting with the Faculty of Applied Science, Associate Dean, Students for a decision in the appeals process.
♦ That if a satisfactory resolution cannot be reached with the
Associate Dean, I may appeal the decision of the Associate Dean to the University Senate, Committee on Appeals on Academic Standing in accordance with the procedures listed in the University Calendar.
Dr. Robert A. Hall,
Associate Dean, Engineering Students
University of British Columbia, Applied Science
Jenny Reilly,
Director, UBC Engineering Co-op Program
University of British Columbia, Applied Science
International Students
♦ If you are an International Student enrolled in the UBC
Engineering Co-op Program, you require a valid Employment Authorization visa to work in Canada.
♦ In the fall, you will receive an email from the Engineering
Co-op office with instructions on applying for your Canadian Employment Authorization. Please submit your application immediately, as you must receive your work permit prior to commencing your first co-op work term.
♦ It is your responsibility to ensure you are legally able to work
in Canada throughout the time you are enrolled in the Program.
♦ Once you have obtained your first co-op job offer and have
received the offer letter from the company, you must apply for a Social Insurance Number (SIN) from any Canada Employment Centre. General information can be found at http://www. servicecanada.gc.ca/eng/sc/sin/index.shtml and more specific information can be found at: http://www.servicecanada.gc.ca/ en/sin/apply/how.shtml.
♦ Apply for a SIN immediately after receiving your offer letter. ♦ If your immigration status changes at any point during your
participation in the Co-op Program, please notify the office immediately, as this may affect your eligibility with a number of government agencies.
♦ Please note that some job postings are limited to Canadian
citizens only. International students are not eligible for National Science and Engineering Research Council (NSERC) awards, or some government positions. Job postings will specify eligibility requirements.
♦ International Students are assessed the same co-op work term
tuition as Canadian citizens and landed immigrants/permanent residents.
♦ Maintain contact with your Co-op Coordinator as much
as possible, and as required. He/she can provide guidance, direction and feedback during your participation in the Co-op Program.
♦ You are encouraged to contact your Co-op Coordinator
whenever necessary; please make an appointment to speak with your Co-op Coordinator. All Co-op Coordinators offer student office hours for you to schedule an appointment by email or phone to arrange a mutually convenient meeting time.
♦
♦ Keep♦current – Whenever your contact information changes,
please update ECO immediately. It is important that we are able to reach you quickly due to the time sensitivity of our work.
♦
♦ Voicemail – The Co-op Program highly recommends that you
activate voicemail on both your home telephone number and your cell phone. Interviews are often arranged with very little notice, and administrative staff will need to provide you with interview details during our business hours.
♦
♦ Respond♦to♦all♦co-op♦email♦within♦24♦hours – Not
only will your Co-op Coordinators send you emails, but announcements, job details and interview requests will also come from our administrative staff. Please ensure that you read and respond to all co-op-related messages within 24 hours if a response is requested.
Academic Requirements
♦ You are responsible for ensuring you meet all the faculty and
program requirements applicable to your degree and year, in addition to the requirements of the Co-op Program.
♦ If you have course-related inquiries, including scheduling
questions, please contact your specific engineering department or Engineering Students Services (604.822.6556).
2 Co-op Procedures
Communicating with the UBC Engineering
Co-op Office
8 Co-op Procedures
Applying for Jobs
Below is a brief summary of the process for applying for co-op jobs. ECO is the web-based system you will use to create your resumé and apply for online job postings. ECO also allows you to update your personal contact information and work term history, and to submit evaluation forms. More details can be found in the “ECO Navigation Basics” section of this handbook (chapter 9).
Create a Resumé in ECO in consultation with your
Co-op Coordinator.
Submit job applications
♦ The job search term begins four months prior to your first
scheduled co-op work term.
♦ Job descriptions will be posted in ECO starting at the
beginning of September (for winter work terms), January (for summer work terms), and May (for fall work terms). Provided you meet the requirements for full acceptance into the Co-op Program (see page 2), you will be made eligible to apply for summer jobs beginning in January.
♦ Apply for a job if you have at least 50% of the technical skills
required.
♦ You must write a separate cover letter for each job, unless
otherwise stated in the job posting. The maximum length for a cover letter is one page.
♦ There are a variety of ways to apply for jobs through ECO,
depending on how the employer would like to receive applications. The application process will be indicated under “Application Instructions” on the job description. The possibilities include submitting an online application through ECO, applying directly to an employer’s website or, (in rare instances) submitting a paper application to the Engineering Co-op office.
♦ Each job has a closing date and time. Most jobs posted in
ECO close at 7:00 am, but please read all postings carefully for closing information, as they will automatically close at the specified date and time. Once the job has closed, you will no longer be able to submit an application.
♦ If technical difficulties arise to prevent you from applying to a
posting before the job closes, please immediately email your cover letter and the ECO job code to your Co-op Coordinator. We may be able to assist you in submitting your application the next day if the job has closed.
♦ You are required to submit an application for all positions for
which you are qualified. During each job search term, you are expected to apply for a minimum of 15 jobs, or 20% of all jobs posted to your discipline.
NSERC Eligibility
Occasionally you will see that some jobs require students with NSERC eligibility. The Natural Sciences and Engineering Research Council of Canada (NSERC) subsidizes eligible professors and companies to hire students for research projects. To be eligible to apply for an award, you must:
1. be a Canadian citizen or permanent resident of Canada 2. be registered (at the time you apply) as a full-time student in a
bachelor’s degree program at an eligible university (exception for graduating students: see number 5, below)
3. have obtained, over the previous years of study, a cumulative B- (68%) average or above
4. have completed all the course requirements of at least the first year of university study (or two academic terms) of your bachelor’s degree
5. not have started a program of graduate studies
Round 1 and Round 2 Processes
What is Round 1?
Round 1 is the first five-week period at the beginning of each job search term. Students apply to any jobs they are interested in and can have interviews with any number of companies. During Round 1, companies do not present job offers to students nor are students expected to accept any positions. At the end of Round 1, Ranking Day is held; students who had interviews in Round 1 must rank the companies and/or positions according to their preference and likewise, employers rank the students they interviewed from the various universities (more information about ranking follows under “Round 1 Process”).
One advantage of actively applying during Round 1 is that you may have the chance to interview with more than one company, giving you the opportunity to practice your interviewing skills and giving you a greater selection of jobs to choose from.
Round 1 Co-op Calendar
For♦Summer♦jobs:
¾ Round 1 Period First five weeks of the job search
semester (January to mid-February)
¾ Ranking Day Fifth week (mid-February)
¾ Round 2 Period Week six through the first month of
the work term semester (mid-February
to June)
For♦Fall♦jobs:
♦ If you are not successful in obtaining a job in Round 1, you
will move on to Round 2.
Although some employers post jobs during Round 1, they may wait until Round 2 to conduct interviews. These positions cannot be ranked since interviews have not yet occurred.
What is Round 2?
Round 2 is a continuous recruitment and hiring period when student-employer matches are confirmed on an ongoing basis. Students who have not yet received co-op employment offers will apply to jobs and may be interviewed at any time during this period. The first job offer received by the Engineering Co-op office for a student is considered a match. You will receive confirmation of a job offer by phone or email and you will have 24 hours to confirm your acceptance.
Round 2 Process
Round 2 begins immediately after Round 1 and runs through the first month of the scheduled work term. The expectation is that a four-month co-op work term should entail 16 weeks of full-time work. Since students may secure a late placement during Round 2, co-op credit will be applied as long as the placement period meets the minimum requirement of 12 full-time weeks or 420 hours of work, and has been pre-approved by the student’s Co-op Coordinator. For example, most jobs for the summer work term begin in May; however, students can still apply and be placed into summer positions until late June.
The process for Round 2 is very similar to Round 1:
♦ You are required to apply for all posted jobs for which you
have at least 50% of the technical qualifications. Additionally, your Co-op Coordinator may send your resumés directly to employers who request them. Make sure your online resumé is always up-to-date and properly labeled (see chapter 9: “Resumé Naming Tips”) so your Co-op Coordinator can forward the most appropriate resumé to interested employers.
♦ There is no ranking process during Round 2. Once you
receive a job offer from an employer, you are expected to accept that position.
♦ Once you accept a job offer, you will no longer be permitted
to apply to other jobs. Please let your Co-op Coordinator know of any other interviews you have so the proper arrangements can be made to cancel the outstanding interviews.
♦ If you receive a job offer through your independent job
search, please inform your Co-op Coordinator as soon as possible.
semester (May to mid-June)
¾ Ranking Day Fifth week (mid-June)
¾ Round 2 Period Week six through the first month of
the work term semester (mid-June to
September)
For♦Winter♦jobs:
¾ Round 1 Period First five weeks of the job search
semester (September to mid-October)
¾ Ranking Day Fifth week (mid-October)
¾ Round 2 Period Week six through the first month of
the work term semester (mid-October
to January)
For specific job search dates, please see the UBC Engineering Co-op website (www.ubcengineeringcoop.com).
Round 1 Process
♦ Employers who post jobs and interview students before the
end of Round 1 will send us their lists of students they would be willing to hire, in order of preference (i.e., rankings).
♦ If you attend interviews in Round 1, you must send an email
of your rankings to your Co-op Coordinator by 4:00 pm on Ranking Day. The ranking email must list every job you interviewed for, ranked in order of job preference. Please include your full name, the name of the employer, the ECO job number and the job title for each position you had an interview with.
♦ Indicate your preferences for each of the jobs you interviewed
for, with #1 being the job you would most prefer to accept.
♦ If you had only one interview during Round 1, you must send
a ranking email, listing the job you interviewed for as your #1 preference. If you did not secure an interview during Round 1, you do not need to send a ranking email.
♦ All jobs you interviewed for must be ranked. If you are
unwilling to accept (i.e., rank) a certain job, you must meet with your Co-op Coordinator immediately after the interview.
♦ Please wait for an email from your Co-op Coordinator to
inform you of the results of the ranking process. Due to factors such as the number students and other universities participating, the results for some jobs may not be finalized until a week or more after Ranking Day.
♦ Your Co-op Coordinator will accept a job offer on your
behalf, based on your ranking list and the employer’s ranking list.
♦ If you are matched in Round 1, you will not participate in
10 Co-op Procedures
♦ If interviews are held during a time when you have an exam
scheduled, please let the Interview Liaison know immediately and suggest other times when you may be available. We do not provide letters for you to miss a quiz, exam, or lab meeting. We will do our best to arrange times that are convenient for both you and the employer. Since the majority of interviews are conducted during business hours, and you must attend all interviews for which you have been selected, you are expected to miss class in order to attend interviews, if necessary. You are advised to make alternate arrangements with your instructor if you have an interview scheduled during class time.
♦ Be prepared. See “Interview Preparation” in chapter 11.
Confirmation of Job Offers
♦ Once you have verbally accepted a position, via a phone call
or email to your Co-op Coordinator, the employer will send an offer letter to the co-op office. We will either send the letter as an email attachment (i.e.,pdf, .doc) or notify you to pick up the offer letter at the front desk to sign it for co-op and company records.
NOTE: If you receive an offer directly from an employer, you must consult with your Co-op Coordinator before making a decision.
♦ If you receive an offer letter directly, please ensure the co-op
office has received a copy as well.
♦ If your offer letter contains a confidentiality agreement, please
see your Co-op Coordinator if you have any questions or require a witness to your signature.
♦ Fulfill all other employment requirements, such as:
Interview Process
You should check your email, voicemail and ECO account daily to see if companies have requested an interview with you. Employers will often contact the Engineering Co-op office to schedule interviews on very short notice, so it is very important to have voicemail on your main telephone number and/or cellular phone. If you receive an interview request, the Interview Liaison will send you an email with interview information. Please log in to ECO immediately to sign up for an interview date and time.
completion of a medical exam, background check, criminal records check, driver’s abstract, purchase of protective clothing, etc.
♦ Mail, fax or email your signed offer letter to your employer;
you are welcome to use the services at the co-op office to return the letter.
♦ Once you have signed the offer letter, you should contact
your new employer to confirm your start date, location of orientation, start time, dress code, etc.
♦ When signing or submitting your offer letter at the
Engineering Co-op office, please also complete the Domestic or International Waiver form, which can be found on the UBC Engineering Co-op website by clicking on Students, then Forms, and selecting the ‘Co-op Forms’ link.
3
Workshop Summary
Life-Long Job Search Skills
The pre-employment skills taught in the online and in-person co-op workshops have been identified by employers as essential in the workplace. As the workshops are mandatory, please contact your Co-op Coordinator at least one week before the scheduled in-person workshop if you are unable to attend so that other arrangements can be made.
Upon completion of the workshops, you will have learned:
♦ Self-assessment skills to help you set personal objectives in
terms of education, work placements and career choices
♦ Accomplishment-based resumé-writing
♦ Components of a targeted, compelling cover letter
♦ Job search skills that will assist you in successfully gaining
employment
♦ How to analyze job descriptions to predict interview questions ♦ Interview preparation skills and key factors for succeeding in
interviews
♦ Ethics and confidentiality rules and how to apply them during
your Engineering Co-op career
♦ The requirements for co-op work term assignments; and ♦ Fundamentals of the Human Rights Act, Employment
Standards Act, and collective agreements that apply to you in the workplace
Mandatory workshops will be conducted throughout the fall and winter terms.
Please note: Laptops and cell phones are not
allowed during in-person workshops.
12 Additional Information & Resources
health plan. To do so please follow the instructions listed by your health care provider: http://www.ihaveaplan.ca/rte/en/ UniversityofBritishColumbiaAMSGSS_ChangeofCoverage_ OptOuts.
If you’re an international student, you must be covered by the British Columbia Medical Service Plan (MSP) or have equivalent coverage. Without MSP or equivalent coverage, you cannot make claims for health plan benefits. For more information on IMED, or provincial health care (MSP), please contact International House at 604.822.5021 or by email at [email protected].
For Students Working Outside British
Columbia
You will need to ensure you have adequate medical coverage for the period of time you are away from British Columbia. Most students are covered under a provincial health plan, but you must still contact your health insurance agency before commencing your co-op work term. If you do not, any claims you make may be invalid. Make arrangements to maintain your provincial insurance while you are away, and be sure to reactivate it when you return, if necessary.
Check to ensure you will be covered while residing in the country/province of your work term. Please see the Medical Services Plan website at http://www.health.gov.bc.ca/msp/ as it will describe what coverage you have (and do not have) while you are outside the province. You can also obtain a copy of the brochure “Guide to Hospital Coverage outside British Columbia” from the BC Medical Services Plan (http://www.healthservices. gov.bc.ca/msp/infoben/leavingbc.html#absence).
Extended Medical Insurance
Extended medical coverage is required; some employers will require co-op students to purchase a specific medical insurance plan before beginning employment. If you are enrolled in the AMS/GSS Health and Dental Plan, you can request to extend your Travel Insurance to cover you while you are on your work term. For more information, see http://www.ihaveaplan.ca/rte/en/ UniversityofBritishColumbiaAMSGSS_Travel_TravelCoverage_
The UBC Engineering Co-op Website
The Engineering Co-op website (www.ubcengineeringcoop.com) is a key source of information for students and employers, and includes:
♦ All forms required during your work term, including
submission deadlines
♦ Co-op staff contact information ♦ Key dates and co-op reminders ♦ ECO (Engineering Co-op Online) link ♦ A copy of the most current Student Handbook ♦ Salary statistics
♦ Links to online job boards; and ♦ Co-op publications and news
Information Specific to UBC Co-op Students
U-Pass
While you are on a co-op work term, you are eligible for the U-Pass, and you will automatically be enrolled in the U-Pass program. More information is available at http://www.upass. ubc.ca/upass/upassindex.html. If you wish to opt of the U-Pass program, please review the exemption process in the Frequently Asked Questions section at http://www.upass.ubc.ca/upass/ UPASSfaq.html#q14.
Medical and Dental Health Benefits
As of September 2007, UBC students enrolled in the Co-op Program are automatically assessed student-levied fees including all of the benefits provided by the Alma Mater Society (AMS). Students who are enrolled in a co-op work term in Term 1 will be enrolled in the health and dental plan. For more information on coverage, please visit: http://www.ihaveaplan.ca.
If you are covered by another plan through your current employer or family, you can elect to opt out of the extended
2. Give 30 days’ written notice to the UBC Housing office that you are terminating your contract at the end of Term 1. Please refer to your residence contract for specific details.
3. Contact the Housing office before the end of the re-application period (the first week of February) to reapply for housing for the applicable Winter Session and to ask for reinstatement as a returning co-op student.
4. One week before the application period, arrange for the Engineering Co-op office to send studentship letter on your behalf to UBC Housing in support of your request for deferment.
Please note that residence assignments are not guaranteed and are based on availability. Contact UBC Housing and Conferences at Marine Drive Residence, 2205 Lower Mall – Building 6, by phone at 604.822.2811 or by accessing their website at http:// www.housing.ubc.ca/vancouver.htm.
Student Loans
You can apply for a Canada Student Loan and/or a British Columbia Grant or Student Loan. To qualify for a loan you must be a Canadian citizen or a permanent resident (landed immigrant) and you must have had residency in BC as established according to federal-provincial criteria.
University loans are available to students who have exhausted all other means of finance. Students must arrange to meet with an Awards and Financial Aid Advisor to apply for these loans, which require a guarantor (co-signer). Terms of repayment are determined on a case-by-case basis. For the most up to date information on co-op eligibility for student loans and interest free status, please refer to the following website: http://www.students. ubc.ca/finance/loans.cfm?page=coop.
Maintaining Interest-Free Status
While on a co-op work term, a student is eligible for interest-free status and can obtain the appropriate forms from the Student Services office. If the student cannot get to campus during working hours, these interest-free documents can be requested over the phone and may be picked up by a friend from Student Financial Assistance and Awards office in Brock Hall. You may contact Student Financial Assistance & Awards by phone at 604.822.5111 or by accessing their website: http://www.students. ubc.ca/finance/index.cfm.
Revenue Canada
Below are some tax issues you should be aware of as a co-op student. Please do not call your Co-co-op Coordinator for information or to get answers to specific tax questions. Instead, please visit the Canada Revenue Agency website at http://www. ExchangeInternshipStudents.
If you are not enrolled in the AMS/GSS Health and Dental Plan, you will need to purchase your own medical insurance.
While many students are covered under their family’s insurance policy, this is something you will have to look into for yourself. Carefully read each insurance company’s coverage to understand what will and will not be covered while away from Canada.
Scholarships
UBC offers a number of scholarship award programs to students entering undergraduate programs, as well as those continuing their studies at UBC. Renewable entrance scholarship payments normally span a four-year period; however, the payments may extend over a five-year period for co-op students.
Co-op status does not affect eligibility for renewable scholarships; however, it does affect the amount received. Scholarship amounts relate to the previous year’s credit course load and academic average; therefore, finances should be budgeted and allocated accordingly. For more information on how co-op affects scholarship funds, please see http://students. ubc.ca/finance/awards.cfm?page=coop.
Student Housing
Co-op students who are first-time housing applicants do not receive special assignment priority. However, if a student becomes a resident and has a work term that is out of cycle with the residence term (which runs from September to April), UBC Housing may be able to make special arrangements to reinstate a residence room, depending on the availability of space and receipt of advance notice. Co-op students residing in the UBC single student residences during the winter session may require special services for reinstatement after their work term.
Co-op students on a Fall work term wanting to return to residence at UBC for January must:
1. Apply for housing in February as a returning resident for the following September.
2. Contact UBC Housing by April 30 to confirm you do not want a room assignment for Term 1, but want the offer deferred to Term 2.
3. One week before the application period, arrange for the Engineering Co-op office to send studentship letter on your behalf to UBC Housing in support of your request for deferment.
Co-op students on a Winter work term and wanting to return to UBC residences for September must:
1. Have a current residence assignment for the upcoming academic year
14 Additional Information & Resources
Career Services
Career Services offers UBC students a number of career-related services, including career consulting and planning, job search and interview skill development, and resumé workshops. Career Services, in conjunction with Counselling Services, also operates the Student Development Library, which has information about hundreds of employers as well as career and job search preparation. Contact Career Services at Brock Hall, Room 1206, by phone at 604.822.4011, by email at [email protected] or by accessing their website: www.careers.ubc.ca.
Counselling Services
Counselling Services provides UBC students with confidential counselling. Professional counsellors and psychologists are available to assist students to address personal, relationship, career or educational concerns. Counselling Services offers group sessions and workshops throughout the year. Personal counselling is also available for students and their partners, and/or families. Contact Counselling Services at Brock Hall, Room 1040, by phone at 604.822.3811 or by accessing their website: http:// students.ubc.ca/counselling.
International House
International House is a social and cultural centre for
international and intercultural learning on campus. Committed to fostering and celebrating lifelong understanding, respect and friendship among people from all nations and cultures, International House offers a variety of social activities, cultural celebrations and educational workshops. It also acts as a campus resource on international opportunities and serves as the office for International Student Advisors (ISAs) and the International Peer Program. Contact International House at 1783 West Mall, by phone at 604.822.5021, by email at [email protected] or by accessing their website: http://www.international.ubc.ca/. cra-arc.gc.ca/menu-e.html or call 1.800.267.6999 for automated
service, or 1.800.959.8281 to speak to a Customer Service Agent.
NOTE:♦International students must file a Canadian income tax return when on a co-op work term. For more information, visit the Canada Revenue Agency website at http://www.cra-arc.gc.ca/ tax/nonresidents/individuals/students-e.html.
When you are on a co-op work term, Revenue Canada does not consider you to be a full-time student. Therefore, you cannot claim full-time education tax credit for the months that you work as a co-op student. However, you can claim the tuition fee tax credit for co-op work term tuition paid.
Moving Expenses
Co-op students may claim certain costs related to relocation for co-op work terms that are more than 40 km from their homes. To claim these costs, students must complete a T1-M Claim for Moving Expenses form from Revenue Canada which can be found at http://www.cra-arc.gc.ca/E/pbg/tf/t1-m/README.html.
Working Internationally
All students (including Canadian citizens, permanent residents and international students) who secure co-op work terms internationally are required to secure the appropriate legal work and travel documents prior to departure. The UBC Engineering Co-op Program has a Co-op Coordinator to assist students with the various processes, but the Program is not a legal authority on international documentation. It is it each student’s sole responsibility to ensure legal documents are attained in order to work in the country of the co-op work term.
If you are working outside Canada, you are required to submit and pay taxes in the country in which you are employed. You must also report your earnings to the Canadian government and may be required to pay additional taxes.
Additional On-Campus Resources
Student Financial Assistance & Awards
UBC offers a range of merit-based academic awards for undergraduate studies, as well as financial need-based awards for both undergraduate and graduate studies. Contact Student Financial Assistance and Awards at Brock Hall, Room 1036, by phone at 604.822.5111 or by accessing their website: http:// students.ubc.ca/finance/coop/.terms of your employment. Respect the policies, procedures, confidentiality and proprietary information of your employers. Assume information is confidential unless informed
otherwise.
♦ Adhere to all conditions and rules that apply to employees in
the organization. These may include working hours, union membership, income tax reporting and suitable attire.
♦ You will be contacted by the Engineering Co-op office to
arrange a site visit between you, a Co-op Coordinator and your supervisor, and you are expected to facilitate these arrangements.
♦ Immediately advise your Co-op Coordinator of any concerns
or problems you have with your work term assignment or working environment before taking matters into your own hands. Your Co-op Coordinator will work with you and the company to reach a mutually beneficial solution.
♦ Submit a work term report for each four-month work term, or
during the fifth co-op work term give a presentation. Include a signed Technical Report Release form with your submission. Assignments will not be accepted without a release form signed by your supervisor (except for APSC 210, which is a non-confidential report).
♦ If your report is confidential, your employer will have to
assess the report and complete the Technical Report Grade Form. Forms must be received by the Engineering Co-op office in order for a grade to be assessed.
♦ For specific due dates, refer to the Work Term Checklist that
is published every work term. It is your responsibility to meet the deadlines assigned
♦ Complete the online Student Evaluation of Work Term
Form by the assigned deadline for each four-month work. Ensure that your manager or supervisor completes the online Performance Assessment before the deadline.
After Your Work Term
♦ Please follow the Work Term Checklist to ensure you submit
all the necessary forms. These forms can be found on the Engineering Co-op website by selecting the appropriate work
The Student
As a UBC Engineering Co-op student, you will participate in a program during which you will have the opportunity to acquire valuable work experience that relates to your degree. You are expected to treat others (Co-op Coordinators, office staff, employers and colleagues) with professional courtesy in all forms of verbal and written communication.
During the Job Search Term
♦ Review the Terms & Conditions and digitally agree to them
each semester.
♦ Attend all meetings that have been scheduled with your Co-op
Coordinator.
♦ Initiate an independent job search for an appropriate work
term, using personal contacts while applying on ECO. If you receive an offer letter directly from an employer, please ensure you send a copy to your Co-op Coordinator.
♦ Prepare for interviews by researching both the company and
the job posted.
♦ Accept work term placements as per Round 1 or Round 2
procedures
♦ Complete a Domestic or International Waiver Form once
you have signed an offer letter. Submit the waiver to the Engineering Co-op office.
♦ If you are an International student, you must ensure you have
a valid work permit prior to commencing your Co-op work term.
During Your Work Term
♦ Within the first two weeks of each four-month work term,
update your current home address and View/Modify Work Term Profile Information in ECO. Be sure to include your direct supervisor’s name, phone number and email address.
♦ Complete your Learning Objectives within the first two weeks
of your work term and review them with your supervisor.
♦ Honour your commitment to an employer by fulfilling the
16 Roles and Responsibilities
term from the menu on the left.
♦ Reports must be bound (cerlox or spiral) or submitted in a
duotang cover. Please do not submit reports in binders.
♦ You can hand in your Work Term Report package in-person
at the Engineering Co-op office or deliver by Canada Post or courier. If you mail your documents, the package must be postmarked on or before the due date (see Chapter 13: “Mailing Guidelines”).
♦ Your Co-op Coordinator will contact you within two weeks of
your return to campus to have you participate in a debriefing session.
The Co-op Coordinator
The Co-op Coordinator is your liaison with employers. He/she works closely with you and employers to develop suitable co-op work term opportunities. The Co-op Coordinator has several responsibilities, including:
♦ Marketing co-op education to prospective employers to
maximize the number of job opportunities
♦ Selecting students for the Program, monitoring progress and
advising students to help them develop and refine career goals
♦ Providing you with appropriate pre-employment training for
your career development
♦ Advising and assisting employers through all aspects of the
co-op recruiting process
♦ Conducting site visits each four-month work term to assist
in the evaluation of the student and employer, and to identify future work terms for co-op students
♦ Marking APSC 110 and 210 work term reports, and attending
APSC 411 presentations
♦ Ensuring fair and equitable treatment of students and
employers throughout the placement process; and
♦ Working with employers, students and faculty to evaluate
the students’ work terms, ensuring the needs of employers, students and faculty are met
Your Co-op Coordinator acts as a resource and is your representative throughout your co-op career whether you are in
school or on a work term.
If you face challenges during your work term (e.g., unsafe working conditions, difficult co-workers or managers, excessive overtime, non-technical work, personal issues, etc.), contact your
Co-op Coordinator immediately! He/she can help you determine productive ways to address your challenges.
The Co-op Office
The Engineering Co-op office administers the UBC Engineering Co-op Program and serves as an informational, organizational and administrative resource for you. The office has several responsibilities, including:
♦ Providing students, employers and faculty members with
information about the Co-op Program
♦ Registering students in APSC 110, 210, 310, 410 and 411 ♦ Communicating important Program deadlines to students
(Please note that it is ultimately your responsibility to meet all deadlines)
♦ Reviewing job descriptions and posting positions in ECO ♦ Accepting employer interview requests and organizing
interview schedules
♦ Collecting, copying, filing and distributing offer letters from
employers
♦ Scheduling site visits and telephone site visits between
students, supervisors and Co-op Coordinators each work term
♦ Receiving student Work Term Report packages, recording
their receipt, and distributing reports for marking; and
♦ Obtaining the marked Work Term Reports, recording the
marks, forwarding the evaluations to students’ Co-op Coordinators for review, and submitting the work term grades
NOTE:♦To help the Engineering Co-op office fulfill its responsibilities, you must update your work term information (including the precise work location, telephone number and email address for yourself and your supervisor) in a timely manner each four-month work term.
The Employer
The employer provides you with engineering-related work experiences. You will be paid, supervised and evaluated as regular employee during your work term. The employer has several responsibilities, including:
♦ Providing the Engineering Co-op office with an offer letter
outlining salary and benefits, hours of work, and start and end dates
♦ Providing a supervisor who will oversee your work and
discuss expectations with you
