Graduate Students Terms and Conditions

This Agreement is designed to comply with the requirements of BC’s Freedom of Information and Privacy Act. It reflects your right to privacy and permits the UBC Applied Science Co-op Program to disclose relevant information about you to current and potential Co-op employers. It also stipulates Co-op regulations and expectations. It is intended to ensure a procedural fairness for individuals by establishing a set of principles governing all Co-op students administered by UBC Applied Science Co-op. These terms and conditions are in addition to those regulations listed in the University of British Columbia Calendar.

These terms and conditions are consistent with accreditation standards outlined by the Cooperative Education and Work Integrated Learning (CEWIL) Canada. The UBC Applied Science Co-op Program reserves the right to update, modify, or revise these Terms and Conditions. Questions about the collection of this information may be directed to the Director, Experiential Learning and Academic Services: Sara Buse at sara.buse@ubc.ca

I understand and agree to comply with all of the following terms and conditions:

1. INFORMATION RELEASE
1.1	That the Co-op office will access my academic records for the purposes of the Co-op Program.
1.2	To permit UBC to release information about me to prospective employers, including my resumé, cover letter, transcripts, contact information, citizenship status, and other relevant information to prospective employers to secure employment for co-op work terms while I am in the Co-op Program.
1.3	To keep the co-op job posting information, employer lists, contacts, passwords to the Applied Science Co-op Program database (PDPortal) confidential.
2. COMMUNICATION WITH THE CO-OP OFFICE
2.1	To respond promptly to all messages from a Co-op Career Advisor and the Co-op staff.
2.2	To notify the Co-op staff, in writing, of any changes regarding my work eligibility, work status or current contact information.
2.3	To inform the Co-op staff as soon as reasonably possible of any inappropriate, unsafe, and/or unethical behaviour or treatment during my participation in the Co-op Program, including during the recruitment process, in an interview, or in the workplace.
3. ACADEMIC PERFORMANCE & STUDENT CONDUCT
3.1	To maintain a minimum, cumulative grade average of 68% to remain in the Co-op Program.
3.2	To behave appropriately and according to all UBC policies, procedures and guidelines for the duration of my participation in the Co-op Program, whether on an academic term at UBC or on a co-op work term.
3.3	That any disciplinary action imposed on me by the University, whether for academic or non-academic misconduct, may result in a “fail” standing for any co-op course and/or my being withdrawn from the Co-op Program and/or withdrawal from UBC.
4. CO-OP WORKSHOPS / PRE-EMPLOYMENT TRAINING
4.1	To pay the co-op pre-employment Co-op administration and workshop fee at time of admission to the Co-op Program, by the deadline set by the Co-op Program, and understand that this fee is non-refundable.
4.2	To attend all required co-op workshops on pre-employment training.
5. JOB SEARCH PROCESS
5.1	That the Co-op Program does not, and cannot, guarantee employment during a co-op work term. I will be actively engaged in the job search, through positions posted on the PD Portal and through my own endeavours. It is ultimately my responsibility to secure co-op work term employment.
5.2	To review and discuss my self-directed job search with a Co-op Career Advisor and keep him/her updated on my application and work search progress.
5.3	To allow the Co-op Program to solicit positions on my behalf.
5.4	That I will only submit applications to positions that I intend to accept if offered.
5.5	That I will not solicit positions from a co-op employer directly on my own without prior permission from Co-op staff.
5.6	To provide the Co-op Program and prospective employers with accurate and appropriate information regarding my qualifications and interests.
5.7	That I will not falsify information in my application packages, during interviews or meetings with prospective employers.
5.8	If I do not secure a work term on the first term as originally scheduled, I will be ineligible to proceed with the Co-op Program.
5.9	As a Master of Engineering co-op student I am only eligible to work with a single company during my time in the co-op program, regardless of how many terms I am scheduled for. If provided the opportunity I may extend my work term within the same company, with permission of the Co-op Office and Faculty Advisor.
6. INTERVIEWS
6.1	To attend all interviews with employers who have selected me as a candidate, and to conduct myself professionally throughout the process.
6.2	That the Co-op staff may, if necessary, select interview times on my behalf.
6.3	That interviews will only be rescheduled at the sole discretion of the employer, for exams, health reasons or emergencies and I will notify Co-op staff immediately of any interviews I am unable to attend for any reason.
6.4	To notify the Co-op staff of the details of all interviews an employer arranges directly with me.
6.5	To contact a Co-op Career Advisor as soon as possible after an interview if I do not want to accept the position if offered.
7. JOB OFFERS
7.1	That I will accept or reject all job offers through a Co-op Career Advisor or designated Co-op staff. I will consult with a Co-op Career Advisor before accepting a job offer external to PD Portal and allow them to contact this employer to ensure the position satisfies the criteria of a co-op work term and to inform the employer of the co-op guidelines.
7.2	That I will be required to pay the necessary travel and/or relocation expenses (including housing), if not subsidized by the employer, when accepting positions not within close proximity of my current home or campus.
7.3	To respond to a co-op job offer, indicating whether I will accept or decline the offer within 2 business days.
7.4	To accept the salary offered by employers understanding that the work terms are paid employment and reflect the organization’s salary scale and my level of training and experience. I will not negotiate the salary offered unless I have spoken with my Co-op Career Advisor and received permission to do so.
7.5	That once I have signed an offer of employment and/or agree to an offer of employment (either verbally or in writing), I have a professional and ethical obligation to satisfy the requirements of my employment contract. If I break my contract of employment (or equivalent), for a position secured through co-op or via my self-directed job search efforts, I will not be satisfying the conditions of the Co-op Program and will be assigned a ‘Fail’ standing for the co-op course and may no longer be eligible to continue in the Co-op Program unless I have obtained permission to breach the contract from the Co-op Program prior to doing so or, if it is impractical to obtain prior permission, I have notified co-op staff as soon as reasonably possible following the breach of the employment contract and it is determined the breach is one for which permission would have been granted had it been sought in advance.
7.6	That once I have accepted an offer (either verbally or in writing), I will not accept any other offer or requests for interviews for the work term(s) covered by the employment contract (or equivalent).
7.7	That if I return to a co-op employer for any subsequent co-op work term, whether consecutive work terms or not, I will be registered in the co-op course and pay the co-op course fee.
8. REGISTRATION
8.1	To be registered by the UBC Applied Science Co-op office administration in one co-op course for each four-month work term period when I have secured co-op employment.
8.2	To pay the co-op course fee for every co-op work term (consecutive or not) by the due dates specified in the UBC Calendar whether I secure a co-op work term through the Co-op Program or through my self- directed job search and will not deregister myself from the co-op course.
8.3	I will disclose any job opportunity I secure that starts after I am admitted into the Co-op program to determine if it is eligible to be counted as a Co-op work term.
9. THE WORK TERM
9.1	That I am responsible to ensure I have the appropriate documentation, e.g. work permit, visa, Social Insurance Number (SIN), health insurance, and so forth, prior to commencing the work term.
9.2	That while on a co-op work term I am an employee of the employer and not an employee or agent of the University. In all matters relating to work activities, I am under the supervision and direction of the employer and not under the supervision and direction of the University.
9.3	That employment during each co-op work term must be full-time, supervised, and remunerated.
9.4	To discuss with my employer or co-op staff as soon as reasonably possible of any inappropriate, unsafe, and/or unethical behaviour or treatment during a co-op work term.
9.5	To comply with all policies and procedures of my employer, including policies regarding use of social media, cell phones, company vehicles, and confidential/proprietary information, both during and after a work term.
9.6	To follow the procedures as outlined in the UBC Applied Science Co-op Work Term Checklist and UBC Applied Science Co-op Student Handbook.
9.7	That I am required to submit a Work Term assignment for every co-op work term (whether or not any of my work terms span multiple consecutive work terms) and that I am aware that each assignment is due as outlined by the Co-op Program. A late Work Term assignment may result in being assigned a ‘Fail’ standing for the Co-op course.
9.8	That I need to receive a “Satisfactory” or better assessment on my employer’s evaluation and a passing assessment on my Work Term assignment(s) in order to receive a ‘Pass’ (P) for the co-op work term. An unsatisfactory assessment on my employer’s evaluation may result in being assigned a ‘Fail’ standing for the Co-op course.
9.9	That if I am unable to complete a co-op work term for medical or compassionate reasons, I am eligible to be withdrawn from the co-op course without penalty after: I notify a Co-op Career Advisor, to confirm the employer is aware that I am unable to complete the work term; and I provide a Co-op Career Advisor, where appropriate, with a supporting letter from my doctor or medical certificate indicating I cannot complete the term. I may be eligible to receive a ‘Pass’(P) standing for the work term at the discretion of the Co-op Program, if I have completed all of the above and all of the following occur: A Co-op Career Advisor determines that my performance and learning process on the co-op work term to date have been satisfactory; and My employer evaluates my work term performance as “Satisfactory” or better.
10. COMPLETION OF THE CO-OP PROGRAM
10.1	To follow the co-op work term schedule; except where changes to the co-op schedule have been discussed with a Co-op Career Advisor, followed by a formal written request and written approval by the Co-op Program.
10.2	That I must complete my degree on an academic term.
11. SEQUENCE CHANGE AND WITHDRAWAL FROM THE CO-OP PROGRAM
11.1	That any requests to withdraw from a job search term, to deviate from the co-op work term sequence, or to fully withdraw from the Co-op Program must be: Formally communicated prior to accepting Terms & Conditions on PD Portal for each job search term; and Submitted to a co-op career advisor in writing, using the appropriate Applied Science Co-op form, by the following dates: For Winter work term (January to April) by August 31st For Summer work term (May to August) by December 31st For Fall work term (September to December) by April 30th
11.2	That I will not be permitted to withdraw from the Co- op Program: after I have accepted an employment offer, for a position secured through the Co-op Program or through my own endeavours while on a work term and/or after employment has been confirmed for subsequent work term with the same employer. Enrolment in the co-op course(s) will be maintained and I will be responsible for all assessed fees for the duration of the employment contract.
12. WORK TERM FAILURE
12.1	That I may be assigned a ‘Fail’ standing on a co-op course for any of the following reasons: Failure to report for work at the location specified by the employer; Ending a work term without permission from the Co-op Program and the employer; Failure to honour a signed employment offer; Dismissal by the employer for cause; Unsatisfactory performance as determined by the employer; Failure to submit required documents to the Co-op office. Prior to the assignment of a ‘Fail’ standing in any co-op course, the Co-op Program will notify the student that they are at risk of failure and the basis for that risk, and provide the student a reasonable opportunity to provide information regarding the circumstances underlying the risk of failure. Circumstances creating a risk of failure may also amount to non-academic misconduct and will be subject to the normal non- academic misconduct process.
12.2	That acceptance of a job offer spanning multiple consecutive co-op work terms necessitates my completion of all requirements for each work term and that if I terminate the work agreement early without the consent of the Co-op Program, I may be assessed a failing standing for the current work term and any future work term(s) covered by the original employment offer.
12.3	That if I fail to comply with the obligations set out in the UBC Academic Calendar, or any of these Co-op Terms and Conditions, I may be assigned a ‘Fail’ standing for the co-op course and/or be withdrawn from the Co-op Program. The Co-op Program reserves the right to withdraw students for improper behaviour.
13. STUDENT APPEALS PROCEDURES FOR APPLIED SCIENCE CO-OP PROGRAM
13.1	I understand that I may, at any time, request a meeting with a Co-op Career Advisor to discuss concerns over a decision made pertaining to my academic standing in the Co-op Program.
13.2	I understand that if I am unable to reach an agreement with a Co-op Career Advisor, I may appeal their decision as per the Student Appeals Procedures on the Applied Science Co-op website.
13.3	I understand that if a satisfactory resolution cannot be achieved within the Co-op Program, I may formally request a meeting with the Associate Dean, Education and Professional Development, for a decision in the appeals process.
13.4	I understand that if a satisfactory resolution cannot be reached with the Associate Dean, Faculty of Applied Science, I may appeal the decision of the Associate Dean to the University Senate, Committee on Appeals on Academic Standing in accordance with the procedures listed in the University Calendar.
INTERNATIONAL STUDENTS ONLY (Students attending UBC on a Study Permit/Student Visa)
I.1	That I must obtain a co-op work permit from Immigration, Refugees, and Citizenship Canada (IRCC) prior to commencing my first co-op work term and ensure my co-op work permit and study permit are valid for each subsequent work term.
I.2	That I must apply for a Social Insurance Number (S.I.N) from a Service Canada Centre and provide my valid S.I.N to the employer each work term.
I.3	That if my immigration status changes during my participation in the Co-op program, I will notify the Co- op office immediately as this may affect my eligibility for employment.
I.4	That as an international student I may be ineligible to apply for some jobs within Canada due to citizenship requirements or funding restrictions.