Telfer CO-OP Final Report Guidelines

The work-term report is an important part of quality co-operative education programs. The assignment provides you with the opportunity to report on your experience with your CO-OP employer and on how the experience related to your learning. Ideally, the report facilitates the integration of knowledge and practice.

 

Please note that as a University of Ottawa student, you must use your University of Ottawa address for all e-mail correspondence related to your CO-OP work term.  In the event your faculty CO-OP team member needs to communicate with you, they will use your University of Ottawa e-mail address.  It is your responsibility to monitor this regularly.

The Telfer School of Management Final CO-OP Report Guidelines, also known as the “Telfer  CO-OP Guidelines", are specifically tailored to Telfer students to support achieving your learning objectives, performance objectives and leadership development objectives in your work terms, to benefit both your academic studies and your future professional career in management. 

The CO-OP final report is an opportunity for you to reflect on and synthesize your work term experiences in a meaningful way as you prepare for your future career. The very best reports draw the reader into the experience so effectively that the reader “lives” the experience from your eyes. You also take responsibility and demonstrate professionalism in your work.

For students doing an 8-month continuous work term, please refer to Section 3.0 below.

Upload your CO-OP report in .pdf format to COOP Navigator. Be sure to check under “Upcoming Key Dates” on the CO-OP program website for the exact deadline date.

Your final report must include the following five required elements:

  1. signed statement of academic integrity;
  2. main report;
  3. employer’s mid-term evaluation;
  4. employer’s final evaluation, in its entirety; and
  5. student post-work term evaluation.

Upon evaluation of your work-term report, you will receive comments and confirmation whether your final report is either a PASS; or FAIL.

  • In some cases, you may be accorded a chance to resubmit at the discretion of your faculty CO-OP team member. Being accorded a chance to resubmit is not automatic in all cases. If you are allowed to resubmit, you will receive specific suggestions for improvement and a due date for re-submission. If that re-submission does not meet expectations, or a re-submission is not received by the re-submission deadline given, you will receive a grade of Fail on your CO-OP final report.

If you do not submit and upload a satisfactory final report by the stated deadline, you will:

  • receive a grade of INC (for non-submission) or F on your transcript for your CO-OP work term, which will count as a 0 in the calculation of your grade point average;
  • not earn the 3 credits from the CO-OP work term; and  
  • be withdrawn from the CO-OP program.

Please note that it is possible to receive an excellent employer evaluation and still not achieve a passing grade on your final report.

2.1 Formatting and Organization of the Report

  • Organize your report in clear sections with headings and subheadings.
  • Electronic documents should be submitted in .pdf format.
  • The report must include all required elements as one integrated report.  
  • Please use Times New Roman 10 point font, single-spaced.
  • Include page numbers
  • Be sure to proofread and edit your report carefully.
  • The body of the report should be around 6 pages (not including cover letter, title page, ethics, detailed summary, table of contents, bibliography and appendices)

2.2 Elements and Structure of the Report (for elements and structure of a confidential report see section 4.0)

The final report should contain the following elements, each tailored to the content of your report and your experiences during your work term, and respect the following order:

  • Professional cover letter, addressed to either faculty CO-OP team member
  • Title page with organization’s logo
  • Executive summary
  • Table of contents, including a list of appendices
  • Signed statement of academic integrity
  • Report itself, including the following numbered sections:
    1. Introduction
    2. Description of the organization and organizational unit
    3. Duties and responsibilities
    4. Work-term Objectives and Reflections
    5. Conclusion, including your career aspirations
  • References
  • Appendices, include a list of your objectives (two learning, three performance objectives) and identify which, if any, are related to the uOCompetencies (Institutional Competencies); a glossary of acronyms (if you have five or more in the text); the employer’s mid-term evaluation, the employer’s final evaluation; and student post-work term evaluation. 

The following sections provide details on these elements.

2.2.1  Professional cover letter

The cover letter should be professionally-written, single-spaced, succinct, and should follow appropriate business format. Please address it to Professor Muriel Mignerat.

The cover letter must contain the following information:

  1. Your full address (your permanent address and University e-mail address)
  2. Date
  3. Salutation
  4. Subject
  5. Your CO-OP course code and if this was your first, second, third or fourth work-term
  6. The uOCompetencies selected for your work-term (see section 2.2.6)
  7. Name of employer and name of supervisor
  8. Position held and/or position title
  9. Acknowledgements to your supervisor and those at the work term site who supported you
  10. Your own overall evaluation of this work term
  11. Your handwritten or digital signature, your name and student number

 

2.2.2.  Report title page

The title page must include,

  • the title of your report (be specific and creative)
  • your name and student number
  • the logo of your organization, if permitted, if not use a pertinent illustration

Please mention directly on the title page if your report will be “confidential” (see section 4.0 for what to submit to whom when writing a confidential report).

2.2.3   Statement of academic integrity

Carefully read the information on the following website Academic fraud | Office of the Vice-President Academic and Provost | University of Ottawa. Be sure to include a signed and dated copy of Appendix A - Statement of Academic Integrity.

2.2.4   Table of Contents

Include a well-organized table of contents with page numbers. Number your sections and subsections accordingly. List your Appendices with a clear title. Label each Appendix section as A, B, C and so forth, as well as a title. 

2.2.5   Executive Summary

The executive summary should be a single-spaced 1-page document.

  1. Briefly describe the organization where you did your internship, including tasks and responsibilities
  2. Name the uOCompetencies selected for your work term and those you have previously explored
  3. Report on your progress concerning your learning and performance goals

*Please see in section 4.0 Confidential reports what is necessary to be uploaded into the COOP Navigator.

2.2.6   Main Body of the Report

The main body of the report should be about six to ten single-spaced pages. Please use Times New Roman font in 10 points format.  

1. Introduction: briefly present the content and structure of your report (approximately 250 words or ½ page).

2. Presentation of the organization (management and service) and the work unit (approximately 250 words or ½ page).

Briefly describe the organization and divisions (Branches, Departments, Work units). Include the number of employees. You may wish to include subsections 2.1, 2.2, etc.

3. A brief description of your work term including: projects, assignments, duties, and responsibilities (approximately 250 words or ½ page).

Outline the work and summarize the tasks, projects, and assignments you undertook, but save more detail for those described in the body of your report. Note that the introduction differs from the executive summary (use discretion as to what you mention for confidential work)

4. Work-term Objectives and Experiences

Here you will present your detailed analysis of the progress made against your learning and performance objectives as well as the selected uOCompetencies. It is not a question of describing the objectives / competencies or the detail of the daily tasks which were incumbent upon you, but of analyzing your progress through questions A, B, C and D below.

Reminder: At the start of the work term, you had to set some objectives using the SMARTS framework (Specific, Measurable, Achievable, Rewarding, Time-sensitive and Shared). Now use the framework to assess and analyze the results of your actions.

Reminder: It is mandatory to review 3 uOCompetencies learning modules per work term. You may follow the proposed schedule or select the competencies on your own. Find the learning modules and instructions under section 1.3 of the Work Term Excellence module on the COOP Virtual Campus (Brightspace) Course. 

Answer the following questions with regard to your entire work term.

A. How have the performance objectives you established with your supervisor at the start of the work term helped you develop professional skills? (Approximately 500 words / 1 page.) Each of your performance objectives should be clearly analyzed separately by using the SMARTS system. Note that this is not about explaining that your goals are measurable but about presenting the results of those measurements. Explain concretely how you achieved each goal.

Identify if one or more of these objectives are related to the uOCompetencies. Describe the measured results obtained while adding a reflection on how these helped you to develop professional skills and/or uOCompetencies.

 

B. How have the learning objectives you established with your supervisor at the start of the work term helped you develop your theoretical learning? (About 500 words / 1 page.) Each of your learning objectives should be clearly analyzed separately, using the SMARTS approach. Note that this is not about explaining that your goals are measurable but, like performance goals, about presenting the results of those metrics. Explain concretely how you achieved each goal.

Specify whether one or both of the objectives relate to the uOCompetencies of the University of Ottawa. If applicable, explain how they helped you to develop professional and / or institutional skills.

C. How did your coop placement allow you to apply your theoretical learning, and how will your internship be useful for the rest of your studies? (About 500 words / 1 page.) Some questions to guide your reflections

  • Explain in detail the projects you carried out and how they were related to your academic learning. Clearly specify the elements of the basic courses that applied, and say whether they were useful or not in carrying out the tasks and projects assigned to you during the work term. Remember to quote the course codes of the courses you mention so that we can summarize the comments from the reports. For example, you could explain which course, approach or theory helped you in a task during your work term.
  • Indicate how your work term experience will help you in your next semester courses (for example, you could talk about your learning method or your choice of course, citing the course codes you are planning to take).
  • Discuss how the academic knowledge you have acquired so far at the University of Ottawa will help you better understand your future CO-OP and your career aspirations. Be specific about what these plans will be, specifying what type of future internships and / or permanent positions you will be looking for and why you will be better prepared.
  • Think about the knowledge and skills you need to acquire to be promoted to a position in which you want to work.
  • Regarding the structure and internal policies of your employer, what links can you establish with your management courses such as human resources, finance or marketing?

D. Review the uOCompetencies selected for your internship by examining the BrightSpace modules to discuss how you used, developed or integrated them into your internship. (About 500 words / 1 page.)

Some questions to guide your reflections

  • How did you develop, use or improve the selected competencies during your last CO-OP work-term?
  • How were these competencies perceived or integrated in your workplace?
  • Have you observed any of these competencies practiced by your classmates, colleagues, supervisors or managers? If so, how?
  • How do the internal policies of your workplace help promote (or not) these competencies to its employees?
  • How does your workplace contribute to promoting these essential skills within its sector of activity (or society in general)?

E. Work-term reflections allow you to assess your performance with a critical eye and deepen your reflections on your career and your professional ambitions. By putting everything in writing, you will also be able to more easily create links not only between your work-term and your program, but also between your values ​​and your convictions - an important aspect for determining a rewarding professional path. In many careers, self-reflection on performance is an integral part of the lifelong learning process. (About 500 words / 1 page.)

  • What were your expectations for your co-op work-term? Were they satisfied? Why?
  • What did you get out of your co-op interview process? Based on this experience, what will you do differently next time?
  • Are you surprised by the skills you are in the process of acquiring during your work-term, or by certain specific skills or preferences that you discovered? Are there any skills that you would have liked to have learned?
  • Do you have a better idea of ​​the type of co-op work-term you would like to get next time? Explain your answer.

 

5. Conclusion (about 500 words / 1 page)

 This is where you summarize the experience as a whole. It is also where you can give constructive feedback. When providing us with any feedback you should consider these questions:

■Your employers: How might your employers improve the environment for CO-OP and/or improve their processes or products?

■The CO-OP and Careers office: Did your CO-OP work term provide a suitable environment for you to expand your knowledge and skills, and enhance your career? How might the CO-OP process be improved? How can employers and their needs be better understood?

■Telfer Faculty: How could the courses or program be improved to assist you in landing your next work term? How could companies be better engaged in terms of events/collaboration?

2.2.7  References

Include a bibliography of DIVERSIFIED references, current and relevant, including:

  • academic sources (articles from scientific journals, textbooks for example - these documents could have been read in class as part of your courses),
  • sources internal to your organization: documents published on the organization's website, interviews for example

If in doubt about the presentation of sources, refer to an editorial guide (APA, Canadian, Chicago, Turabian or any other recognized guide).

It is very important to note that:

  1. Wikipedia is NOT an acceptable source;
  2. the organization's website is not a sufficient source in itself;
  3. all references must be cited in the body of the text.

2.2.8   Appendices

Include the following appendices:

  1. Glossary of acronyms, if your text has more than five acronyms;
  2. The list of your objectives (two learning and three performance);
  3.  The uOCompetencies selected for your work term;
  4. Employer’s mid-term evaluation;
  5. Employer’s final evaluation. Include the ENTIRE completed form, including the name of the supervisor and summative evaluation; and
  6. Student post work-term evaluation. Please add suggestions for areas of improvement, if you have indicated areas of dissatisfaction. If necessary, add an extra page of suggestions.

3.0   Telfer students on an 8-month CO-OP work term

If you are doing two consecutive four-month work terms within the same organization, please:

Upload an interim progress report in the form of a business letter in .pdf format on the COOP Navigator. Be sure to check under “Upcoming Key Dates” on the CO-OP program website for the exact deadline date.

  • This should be in the form of a business letter of up to 1,000 words or up to two single-spaced pages. Please note that a reference list, executive summary and table of contents are NOT required for this interim report. You must however attach and upload a completed employer’s evaluation and your student evaluation forms to the business letter, as appendices.

This should include the following elements:

  • Your full name, student number, your permanent address and University email address
  • Date
  • Subject
  • Your CO-OP course code
  • Salutation to Professor Muriel Mignerat
  • Name of employer and name of supervisor
  • Position held and/or position title
  • Briefly describe the organization and your main responsibilities
  • List of two learning objectives, three performance objectives and identify which if any are related to uOCompetencies
  • Your CO-OP course code and if this was your first, second, third or fourth work-term
  • Name the uOCompetencies selected for your work-term (see section 2.2.6)
  • Your assessment of your own overall progress and evaluation of this work term
  • Your signature, your name and student number
  • A complete employer’s evaluation should be appended
  • A student evaluation form should be appended to the business letter.

Upload your 8-month Final CO-OP Report in .pdf format on the COOP Navigator. Be sure to check under “Upcoming Key Dates” on the CO-OP program website for the exact deadline date.

This six to ten page final report should contain each of the uOCompetencies you have explored following the instructions of Section 2.0 above.

If you are doing three consecutive work terms within the same organization (without a study period in between), please proceed as above. However, you will need to submit a second ‘interim report’ at the close of the second of three consecutive work terms.

4.0  Telfer CO-OP Confidential reports

All Telfer CO-OP reports are deemed and treated as strictly confidential. In some cases, your supervisor at your work-term placement may request that they would like the report assessed internally. If so, please email the employer request to a member of the Telfer CO-OP faculty team as soon as possible and at least 20 business days before the report due date.

Even if you are granted the permission to write a confidential work-term report, it should contain the following elements, each tailored to the content of your report and your experiences during your work term, and respect the following order:

  • Professional cover letter, addressed to either faculty CO-OP team members (see section 2.21 – to be handed in to both Professor and Employer)
  • Title page with organization’s logo (see section 2.2.2- to be handed in to both Professor and Employer)
  • Executive summary (see section 2.2.5 – to be handed in ONLY to your employer)
  • Table of contents, including a list of appendices (see section 2.2.4 - to be handed in to both Professor and Employer)
  • Signed statement of academic integrity (see section 2.2.3 - to be handed in to both Professor and Employer)
  • Report itself, including the following numbered sections:
    1. Introduction (see section 2.2.6 - to be handed in to both Professor and Employer)
    2. Description of the organization and organizational unit (see section 2.2.6 – To be handed in to the employer)
    3. Duties and responsibilities (see section 2.2.6 - To be handed in to the employer)
    4. Work-term Objectives, uOCompetencies and reflections (see section 2.2.6 - to be handed in to both Professor and Employer)
    5. Conclusion, including your career aspirations. (see section 2.2.6 - to be handed in to both Professor and Employer)
    6. References (see section 2.2.6 - to be handed in to both Professor and Employer)

Appendices, including a list of your objectives (two learning, three performance) and identify if one or more of these objectives are related to the uOCompetencies (see section 2.2.6); a glossary of acronyms, if you have five or more in the text; the employer’s mid-term evaluation, the employer’s final evaluation; and student post-work term evaluation. (see section 2.2.6 - to be handed in to both Professor and Employer)

5.0   Telfer School CO-OP Assistance

If you have further questions regarding the Telfer CO-OP guidelines and submissions, please contact Professor: David Large

For planning your academic/CO-OP program, please contact Stéphanie Dion at [email protected]