Attendance is a crucial component of academic success, program requirements, and personal and professional development. Students at Greystone College are expected to attend all classes regularly and punctually. This attendance policy is designed to encourage active participation in the learning process and ensure that students derive the maximum benefit from their academic experience.

ATTENDANCE REQUIREMENT

All students are required to maintain a minimum attendance rate of 80% for each course in which they are enrolled. This includes all classes, field trips, online study modules, and any other scheduled in-class and online class activities.

All absences and late arrivals are subtracted from the overall attendance on a daily basis. This approach ensures a transparent and accurate representation of each individual's attendance record.

Attendance policy does not allow students to be absent or arriving late solely due to work commitments. The college emphasizes that employment responsibilities are not valid justifications for non-compliance with attendance requirements. Students are encouraged to align their work schedules with academic responsibilities to maintain a balanced and conducive learning environment.

CONSEQUENCES OF NON-COMPLIANCE

Failure to meet the minimum attendance requirement may result in the following consequences:

1. Academic Consequences:
• Students who do not meet the minimum attendance requirement may be ineligible for makeup exams, assignments, or other opportunities to compensate for missed class content.
2. Disciplinary Action:
• Continued, unsubstantiated non-compliance may lead to academic probation or even dismissal from the program.
3. Course Retake
• Students who fail or are dismissed from the course due to poor attendance will be required to retake the course at a later date, subject to additional fees.

Students attending Greystone College Toronto or Vancouver

Greystone College Toronto and Greystone College Vancouver students who fail to meet the minimum attendance requirement of 80% will be subject to disciplinary actions, up to and including dismissal.

Students attending Collège Greystone Montreal

When a student's absences reach 20%, instructors are required to notify the Director of Greystone College Programs. If the student fails to provide acceptable documentation to justify the absences, the Director reserves the right to disallow the student from attending the course. Nonetheless, the student retains the privilege to submit assignments and take all examinations for the course.

REPORTING AND MONITORING

Instructors will regularly record and monitor attendance throughout the course. Students approaching maximum allowable absences will be contacted by their instructor and/or the Academic Department.

Students have the ability to track and monitor their attendance records through the Learning Management System (Moodle) and are responsible for ensuring that the records are accurate. In case of discrepancies, students should promptly communicate with their instructor.

Unplanned Absences

Students must email their instructor as soon as reasonably practicable in case of an unplanned absence. The unplanned absence can be due to unforeseen circumstances beyond the student’s control.

Planned and Extended Absences

If a student must be absent for an extended period, four (4) or more days, they must notify their instructor and the Academic Department at:

(Vancouver campus) Academic.Vancouver@greystonecollege.com

(Toronto campus) Academic.Toronto@greystonecollege.com

(Montreal campus) Academic.Montreal@greystonecollege.com

Missed assessments

To request permission for late submission of an assignment or deferred examination due to absenteeism, students are required to submit sufficient documentation to the Academic Department.

If a student does not submit sufficient documentation justifying their absence from an assessment, they will receive a grade of 0%.

Excused Absences

Students may be marked “excused” (E) only at the discretion of the Academic Department.

Acceptable documentation

Acceptable documents to excuse an absence from class include, but are not limited to, a valid medical certificate, a note from a healthcare professional, or official documentation from relevant authorities such as immigration or government agencies. These documents serve as a means to verify and validate the legitimate reasons behind a student's absence, ensuring transparency and accountability in the attendance record.

The Academic Department may authenticate or decline the acceptance of insufficient documents. Submission of fraudulent documents will result in disciplinary action.

Online classes (synchronous instruction)

Students are required to join their classes punctually and maintain their online presence throughout the session while keeping their cameras on. Those who remain logged in but are unresponsive to inquiries or have their cameras turned off will be marked as absent or late.

Students are not allowed to complete online course examinations without instructor invigilating and their cameras on. Should a student attempt to bypass this requirement, the grade for any attempted or completed assessment will be 0%.

Absenteeism due to internet connectivity will be recorded as absent or late.

International students with valid study permits must meet certain conditions to maintain their legal status in Canada, including the requirement to be actively pursuing studies by maintaining continuous enrolment at a Designated Learning Institution (DLI).

Under certain circumstances beyond their control, the students may be eligible to take an authorized leave from studies of up to a maximum of 150 days, and still be considered actively pursuing studies during the approved period.

Any leave taken from a program of study at Greystone College is subject to approval by the Director, Greystone College Programs.

It counts as authorized leave if:

Students cannot work on or off campus during an authorized leave from study, even if their study permit says they are allowed to work in Canada.

Students are also responsible for ensuring and planning for permit extensions (Study Permit or Work Permit) that may be necessary because of the authorized leave. Any costs associated with these extensions are the sole responsibility of the student.

Students approved for the authorized leave are not required to inform the Immigration, Refugees, and Citizenship Canada (IRCC), but must retain a confirmation of authorized leave approval for their records. In accordance with applicable regulations, the Government of Canada officers may request evidence of compliance from the student or the College.

Procedure

1. The student is required to submit a written request for authorized leave to the Director, Greystone College Programs and attach a documented proof regarding the reason for their request.
2. The Director, Greystone College Programs will contact the student if more information is needed and notify the student and Student Services Department of the decision.
3. Upon approval of students’ request, the Student Services Department will ensure that the authorized leave is processed, necessary documentation completed, and student informed of the new program end date and new start dates for any courses missed or postponed.
4. All documents and supporting evidence related to the authorized leave request will be kept on student’s file.
5. The Student Services Department shall be responsible for reporting all changes to an international student’s status to the IRCC (i.e., Designated Learning Institution (DLI) compliance reporting).

Should the student request an authorized leave during the work experience placement, the approval will be subject to additional permissions from the employer and the Co-op department. Where possible, the student must make up lost time during the absence by rearranging the work schedule with the employer.

References:

Study Permit Conditions

Immigration and Refugee Protection Regulations SOR-2002-227

The purpose of this policy is to create a safe, respectful, and inclusive learning and working environments for all students, staff, and faculty at Greystone College. This policy outlines the institution’s commitment to preventing bullying, harassment, and discrimination and provides clear guidelines for reporting, addressing, and resolving complaints of such behavior.

This policy applies to all students, staff, faculty, and visitors at Greystone College, in academic, social, and professional settings. The policy also extends to all institutional-related activities, including events, programs, and virtual environments.

Definitions

Commitment to Inclusion

Greystone College is committed to promoting an inclusive and respectful culture that values diversity and ensures that all individuals, regardless of their identity or background, feel welcomed and respected. The institution fosters an environment where bullying, harassment, and discrimination are not tolerated and encourages all members of the campus community to engage in positive, inclusive behaviors.

Prevention and Education

The institution will provide ongoing education and training for all students, staff, and faculty on:

This training will be available during orientation for new students and employees and will be regularly updated to address emerging issues related to inclusion and respectful conduct.

Reporting Complaints

Students, staff, and faculty who experience or witness bullying, harassment, or discrimination are encouraged to report these incidents immediately. Reports shall be made the Director, Greystone College Programs, Vancouver, either in writing or through an in-person meeting. If this individual is absent or named in the complaint, the student shall direct the complaint to the Program Manager.
The institution assures that all complaints will be treated with confidentiality and sensitivity. Retaliation against any individual for making a complaint or participating in an investigation is strictly prohibited.

Process for Resolving Complaints

Upon receipt of a complaint, the institution will take the following steps:

Contact Information

Support for Affected Individuals

Students who experience bullying, harassment, or discrimination will be provided with access to support services. These services are available through:

Accountability and Responsibility

All members of the institution, including students, staff, and faculty, are responsible for upholding the principles of this policy and contributing to a respectful and inclusive community. This includes:

Enforcement and Disciplinary Action

Violations of this policy may result in disciplinary actions, up to and including suspension or expulsion for students, and termination for staff or faculty, depending on the severity of the incident. Disciplinary actions will be determined based on the nature of the behavior, the results of any investigation, and in accordance with institutional policies.

Review and Continuous Improvement

This policy will be reviewed on an annual basis and updated as needed to reflect changes in legal requirements, emerging best practices, and feedback from the campus community. The institution is committed to continuously improving its efforts to prevent and respond to bullying, harassment, and discrimination, and to promoting an inclusive and respectful environment.

This policy outlines the formal process for receiving and resolving complaints from students at Greystone College. It aims to address complaints related to academic and administrative matters, student support services, misinformation from education agents, harassment, and discrimination. The institution is committed to ensuring a transparent, fair, and accessible process that supports students in resolving concerns and disputes in a timely manner.

This policy applies to all students enrolled at Greystone College and covers complaints related to:

Process for Raising Concerns and Complaints

Students who wish to raise a concern or file a complaint should follow the steps outlined below:

Harassment, Discrimination, and Bullying Complaints

In cases involving harassment, discrimination, or bullying based on any of the protected grounds outlined in the BC Human Rights Code (e.g., age, race, gender identity, disability, etc.), the following process will be followed:

Contact Information

External Resources

International students have the right to take their complaints to external authorities if they are not satisfied with the outcome of the institutional process. Students may seek assistance from:

Tracking and Reviewing Complaints

The institution will maintain a central record of all complaints received, including information related to harassment, discrimination, and bullying. The institution will:

Confidentiality and Protection Against Retaliation

All complaints will be handled with the utmost confidentiality. The institution will make every effort to protect the identity of individuals involved, including the complainant, respondent, and any witnesses. Retaliation against any student for filing a complaint or participating in an investigation is strictly prohibited and will result in disciplinary action.

Access to Information

Information about this complaint resolution process is readily available to all students on the institution's website and through other communication channels. The institution will ensure that students are informed of this process during new student orientation.

Ongoing Improvement

The institution is committed to continuous improvement and will regularly review and update this policy to ensure its effectiveness in addressing the needs of international students. Feedback from students will be solicited and used to enhance the complaint resolution process, making it more responsive to student concerns.

This policy outlines the procedures and resources in place to effectively manage critical incidents and crisis situations affecting students, staff, faculty, and visitors at Greystone College. The goal is to provide timely, coordinated, and appropriate responses to emergencies, ensuring that all individuals, especially international students, receive the necessary support during such events. This policy also includes the process for managing crises and critical incidents, designating specific staff members for leadership in these situations.

This policy applies to all students, staff, faculty, and visitors on or off-campus. It includes the process for reporting critical incidents and outlines the resources available to students during crises.

Policy

The safety and well-being of our students, staff, and visitors are our top priority. Greystone College is committed to providing the necessary support and resources for individuals facing critical incidents, particularly students who may need additional assistance. We aim to create a safe, supportive, and responsive environment for all.

Types of Critical Incidents

Critical incidents may include, but are not limited to:

Reporting Critical Incidents

Students, staff, and faculty are encouraged to report any critical incident immediately to designated staff. Incidents can be reported through multiple channels, including:

International students should be aware that language support may be available in cases where communication is difficult. All contact information will be provided during the new student orientation and will be accessible on our website and through various communication platforms (emails, social media, etc.).

Critical Incident Response Team (CIRT)

In the event of a critical incident, the College will activate a Critical Incident Response Team (CIRT). This team will be responsible for managing the crisis, assessing the situation, and implementing the appropriate response. The CIRT will include:

The primary and alternate CIRT members will lead the crisis response and serve as the main points of contact for the incident.

Roles and Responsibilities of the Critical Incident Response Team (CIRT)

Contact Information

Crisis Response and Support

The institution is committed to providing a comprehensive response to students in crisis. This includes:

Crisis Communication Plan

In a crisis, clear and effective communication is essential. The College will ensure that:

Trauma-Informed Approach

Our response will always be trauma-informed, recognizing the lasting impact of trauma on an individual’s mental and emotional well-being. We will create an environment of healing and recovery, ensuring that any response and support provided does not inadvertently re-traumatize the individual. This includes providing appropriate services tailored to the specific needs of the affected person.

Support for International Students

International students may face unique challenges during a crisis due to language barriers, cultural differences, or separation from family and community. To ensure they receive the support they need, the institution will:

Awareness and Access to Policy

This policy is publicly available on the institution’s website and is accessible to all students, staff, faculty, and visitors. Students are encouraged to familiarize themselves with this policy and know how to report and respond to critical incidents.

Ongoing Training and Improvement

To ensure an effective and compassionate response to all critical incidents, the institution will provide regular training for staff, including how to recognize and support students in crisis, and will review and update the crisis management processes as needed.
Additionally, crisis response drills will be conducted periodically to test the effectiveness of the Critical Incident Response Team and the broader emergency management plan. This will allow the College to adapt to emerging challenges and improve crisis response strategies.

All assignments and final course grades may be appealed by individual students, as per the procedure outlined in this policy.

Procedure

1. If a student disagrees with a grade received and can provide evidence that a higher grade is warranted, they should first discuss with their course instructor, no later than five (5) business days after receiving the grade. The instructor will verify the grade to ensure that no error has been made and, if warranted, assign a different grade. All reasonable steps should be taken by the student to resolve a grade dispute with the instructor before pursuing the formal appeal process as follows:
   1. If the matter remains unresolved, the student shall submit a request for grade appeal in writing to the Director, Greystone College Programs, along with any evidence supporting the reasons for the appeal. The student must submit this formal written appeal request within five (5) business days of the student’s discussion with the instructor. In no cases will a formal appeal request be accepted beyond ten (10) business days after the receipt of the grade.
   2. The Director, Greystone College Programs will obtain a copy of the assignment or exam in question from the instructor. The evidence will be carefully examined and another instructor within the same program will be assigned to re-grade the assignment or exam. If the student achieves a higher grade on re-assessment, the higher grade will be assigned to the student. If the student achieves a lower grade on re-assessment, the original grade will be retained. The new grade will be considered final and cannot be appealed.
   3. The Director, Greystone College Programs will provide a student with the decision within five (5) business days of the appeal.
2. In the case of a final grade appeal for the entire course, the Director, Greystone College Programs will obtain the complete student file containing all course assessments. The evidence will be carefully examined and another instructor within the same program will be assigned to re-grade the assignments or exam. If a student achieves a higher grade on re-assessment, the higher grade will be assigned to the student. If the student achieves a lower grade on re-assessment, the original grade will be retained. The new grade will be considered final and cannot be appealed.
   
   The decision on the grade appeal for the entire course will be provided to the student in writing within fifteen (15) business days after receiving the student’s appeal.

This policy is applicable to Greystone College Montreal only.

Graduation Policy (Greystone College Montreal)

The College makes every effort to ensure that all equipment and facilities are properly maintained, and that all required safety equipment is in working order. Any concerns or issues regarding health and safety must be reported to a senior campus administrator, such as the Student Services Manager or Campus Director.

RESPONSIBILITIES AND PROCEDURES

All accidents, incidents, injuries, potential safety hazards, safety suggestions, and other health and safety-related issues must be reported to the senior campus administrator, such as the Student Services Manager or Campus Director.

In case of an injury, outside emergency response agencies (911) should be contacted when required. If the injury does not require immediate medical attention, a report must still be completed in case medical treatment is needed at a later time and to ensure that any existing safety hazards are corrected.

Any individual who requires first aid assistance should inform the senior campus administrator. In the event of a medical emergency that poses an imminent danger, call 911 first and then notify the senior campus administrator.

Greystone College offers free counseling through a third-party provider to support international students. For more details, students may contact Student Services or refer to Student Connect (student portal).

Greystone College is committed to providing equal educational opportunities to all students, including those with disabilities. In addition, it is committed to addressing the physical, systemic, technological, and attitudinal barriers that can limit the inclusion of students with disabilities.

Greystone College undertakes the responsibility to ensure that all students with disabilities obtain services and/or accommodations related to their needs. As such, the College has established Student Services as the department responsible for carrying out these services. While Student Services is responsible for implementing these services on the College’s behalf, this responsibility is shared by the entire Greystone community including faculty, staff, administration, and students. All parties have specific responsibilities to ensure this mission is met.

Greystone College is committed to maintaining the highest standards of academic honesty and integrity, which are essential for fostering a culture of trust, respect, and intellectual growth within our community.

In line with these principles, our Plagiarism and Academic Honesty Policy serves as a guiding framework to ensure that all members of our college community, including students, faculty, and staff, understand their responsibilities and obligations regarding originality, attribution, and ethical conduct in academic endeavors.

DEFINITION OF PLAGIARISM

Plagiarism is the act of presenting, whether intentionally or unintentionally, someone else's words or ideas as one's own without proper attribution in any educational context. This encompasses copying from published sources, utilizing internet materials without acknowledgment, or passing off another student's work as original.

Deliberate plagiarism is considered a serious offense and may result in failing the course. It is imperative to cite all external sources used in academic work according to the format specified by the instructor.

Self-plagiarism occurs when a student submits previously completed work, for which they have already received a grade in another course. In any Greystone College program or course, self-plagiarism is not allowed.

Greystone College provides education and training to students on the importance of academic integrity, proper citation practices, and the consequences of plagiarism.

The instructors may utilize plagiarism detection software to review student submissions for originality.

USE OF ARTIFICIAL INTELLIGENCE (AI)

Artificial Intelligence (AI) tools offer invaluable support in various aspects of academic work, from conducting research and data analysis to generating insights and enhancing creativity.

If the instructor does not allow the use of ChatGPT and/or similar generative AI tools to complete the assignments or projects, then utilizing these tools would constitute academic misconduct.

Conversely, if the instructor allows their use, it is imperative for instructors to outline the limitations and expectations for acknowledgment, ensuring that students adhere to these guidelines.

However, if the instructor has not addressed the use of such tools, it is likely considered prohibited under the umbrella of unauthorized means to complete coursework.

Students should not assume that all available technologies are permissible and should seek clarification from their instructor if unsure about the permissibility of AI tools or any other tool.

CONSEQUENCES OF PLAGIARISM OR ACADEMIC DISHONESTY

REFERENCES

ChatGPT Q&A - Academic Integrity at UBC. (2023, September 18). Academic Integrity at UBC.
https://academicintegrity.ubc.ca/chatgpt-faq/

University of Manitoba - Academic Integrity. (n.d.). University of Manitoba. https://umanitoba.ca/student-supports/academic-supports/academic-integrity

Using Generative AI. (n.d.). https://www.sfu.ca/students/enrolment-services/academic-integrity/using-generative-ai.html

The author generated this document in part with ChatGPT 3.5, a language- or image-generation model. Upon generating the draft, the author reviewed, edited, and revised it to their own liking and takes ultimate responsibility for the content of this document. Sharing & Publication Policy (openai.com)

While on the premises, in an online environment, or during activities or events hosted by Greystone College, the following behaviors are prohibited:

Procedure

If under any circumstances, a prohibited activity occurs, the following outlines the procedure for reporting, addressing, and remedying the activity:

Greystone College’s Sexual Violence & Misconduct policy defines sexual violence and misconduct and outlines training, reporting, investigative, and disciplinary responses to complaints and reports made by students, staff or faculty about incidents that take place on campus, at Greystone College events, or that involve the Greystone College community.

Our full sexual violence and misconduct policies can be reviewed under the following links:

Greystone College Montréal Sexual Violence Policy

Greystone College Toronto Sexual Violence Policy

Greystone College Vancouver Sexual Misconduct Policy

While completing a program of study at Greystone College, students are expected to adhere to the Student Code of Conduct, maintain good academic standing, and comply with all applicable College policies.

Student Code of Conduct

Greystone College may dismiss a student from a program on any of the grounds listed below. While the list is not exhaustive, it aims to give students an understanding of behaviors warranting disciplinary action. Specific examples of unacceptable behavior are included; however, students should be aware that their behavior may still be against the Code of Conduct even if it is not on the list.

The grounds for dismissal include engaging in, attempting to engage in, or assisting others to engage in any of the actions described below:

Academic Misconduct:

Disruption or Interference:

Failure to Comply:

Fraud, Misrepresentation or False Information:

Misconduct Against Persons:

Misconduct Against Property:

Substance Use and Smoking:

Unauthorized Possession or Use of Dangerous Substance or Objects:

Unauthorized Use of College Facilities, Equipment or Services:

Contravention of Other College Policies or Laws :

Students who do not meet the expected Student Code of Conduct will be subject to the procedures outlined below, which may include immediate dismissal from Greystone College, depending on the severity of the misconduct.

The Academic Management team reserves the right to initiate immediate measures, such as asking the student to leave the campus premises for the remainder of the day, suspending access to LMS, and taking any other appropriate disciplinary actions as/when deemed necessary.

Procedure

The procedure by which a student may be dismissed from a program is as follows:

1. Concerns related to student misconduct shall be brought to the Director, Greystone College Programs, Vancouver. Concerns may be brought up by staff, faculty, students, co-op employers, or the public. All complaints must be made in writing.
2. A meeting with the student to discuss the complaint will be arranged as soon as possible. If necessary, an investigation will be conducted to determine whether the complaint is substantiated.
   1. First Warning Letter - If it has been determined that the complaint is substantiated, a warning letter will be issued by the Director, Greystone College Programs, Vancouver, setting out the consequences of further misconduct and outlining the acceptable means to support the student to prevent recurrence.
   2. Final Warning Letter/Probation Letter - If the misconduct continues, a final warning/probation letter will be issued by the Director, Greystone College Programs, Vancouver, outlining the consequences of continued misconduct and corresponding probation terms and conditions. 
   3. Letter of Dismissal - If the student clearly demonstrates unwillingness or inability to comply with the terms and conditions of the final warning/probation and gets to the final stage in the disciplinary process, they will be dismissed from the program. At this point, the student will be notified of the dismissal, and a dismissal letter will be issued by the Director, Greystone College Programs, Vancouver. The student’s contract will be terminated as well.
3. If the student is dismissed, a calculation of any refund due or tuition owing will be made, depending on the status of the student’s financial Account with the school and in accordance with the Tuition Refund Policy. 
4. If a refund is due to the student, Greystone College will issue a refund within 30 calendar days of the dismissal notice. If the student owes tuition or other fees, the school will initiate a collection of the outstanding amount.
5. All documents related to the dismissal will be retained in the student file.

Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period:

The student has the right to submit a written appeal of dismissal to the Director, Greystone College, Toronto within five (5) business days of receiving the dismissal notice. The appeal must include adequate evidence to support the case.

The Director, Greystone College, Toronto will provide a written response to the student that includes a final decision. All cases will be concluded as soon as possible and no later than 10 business days after receiving the student’s written appeal notice. 

Contact Information

References:

Student Complaint Procedure (Toronto)

Dispute Resolution Policy (Vancouver)

References:

Student Statement of Rights (Vancouver)

Greystone College shall refund tuition and other fees paid under an enrolment contract according to the refund circumstances and regulations local to each Greystone College campus, as detailed below. Each campus refund policies and procedures are set by their relevant provincial governing body.

Tuition Refund Procedure

This policy applies to all co-op and practicum programs, except TESOL programs. The practicum policy for TESOL programs is dictated by separate governing bodies and is not outlined in this document.

Policy

Students who enroll in a program that includes a work experience component are required to engage in job duties that are relevant to the learning objectives of the program.

Definitions

Co-op Work Placement: Co-op work placement is an integral component of all Co-op programs, that is provided by a host organization in which a student obtains practical skills relevant to the learning objectives of the program.  For Greystone College Vancouver programs, co-op placements are paid. For Greystone College Toronto programs, co-op placements may be paid or unpaid.

Practicum Work Placement: Currently, practicum placements apply only to the Attestation of College Studies, International Business Management in Montréal. Practicum placements are unpaid. 

Geographic area where work experience will be provided

Work experience placements are in Canadian workplaces and within the geographic area indicated in the student enrolment contract.

Number of Hours for Work Experience

Co-op Work Placement: The length of placement shall not be more than 50% of the total length of the program that the student is enrolled in.

Practicum Work Placement: The length of placement is dependent on the program of study and shall not exceed 20% of the total length of the program that the student is enrolled in.

The length of the work experience component varies according to the program of study. The following tables highlight the required hours for the various programs at the Vancouver, Toronto, and Montreal campuses.

VANCOUVER PROGRAMS

BUSINESS PROGRAMS

CUSTOMER SERVICE/HOSPITALITY PROGRAMS

DIGITAL MARKETING PROGRAMS

TECH PROGRAMS

TORONTO PROGRAMS

BUSINESS PROGRAMS

HOSPITALITY PROGRAMS

DIGITAL MARKETING PROGRAMS

MONTRÉAL PROGRAMS

BUSINESS PROGRAMS

DIGITAL MARKETING PROGRAMS

WORK EXPERIENCE PROCEDURES:

Requirements & Process Before Start of Work Experience:

1. The student must hold a valid Study Permit and Co-op Work Permit that adequately covers the entire duration of the study and work portions of the program..
2. The student must have successfully completed all required academic courses before being considered for Work Experience. Exceptions to this may be considered under extenuating circumstances at the discretion of the Director, Greystone College Programs. Additionally, if the student is on an authorized leave, they cannot begin co-op until they return.
3. Co-op Orientation: The Co-op Department will conduct an Orientation session for Co-op students within the first week from the start date of their program of study. At this Orientation, students will be briefed on the objectives of the Work Experience, expectations for performance, reporting procedures and administrative forms to be completed such as the Letter of Agreement, Monthly Monitoring/Attendance Reports, and Post-Placement Company Evaluation. This Orientation will assist students in preparing well for the Work Experience at a later stage. 
4. One-on–One Meetings with a Co-op Advisor/Coordinator: Each student will be assigned to a specific Co-op Advisor who will guide the student from the start to the end of the Work Experience term. Students will be invited to meet their respective Advisors to discuss their interest and suitability for potential Work Experience options. Students will also receive additional coaching and support from the Advisors on how to conduct job search, prepare resumes & cover letters and practice job interviews.

Actions to Take to Commence Co-op:

1. About a month before the Co-op start date, the Co-op Advisor emails student to discuss placement. Prior to this meeting, the student must provide the Co-op Advisor with an updated resume.
2. The Co-op Advisor will liaise with relevant host organizations (employers in various industries) to seek a placement. Once a suitable host has been identified, an interview with the employer and the student will be arranged.
3. The Co-op host (employer) reserves the right to accept or decline a student for placement with the company. Students are strongly advised to prepare for the interview with the host employer and, if necessary, may contact their Co-op Advisor for guidance and support with interview techniques.
4. As soon as the student is accepted for placement, the student must discuss the work schedule directly with the employer and confirm the Co-op start date
5. At this point, the Letter of Agreement form will be jointly completed and signed by the student and the employer. The completed Letter of Agreement form must be returned to the Co-op Advisor to be counter-signed at the earliest opportunity upon starting the placement. A copy of the Letter of Agreement will be emailed to the student and host employer and filed in the student’s folder.

Process of Evaluation During Work Experience:

1. MONITORING OF STUDENT PROGRESS AND PERFORMANCE/REPORTS:
   1. Monthly Monitoring/Attendance Repor: During the Work Experience, the student must submit this report through the Learning Management System (Moodle) once every 4 weeks. The report will be reviewed by the Co-op Advisors. Any issues or concerns raised by the student will be immediately attended to by the Co-op Advisor.
   2. Site visits: The Co-op Advisor may conduct a site visit to meet with employers and student to check on progress as required.
   3. A qualified supervisor will provide timely feedback to the student on their performance with respect to the program’s learning objectives and the activities listed in the work experience agreement. The supervisor will ensure that the feedback is provided to the student on a regular basis, either to reinforce learning or to address performance deficiencies.

End of Work Experience:

1. End of Work Experience Final Evaluation by Employer: The host employer will report on the work experience near the end of the Work Experience term. The employer will provide a final evaluation on the overall performance of the student by completing the Post-Placement Company Evaluation Form. The Co-op Advisor will meet with the student to discuss the evaluation report if there are any issues.
2. Successful graduation of Co-op Programs of study: If there are no concerns or issues arising out of these reports, the Co-op Advisor will update the student records accordingly and inform the Student Services of the student’s Co-op work experience completion.