Cooperative Education Terms and Conditions

Upon acceptance, and throughout my entire participation in the Co-op program, I agree:

1. To follow the program’s delivery schedule, referred to as ‘Program Progression,’ as required by my Co-op program, and to seek approval for any requested changes.
2. To maintain the minimum cumulative Grade Point Average (GPA) and course completion requirements as established by the program areas and outlined on the Co-op Program website. Meeting the minimum academic standards does not guarantee admission or continued participation in the Co-op Program.
3. To communicate professionally and respectfully with all Co-op stakeholders.
4. Be enrolled as a full-time student in a Co-op Program.
5. To graduate with a Co-op Designation on my credential, I must successfully complete all required work terms as outlined in my Co-op program progression.
6. To ensure my phone number, local address and status in Canada are updated on the Algonquin College Student Information System, ACSIS.

I agree:

1. To payment of all Cooperative Education fees, as detailed on the Co-op and Career Centre and Additional Fees website
2. If I withdraw from Cooperative Education before the deadlines outlined on the Cooperative Education fees website, I will be eligible for a refund of that term’s Co-op fees; no refund will be issued after the deadline.
3. That I am responsible for any costs, effort, or legal requirements associated with relocating or commuting to access Co-op opportunities.

I agree:

1. That my college-issued algonquinlive.com email is the primary form of communication used by the Co-op and Career Centre and Co-op employers. I will check my algonquinlive.com email regularly (daily, during the Co-op job search process).
2. The Co-op and Career Centre may contact me through personal email and/or cell phone.
3. To respond to all job interviews, meeting requests, and emails sent by members of the Co-op and Career Centre or their employers within 24 hours of the request.

During my Cooperative Education Preparation Term, I agree to:

1. Achieve a grade of SC (Successfully Completed) in GEP1001 – Cooperative Education and Job Readiness to remain eligible for Co-op. GEP1001 must be completed two academic terms before the first scheduled work term, unless an approved CAL or modified course load/program progression is in place.
2. Remain on cycle in the program of study and follow the program-specific Program Delivery Schedule.  
3. Make every attempt to attend all three scheduled synchronous GEP1001 sessions and review the material if I am unable to attend.

During my Cooperative Education Job Search Term, I agree:

1. That there is NO GUARANTEE of Co-op employment from the Co-op and Career Centre or the College.
2. If I independently secure a Co-op position, I will immediately inform the Co-op and Career Centre by submitting the Confirmation of Co-op Work Term form before the deadline listed on the Important Dates website to be considered for approval.
3. That if I request to complete my Co-op work term outside of Canada or with an employer based outside of Canada, I will follow the Working Outside of Canada process and meet the related Important Dates to ensure my position is considered for approval.
4. To immediately notify the Co-op and Career Centre if I return to a Co-op employer for any subsequent Co-op work terms, to ensure my records are accurate.
5. That I must search for a Co-op position (using a combination of HireAC and other recruitment channels) that meets the following requirements:
   • It must be paid/remunerated (except for an Entrepreneurship Co-op position) and approved by the Co-op and Career Centre.
   • It must be related to my current program of study.
   • It must allow me to complete the minimum required hours during the academic term as outlined on the Important Co-op Dates
   • Potential employers must meet all Co-op Employer Terms of Service, including proper supervision during the work term.
   • Employment opportunities that do not meet all these criteria will not be considered a valid Co-op position and will not be approved. Employment opportunities that do not meet all these criteria will not be considered a valid Co-op position and will not be approved. 
6. The Co-op and Career Centre will not accept the following types of employment:
   • Jobs that do not adhere to applicable employment legislation.
   • Jobs deemed unsafe, inappropriate, or exploitative by the College. 
   • Unpaid, 100% commission-based roles, or those requiring payment (e.g., certification or licensing fees, product purchases, franchise buy-ins, or business investments). 
   • Roles connected to pyramid schemes or multi-level marketing (MLM) organizations. 
   • Jobs involving the recruitment of sub-agents or distributors. 
   • Positions that classify students as independent contractors or gig workers. 
   • Jobs offering credit instead of pay. 
   • Positions with unpaid or reduced pay during training. 
   • Door-to-door sales roles. 
   • Positions located in private homes (e.g., childcare, elder care, tutoring, landscaping/construction labour).
7. Positions where classmates or other students in the program serve as the immediate supervisor or are responsible for evaluating work term assignments.
8. It is my responsibility to fully understand the job posting requirements as outlined by the employer.
9. To attend all interviews for which I am invited until I have secured a work term.
10. That Co-op staff may, if necessary, select interview times on my behalf.
11. If I have completed an interview, and no longer feel the opportunity is suitable for me, I will contact the Co-op and Career Centre within 24 hours to explain why. I’ll consult with my Co-op Student Advisor before officially withdrawing from the competition.
12. If I receive a Co-op job offer, I understand that I must confirm my acceptance on HireAC within 24 hours. Failure to respond within this timeframe will be considered a declined offer, and the position will be offered to the next selected candidate.
13. I acknowledge that I am permitted to decline only one Co-op job offer per term, and any offer that expires due to non-response will count as a declined offer.
14. Once I have accepted a Co-op position—whether verbally or in writing—either independently or through HireAC, I understand that my Co-op job search is officially concluded. This means I will:
    • Not apply to any additional job postings
    • Not participate in further interviews
    • Not accept alternative employment offers
15. If the position I accept requires security screening, I acknowledge that I am considered hired by the employer at the time I accept my conditional offer, and my job search is considered complete. I must discontinue my Co-op job search and focus on fulfilling the requirements for security clearance.
16. Students enrolled in optional co-op programs with multiple work terms must successfully complete each co-op work term to remain eligible for subsequent work terms.

If a student doesn’t follow these Terms and Conditions, the Co-op and Career Centre may take appropriate action, which could include removal from the Co-op program.

If your co-op position requires security screening, you will be required to complete and pass a formal screening process. This process can be extensive and time-consuming.  

You acknowledge that: 

1. The security screening process is solely managed by the employer and is typically conducted by a third-party organization. This process falls outside the scope of the Algonquin College Co-op & Career Centre. As such, the Co-op and Career Centre cannot oversee, intervene in, or expedite the security screening process, nor can it influence any hiring decisions made by the employer in relation to it. 
2. You have reviewed the security screening requirements and understand the type of information that will be requested and assessed during the process. 
3. If the employer cancels your security screening for any reason, your co-op job offer will be cancelled. 

You acknowledge that:  

Work Term Start Date Requirement
The Co-op work term is expected to commence on the first day of the academic semester. If the start date is postponed beyond the deadline to begin the work term as specified on the Important Co-op Dates page, the work term will be subject to cancellation.

1. Withdrawal After Securing a Co-op Position
   If I choose to withdraw from Co-op after securing a Co-op position, I acknowledge that the Co-op and Career Centre will notify the employer that I am no longer eligible to participate in the Co-op program. As a result, I will not receive Co-op credit for any work completed.
   • Optional Co-op Programs:
     Students enrolled in an optional Co-op program will transition to the non-Co-op version of their academic program. Students will be encouraged to resume their studies at the next academic level or, if eligible, may proceed to graduation.
   • Mandatory Co-op Programs:
     Students in mandatory Co-op programs who withdraw from a co-op work must consult with the Faculty Co-op Liaison to develop a revised work/study sequence. Completion of all scheduled Co-op work terms is a graduation requirement for mandatory Co-op programs.
2. Work Term Cancellation
   • In the event of a co-op work term cancellation for any reason, on or after the deadline to declare a co-op position, you may be required to take a break in your studies, return to classes (if available), or graduate if eligible.  
   • Employers are independent organizations and make their own decisions about hiring students for Co-op work terms, including cancellations. These decisions are outside of the control of the Co-op and Career Centre. Algonquin College and its employees shall not be held liable for any losses, damages, or disruptions resulting from the termination or dismissal of your co-op work term. This also applies to College-initiated withdrawals from the co-op program.

I agree:

1. To fulfil my commitment to the employer for the full duration of the work term(s) (1, 2 or 3 work terms) as outlined in the initial offer I accepted. This commitment stands even if contracts are issued in 4-month intervals. I also agree to follow the terms in the employer’s letter of offer, job posting, or employment contract.
2. To speak to both my employer and the Co-op and Career Centre immediately if I have concerns about my job duties or workplace conditions. Should these concerns remain unresolved through direct discussion with my employer, I will notify the Co-op and Career Centre for further support.
3. To digitally submit the required employment documents on time, including the letter of offer detailing the Co-op start date, end date, rate of pay, job title and supervisor’s details. important
4. To exercise ethical workplace conduct and to follow the Employer’s workplace policies.
5. To exercise discretion and maintain confidentiality when discussing Co-op employers, their organizations, and their employees, clients, or customers. Maintaining employer confidentiality is essential to preserving trust and professionalism within the Co-op program.
6. To adhere to all employer policies and procedures, including but not limited to those governing social media, cell phone use, artificial intelligence tools, vehicle usage, and the protection of confidential or proprietary information.
7. To follow all health and safety protocols as required by the organization.
8. That time off during a co-op work term is only allowed for emergencies or illness. Since Co-op is a full-time, academic experience, personal time off (like travel) is not permitted. If time off is needed, it must be discussed and approved by your employer and Co-op Student Advisor.
9. Leaving a Co-op work term early – whether by resigning or being dismissed by the employer – may result in an unsuccessful work term. This outcome is decided by your program area in consultation with the Co-op and Career Centre and will be reflected on your transcript.
10. That Co-op students are not permitted to take courses during a Co-op work term. In exceptional situations only, approval must be granted by the Faculty Co-op Liaison, Program Chair and the Co-op and Career Centre, where strict guidelines will be established and adhered to.
11. To successfully complete all work term requirements and activities listed in Brightspace or HireAC, such as assignments, evaluations and Work Term Reports. All co-op work term assignments must be submitted on or before the deadline to earn academic credit. Final assessment and grading are the responsibility of the Faculty Co-op Liaison.
12. To notify the Co-op and Career Centre of any decisions or requests that may alter the terms of my work term. This includes changes to work hours, job duties/responsibilities, the duration of the work term, or the work location (e.g., remote work or relocation to another office).
13. That work terms are paid positions, with compensation based on the employer’s salary scale and the student’s level of training and experience. Salary negotiations are conducted between the employer and the Co-op student. Please note that some employers, such as the Federal Government of Canada, may have fixed pay rates that do not align with provincial minimum wages.

I agree that:

1. The Co-op and Career Centre must be informed of my status in Canada to confirm my eligibility to work legally and to guide employers who may have specific hiring requirements. Should there be any change in my status—such as obtaining Permanent Residency or Canadian Citizenship—I will immediately notify both the Co-op and Career Centre and the Registrar’s Office to ensure my college records are accurate.
2. If I am located or planning to relocate outside of Canada during the work term, I must seek permission from the Co-op and Career Centre and the employer.
3. If I am an international student, refugee, or studying under a diplomatic permit, I agree to:
   • Apply for a Co-op work permit from Immigration, Refugees and Citizenship Canada (IRCC) during my Co-op preparation term, if I do not already possess a valid Co-op work permit.
   • Confirm my Co-op work permit application with the Co-op and Career Centre by the deadline outlined in GEP1001 – Cooperative Education and Job Readiness
   • Ensure that both my Co-op work permit and study permit remain valid for the duration of my program.
   • Acknowledge that failure to meet these requirements may result in my removal from the Co-op program.

I acknowledge that:

1. Student Complaints and Academic Appeals
   The Co-op and Career Centre follows Algonquin College’s Student Complaints (SA03) and Academic Appeals (AA19) policies. In line with these policies, students are encouraged to first speak with their Co-op Student Advisor, as many concerns can be resolved informally through open discussion.

2. Academic Integrity
   Students are expected to comply with Algonquin College’s Academic Integrity (AA48) policy throughout their entire participation in Co-op. They are responsible for reading and understanding the policy to ensure they meet the College’s standards for honesty, fairness, and ethical conduct.

3. Use of Artificial Intelligence (AI) in Cooperative Education
   As a Co-op student, I agree to the following terms regarding the use of Artificial Intelligence (AI) tools and technologies during my academic studies at Algonquin College and throughout my Co-op work term:
   • Compliance with Policies: I will adhere to all AI-related policies and guidelines set by both Algonquin College and my Co-op employer, including acceptable use, academic integrity, and workplace conduct.
   • Transparency: I will clearly disclose when AI tools are used in academic or professional work, in accordance with the expectations of instructors and employers.
   • Accountability: I am responsible for verifying the accuracy, appropriateness, and originality of any content generated or supported by AI tools.
   • Privacy and Confidentiality: I will not input or share confidential, proprietary, or personal information into AI tools, and I will follow all applicable privacy and data protection policies.
   • Ethical Use: I will use AI tools ethically and only for purposes that align with the learning objectives of my academic program and the responsibilities of my Co-op role.
   • Failure to comply with these terms may result in academic or disciplinary consequences, including removal from the Co-op program.

I acknowledge that:

Algonquin College abides by the Confidentiality of Student Records policy, which protects the privacy of personal information held on student records. This policy is supported by the Freedom of Information and Protection of Privacy Act.

By participating in Cooperative Education, my personal information may be shared with Co-op employers and relevant internal college stakeholders as necessary to support my participation in Co-op work experiences. This may include, but is not limited to, academic records, eligibility status, resumes, work term reports, employer evaluations, and interview results.

I have read and understand the Co-op and Career Centre’s Terms and Conditions and agree to comply with them throughout my participation in the program. I acknowledge that failure to adhere to these terms, or to any applicable Algonquin College policies, including Policy SA07: Student Conduct and Policy AA48: Academic Integrity, may result in action, including removal from the Co-op program.

The Co-op and Career Centre reserves the right to amend, modify, or update these Terms and Conditions at any time. Students will be notified of any substantial changes via their college-issued email account at least 30 calendar days in advance.

Academic Integrity
Adherence to Algonquin College’s standards for honesty and responsibility in academic work, including avoiding plagiarism and unauthorized use of AI tools.

ACSIS (Algonquin College Student Information System)
The official platform where students update personal information such as address, phone number, and immigration status.

Brightspace
Algonquin College’s learning management system used for submitting assignments and accessing course materials, including Co-op work term requirements.

Co-op and Career Centre
The department at Algonquin College is responsible for managing Cooperative Education programs, employer partnerships, and student support throughout the Co-op process.

Co-op Designation
A credential awarded upon graduation to students who successfully complete all required Co-op work terms in their program.

Co-op Program
An academic program that includes one or more work terms as part of the curriculum, allowing students to gain practical, paid work experience related to their field of study.

Co-op Work Permit
A permit issued by Immigration, Refugees and Citizenship Canada (IRCC) that allows eligible international students, refugees and students studying on a diplomatic permit to participate in Co-op work terms in Canada.

Co-op Work Term
A full-time, paid employment period that is part of a Co-op program, aligned with an academic semester.

Employer Terms of Service
A set of expectations and requirements that employers must meet to participate in Algonquin College’s Co-op program, including supervision and workplace standards.

GEP1001 – Cooperative Education and Job Readiness
A mandatory preparation course that students must complete before their first Co-op work term, covering job search skills, workplace expectations, and program requirements.

HireAC
Algonquin College’s online job portal, where students apply for Co-op positions, manage interviews, and accept job offers.

International Student
A student who is not a Canadian citizen or permanent resident and requires a study permit and a Co-op work permit to participate in work terms.

Mandatory Co-op Program
A program in which Co-op work terms are required for graduation.

Optional Co-op Program
A program in which students may choose to participate in Co-op work terms, but it is not a graduation requirement.

Program Progression
The structured sequence of academic and work terms that students must follow to remain eligible for Co-op participation.

Security Screening
A background check process is required by some employers