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4.1 Procedures/Choices

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Procedures/Deadlines

Co-op procedures change occasionally; you should always refer to the Important Co-op Dates & Procedures online or handout (available from the Information Centre at the beginning of each term) to find out if any procedures have changed.

Adhering to deadline dates promotes the flow of materials, services, and events for the benefit of students and employers. Failure to meet deadlines reduces your chances of finding a job through the system.

Choices in Your Employment Search

A. Apply to Jobs Posted in JobMine


Job descriptions may be viewed via JobMine if you are participating in the interview process. A pool of jobs are available for application in the morning (see JobMine hours) on posting "open" dates and ceases to be available for application at 11:59 p.m. on posting "close" dates as shown on the Important Dates Calendar.

Job postings are timed, for the most part, to occur immediately prior to an upcoming interview cycle. Check the Calendar carefully for when job postings take place. Postings occur on specified dates leading up to the first interview cycle, then change to daily postings for subsequent cycles.

JobMine will tell you the maximum number of jobs to which you may apply. It will also keep track of the number of job applications you are carrying at any given time throughout the term. Be as flexible as possible with your applications to maximize your employment opportunities. You will get a new application opportunity each time you: Jobs indicated as "Non-Counting" in the comments section are ones that do not count towards your application limit. These positions may have been posted earlier, but did not receive enough applicants. If you applied for such a job earlier, you need not apply again because the employer is still considering you, but would like more applicants.

Perform a job search in JobMine. Choose jobs you are interested in and add these to your "Job Short List" in JobMine in order to prioritize them before you make your final application decision.

Do not contact employers for information. Use the Web to investigate these organizations or e-mail the work term support person listed on the job description in JobMine for more information. Co-operative Education will not provide the names, e-mail addresses or phone numbers of interviewers.

Apply to jobs by clicking "Apply" on a "Search Results" or "Job Short List" page in each row of the jobs that interest you.

Remember to apply before 11:59 p.m. on the posting close date!

Do not wait until just before a posting closes to apply for jobs. The system could be swamped with last-minute users, slowing it down to the point where you will not have enough time to submit your applications. Extensions will not be given to students who are logged in, but have not completed their applications by the time the posting closes. If you apply to a job in error, contact your student advisor immediately to find out whether anything can be done (contact a career advisor if you have not yet had a work term).

If discrepancies occur, report them to the Information Centre, Ground Level, TC  immediately, but no later than 4:00 p.m. on the job posting close date.


Employer Information Sessions

Employer information sessions are presented by employers (usually informally) as a way to promote their organization to either or both co-op and graduating students. The sessions are often accompanied by food and soft drinks to thank you for attending. Most employer information sessions target students from specific programs, but usually you do not have to apply for a job with the employer to be able to attend their information session.

The sessions, unlike employer group interviews, are not scheduled in JobMine and can occur anytime (days or weeks) prior to the interviews. In addition to watching JobMine for postings, be sure to check the CECS Upcoming Employer Information Sessions calendar to find out when information sessions will be held, and plan to attend!

Co-op Education suggests that you dress the same way for employer information sessions as you would for an employer interview. In other words, wear business attire. Always refer to the Upcoming Employer Information Sessions web page to find out details for each session because sometimes employers encourage attendees to dress casually, in which case it would be okay not to wear interview attire.

Sometimes employer information sessions occur prior to their job postings to give you an opportunity to apply to their job(s). Other sessions take place after their postings have taken place. If you attend a session where the job postings have already occurred and you become interested (in a work term), you will need to wait for another opportunity in the future to apply (e.g., in a later interview cycle should the employer not have filled their job(s) in the first cycle or another term when you take part in the interview process).


B. Apply to Jobs Outside Of JobMine (Arranging Your Own Employment)


If you choose not to take part in the co-op employment process because you want to search for opportunities on your own, you should discuss your strategies and their ramifications with your student advisor immediately (or a career advisor if you have not previously had a work term). Your co-op status on JobMine will then be changed to "Unemployed: Student Arranged."

You may not target Co-operative Education contacts at organizations that actively recruit through our employment process.

When you secure your own employment for your work term, you must complete a Job Information form and submit it online as directed within seven calendar days of your first day of employment. The submission of your form begins the process of approval for your work term credit.

Use Letters Of Introduction

Co-op Education will, upon request, provide you with letters of introduction that you may use to accompany your job search documents. The letters of introduction provide prospective employers (not already actively recruiting Waterloo co-op students) with a brief synopsis of co-operative education at Waterloo and will add legitimacy to your job search documents. Set up an appointment with a career advisor to discuss your job search strategies. Should you both decide it appropriate, the career advisor will arrange for you to receive a specified number of these letters of introduction.

Approval Process For Arranging Own Job

Once you have found your own job, complete a Job Information form and submit it online. This will begin the process of approval for your work term credit. Please be sure to check your uWaterloo account, as a career advisor may need to contact you with questions. The Job Information form must be submitted within seven calendar days of your first day of employment.


C. Combine Searching for Jobs Inside and Outside of JobMine

While you are encouraged to look for employment on your own (a worthwhile skill to develop prior to your full-time job search), it must be done in a professional manner and comply with the regulations and procedures in effect in Co-op Education. Please contact your student advisor (if you have had a work term) or a career advisor (if you have not had a work term) to clarify your job search strategies. Otherwise, you are committed to all interviews granted until you are matched with a job through the process.

To withdraw from any interview cycle you must first speak with your student advisor or with a career advisor (if you have not had a work term). See conditions for withdrawing from interviews.


D. Jobs Must be Paid

As a rule, Waterloo co-op students must receive some substantive remuneration for their co-op work terms.  In situations where unpaid positions are accepted for official co-op employment, comprehensive guidelines must be adhered to. For full information, please read the complete criteria for determining the creditworthiness of unpaid co-op jobs. These guidelines are in effect for off-campus co-op work terms beginning with the May-August, 2011 term and for on-campus co-op terms beginning with the September-December 2011 term.

Use Waterloo Business Cards

Many students have taken advantage of personalized cards that can be used as "calling" or "business" cards when meeting potential employers either through the co-op interview process or their own job search. A supply of 45 cards (picked up on campus) costs $5.00 (tax included).

How to order

Note: When creating your business cards, you must not make false statements. Students found guilty of misrepresenting themselves on their business cards may be subject to penalties as outlined in University of Waterloo Policy 71.

Business cards not picked up by the end of the term will be destroyed.

Business Card Order and Pick-up Dates

Completed orders will be available for pick up on or after the dates listed above from the Information Centre, Ground Level TC.

Offer To Return To A Previous Employer


If you have already begun to apply for posted jobs and you receive an offer to return to your previous employer, you will be permitted to withdraw from the interview process if the offer is received prior to the first day of interviews. You must inform your student advisorimmediately upon receipt of the offer, but prior to the first day of interviews. Your student advisor will confirm with the employer that the offer to return was made. Normally you may not withdraw from interviews once you begin the process. Pharmacy students may return to a previous employer once only.


Two (2) Work-Term Opportunity


Students are required to return to an employer for their next scheduled work term (a minimum of two (2) consecutive work terms) if the requirement was:
There are many reasons why working for the same employer for more than one work term is beneficial to you and it is something you should seriously consider if you are presented with the opportunity.

If an employer is unable to confirm your position for the second work term by the beginning of the posting of job descriptions after your return to campus, you are NOT required to go back to that employer. If the employer confirms the second work term once you begin submitting application "packages" and you wish to return, you must consult with your student advisor immediately but removal from the employment process must take place prior to the first day of interviews.


Additional Opportunities: Skills Inventory (Online Referral Information)


The Skills Inventory provides Co-op Education with another way to assist you in achieving a job match.

Please don't wait. Complete or update your online Skills Inventory found in JobMine under "Profile" now. Once you have done this, you can make changes to it at any time. It is in your best interest to maintain an up-to-date Skills Inventory in JobMine at all times.


Job Descriptions


A job description must be brief and may not describe all facets of the job exactly. In the interview, you should determine in more detail what activities the job entails. On the job, these activities may change to better suit your capabilities or meet the changing priorities of the employer. Remember that job descriptions are submitted several months in advance of the start of the work term (and duties may be altered to suit qualifications of the student(s) or the conditions at the time of employment).


Eight-Month Work Terms

Some posted positions may require you to work for eight straight months on your work term, rather than the normal four. Many plans (but not all) have suitable flexibility in their academic/work term sequences to allow a change, but do not assume your plan is one of them. You must determine the flexibility of your plan to accommodate an eight-month work term at your particular point of progress before submitting your application to ensure your access to courses will not be compromised.

You are advised to obtain tentative approval from your undergraduate advisor before applying to any position with a work term longer than four months. Should you apply for, and be matched with, employment that is eight months in length, you will not be released from your employment match because an eight month work term cannot be accommodated by your plan. Failure to honour an employment match will normally result in a failed work term.

Students who acquire an eight month position must complete and submit a Request for Academic/Work Term Sequence form. Your student advisor can offer advice and assistance regarding this process

Note: Pharmacy students may not take eight-month work terms.

Integrity/Sincerity

You could be matched with any jobs to which you apply. Only apply to jobs you are prepared to take. Be sure to read the job description throughly. If you are not prepared to meet the requirements and expectations of the employer, do not submit your application for the job. Once you apply, you commit yourself to take any interviews granted to you. You are not permitted to avoid an interview because of dissatisfaction with job details that you would have been aware of when you applied.