Graduate Work Term Checklist

Use these checklists to stay on track with important deliverables and due dates during each work term. It’s very important that you regularly review the checklist, to make sure you’ve completed the required tasks and are meeting the program requirements. Summer work terms are generally from May to August. Fall work terms are generally from September to December. Winter work terms are generally from January to April.

1 Register for Co-op Work Term Course
	As a continuing graduate student, you must pay any overdue tuition/fees in full before the Co-op Office can register you for your co-op work term. As with any other UBC course, the Co-op Work Term Course tuition payment may be made at a bank or directly to the Registrar’s Office through the SSC. INTERNATIONAL STUDENTS All Co-op students studying in Canada on a study permit must ensure they have a valid Co-op Work Permit and current Social Insurance Number (SIN) before the first day of employment. If you have questions about your co-op work permit or the Social Insurance Number (SIN), review the UBC International Student Guide and contact UBC International House for more information. Ensure you take your current co-op work permit and SIN to your employer for their records and payroll processing on the first day of work. Payment is due to the UBC Registrar’s Office by the deadline stated by UBC Student Services for all courses listed for that term. Please do not ask the Co-op Office to waive your Co-op Work Term Course tuition. It is applicable whether your job was found through the Co-op Office or through your own job search. Tuition is set by the University and must be paid for each 4-month Work Term.
2 Success in the Workplace Toolkit & Quiz
	Complete the Success in the Workplace Quiz – To measure and increase your preparedness for the workplace, all first work term co-op students must complete the Success in the Workplace Quiz located on Canvas. The scenarios presented in the quiz are based on situations commonly faced by co-op students in the workplace. To access the quiz, you must self-enrol in Canvas course using this link: https://ubc.instructure.com/enroll/DCJERJ. Before taking the quiz, we strongly recommend that you read the Success in the Workplace Toolkit, which is located on the Resources tab of PD Portal. This toolkit has been designed to help you prepare for your first (and last) day of work as well as to provide an overview of common workplace expectations, and a framework to assist you in developing effective strategies to navigate the workplace. Success in the Workplace Quiz is due BEFORE your first day of work for the work term
3 Submit work term waiver
	Complete your domestic or international work term waiver in PD Portal. Click Co-op -> View Related Forms (found under your current work term and employer) -> Select Domestic and International Work Term Waiver Work Term Waiver is due BEFORE your first day of work for the work term
4 UPDATE WORK TERM CONTACT INFORMATION
	Update your Work Term contact information and supervisor’s email address by logging into your PD Portal profile and editing your Work Term Information. Updated contact information in PD Portal due 2 weeks after your start date.
5 Meet with your supervisor
	Within the first week of employment, request a meeting with your supervisor to accomplish the following four items: Review your work term parameters and responsibilities. Review and discuss your Learning Objectives. If you are on your third work term, inform your supervisor that you have to complete a Work Term Assignment based on a project or problem that you, your department or company will be working on, and that you may require suggestions for possible topics. Advise your supervisor that they must complete the online end of term employer evaluation of student performance (an email with links and details will be sent to your supervisor during the last month of your work term) in order for you to successfully complete the work term. It is your responsibility to schedule a meeting with your supervisor during your first two weeks of employment.
6 Learning Objectives
	Career success is a self-managed process – you are in charge! Review the “Learning Objectives Toolkit” on PD Portal for steps and advice on writing your Learning Objectives. Write and submit your Learning Objectives via the Learning Objectives question prompts in PD Portal: Click Co-op -> View Related Forms (found under your current work term and employer) -> Learning Objectives. Make them specific, measurable, attainable, realistic and timely (SMART). Review your objectives frequently with your supervisor. DEADLINE: Learning Objectives are due in PD Portal no later than the last day of the first month of your employment for each 4-month work term. Winter Term: January 31st Summer Term: May 31st Fall Term: September 30th
7 Work Term Check-in
	The Work Term Check-in is an integral component of your co-op experience, providing an opportunity to reflect on your learnings and address any concerns. We want to ensure you are enjoying your experience and that you, and the employer, get the most out of your time there. You will be contacted by the Co-op Office before the mid-point of every 4-month work term with instructions regarding your Work Term Check-in. Continue to check your primary email account for Co-op messages. Ensure your supervisor’s contact details are up to date in your current work term record in PD Portal. All Work Term Check-ins are currently being conducted virtually via phone/video call or via eCheck-in. Refer to the Work Term Check-in information page for more information. Assess how the work term is progressing from both your perspective and your supervisors, and to ensure it is mutually beneficial for both parties. Review your learning objectives and discuss work performance and progress. Ensure your supervisor is satisfied with your performance and progress, and address any issues that may arise. Review your work term requirements that are necessary to successfully pass the work term, including (1) work term report; (2) online employer and student evaluation forms and (3) a discussion of your career progression and next steps within the Co-op Program.
8 Work Term Assignments
	One work term assignment is due for each 4-month work term and the type of assignment and due date depends on which term you are completing. Please read the requirements below carefully and thoroughly. Contact a Co-op Career Advisor if you have any questions. APSC 520/APSC 510 APSC 521/APSC 511 APSC 522/APSC 512 FIRST CO-OP WORK TERM ASSIGNMENT – APSC 520 / APSC 510 For your first work term you will be asked to produce a Technical Report, Technical Memo or Technical Presentation to practice one of three formal modes of communicating results of professional engineering work. APSC 520 / APSC 510 – ASSIGNMENT AND RELEASE SUBMISSION Non-Confidential: Submit your assignment to your supervisor for their approval. Upload the signed Release Form with the Technical Report OR Technical Memo via Canvas. For the Technical Presentation, upload the signed Release Form via Canvas to indicate it is not confidential and a presentation will be scheduled with the Applied Science Co-op Office. Confidential: Ensure that your supervisor understands that s/he must mark the assignment. If your assignment is deemed confidential, you must upload BOTH the Release Form and the Confidential Grade Form via Canvas (Confidential Technical Report Form, Confidential Technical Memo Form, Confidential Technical Presentation Form) The Technical Assignment and forms are due by the following dates: Fall Term 2023: December 10th, 2023 Winter Term 2023: April 16th, 2023 Summer Term 2023: August 13th, 2023 Refer to the detailed Graduate APSC 520 Assignment Instructions and Guideline Late assignments will not be accepted. SECOND CO-OP WORK TERM ASSIGNMENT – APSC 521 / APSC 511 For the second work term you are asked to complete a Career Planning Assignment as a way to self-reflect on your work term experiences and where they will lead you in the future. APSC 521/APSC 511 – CAREER PLANNING ASSIGNMENT SUBMISSION Complete the short-answer question responses via Canvas Fall Term 2023: November 12th, 2023 Winter Term 2023: March 12th, 2023 Summer Term 2023: July 9th, 2023 Assignment instructions and guidelines are available in Canvas. Late assignments will not be accepted. THIRD CO-OP WORK TERM ASSIGNMENT – APSC 522 / APSC 512 For the third work term, you are asked to produce a Newsletter Article as a way to self-reflect on your work term experiences and where they will lead you in the future. Fall Term 2023: November 12th, 2023 Winter Term 2023: March 12th, 2023 Summer Term 2023: July 9th, 2023 Assignment instructions and guidelines are available in Canvas. Late assignments will not be accepted.
9 End of Term Evaluation
	Two evaluations are required for each 4-month work term: a student evaluation of the work term and an employer evaluation of the student’s performance. The employer evaluation will count as 50% of your work term grade; the other half reflects your work term assignment grade and your work term assignment grade counts as the other 50%. STUDENT EVALUATION During the last two weeks of your work term, log into PD Portal to provide feedback for the work term through the student evaluation found in the work term record. EMPLOYER EVALUATION OF STUDENT PERFORMANCE The individual listed as “Supervisor” on your work term record will receive an email prompting them to complete the online employer evaluation of student performance. It is the student’s responsibility to ensure the employer evaluation of student performance is completed BEFORE the end of each 4-month work term. If the employer cannot access the online evaluation, please contact your Co-op Career Advisor. Students need to complete the Student Work Term Evaluation online in PD Portal by the following dates: Winter Term: April 30th Summer Term: August 31st Fall Term: December 31st Students must ensure the Employer Evaluation of Student Performance is completed by the work term supervisor BEFORE the last day of the 4-month work term.

Good luck and please keep in touch with the Applied Science Co-op Office. For student inquiries by email, please email your Co-op Career Advisor directly.

Vancouver & Okanagan Campus
For any student inquiries in-person, please book an appointment with your Co-op Career Advisor via the Appointments tab in PD Portal. Or, visit the Applied Science Co-op Office at our respective campus locations.