Who is responsible for what?
- The Student
- The Employer
- The Faculty Instructor
- The Co-operative Education/Work Experience Coordinator
Students participating in work terms and internships are responsible for satisfying expectations of both the program faculty and Career Services. The workplace is the classroom and students are required to become active participants from beginning to end. Students are expected to read and understand the course outlines that have been established. In order to obtain a passing grade, students must complete the course requirements specific to each program. As work term and internship opportunities cannot be guaranteed, students are also expected to actively participate in the process by applying to a variety of posted opportunities, including those offered in locations other than Calgary.
Preparing for the work term or internship
- Attend pre-employment preparation classes
- Once the course pre-requisites have been successfully completed, contact your work experience or Co-operative Education coordinator to determine what paperwork needs to be completed
- If you plan to identify your own position, contact your work experience or Co-operative Education coordinator for details on the approval process
Once you have secured a work term or internship
- Register for the course through the Registrar's Office
- Pay your fees within the designated time period
During your work term or internship
- Complete the Job Start Verification form and submit it to your work experience or Co-operative Education coordinator
- Complete the Student Check-in: Month 1 form and submit it to your work experience or Co-operative Education coordinator
- Submit course work as outlined in your course outline
- Ensure the Employer Evaluation of Work Term Performance form is completed by your supervisor and a copy is sent to your work experience or Co-operative Education coordinator
At or near the end of your work term or internship
- Ensure the Employer Evaluation of Work Term Performance (final) form is completed by your supervisor and a copy is sent to your work experience or Co-operative Education coordinator
- Complete your course work and submit it to your faculty instructor or Co-operative Education/work experience coordinator
This checklist is intended to provide you with a "quick guide" to your responsibilities as a work term or internship student. Consult the course outline for detailed information about the assignments, how they will be evaluated, and other specifics related to your work term or internship.
If at any point you experience issues/problems during your work experience or internship, contact with the work experience or Co-operative Education coordinator should be initiated as soon as possible. As a student you are expected to follow the three-step process listed below:
Students who have relayed concerns of an operational nature (e.g. job description, hours of work, remuneration, employer evaluation, etc.) will continue to be advised/coached to speak directly to the employer in an attempt to clarify and resolve concerns.
Where resolution has not been made or the student is uncomfortable in approaching the employer, the student would be advised to call the work experience or Co-operative Education coordinator directly to describe what has occurred and how the student has attempted to resolve it. The student must then be willing to provide specific information to the work experience or Co-operative Education coordinator so the coordinator is able to refer to these student concerns when speaking directly to the employer.
The coordinator will then initiate contact with the employer based on student concerns. If necessary, a three-way discussion (employer, student, work experience or Co-operative Education coordinator) would take place. If the student is not prepared to permit the coordinator to follow through in this manner, then the coordinator will not be able to formally respond to student concerns with the employer.
In some programs, failure to follow this three-step process could impact the grade the student receives for the work term or internship course. Please consult your Student Handbook for specific program details.
- Interview and select students in a professional, ethical manner consistent with the policies of the work experience or internship program at Mount Royal University
- Determine monetary arrangements, employment status and terms of employment with the student
- Provide a challenging, professional work experience related to the student's academic studies
- Complete the Work Experience Safety Checklist form in conjunction with posting a position, in adherence with Mount Royal's Risk Services processes
- Provide an orientation to the workplace, including safety policies and procedures
- Provide an immediate supervisor to assist and monitor the student on the job
- Discuss work term expectations with the student including tasks, projects, deadlines, policies, etc.
- Complete an evaluation of the student's work performance at the mid-term point and the end of the work term or internship, and discuss them with the student (Mount Royal University provides the evaluation form); we also encourage employers to provide ongoing verbal feedback to the student
- Allow the work experience or Co-operative Education coordinator to conduct a brief mid-term visit either by telephone or in person
- Contact the work experience or Co-operative Education coordinator if any questions or concerns arise
- Encourage the student to complete their program of study as intended
- Follow all safety rules and meet provincial legislation, regulation and codes
What work experience employers can do if a student is not meeting expectations
- The student should be provided an opportunity to learn from the experience and to improve their performance. In this regard, the employer is encouraged to meet with the student to discuss the situation, clarify goals, provide guidance where necessary, and establish a timeline for improvement
- If the concern persists, the employer is asked to document the issue and to contact the work experience or Co-operative Education coordinator for support and/or intervention
- Subsequently, if the situation cannot be resolved satisfactorily, the employer has the right to terminate the student's work term or internship
In some programs, faculty instructors work with the Co-operative Education or work experience coordinator to determine academic eligibility to undertake a work term.
Faculty-designed course outlines and assignments provide the basis for student work terms and internships. Faculty assist in the development of assignment guidelines and sometimes assist in the evaluation of work reports/projects.
In degree programs, faculty instructors monitor and mentor students during their work experiences and coach students on ways to achieve program-specific and University-wide learning outcomes through communication and assignments. In addition, faculty may share in the responsibility of determining the final grades students receive for their work terms or internships with the work experience or Co-operative Education coordinator.
Coordinators maintain positive employer relations by ensuring students are prepared for the workplace and overseeing employer-student management relationships. With Co-operative Education, coordinators also oversee students’ academic assignments.
The work experience or Co-operative Education coordinator will:
- Liaise between students, employers and University faculty and administration to promote and maintain work experience and internship partnerships
- Provide industry-specific information and resources, professional development and pre-employment preparation to help students prepare for and learn from their work terms and internships
- Develop work term and internship opportunities and maintain contact with employers throughout the year to ensure they have current information about the program
- Assist students exploring student-identified work experience or internship marketing initiatives and conduct a pre-employment site visit prior to approving any student-identified position for work experience or internship credit
- Assess the suitability of job opportunities
- Coordinate a competitive recruitment process for students
- Maintain employer-student relations during the hiring, employment and job performance evaluation process
- Conduct at least one on-site/telephone/video conference visit with the student's supervisor during the work term or internship