Regulations and procedures governing co-operative education programs

At the University of Ottawa, all co-operative education programs are optional. Admission is selective, with the assessment of applicants taking the form of a competition based on academic performance, on the likelihood of placement and on one's chances of completing the required number of work terms in the alternating work/study term sequence approved for the discipline. Furthermore, all applicants must be Canadian citizens, permanent residents (landed-immigrant status) or international students (student authorization or diplomat).

1.1. Students not yet registered at the University of Ottawa

When applying for regular admission to the University, students can also apply for direct admission into any CO-OP program except biomedical science, translation and those at the master's level. The average required to be eligible for direct admission into CO-OP is the following:

1. 80% or more for students admitted in first year;
2. 75% or more for applicants who have completed at least two years of cegep.

To keep their reserved spot in CO-OP, students must obtain a cumulative grade point average of at least 8.0 and meet the specific admission requirements of their respective CO-OP program until they are formally admitted into CO-OP (September 30 or February 1, depending on the program). Otherwise, they lose their reserved spot in CO-OP and have to compete with regular applicants for admission.

1.2. Students registered at the University of Ottawa

Full-time students registered at the University of Ottawa apply for admission to CO-OP through their uOzone account by clicking on 'COOP Navigator' from the 'Applications' menu. The application deadline is September 30 of the second year of studies for all disciplines except accounting, physics, biopharmaceutical science and biomedical science. The deadline for these disciplines is February 1 of second year. Other exceptions include the translation and chemistry applications which need to be submitted by September 30 of the third year of studies.

Students registered at the graduate level must apply to CO-OP before September 30 of the first year of studies.

For programs with the September 30 application deadline, admission decisions are based on the cumulative grade point average at the time of application. For master's-level students or for those arriving with advanced standing (i.e. no university CGPA yet available), admission decisions are based on the admission average. For programs with the February 1 application deadline, admission decisions are based on the cumulative grade point average after the winter session that precedes the first work term.

Admission requirements vary from one program to the next. Current admission criteria for each specific program are listed on the CO-OP website.

1.3. Credit for work terms completed at another university

When students who are admitted to a University of Ottawa CO-OP program want advanced standing for work terms completed at another university, they must present their request directly to the CO-OP Programs Office, making sure to include the following information:

• an official letter from the previous university that confirms the student's participation in the CO-OP program;
• a job description for the work terms completed;
• an official transcript as proof that the work terms were successfully completed.

In association with department representatives, the CO-OP Office determines whether the work experience is relevant for the current degree and whether it meets both the University of Ottawa's program standards and those of the CEWIL Canada. If the equivalency is approved, the CO-OP Office notifies the faculty concerned that the student qualifies for advanced standing.

The number of work terms accepted as equivalencies cannot represent more than 50% of the total required for completion of the CO-OP program at the University of Ottawa. Also, equivalencies are granted only when the admitted student isn't able to complete the three work terms required (because of the number of credits remaining in the program of studies).

Students admitted into CO-OP agree to comply with the CO-OP Admission Agreement.

2.1. Fees and courses

CO-OP fees
CO-OP students must pay a CO-OP administrative fee for the session before the first work term and then for every work term, up to and including the last one.

This non-refundable fee is set by the University and announced by the Registrar each year.

Students who are not placed for a work term must pay the CO-OP fee for the study session before that work term (if applicable), but they do not pay the CO-OP fee for the work term they miss.

In addition, for each of their study sessions, CO-OP students must pay the tuition and incidental fees charged to students in the corresponding regular degree program. They must also pay tuition for extra courses taken during work terms.

Normally, students can take a maximum of one three-credit night course during a work term, as long as this does not alter the work/study sequence approved for their discipline.

Once admitted, students must maintain their full-time registration in CO-OP every session until they have met all the requirements of the program.

2.2. Program withdrawals

If a student withdraws voluntarily from CO-OP, the withdrawal comes into effect as follows:

• at the end of the term if the student is on a study session and is withdrawing in accordance with CO-OP withdrawal deadlines;
• at the end of the next study session if the student is on a work term.

Note: Students having agreed to participate in the placement process may not withdraw until the end of the following work term (see Section 4, Placements).

Students who withdraw from a CO-OP program cannot be readmitted to the same CO-OP program later. They may pursue the regular (non CO-OP) program if faculty regulations allow. The CO-OP certification does not appear on their diploma.

3.1. Sequences and requests to modify them

CO-OP students must follow a prescribed work/study-session sequence. If they want to change this sequence, they must write an email to the CO-OP Office, outlining the exceptional reasons for the request. The CO-OP Office is responsible for deciding on the request. If the request stems from medical reasons, a medical certificate (refer to Academic Regulation 9.5) must accompany the email.

3.2. Impact of failed program courses on sequence

Students who fail a compulsory course that is also a prerequisite for a course to be taken during the following study session must consult with the CO-OP Office to see if they can continue in the program.

3.3. Impact of program changes on sequence

Students who want to change their program while in CO-OP must be in good academic standing and must discuss this with the CO-OP Office before requesting the change. To remain in CO-OP in the new program, students must be able to follow that program's work/study sequence and complete at least three work terms. If a minimum of three work terms is not possible, an evaluation can be done to determine if any of the work terms completed for the current program can count in the new program.

4.1. CO-OP placement process

At the beginning of a study session during which students seek employment, they must register full time for the regular courses before the deadline set by the CO-OP Office. As indicated in the CO-OP Admission Agreement, the CO-OP Office will register each student for his or her work-term course. This applies to students returning to their previous employer or intending to find their own job.

Students must tell the CO-OP Office by the prescribed date (at the beginning of first round) if they intend to either participate in the placement process, or return to an employer, or find their own job. Failure to do so may result in their being withdrawn from CO-OP, and this entails a grade of ABS. What's more, students have to pay CO-OP fees for the work-term session.

Once committed to the work-term course (same cut-off date as that for withdrawing from the program and for declaring one's intentions to apply for jobs, to return to a previous employer or to find one's own job), students must complete the course; otherwise, they will be withdrawn from CO-OP, and this entails a grade of ABS. What's more, students have to pay CO-OP fees for the work-term session.

Jobs not obtained through the CO-OP Office must be evaluated by the CO-OP Office before they can count as a valid placement.

Students seeking employment through the CO-OP Office must observe the deadlines and follow the placement instructions issued by the Office. The CO-OP Office forwards the students' résumé, their latest transcript and a one-page summary of their CO-OP file to the employers.

Students are also required to apply for a reasonable number of jobs. This number is set by the CO-OP Office according to the number of postings available.

4.2. CO-OP Placement Rounds (Second Round)

The placement process (interview process) has two rounds. Students who chose to participate in this process and do not withdraw from the process (to find their own job or to return to a previous employer) rank their jobs in order of preference at the end of the first round. If they are not matched with an employer after the first round, students move on to a second round (also called the "continuous placement process'). To move into second round, students must have actively participated in the first round.

During the second-round placement, students must rank each job after each interview. The only exception to this rule is for students who have more than one interview scheduled within 24 hours. In those cases, students are expected to rank jobs in order of preference after their last interview in the 24-hour period.

Students seeking employment through the interviews arranged by the CO-OP Office may not contact participating employers without the prior approval of the CO-OP Office.

Students who participate in the interview process must

• attend all their individual interviews at the time and date specified in the interview schedule (interviews can be held during reading week periods);
• rank the jobs for which they were interviewed; in first round, they may drop only one job from their ranking;
• once the ranking form is submitted, accept the position assigned to them by the CO-OP Office;
• stop searching for another placement, report to the employer at the beginning of the work term and complete the work term with that employer.

Students who miss an individual interview or are late for an interview without cause may be withdrawn from the placement process and be required to find their own CO-OP job. Those who miss several interviews or who do not comply with the job-placement rules may receive an "ABS' for their work-term course, unless they can prove to the CO-OP Office that exceptional circumstances apply. If a student refuses the placement assigned by the CO-OP Office or wishes to withdraw from a work term without cause, he or she is withdrawn at the end of the work term and receives a grade of "ABS' for the uncompleted work term.

Although the University of Ottawa tries to place all students registered in CO-OP, the University neither assumes any obligation in this regard, nor accepts responsibility if students suffer losses or damages before or during their employment.

4.3. International placements

There are specific criteria that you must meet if your job is to be approved as an international work term.

If a student wants to do an international work term, he or she must:

1. be in good standing with the Co-operative Education Programs
2. have already completed at least one CO-OP work term
3. have the CO-OP work term approved by the CO-OP Programs; to qualify as an international CO-OP work term, the job must:
   • be related to the student's program of studies
   • be full time
   • be 13-16 weeks in length
   • be paid
   • be in a safe location as determined by the Department of Foreign Affairs and International Trade, and by the University of Ottawa's International Office. (Note: A student's familiarity with the city/country does not outweigh the DFAIT rating system and the International Office's recommendation.)

Note: Some exceptions can be made to certain requirements.

Note: Students in the Faculty of Social Sciences. Those who want Faculty course credits for their international work term must obtain written permission from the CO-OP Programs and provide it to the Faculty of Social Sciences. This is important for the work-study sequence.

Additionally, a student must:

4. complete a pre-departure session; a student's eligibility for international mobility bursaries depends on his or her attendance at a pre-departure training session; remember some bursaries are possible only for non-paid work terms;
5. purchase adequate travel insurance that includes unlimited repatriation (we recommend Maritime Travel); note that coverage with a parents' work insurance is not accepted;
6. sign a Release of Liability, Waiver of Claims, Assumptions of Risks, Authorization and Indemnity Agreement;
7. complete the International CO-OP Work Term Emergency Contacts form;
8. provide a copy of travel itinerary;
9. provide e-mail copy of travel registration with the Department of Foreign Affairs and International Trade;
10. as appropriate, provide copies of the work visa or permit; some students may have to secure letters of permission from the CO-OP Programs;
11. receive and carry the CO-OP 24-hour Emergency Contact Number business card;
12. upon arrival, immediately complete the on-site visit information in the COOP Navigator with the work details and send the CO-OP Office an e-mail confirming safe arrival; if the on-site visit information is not completed and we do not receive an e-mail confirming safe arrival within 30 days of the work term start date, the CO-OP Office will call the emergency contacts provided.

Normally, work terms last a maximum of 17 weeks and a minimum of 13 weeks. The CO-OP Office sets the dates for the beginning and end of work terms. However, to suit the needs of the employer and the students, these dates can sometimes be adjusted when the contract is signed. Changes to the official dates require the consent of the CO-OP Office. Work terms under 13 weeks are usually not valid. Employers must pay CO-OP students for all work terms.

The CO-OP Office posts a salary survey on its website that all employers and students can view for informational purposes. Ultimately, the employer determines the salary, and earnings can vary from one work term to the next. The CO-OP Office does not play a role or take part in salary negotiations or determinations.

Strikes

In case of a strike, students must immediately inform the CO-OP Office. Under no circumstances is the University responsible for loss of salary.

Dismissals

If an employer dismisses a student, the CO-OP Office conducts a thorough investigation and reports to the Coordinating Committee. If the dismissal is considered justified, the student is given an "F' for the work-term course.

In case of a strike or a dismissal without cause, the Coordinating Committee decides whether the student must withdraw from the work-term course or has worked long enough to meet the length requirement of a work term.

Security clearance

If the results of a student's security clearance are delayed and the start date of a CO-OP placement must subsequently be pushed back, the student must advise the CO-OP office immediately. The University is not responsible for any losses a student may incur due to such a delay.

Once students have committed to the work-term course, they cannot withdraw from this course without the permission of the CO-OP Office. Students quitting the placement process without the approval of the CO-OP Office are withdrawn at the end of the work term and receive a grade of "ABS" for that uncompleted work-term course.

As part of the work-term course, students must submit a work-term report by the date indicated in the student calendar.

The grade for the work-term course takes into account both the report and the employer's evaluation. Students who do not submit a report receive a grade of "EIN" for the course and are withdrawn from CO-OP.

IF A STUDENT RECEIVES AN "F", AN "EIN" OR AN "ABS" FOR A WORK-TERM COURSE, HE OR SHE IS WITHDRAWN FROM CO-OP.

An "EIN", "F" or "ABS" is equivalent to a failing grade (0) and affects the student's cumulative grade point average.

As a general rule, credits for CO-OP work terms cannot be used to get advanced standing in other courses.

CO-OP students who meet the requirements of the regular honours program can obtain the "CO-OP" certification on their transcript if they

• have the minimum CGPA required for the CO-OP program (6.0 in all undergraduate programs and 7.0 in graduate programs);
• have successfully completed all the work-term courses for their discipline; exceptionally, where four or more work terms are required, the CO-OP Office may reduce the number of work-term courses required by one if the student is not placed, is given advanced standing, or is confirmed ill by a certificate from the University's Health Service.

At the end of each session, the Coordinating Committee reviews the performance of all CO-OP students. It recommends that the faculty concerned place CO-OP students on "probation for CO-OP" if they have failed to maintain a CGPA of at least 6.0 in all undergraduate programs and 7.0 in all graduate programs. Students on "probation for CO-OP" are removed from probation if they upgrade their CGPA to the minimum required for the program. Probation cannot last more than two consecutive study terms, and students who have not upgraded their performance by this deadline must withdraw from CO-OP.

Students affected by Committee decisions are advised of their right to appeal.

1. Appeals for academic matters are referred to the appropriate faculty within two weeks of the notification of a Committee decision. The faculty advises the chairperson of its decision.
2. Appeals for non-academic matters are addressed to the chairperson in writing within two weeks of notification of the Committee decision. The Appeals Committee (see no. 3 below) meets no later than 10 working days after the appeal has been received and renders a decision no more than two weeks after having met.
3. The Appeals Committee consists of three professors chosen from a list approved by the Vice-President, Academic and Provost.
4. The decisions of the Appeals Committee may be further appealed to the Senate Appeals Committee, whose decision is final.

Admission to University of Ottawa mandatory CO-OP programs takes place when students are admitted to their program of studies. To participate in the CO-OP program, students must be able to complete the work terms required by the CO-OP program that are approved for their discipline. Moreover, all applicants must be Canadian citizens, permanent residents or international students authorized to work in Canada (work visa).

Note: only students who maintain a good academic performance during their first session of studies (i.e. have successfully passed common core courses and whose GPA is at least 5.0) may officially begin the CO-OP program. Students whose academic performance does not meet this standard will be required to improve their marks in subsequent sessions before being allowed to begin the CO-OP program during the next session. No student will be allowed to begin the CO-OP program before having demonstrated good academic performance. 

Credit for work terms completed at another university

Any student admitted to a University of Ottawa mandatory CO-OP program who wishes to be granted advanced standing for a work term completed at another university must submit a request directly to the CO-OP Programs Office, making sure to include the following information:

• an official letter from the previous university confirming the student’s participation in a co-op program;
• job description(s) of the work term(s) completed;
• an official transcript attesting to the successful completion of the work term(s).

In association with department representatives, the CO-OP Office will determine whether the work term experience is relevant to the student’s current program and whether the work terms themselves meet the standards set by the University of Ottawa and the CEWIL Canada. If the equivalency is granted, the CO-OP Office will inform the faculty concerned that the student qualifies for advanced standing.

However, the number of work terms for which advanced standing may be granted may not exceed 50% of the number of work terms required by the University of Ottawa’s CO-OP program. Furthermore, advanced standing for work terms will only be granted to students who are unable to complete the three work terms required because they have only a limited number of credits remaining in their program of studies.

All students admitted into the CO-OP program must agree to comply with the Mandatory CO-OP Program Admission Agreement.

Fees and courses

CO-OP fees
As a student in a mandatory CO-OP program, you also pay CO-OP fees (announced every year by the Registrar) during each study term.

This non-refundable fee is set by the University and announced by the Registrar’s Office each year.

In addition, for each of their study sessions, CO-OP students must pay the tuition and incidental fees charged to students in the corresponding regular degree program. They must also pay tuition for extra courses taken during work terms.

Normally, students can take a maximum of one 3-credit night course during a work term, as long as this does not alter the work/study sequence approved for their discipline.

Once admitted, students must maintain their full-time registration in the CO-OP program for every session until they have met all their program requirements.

Sequences and requests to modify them

Students must follow the work-study sequence for the mandatory CO-OP program because success in their program of studies is tied to successfully completing each session in turn. Students who wish to change this sequence must submit a request by email to the CO-OP Office that outlines the exceptional reasons for which they wish to change their sequence, at which point the CO-OP Office will decide whether or not to grant this request. If the request stems from medical reasons, a medical certificate (refer to Academic Regulation 9.5) must accompany the email.

Impact of failed program courses on sequence

Students who fail a compulsory course that is also a prerequisite for a course to be taken during the following study session must make an appointment with the CO-OP Office to determine the impact of the failure on their academic progress.

Impact of program changes on sequence

Students who wish to change their program while in CO-OP must be in good academic standing and must discuss this possibility with the CO-OP Office before requesting the change. To remain in CO-OP in the new program, students must be able to follow that program's work/study sequence and complete at least three work terms. If a minimum of three work terms is not possible, the completed work terms may be evaluated to determine whether any qualify for the new program.

CO-OP placement process

At the beginning of a study session during which students seek employment, they must register full time for regular courses before the deadline set by the CO-OP Office. As indicated in the Mandatory CO-OP Program Admission Agreement, the CO-OP Office will register students for their work term course.

Students must inform the CO-OP Office by the prescribed date (at the beginning of first round) whether they intend to either participate in the placement process, return to a previous employer, or find their own job. Failure to do so may result in their having to find their own CO-OP placement.

Students seeking employment through the CO-OP Office must observe the deadlines and follow the placement instructions issued by the Office. Work term positions not obtained through the CO-OP Office must be evaluated by the CO-OP Office before they can count as a valid placement.

The CO-OP Office forwards the students' résumé and their latest transcript of their CO-OP file to potential employers.

During the placement process, students are also required to apply for a reasonable number of jobs. This number is set by the CO-OP Office according to the number of job postings available.

CO-OP Placement Rounds (Second Round)

The placement process (interview process) has two rounds. Students who chose to participate in this process and do not withdraw from the process (to find their own job or to return to a previous employer) rank their jobs in order of preference at the end of the first round. If they are not matched with an employer after the first round, students move on to a second round (also called the "continuous placement process”). To move into second round, students must have actively participated in the first round.

During second-round placement, students must rank each job after each interview. The only exception to this rule is for students who have more than one interview scheduled within 24 hours. In such cases, students are expected to rank jobs in order of preference after their last interview within the 24-hour period.

Students seeking employment through interviews arranged by the CO-OP Office may not contact participating employers without the prior approval of the CO-OP Office.

Students who participate in the interview process must

• attend all their individual interviews at the time and date specified in the interview schedule (interviews can be held during reading week periods);
• rank the jobs for which they were interviewed; in first round, they may drop only one job from their ranking;
• once the ranking form is submitted, accept the position assigned to them by the CO-OP Office;
• stop searching for another placement, report to the employer at the beginning of the work term and complete the work term with that employer.

Students who miss an individual interview or are late for an interview without cause may be withdrawn from the placement process and be required to find their own CO-OP job. Students who miss several interviews, or who do not comply with the requirements stated above, to the satisfaction of the CO-OP Office, without exceptional reasons, may be withdrawn from the program of studies. Furthermore, any student who refuses to take the job assigned to him/her may also be withdrawn from the program of studies.

Although the University of Ottawa tries to place all students registered in CO-OP, the University neither assumes any obligation in this regard, nor accepts responsibility if students suffer losses or damages before or during their employment.

International placements

Students who seek approval for approval of international work term positions must meet certain conditions:

Students who wish to undertake an international work term must:

1. be in good standing with the Co-operative Education Programs
2. have already completed at least one CO-OP work term
3. have the CO-OP work term approved by the CO-OP Programs; to qualify as an international CO-OP work term, the job must:
   1. be related to the student's program of studies
   2. be full time
   3. be between 13 and 16 weeks in length
   4. be in a safe location as determined by the Global Affairs Canada (GAC), and by the University of Ottawa's International Office. (Note: A student's familiarity with the city/country does not outweigh the GAC rating system and the International Office's recommendation.)
   5. Note: Some exceptions can apply to certain requirements.
4. In addition, students must:
5. attend a pre-departure session; a student's eligibility for international mobility scholarships depends on his or her attendance at a pre-departure training session; however, please bear in mind that some scholarships are only granted to students on unpaid international mobility opportunities;
6. purchase adequate travel insurance that includes unlimited repatriation coverage (we recommend Maritime Travel); note that coverage under a parent’s work insurance is not acceptable;
7. sign a Release of Liability, Waiver of Claims, Assumptions of Risks, Authorization and Indemnity Agreement;
8. complete the International CO-OP Work Term Emergency Contacts form;
9. provide a copy of their travel itinerary;
10. provide a copy of the email stating their travel registration with Global Affairs Canada;
11. as appropriate, provide copies of the work visa or permit; some students may need to secure letters of permission from the CO-OP Programs;
12. receive and carry the CO-OP 24-hour Emergency Contact Number business card;
13. upon arrival, immediately fill out the on-site visit information work details in the COOP Navigator and send an email to the CO-OP Office confirming safe arrival; if the on-site visit information is not completed and the CO-OP Office does not receive an email confirming safe arrival within 30 days of the start of the work term, the CO-OP Office will call the emergency contacts provided.

Normally, work terms last a maximum of 17 weeks and a minimum of 13 weeks. The CO-OP Office sets the dates for the beginning and end of work terms. However, to suit the needs of the employer and the student, these dates can sometimes be adjusted at contract signing. Changes to the official dates require the approval of the CO-OP Office. Work terms under 13 weeks are usually not approved. Employers must pay CO-OP students for all work terms, and to this end, the CO-OP Office provides employers with salary surveys before each work term.

The CO-OP Office posts a salary survey on its website that all employers and students can view for information purposes. Ultimately, the employer determines the salary, and earnings can vary from one work term to the next. The CO-OP Office does not play a role or take part in salary negotiations or determinations.

Strikes: Students must immediately inform the CO-OP office if a strike is initiated. Under no circumstances is the University responsible for loss of salary.

Dismissal: The CO-OP Office will launch an in-depth investigation whenever a student is dismissed. If the dismissal is considered justified, the student may be given an "F' for the work term course. A meeting will be held between the student, the department and the CO-OP office to draft a plan aimed at correcting the situation in upcoming work terms.

In case of a strike or a dismissal without cause, the Coordinating Committee will decide whether the student must withdraw from the work term course or has worked long enough to meet the work term requirements.

Security Clearance: Students must immediately notify the CO-OP Office if their employer must postpone the beginning of the work term due to a delay in obtaining a security clearance. The University is not responsible for any losses a student may incur due to such a delay.

Once students have committed to the work term course, they cannot withdraw from this course without the permission of the CO-OP Office. Students who withdraw from the CO-OP program without prior approval will receive a grade of “ABS” for the course and may also be withdrawn from their program of studies.

As part of the work term course, students must submit a work term report by the date indicated in the student calendar (usually two weeks after classes resume).

The grade for the work term course takes into account both the report and the employer's evaluation. Students who do not submit a report will receive a grade of "EIN" for the course.

Students who receive an “F”, “EIN” or “ABS” for a work term

An "EIN", "F" or "ABS" is equivalent to a failing grade (0) and affects the student's cumulative grade point average. For mandatory CO-OP programs, a student is automatically withdrawn from the program after failing two work terms.

To meet the requirements of the mandatory CO-OP program, students must:

1. meet the diploma grade point average (DGPA) required for their program (5.0);
2. have successfully completed all the work term courses for their discipline; in exceptional circumstances, the CO-OP Office may reduce the number of work terms required if one of the following cases applies: the student did not find a work term position, the student was granted advanced standing for one or more work terms, the student has presented medical reasons confirmed by a certificate issued by University Health Services.

The procedures that apply to probation for mandatory CO-OP programs are the same as those in place for the student’s program of study; namely, the faculty reviews the file to determine the probation measures to impose on students with poor academic performance. The faculty will notify the CO-OP Office, who will update the student’s file.

Students affected by Committee decisions will be notified of their right to appeal.

1. Appeals for academic matters are referred to the appropriate faculty within two weeks of the notification of a Committee decision. The Faculty will notify the Committee chair of their decision.
2. Appeals for non-academic matters are sent the chairperson in writing within two weeks of notification of the Committee decision. The Appeals Committee (see no. 3 below) meets no later than 10 working days after the appeal has been received and renders a decision no more than two weeks after having met.
3. The Appeals Committee consists of three professors chosen from a list approved by the Vice-President, Academic and Provost.
4. The decisions of the Appeals Committee may be further appealed to the Senate Appeals Committee, whose decision is final.