Co-op Handbook
UPDATED SEPTEMBER 2014
Mailing Address
Concordia University
Institute for Co-operative Education
1455 De Maisonneuve Blvd West, GM 430
Montreal, Quebec, Canada
H3G 1M8
Telephone: (514) 848-2424 ext. 3950
Office Location
GM 430 (4th floor)
1550 De Maisonneuve Blvd West
Montreal, Quebec, Canada
Fax: (514) 848-2811
coop.concordia.ca
Table of Contents
Section I – An Overview
Page
1.1 Background: Concept and History ....................................................................................................... 1
1.2 Benefits of Co-operative Education for Students .............................................................................. 1
1.3 Roles and Responsibilities of Students.................................................................................................. 1
1.4 Organizational Structure of the Institute for Co-operative Education ......................................... 2
1.5 Co-op Sequence ........................................................................................................................................ 2
1.6 Co-op work term Courses and Reflective Learning Courses ........................................................ 3
1.7 Co-op Fees.................................................................................................................................................. 3
Section II – Communications and Administrative Information
2.1 Communication of Information .............................................................................................................. 5
2.2 Information and Orientation Sessions ................................................................................................. 5
2.3 COMPASS .................................................................................................................................................. 6
2.4 Professional Development Seminars/Workshops .............................................................................. 6
2.5 Mentorship Program ................................................................................................................................. 7
2.6 Co-op Events and Activities .................................................................................................................... 7
2.7 Scholarships and Awards of Recognition ............................................................................................. 8
Section III – Co-op Work Terms
3.1 Work Term Definition ........................................................................................................................... 10
3.2 Job Postings ............................................................................................................................................... 10
3.3 Applying for Jobs .................................................................................................................................... 10
3.4 Interviews .................................................................................................................................................. 11
3.5 Securing a Work Term .......................................................................................................................... 11
3.6 Students Finding Work terms on Their Own................................................................................... 13
3.7 Co-op Work Permit for International Students............................................................................... 16
3.8 Placement Process – A Flow Chart ................................................................................................... 14
3.9 Out-of-Town/International Work Terms .......................................................................................... 14
3.10 Work Term Requirements ................................................................................................................. 15
3.11 Grading of Work Term Courses....................................................................................................... 16
3.12 Grading of Reflective Learning Courses .......................................................................................... 16
Section IV – Policies and Procedures
4.1 Throughout the Co-op Program ........................................................................................................ 17
4.2 Prior to the Work Term ....................................................................................................................... 17
4.3 During the Work Term ......................................................................................................................... 18
4.4 Completing the Work Term Requirements .................................................................................... 19
4.5 Confidentiality Issues .............................................................................................................................. 19
Section V – Frequently Asked Questions ....................................................................................... 20-22
5.1 How many co-op work terms must I complete to graduate as a co-op student?
5.2 Who decides on my co-op work term sequence?
5.3 How much are co-op students paid?
5.4 What if I do not find a work term position?
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5.5
5.6
5.7
5.8
Can co-op students arrange their own employment?
Must my student record be sent to the employers?
How many jobs can I apply to?
After my résumé has been forwarded to the employer, what happens if I do not get
interviews?
5.9 Can I work for the same employer for all my work terms?
5.10 What happens if I accept a work term and then refuse to go?
5.11 What do I do about finding out-of-town accommodations?
5.12 Can I do an international academic exchange program while in Co-op?
5.13 What happens if I fail a course or drop below the required GPA?
5.14 Should I need to withdraw from co-op, what are the steps to follow?
5.15 What happens if I decide to terminate a work term?
5.16 What do I get upon graduation from the university for completing my co-op program?
5.17 Are there international work term opportunities?
Section VI – Contact Information
6.1 Co-op Office Contact Information...................................................................................................... 23
6.2 Academic Director Contact Information ......................................................................................... 24
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Section I – An Overview
1.1. Background: Concept and History
Co-operative Education is a structured educational model in which a student alternates
between periods of formal academic study and on-the-job practical experience in private
industry, not-for-profit organizations, and government agencies. Co-op work terms each
are usually four months long. They enable students to maximize their educational
experience and bridge the gap between what employers consider to be the necessary job
skills and what the university considers necessary to prepare a well-educated individual.
Although Co-operative Education is not a new concept (initiated in Cincinnati in 1905), it
is only in recent years that it has received greater exposure as a superior form of
education. While Canada joined the Co-operative Education movement more than half a
century ago, Concordia Co-op program started in 1980. Since its inception, Concordia’s
Co-op has grown and expanded significantly. Today, Concordia’s Institute for Cooperative Education (hereinafter “the Institute”) is a member of the Canadian Association
for Co-operative Education (CAFCE). It offers over thirty-five undergraduate co-op
programs and four graduate co-op programs, with more than 1400 students actively
pursuing academic excellence and practical work experience. For a complete list of the coop programs we offer, please visit our website at http://coop.concordia.ca/coopprograms/.
1.2. Benefits of Co-operative Education for Students
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gain valuable work experience – a great way to learn
earn a salary while on work terms
get exposure to different jobs in varied locations
try out an industry sector to help identify job preference
integrate academic studies with practical experience in the same field
apply theoretical knowledge gained in the classroom
improve organizational and time management skills
clarify career plans and preferred working style
build business contacts to assist in finding employment upon graduation
acquire life-long learning tools and skills
possibility of a higher starting salary upon graduation
help with making the right career choice
1.3. Roles and Responsibilities of Students
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abide by the rules and regulations of the Institute
be actively engaged in the job search, job application, and job placement processes
provide employers with truthful and accurate information
maintain the minimum GPA required based on students’ program of study
give priority to work during work terms
give priority to school during academic terms
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 honour the acceptance of work term placement as a contractual agreement with the
employer
 abide by the schedule and rules of the employers
 respect the policies of employers regarding confidential and sensitive information
 report violations of recruiting ethics to the Co-op office
1.4
Organizational Structure of the Institute
Director
Gerry Hughes
Assistant to Director
Leslie Hughes
Director & Principal
Associate Director
Associate Director
Assistant Director
Employer Relations
mhAlain Villemaire
Chenfeng Huang
Business Development
Coordinator
Gail Knafo
Coordinator,
Advisor, Student Learning
Administrative Services
Lynn Bergeron
and Professional
Development
Natalie Roper
Associate DirectorCo-op Service
Assistant
Melissa Clidaras
Program Coordinator
Arts & Science and
Fine Arts
Jane Fairhurst
Co-op Service
Assistant
Sam Hamer
Senior Program
Coordinator
Nadine Benjamin
Senior Program
Coordinator
JM Paquette
Program
Coordinator
Alex Bottausci
Program
Coordinator
Richard Melkonian
Program
Coordinator
Sally Craig
Business Development
Coordinator
Lucia Plescia
Program
Coordinator
Fred Francis
For questions on seeking and securing co-op employment opportunities, co-op
students(TBD)
are advised to contact their program coordinator.
For academic questions, co-op students are advised to contact their co-op academic
directors.
For an updated list of staff and faculty involved in Co-op, please check the end of this
document (6.1 and 6.2) or the Co-op Website www.concordia.ca/academics/coop/about/contaact.html
1.5
Co-op Sequence
All co-op students must be registered in either regular academic courses or non-academic
work terms every term according to their work study sequence. Depending on their
program of study, undergraduate students are required to complete three (3) or four (4)
work terms, and graduate students one (1) to three (3) work terms. All students must
maintain their pre-determined work-study sequence throughout their co-op program.
Students who have extenuating circumstances that warrant a change of sequence should
consult with their program coordinator.
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To request a change of sequence, students must:
1.
2.
3.
log into COMPASS, go to the “Resources” tab, click on “Co-op Forms”, and
download a copy of the Change of Sequence Request Form.
prepare a revised course plan and get it approved by the co-op academic director
submit the form to the program coordinator
Please note that in some cases it may not be possible to make a change and the request
will not be approved. Students who voluntarily change their co-op sequence without
permission will be withdrawn from Co-op. Also, extra work terms are normally not
approved.
1.6 Co-op Work Term Courses and Reflective Learning Courses
The Institute is responsible for registering co-op students into their Work Term
courses, which are non-credit. Undergraduate co-op students are registered for CWT
100, 200, 300, etc., and graduate co-op students are registered for CWT 601, 602, 603,
etc., to indicate Work Term 1, 2, 3, etc. Being registered in these courses allows co-op
students on a work term to maintain their full-time status at the University.
For each 4-month work term, undergraduate students are required to complete a
Reflective Learning course concurrently with their work term. The Institute is
responsible for registering co-op students in such courses: CWT 101, 201, 301, and 401,
corresponding to their work term courses 100, 200, 300 and 400. Each Reflective
Learning course gives students three (3) complementary credits, which are above and
beyond their regular academic credit requirements. On a student’s transcripts, these
courses are grouped at the end of each term’s course list under the heading “Other.”
Co-op Work Term courses are identified as “WRKT” and Reflective Learning courses as
“RPT.”
The Reflective Learning course does not apply to graduate students.
1.7
Co-op Fees
Co-op students pay co-op fees, in addition to their regular tuition and fees, to cover in
part the administrative costs particular to Co-op. This fee is currently $185 per term.
For undergraduate students admitted to a co-op program in their first year, the co-op fee
is payable in each of the first eight (8) sessions (fall, winter, or summer), in which the
student either enrolls in any number of courses or is on a work term, for a total fee of
$1,480. After that, no further co-op fees will be payable.
For undergraduate students admitted to a co-op program after their first year, the co-op
fee is levied at a somewhat higher level in given semesters, but is payable in each of the
first six (6) sessions or less (fall, winter, or summer), in which the student either enrolls in
any number of courses or is on a work term, for a total of $1,480. After that, no further
co-op fees will be payable. Students requiring fewer than the normal number of terms to
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complete their programs in the co-op format are subject to the same total fee ($1,480) as
those requiring the normal number of terms.
Graduate students are charged $185 in each of the terms before, during, and after their
work term. For example, for one work term, graduate students pay $185 x 3 = $555.
All co-op students who withdraw from the co-op program on or before the published
DNE withdrawal deadline will receive a refund or financial credit on their student account
of the co-op fee. Students who withdraw from the co-op program after the published
DNE withdrawal deadline will not receive a refund or financial credit for the co-op fee.
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Section II – Communications and Administrative Information
2. 1. Communication of Information
E-mail is the preferred means of communication at the Institute. Most communication
between the Institute and students and between the coordinators and students is done
through e-mail. Therefore, students must make sure that they have a valid and up-to-date
e-mail address that recognizes all e-mails ending with concordia.ca. Students should keep in
mind that their Concordia e-mail account will expire after graduation, so they must make
sure to register for a reliable account that will enable them to keep in touch with the
Institute. Also, students are advised to validate and update their personal information on
their MyConcordia portal.
Students will receive e-mail messages from the Co-op Institute from time to time,
announcing important co-op activities and events such as employer information sessions,
upcoming deadlines, etc. It is imperative that students read these messages so as not to
miss anything crucial to the success of their co-op experience. Every effort is being made
on the part of the Institute not to clog students’ e-mail accounts by sending too many email messages.
We encourage in-person contact. The Institute is readily accessible to students. Our
program coordinators are students’ first point of contact. Students are encouraged to
consult with their program coordinator regularly via e-mail or by appointments. Among
many other things, program coordinators can help students with developing their career
awareness and choice, creating effective résumés and cover letters, improving their
interview techniques, and honing their job search skills.
To make an appointment with their respective program coordinators, students are
required to follow the steps below:
1. Log into COMPASS (see explanation in 2.3)
2. Click on the Appointments tab
3. Choose their program coordinator
4. Book the appointment
2.2. Information and Orientation Sessions
For students who have been newly admitted to Co-op, the Institute hosts an annual Co-op
Welcome Orientation Class normally at the beginning of September. Following this,
students’ respective program coordinators may hold program-specific orientation classes.
In addition, prior to students’ first work term experience, program coordinators also
conduct mandatory Work Term Prep Seminars, which aim at providing students with
information related to the job placement process, tools and skills needed to secure a work
term, rules and regulations of the Institute, and students’ rights and responsibilities.
Students will receive notifications about these orientation sessions and are required to
register for them on COMPASS (see explanation below).
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2.3. COMPASS
COMPASS is a web-based application that is being used by Concordia co-op students, coop employers, and the Institute. Once admitted to Co-op, students can access COMPASS
by logging into their MyConcordia portal and clicking on Student Services.
What co-op students can see on COMPASS:
 Dashboard
 Work term schedule
 Job postings
 Interview details
 Work term information: Rank-Match and Work Term Record
 Upcoming events and professional development (PD) seminars/workshops
 Program coordinators’ availabilities for appointments
 Templates for résumés and cover letters
What co-op students can do on COMPASS:
 Upload résumés and cover letters
 Apply for jobs
 Confirm interviews
 Rank employers
 Update work site visit contact information
 Upload Work Term Report, Employer Evaluation, and Reflective Learning Goals Form
 Register for events
 Book appointments
2.4
Professional Development Seminars/Workshops
To prepare students for the work term, the Institute offers a series of professional
development seminars and workshops. These are not for academic credits. These pre- and
post-employment seminars and workshops are designed to enhance students’ work term
experience and to assist them with developing their professional skills. It is mandatory for
students to attend these pre-employment seminars and workshops prior to their first
work term. Students are required to register on COMPASS for these.
Mandatory Seminars:
 Resumé Writing
 Cover Letters
 Interview Techniques
 Work Term Prep Seminar
Optional Seminars (Recommended):
 Entering the Workforce
 Job Search Strategies
 Program-specific seminars (e.g. Excel, Photoshop, etc.)
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Please see Events Calendar on COMPASS for availability.
2.5
Mentorship Program
The Co-op Mentorship Program is designed to help co-op students learn from each other
and develop their co-op network by interacting with one another. A first-year co-op
students participating in the Mentorship program (mentees) will be paired up with a senior
co-op student who has been through the job-hunting and work-term process. The
Mentees can get advice on how to better manage academic semesters and work terms,
find jobs in their respective fields, prepare effectively for their first work term, and
integrate successfully in their new work environment.
Those further along in the program can become mentors. Being a mentor gives students
the opportunity to develop their leadership abilities, add valuable skills and experience to
their CVs, continue to network, and feel fulfilled by having been able to help other co-op
students.
Students interested in being part of the Mentorship program, either as a mentee or a
mentor, please access the application forms in COMPASS under the “Resources” tab and
then click on “Co-op Forms.” Bring the completed form to the Co-op Office or scan it
and send it to the e-mail address indicated on the form.
2.6
Co-op Events and Activities
Every year, the Institute holds various events and activities to promote Co-operative
Education, enhance public awareness of work-integrated learning, and bring people in the
co-op community together. The following are a few such important events and activities.
Co-op Welcome Orientation for New Students: This is an event to welcome new coop students and familiarize them with the co-op option. It is held annually, normally at the
beginning of September. It is an excellent opportunity to meet co-op students from all
Concordia co-op programs, and it is the only time of the year when all new co-op
students are assembled.
Co-op Awards of Recognition Event (CARE): This annual event, normally held in the
spring term, celebrates the success of our co-op programs and recognizes the
contributions made by our committed employers, outstanding students, and dedicated
faculty and staff. It is an inspiring event where awards and scholarships are given to the
worthy individuals in various categories. The event normally includes a Student Showcase,
where students present their co-op work term projects.
Student Showcase: Every year, the Institute organizes a Student Showcase that usually
takes place during the Co-op Awards of Recognition Event. Students who have completed
at least one work term may have the opportunity to present their work term experience
and success; priority is given to students with 3 and then 2 work terms completed. Besides
raising public awareness of Co-operative Education, this event helps enhance co-op
students’ research capabilities and presentation skills. Students may be asked to participate
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in further Student Showcase Poster Exhibitions at various times during the year following
the initial Student Showcase.
Employer On-Campus Events: From time to time employers join us on campus to give
information sessions, create overall awareness of their organizations, and potentially
recruit co-op students. At these events, students are encouraged to ask questions and
chat in a relaxed environment with the employers over light refreshments.
2.7
Scholarships and Awards of Recognition
In addition to those available at Concordia, a number of scholarships and awards of
recognition are available exclusively to co-op students. They either recognize students’
excellent work and/or academic performance or help alleviate the financial burden of
students doing international work terms. Efforts are being made to create more
scholarships and awards.
Scholarship and awards applications may be submitted throughout the current academic
year, which is from May 1 to April 30. The deadline to submit the application is March 1.
The Co-op Awards Committee is responsible for reviewing applications and selecting
recipients. To get the application forms, please look under the “Resources” tab and click
on “Co-op Forms” in COMPASS.
 Alexandre Quintal Co-op Student of the Year Award recognizes exceptional
personal, professional, and academic achievement. The recipient is selected by the
Institute and is normally a student who has been nominated by the Institute for the
CAFCE Student of the Year Award.
 Daniel Harrison International Work Term Gran, “helping Co-op students spread
their wings," is awarded to co-op students completing an international work term.
Students must apply using the Awards Application Form on COMPASS.
 RSW Award of Excellence in Accounting for Entrepreneurial Businesses is granted
to outstanding co-op students in Accountancy interested in entrepreneurial
businesses. Students must apply using the Awards Application Form on COMPASS.
 Collins Barrow Accountancy Co-op Award of Excellence is granted to outstanding
co-op students in Accountancy, especially in the field of taxation and auditing.
Students must apply using the Awards Application Form on COMPASS.
 Bergeron Family Undergraduate Co-op Scholarship goes to senior undergraduate
co-op students who, as ambassadors of experiential learning, demonstrate academic
excellence, leadership and commitment to Co-operative Education. Students must
apply using the Awards Application Form on COMPASS
 Co-op Mentorship Awards is granted to students who have participated in the
mentorship program as a mentor and have demonstrated full commitment to the
mentorship program, are passionate about giving back to the co-op community and
helping others, and are innovative and creative in his/her approach to mentoring other
students.
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 Co-op Student Ambassador Award is granted to students who are strong advocate of
and a vigorous ambassador for co-op. They have gone above and beyond what is
expected of a co-op student in terms of helping promote the Co-op Program and guide
and integrate new students.
 Pfizer Canada Co-op Award of Excellence in Accountancy and Finance is granted
to students who are members in good standing of the Institute for Co-operative
Education at Concordia University, have strong academic standing and have
participated in volunteer work or extra-curricular activities dedicated to building
healthier communities.

Stelcner Family Prize is awarded to excellent students in Concordia's Economics
Co-op Program. The recipient is selected by the Economics Department. No
application is required.

Deirdre Annis Mark Award recognizes high academic standing, excellent aptitude for
translation and a sense of social responsibility in extracurricular activities in the
Translation Co-op Program. The recipient is selected by the Department d’Études
françaises. No application is required.

Bourse d'excellence Marthe Catry-Verron is awarded to outstanding students in the
Translation Co-op Program. The recipient is selected by the Department d’Études
françaises. No application is required.
 Employers' Choice Award is granted to outstanding co-op students who performed
beyond expectation during their work terms in the current academic year (May to
April), demonstrated skills and qualities that employers appreciate and require, made
contributions to the company and to assigned projects, and received above average
work term evaluations. Nominations are made by employers, and three (3) top
students nominated for this award will be selected by the Co-op Awards Committee
for special recognition.
In addition to the above awards for students, employers can be nominated by students for the
Co-op Students’ Choice Award. This award is granted to the three (3) top employers or
jobsite supervisors who have significantly impacted students’ overall work-term experience and
their professional and personal growth in the current academic year. Students are strongly
encouraged to participate in the nomination. They are required to complete the nomination
form available on COMPASS under the “Resources” tab and submit it along with a nomination
letter via e-mail to [email protected] before the posted deadline date.
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Section III – Co-op Work Terms
3.1
Work Term Definition
A co-op work term must be full-time, typically 35-40 hours per week for a12-17 week
duration with a minimum of 420 hours completed. According to the CAFCE, Cooperative Education Program follows the criteria below:
(i) each work situation is developed and/or approved by the co-operative educational
institution as a suitable learning situation;
(ii) the co-operative student is engaged in productive work rather than merely observing;
(iii) the co-operative student receives remuneration for the work performed;
(iv) the co-operative student's progress on the job is monitored by the co-operative
educational institution;
(v) the co-operative student's performance on the job is supervised and evaluated by the
student's co-operative employer;
(vi) the time spent in periods of work experience must be at least thirty per cent of the
time spent in academic study.
Occasionally, work terms can be extended over two consecutive academic terms at the
request of the employer, providing up to eight months of continuous employment. Any
request for the extension of the work term must be approved by the Institute. When
making the request, students must submit written confirmation from the employer about
the extension. Any extension without prior approval from Co-op will not be accepted.
3.2
Job Postings
Job postings submitted by employers are posted on COMPASS by the Institute. They are
usually posted for five (5) days. Therefore, it is imperative to log on to COMPASS daily.
The deadline for applying is specified in the job description on COMPASS. Co-op students
have access to job descriptions only for their discipline.
3.3
Applying for Jobs
Students have access to job postings the semester before their work term. Students
applying for jobs through COMPASS must submit a complete application, which normally
consists of a résumé and cover letter. The student academic record is also part of the
application package, which will be attached automatically through COMPASS.
Students are encouraged to have their résumés and cover letters in both English and
French, and they must upload them on COMPASS. It is advisable to write a specific cover
letter for each job that is applied for. It is important that students take the Résumé
Writing and Cover Letters seminars prior to the posting period of their first work term.
Co-op students are strongly advised to apply to as many jobs as possible and to diversify
their application. Some companies require students to apply directly on their website.
Small and medium-sized enterprises often offer very good work term opportunities.
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Students with insufficient French language skills should be prepared to apply for jobs
outside Montreal, Quebec.
Co-op students must not approach co-op employers directly without consulting their
coordinator. It is the responsibility of the Institute to post jobs, schedule interviews,
present offers of employment, and be the link between the co-op student and the
organization.
3.4
Interviews
Scheduling Interviews
The Institute is responsible for scheduling interviews based on employers’ requests and
according to their availability. Interviews are posted on COMPASS, and an e-mail is sent to
students. Students are responsible for logging in to COMPASS each day to confirm their
interview schedule and to get details of the interview, as the interview location may not be
the same as on the job description. Normally, interviews are scheduled with a minimum of
24 hours’ notice. However, sometimes interviews are scheduled at a shorter notice due to
the employer’s time frame.
Missing an Interview
Co-op students must not miss interviews. If an interview conflicts with a class, a lab or a
tutorial, students are asked to coordinate alternate days with their professor, tutor and/or
TA. If this is not feasible, students must notify the co-op assistants or their program
coordinator, so that a letter of exemption addressed to their professor can be issued.
Interviews will only be rescheduled, if possible, when they directly conflict with students’
quizzes and midterm or final exams. Students who have missed an interview will receive a
warning from the Institute, and they must write a letter of apology addressed to the
employer. A second missed interview will result in withdrawal from the Co-op program.
Conducting the Interview
Interviews may be conducted by phone or in-person or via Skype and can take place on
company premises or at the Institute. Students should bring copies of their application
package (i.e. résumé, cover letter, and transcript) and references to the interview, if
possible. It is imperative that students take the Interview Techniques seminar prior to the
start of the interview period of their first work term. It is also recommended that co-op
students do a mock interview with their program coordinator and/or Co-op Advisor,
Student Learning and Professional Development.
3.5
Securing a Work Term
The Institute is mandated to help students gain practical experience, which will be
integrated with their academic program. Co-op will do its utmost to develop sufficient,
program-relevant and quality job opportunities for students; however, the University
does not guarantee a work term placement. Securing a work term position is ultimately
each student’s responsibility. There are two phases for students to follow to secure a
work term placement.
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Phase I: Job Match Day (Rank-Match)
The Job Match Day normally occurs during the second month of each term, i.e.
February, June and October. Using the web-based application COMPASS, the Institute
utilizes the Rank-Match process to maximize students’ placement of their co-op work
terms. Below are the steps to this process for students.
The Ranking
1. Students interview with the employer.
2. If after the interview students do not wish to pursue their candidacy with the company
for a compelling reason, they must consult their program coordinator without delay.
3. In COMPASS under “Rank Match,” students will be able to view the employers’
rankings online.
4. Students will see which employers have ranked them as well as the numerical value
where employers have ranked them #1. If students have been assigned a ranking higher
than #1, they will see the word “Ranked” instead of the numerical value.
5. Students rank the employers online who have ranked them.
6. Students can give one ranking of #1, indicating that this is their first choice.
7. Students then rank the other positions sequentially (i.e. in order). While students can
only only rank one #1, they can assign multiple #2s, #3s, etc. Students are encouraged
to rank as many #2s as they see fit to maximize their chances to be matched.
8. Once the ranking deadline has passed, students cannot make any changes to their
rankings.
9. If students do not wish to be matched with a particular company that has ranked them,
they can choose “Not Interested”, but they are allowed to choose “Not Interested”
only once.
10. By ranking a company, students are committed to accepting an offer. If matched with a
job, students are obliged to accept it, without exception. Keep this in mind during the
application and ranking process.
11. Declining the job that the student is matched with will result in a Fail grade in the
student’s work term course and the student’s withdrawal from Co-op. The Fail grade
is a permanent grade on the record
It is important to note that an employer may rank students by their résumés, without
interviewing them.
The Matching
 Once both the employer and student rankings are entered on COMPASS, COMPASS
produces a total score for each combination.
 COMPASS then performs the match, starting with the lowest score combination,
which will be a 1+1 ranking by both the employer and the student, for a total of 2. This
is considered an automatic hire.
 The matching algorithm of COMPASS then continues to look for the next lowest sum
in a sequential manner until all potential matches take place.
 The match results are available on COMPASS on Job Match Day.
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Students not matched with an employer when the Rank-Match is closed will automatically
participate in the Continuous Placement Process.
Phase II: Continuous Placement
The Continuous Placement phase occurs immediately after Job Match Day. During this
period, the Institute continues to receive and post jobs, and students continue to apply for
jobs on COMPASS.
Offers of employment can be made at any time, by e-mail, through the Institute on behalf
of the employer. Students who receive interviews must go and represent themselves with
full interest and enthusiasm. Students missing an interview will receive a warning from the
Institute, and they must write a letter of apology addressed to the employer and sent by
the Institute. A second missed interview will result in automatic withdrawal from Co-op.
Co-op students are ultimately responsible for finding their work terms. They are allowed
to decline one job offer, but should think carefully before doing so as it may limit chances
for employment. Students who decline a job offer and as a result do not secure a work
term are normally withdrawn from Co-op.
The Institute will give a student’s personal information to the co-op employer once the
student has accepted the offer. Contact between co-op students and an employer is
permitted at this point.
3.6
Employment Found Outside COMPASS
In consultation with their program coordinators, students are encouraged to proactively
develop their own work term positions outside COMPASS. In addition to increasing the
likelihood of securing a work term, it also helps refine the skill set needed to gain
subsequent work terms and professional employment. In order for the Institute to
approve the work term position students have found on their own, students must submit
to their program coordinator a job description, the company/organization’s complete
address, and the contact information of the direct supervisor. Each co-op position must be
approved by the Institute before it can be formally accepted by the student.
3.7
Co-op Work Permit for International Students
In order to work legally in Canada, international students must obtain a co-op Work
Permit. Students will receive an official letter of support from the co-op office to be
included in their application for the co-op work permit. The letter is issued the semester
before the work term to give students sufficient time to complete the visa application
process. Students will be notified by email when their letter is ready for them to pick up. It
is imperative that students start the application process as soon as possible because
sometimes the process can take months. Any delay may prevent them from starting their
work term on time. Under no circumstances can international students start their co-op
work term without a valid work permit.
13
3.8
Placement Process – A Flow Chart
Employers confirm
rehiring a student
Co-op Activity Schedule
is sent to employers
Employers post jobs
Students apply for jobs
Students are chosen for
interviews
No Students apply for
jobs
No students are
chosen for interviews
Employers are contacted and job
posting deadlines are extended.
Students are ranked
No students are
ranked
Job cancelled
Job Match
(Rank-Match)
Students are matched
and work term is secured
3.9
Students are not matched
Students are chosen for
interviews and ranked
before Job Match
Students are not
chosen for interviews
or ranked before Job
Match
Continuous
Placement
Out-of-Town/International Work Terms
Out-of-town work terms offer multiple benefits. They help foster adaptability,
independence, responsibility and decision-making. In most cases, students are required to
14
find and pay for their own accommodation and transportation. However, some companies
do offer assistance in these areas.
Many Concordia co-op students undertake international work terms. We strongly
encourage students to seek international opportunities and to gain global exposure, but
approval is required from the Institute. Students doing out-of-town or international work
terms must register, before departure, with Concordia’s Travel Registry, which has been
developed to encourage and support the safety of faculty, staff and students while they
travel outside of Quebec and to ensure that the University is kept apprised of the
whereabouts of individuals travelling. Students access to the Travel Registry by logging into
MyConcordia portal and clicking on “Other Services.”
For more information about working abroad, please see the International Work Term
Guide on our website http://coop.concordia.ca/currentco-opstudents/formshandbooks/
Eligible students can apply for the MELS Student Mobility Bursary. For eligibility criteria,
please visit http://faao.concordia.ca/main/awardprograms/meqprogram.shtml.
3.10 Work Term Requirements
Students receive a PASS or FAIL or PDIST (Pass with Distinction) grade for each of their
work terms. The grade is based on the following three components.
i. Work Site Visit
During each work term, representatives affiliated with the Institute, often the program
coordinators, visit each student and supervisor either in person or by telephone. The
objective is to discuss work term performance and progress, explain the evaluation system
and the requirements for the work term report, and address any problems or concerns
arising out of the work term. Students are required to enter work site visit contact
information on COMPASS: their coordinates at work, the complete address of their work
location, and the name and coordinates of the supervisor. If a problem arises during the
work term, students are encouraged to communicate with their supervisor or manager
first. If all efforts fail, they must contact their coordinator as soon as possible.
ii. Work Term Report and Presentation
According to CAFCE, co-op students are required to write a work term report after each
work term. The work term report is due and must be uploaded on COMPASS on or
before the last day of class for the work term semester. The purpose of the work term
report is to learn how to communicate effectively and professionally in writing and to
inform the Faculty and the Institute what the student did and learned in the work term.
The work term report is evaluated and graded by the co-op academic director of the
student’s program. For instructions on how to write a work term report specific to your
program of study, please refer to the “Resources” tab on COMPASS.
In lieu of a work term report, Engineering students after their third work terms as well as
MBA students after each work term are required to give a work term presentation. The
work term presentation is due and must be uploaded on COMPASS on or before the last
15
day of class for the work term semester. For instructions on the work term presentation,
please refer to the “Resources” tab on COMPASS.
iii. Employer Evaluation
Students are given an Employer Evaluation form once their work term is secured. The first
page is to be completed with the supervisor and be uploaded on COMPASS within the
first two weeks of the work term. The first page contains the work term objectives from
both the student and the supervisor. Students and job site supervisors are required to
complete the rest of the employer evaluation and upload it on COMPASS along with their
work term report no later than the last day of classes. The Employer Evaluation form is
available in the “Resources” section on COMPASS.
3.11 Grading of Work Term Courses
Students receive a PASS or FAIL or PDIST (Pass with Distinction) grade for each of their
work term courses. Those who meet the following conditions are eligible for the “PDIST”
(Pass with Distinction) grade:
i) Upload the report/presentation and employer evaluation and submit a hard copy of
each on or before the last day of class
ii) Receive an “Excellent” grade on their work term report/presentation
iii) Receive an “Excellent” employer evaluation
Students who do not upload and submit their work term reports, or are fired from their
work term, or terminate their work term without the permission of the Institute will
automatically receive a grade of FAIL, which is a permanent grade on their student record,
and will be withdrawn from Co-op.
3.12 Grading of Reflective Learning Courses
Reflective Learning courses are graded on a pass/fail basis; the grades are not calculated
towards the student’s GPA. Students are currently required to complete a goals form and
attend a Reflective Learning Seminar. Students who are doing an out-of-town work term
are required to submit their goals form without attending the seminar as they are
unavailable for the on-campus seminar. The deadline to submit the goals form is the last
day of class. Without completing the above-mentioned requirements, students will receive
a grade of FAIL, which is a permanent grade on their record. To get a copy of the goals
form, please look under the “Resources” tab and click on Forms in COMPASS.
16
Section IV – Policies and Procedures
The Institute is committed to helping students optimize their learning opportunities and
acquire as many skills as possible so that they become "marketable." To make sure that this
goal is achieved, we strongly urge co-op students to read, understand, and adhere to the
following policies and procedures.
4.1
Throughout the Co-op Program















4.2
Begin and end with a study term
Be registered in a full-time course load while at school (minimum 12 credits per
term for undergraduate students) and work full time during the work term.
Actively participate in the job search process by applying for jobs on COMPASS and
by doing one’s own job search.
Complete each study term with a GPA that meets or exceeds the academic
program’s requirements
Pay all tuition and co-op fees on time. If students have outstanding accounts, it will
prevent the Institute from registering them in the work term course. In this case,
their work term placement will be cancelled even if they have secured a work term.
Consequently, the Institute reserves the right to withdraw them from Co-op.
Fulfill all requirements of any financial aid (loans, etc.) which has been applied for or
received.
Maintain the required and approved work study schedule. Failure to do so may
result in a delay in graduation or withdrawal from Co-op.
Under extenuating circumstances, students can request a program sequence change,
They must consult with their co-op academic directors. Any change must have final
approval from the Director of the Institute.
Complete the required number of work terms.
At all times keep the program coordinator informed of progress within the academic
program and job search.
Update personal information on MyConcordia portal in a timely manner.
Respect all deadlines, e.g. job application deadline, work term report submission
deadline, etc. Failure to do so may result in a failed work term and/or withdrawal
from Co-op.
Active co-op students are given the privilege of registering on the first day of course
registration. Please do so in order to secure an optimal course sequence.
Co-op students are ultimately responsible for finding their work terms. Students are
allowed to decline one job offer, but should think carefully before declining any work
term opportunity because it can limit chances for employment and could result in
withdrawal from Co-op.
Maintain a positive attitude and professionalism at all times.
Prior to the Work Term

Register and attend co-op information/orientation sessions.
17











4.3
Register and attend all mandatory co-op pre-employment seminars/workshops and
work term prep seminar.
Be aware of when work terms are scheduled (viewable on COMPASS).
Prepare résumés and cover letters prior to the start of the posting period and
upload them on COMPASS. Make sure that they are reviewed and verified by the
program coordinator.
Check COMPASS on a daily basis since jobs are posted and interviews scheduled at
any time.
Be committed to all interviews when applying to jobs on COMPASS.
Do not miss any interviews. Students missing an interview will receive a warning
from the Institute, and they must write a letter of apology addressed to the
employer. A second missed interview will result in withdrawal from Co-op.
Be aware that students are not permitted to contact company interviewers directly
before or after the interview. The Institute will contact the employer on behalf of
students.
Personal information may not be exchanged during an interview or prior to
accepting an offer. Refer employers to the Institute.
Do not discuss salary scales at interviews; refer such questions to the program
coordinator.
Be prepared to accept co-op opportunities in locations other than Montreal.
Declining a job offer might limit one’s chances of employment. Non-French-speaking
students must be willing to apply for and accept positions outside Montreal, Quebec.
Acceptance or declining of a job offer is final and cannot be changed.
During the Work Term










Respect and adhere to all conditions, rules, and policies of the co-op employer.
Honour all commitments agreed to with the co-op employer.
Follow the start and end dates specified in the work term contract.
Failure to report to employer as contracted will result in dismissal from Co-op and a
Fail grade for that work term, which is a permanent grade on the student record.
Extension or early termination of the work term must be agreed upon by the co-op
student, employer and the Institute.
Termination of the work term by a student without permission from the Institute
will result in a Fail grade for the work term, which is a permanent grade on the
student record, and dismissal from Co-op.
By the end of the first week of each work term, complete work site visit contact
information must be entered on COMPASS, so the Institute can schedule a work site
visit.
By the end of the second week of the work term, complete Section I Work Term
Objectives of the Employer Evaluation form in conjunction with the supervisor and
upload it on COMPASS under the Work Term Record.
Participate in the work site visit conducted by the co-op coordinator and/or a faculty
member.
Work for a minimum of 35 hours per week. Each work term must be 12-17 weeks
long.
18



4.4
Contact the co-op coordinator as soon as possible if problems arise during the work
term.
At all times make the work term a priority. Students may register for one course
during a work term with prior approval from the employer, program coordinator,
and co-op academic director. Neither the course nor its ensuing homework should
interfere with the work term hours.
Be professional at all times, keeping in mind that during a work term, employment
responsibilities must come first.
Completing the Work Term Requirements
 Complete the Work Term Report following the requirements stipulated in the
Instructions for Work Term Reports. For a copy of the instructions pertinent to
your program of study, please look under the “Resources” section.
 No later than the last day of class, upload the work term report/presentation and
employers evaluation on COMPASS and submit one hard copy to the Co-op Office.
Failure to do so will delay grade assignment and may prevent students from viewing
job postings for an ensuing work term.
 Third work term engineering students and all MBA students are required to give an
oral presentation in lieu of a work term report. They must follow the schedule made
by their program coordinator.
 Participate in all activities related to Reflective Learning as defined by the Institute.
 Return to school and be registered in a full-time course load (minimum 12 credits
per semester for undergrads) after each work term.
4.5
Confidentiality Issues
In the work term reports, students must omit any data of a sensitive nature. They must
verify with their supervisor to make sure that ‘sensitive data’ are absent from the report,
that their “gutted report” meets the supervisor’s satisfaction, and it includes general
information accessible to a non-technical audience.
In rare cases where companies require students to keep the report strictly confidential
and not to be shared, students must comply with the employer’s rules and regulations
governing confidential or sensitive information as well as intellectual property. The report
can then be evaluated by the job-site supervisor upon approval from the Co-op Academic
Director. In such cases, students are required to upload on COMPASS only the Title
Page, Submittal Form and Table of Contents by the deadline date.
Students must consult with their respective program coordinator and co-op academic
director on such matters as soon as possible, no later than the second month of the term.
This should not be dealt with as a last-minute occurrence.
19
Section V – Frequently Asked Questions
5.1
How many co-op work terms must I complete to graduate as a co-op student?
Depending on your academic programs, undergraduate co-op students are required to do
three (3) or four (4) work terms and graduate co-op students one (1) to three (3) work
terms.
5.2
Who decides on my co-op work term sequence?
Each academic program has a standard co-op work term sequence. Your sequence is
available on COMPASS.
5.3
How much are co-op students paid?
Salaries can range between $10 and $28 per hour, determined by individual companies and
organizations. The criteria for establishing salaries may be, and usually are, based on the
number of academic credits completed, the experience required to perform a job and the
level of your work term. Keep in mind that having a co-op job is more about the
experience than about the money.
5.4
What if I do not find a work term position?
Although the Institute does not guarantee that every student will find a work term
position each term, the vast majority do. Your coordinator will work very closely with you
to help you find a work term position. We strongly encourage you to apply to as many job
opportunities as possible, posted on COMPASS or found through your own job search. In
rare cases where a student does not find a work term position after actively looking, the
Institute will evaluate the situation on a case-by-case basis and recommend workable
solutions.
5.5
Can co-op students arrange their own employment?
Absolutely. You are encouraged to actively participate in your own job search as well as
apply for jobs on COMPASS. Before formally accepting a job, you must get it approved by
your coordinator. Have the employer send a job description to your coordinator including
all their contact details in order for it to be reviewed and approved. Make sure that your
potential employer knows about Co-op and its requirements, e.g., the employer evaluation
form, the work site visit, and the required time period.
5.6
Must my student record be sent to the employers?
Yes. The Institute sends student records to all employers. While some employers attach
great importance to students’ academic record, others are more interested in students’
personality, practical skills, etc.
5.7
How many jobs can I apply to?
You should apply for as many as you feel qualified for. As previously mentioned, the more
applications, the more possibilities there are to find a job.
5.8
After my résumé has been forwarded to the employer, what happens if I do
not get interviews?
If a company does not select you for an interview, it does not necessarily mean that your
résumé is lacking. There might be other factors involved. The fact that you are not
qualified for one position does not mean that you are not going to get a job. However, if
20
you have applied for several positions and have not received any interviews, contact your
program coordinator without delay.
5.9
Can I work for the same employer for all my work terms?
We encourage you to get different work experiences in different work environments,
performing different types of responsibilities. This will enable you to gain a wider
perspective of different companies/organizations and accumulate the necessary information
to select a job that best fits you. However, we do allow you to undertake all your work
terms in the same company. We require that each work term provides you with increased
and varied responsibility which is conducive to progressive learning.
5.10 What happens if I accept a work term and then refuse to go?
You will receive a Fail grade for your work term course, which is a permanent grade on
your record, and you will be withdrawn from your Co-op program. Once a co-op work
term is accepted, the decision is irrevocable.
5.11 What do I do about finding out-of-town accommodations?
Some companies offer assistance to find out-of-town accommodation. In case the company
you will work with does not offer this, you can try making accommodation arrangements
through the Internet. There are many web sites that can provide you with useful
information to find housing. Your program coordinator may put you in touch with other
co-op students who may help you out.
5.12 Can I do an international academic exchange program while in Co-op?
Yes. Some students do participate in international academic exchange program while in
co-op. The exchange program is value added, allowing students to get global exposure.
Once they are admitted to the exchange program, students must notify their respective
program coordinator as it will have some impact on their ensuing co-op work study
sequence. Normally, students’ are required to return to a study term upon completion of
their exchange program.
5.13 What happens if I fail a course or drop below the required GPA?
A balance between academic performance and work experience is required to be a co-op
student. Failure to maintain the GPA required of your program will result in your
withdrawal from Co-op.
5.14 Should I need to withdraw from Co-op, what are the steps to follow?
You may obtain the withdrawal form from COMPASS – go to the “Resources” tab and
click on “Co-op Forms” in COMPASS. Please be sure to deliver this form, duly signed, to
the Co-op Office. Students who withdraw from the co-op program on or before the
published DNE deadline will not be charged for the current term. If the fee has already
been paid, a refund or financial credit will appear on their student account for the current
academic term. Students who withdraw from the co-op program after the published DNE
deadline will not receive a refund or financial credit for the co-op fee.
5.15 What happens if I decide to terminate a work term?
You must not terminate a work term without permission from the Institute and the
employer. In the unlikely event that you have to terminate your work term, you must first
contact your program coordinator and explain the reasons why you wish to terminate
21
your work term. Your program coordinator will help you find a reasonable solution.
Terminating a work term on your own will result in a Fail grade for your work term
course, which is a permanent grade on your student record, and you will be withdrawn
from Co-op.
5.16 What do I get upon graduation from the university for completing my co-op
program?
At the Convocation, you will be recognized as a Member of the Institute for Co-operative
Education. In addition to receiving your academic degree, you will get a Co-op Certificate
if you have completed the co-op requirements. On your university transcript, you will be
coded as having completed the Co-op program.
5.17 Are there international work term opportunities?
Yes. Numerous co-op students have benefited from working internationally. International
work terms take longer to secure, so make sure to meet your program coordinator early
enough to discuss possibilities and procedures. The Institute for Co-operative Education
has a designated coordinator who is responsible for ensuring that proper procedures are
followed and necessary documents are prepared.
22
Section VI – Contact Information
6.1
Co-op Office Contact Information
INSTITUTE FOR CO-OPERATIVE EDUCATION - GM 430
Telephone: 514 848-2424 x 3950 / Fax: 514 848-2811 / Email: [email protected]
Gerry Hughes, Director
3951
[email protected]
Chen Huang, Associate Director
3973
[email protected]
Alain Villemaire, Assistant Director - Employer
Relations
3948
[email protected]
Lynn Bergeron, Coordinator Administrative Services
3975
[email protected]
Leslie Hughes, Assistant to the Director
2810
[email protected]
Melissa Clidaras, Co-op Service Assistant
3950
[email protected]
Samantha Hamer, Co-op Service Assistant
3936
[email protected]
3941
[email protected]
3953
[email protected]
3955
[email protected]
3965
[email protected]
3958
[email protected]
3944
[email protected]
3952
[email protected]
Gail Knafo, Business Development Coordinator
3931
[email protected]
Natalie Roper, Advisor - Student Learning and
Professional Development
4891
[email protected]
Lucia Plescia, Business Development Coordinator
3978
[email protected]
Nadine Benjamin, Senior Program Coordinator
Actuarial Mathematics, Actuarial/Finance, Economics
Mathematics, QSE, ISS, and International Work Terms
Alex Bottausci, Program Coordinator
Finance, MBA
Sally Craig, Program Coordinator
Marketing, Human Resources, International Business
Jane Fairhurst, Program Coordinator
Art History, Chemistry/Biochemistry, Physics,
Computation Arts, Design. Faculties of Arts and
Science and Fine Arts
Frederick Francis, Program Coordinator
Building, Civil, Mechanical and Industrial Engineering;
Industrial Experience
Richard Melkonian, Program Coordinator
Accountancy, MIS, BTM, Supply Chain Operations
Management
Jean-Michel Paquette, Program Coordinator
Software, Computer, and Electrical Engineering;
Computer Science, Industrial Experience
23
6.2 Academic Director Contact Information
DEPARTMENT
ACADEMIC DIRECTOR
Accountancy
Prof. Tara Ramsaran
2756
Anthropology and
Sociology
Dr. Satoshi Ikeda
2899
Art History
Dr. Alice Jim
(Interim: Dr. Loren Lerner)
5376
4698
Bldg/Civil Engineering
Dr. Zhenhua Zhu
5948
Chem/Biochem
Dr. Marcus Lawrence
3374
Computation Arts
Prof. Jonathan Lessard
4717
Dr. Mustafa K. Mehmet Ali
8896
Dr. Rajagopalan Jayakumar
3011
Design
Dr. P. Karen Langshaw
4749
[email protected]
Economics
Dr. Michael Sampson
3939
[email protected]
Finance
Prof. Jay Mannadiar
2919
HR Management
Prof. Barbara Shapiro
2780
Industrial/Mechanical
Engineering
Dr. Henry Hong
3154
International Business
Dr. Mehdi Farashahi
2923
Journalism
Dr. Andrea Hunter
2485
[email protected]
MBA
Dr. Sandra Betton
2783
[email protected]
MIS, BTM, Supply Chain
Operations
Management
Dr. Raul Valverde
2968
[email protected]
Marketing
Prof. Harold Simpkins
2955
[email protected]
Maths /Stats/Actuary
Dr. Cody Hyndman
5219
Physics
Dr. Pablo Bianucci
3352
Political Science
Dr. Graham Dodds
5605
QSE / ISS Eng.
Dr. Jamal Bentahar
5382
[email protected]
Translation
Dr. Danièle Marcoux
7894
[email protected]
Translation
(Coordinator)
Dr. Christine York
7526
[email protected]
Comp/Electrical
Engineering
Computer Science/
Software Engineering
Extension
EMAIL
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
24