Work Experience Policy 

Policy

Work experience is required component of IH Career College (the “Institution” or “Institute” or “IHCC”) programs, providing students with practical skills relevant to the learning objectives of the program. A work experience component of the course of study consisting of no more than 50% of the hours of instruction of a program and is paid. Detailed information will be provided in the Co-op Manual prior to the start date of the work experience component of the program. Students must follow policies, procedures, and practices of the Institute before being represented/prompted by the Institution as set out below and in the Student Enrolment Agreement.

Definitions

“Cooperative or Co-op placement (“Co-op”)” is an integral component of all Co-op programs. It is provided by a host organization and involves a student obtaining practical skills relevant to the program’s learning objectives. Co-op can be full or part-time and refers to the period during which a student is engaged in work experience at a host organization and is not attending regular classes.

“Co-op work” is paid and is undertaken solely as an integral part of a program of studies, requiring approval, monitoring, and evaluation by the Institution.

“Host Organization” or “Host” is a company where students complete their Co-op work hours.

“Non-compliant” refers to a serious violation of program rules that the student has refused to correct and that, in some cases, could lead to the student’s removal from the Co-op. For international students, this may also potentially result in reporting their non-compliant status to Immigration, Refugees, and Citizenship Canada (IRCC).

Host Organization Matching

• Host organizations are subject to change in accordance with students’ experience, preferences, and availability.
• Securing placement depends on a variety of factors, which include, but are not limited to:
  1. Language capabilities;
  2. Experience;
  3. Availability to work;
  4. Experience;
  5. Education;
  6. Suitability;
  7. Host company’s requirements; and
  8. Canadian labour laws.
• Students are encouraged to find their own placement, but the Co-op Department must approve all potential employers before the placement begins:
  • Students are required to notify and obtain approval from the Co-op
    Department two (2) weeks before starting their placement.
    IH Career College must approve any placement in order to be sure that it is appropriate to the program of study.
• If a student chooses not to secure their own placement, IHCC will arrange a placement with a pre-approved Host. The Co-op department will review the student’s resume and determine the student’s suitability for available positions with IHCC pre-approved list of Hosts.
  1. 1. If an interview is required as part of the placement process with a particular Host, the Co-op department will arrange the interview, and the student must attend as scheduled. Students are expected to make a sincere effort to secure the position.
     2. The Co-op department will work with the student to determine the support they need in securing placements, if a placement cannot be obtained after the second interview.
     3. The Co-op department will do its utmost to accommodate students’ preferences; however, specific placements will depend on Host availability and the student’s suitability for the position.
     4. If a student refuses, for no valid reason, a work experience placement that meets the work experience standards of the program, IHCC is under no obligation to accommodate the student.
• The Co-op department will ensure the Host is aware of the policies, responsibilities, and procedures of the work experience component of the program as per the Work Experience Agreement.
• A placement is considered secure only after the Co-op department approves it and all parties sign related documents.

Placement Policies

• Students must complete each pre-requisite course with a minimum grade for admittance into the work experience portion of their program.
• Minimum grade for admittance into work experience for the:
  1. Business and Client Relations programs (60%)
  2. Hospitality and Hotel Management (70%)
• Co-ops must align with the field of study for the purpose of applying the knowledge and skills learned in class.
• Co-op will be monitored and tracked weekly by the Co-op department and students are required to maintain their attendance as per their employment contract.
• Regular evaluation will be conducted throughout the co-op and feedback may be provided to the students.
• To complete and pass the work experience portion of the program, students must complete, and not exceed, all the required placement hours of the work experience component of the program. If a student exceeds work placement component hours, IHCC will not issue the student a graduation certificate for the program and will report the student’s violation to IRCC in writing.
• Student must follow policies, procedures, and practices of the Host and behave as responsible professionals at all times.
• If a student does not actively participate in the monitoring of the work placement componenet, IHCC will give the student a written warning. One the second warning, IHCC will also notify the Host of the potential violation. On the third warning, IHCC will report the student’s violation of their work permit to IRCC in writing and the student will be considered to have not completed the work experience component of the program.
• Students may be dismissed at any time for Cause, including but not limited to:
  1. Poor performance;
  2. Misrepresentation of skills/education;
  3. Lack of punctuality;
  4. Unwarranted absences; and/or
  5. Inability to perform required tasks.
• If a student is dismissed from the work placement component, and, in the judgement of IHCC, has sufficient time remaining to be replaced with a new Host, IHCC will arrange the new placement following the Host matching procedure.
• If students are dismissed for Cause or transgressing any IHCC or Host policies, they will not be placed elsewhere because this will damage IHCC’s reputation among partners and professional Canadian organizations.
• IHCC will facilitate an alternative or supplementary work placement if a host organization does any of the following:
  1. Fails to provide sufficient work placement component hours;
  2. Does not uphold workplace employment standards and/or health and safety regulations;
  3. Dismisses the student without causes;
  4. Changes the nature of or the terms and conditions of the work placement in a significant way as outlined in the work term agreements; and/or
  5. Encourage the student to violate the terms of their work permit.
• IHCC may cancel any student’s placement if they believe the student has broken law or for misconduct; the student will be assigned a grade of Fail for the placement and will not be eligible to repeat the work experience component.
• If the student quits, or otherwise fails to complete the work placement component, IHCC will not issue the student a graduation certificate and may dismiss the student from the program.

Work Experience Procedures

General Terms and Conditions

• Co-op placement may not exceed 50% of the total program of studies.
• IHCC will assist students during the co-op search, including arranging student interviews (if required). Please review the Co-op Placement Process for more information.
• The Work Experience can be in or outside the province. Students who voluntarily choose to be placed outside of British Columbia will be responsible for any related additional costs (travel, accommodation, etc.). Regular virtual meetings will be scheduled via phone or video conference tools to evaluate the host’s capacity to welcome the co-op student.
• No student may begin their Co-op placement until it is approved by an IHCC representative. This approval is indicated by an authorized IHCC representative’s signature on the student’s Host Agreement, which generally includes the student’s job description.
• All Co-op placements must be demonstrably connected to the student’s program of studies. Co-op placements that, in the sole opinion of the college representative/instructor, are not sufficiently connected to the student’s program of studies will not be approved.
• All Co-op placements are paid at minimum wage or above and are considered “work” under the BC Employment Standards Act and Immigration, Refugee and Citizenship Canada.

Program Requirements

To participate in a Co-op placement, students must meet the following conditions:

• Students must demonstrate academic excellence and achieve the minimum grade requirements for their program.
• International students must possess a valid work and study permit from Immigration, Refugees, and Citizenship Canada (IRCC).

Co-op Placement Process

• Student signs a Co-op placement contract when they are accepted into a career program. During their first month of academic studies at IHCC, an institution representative will initiate first contact with all new students through in-class visits and/or email. New students are required to attend Work Experience Workships that focus on Resume and Cover Letter Writing, as well as Job Search Strategies.
• Following these workshops, students may request individual coaching sessions for career and co-op-related matters. Students are strongly encouraged to begin this process as soon as possible. Delaying their resume, cover letter writing, and job search process will inevitably reduce their employment opportunities.
• Student are encouraged to secure their own Co-op placement, but the Co-op department must approve all potential employers before the placement begins. Students must notify and obtain approval from the Co-op department at least two (2) weeks before starting their placement. IHCC must approve any placement to ensure it is appropriate to the program of study.
• If a student successfully secures a position through their interview, the placement process is complete, and no further interviews will be offered. However, if a student is not successful in their first interview, or if the school does not approve their placement, another interview will be arranged.

Interviewing

• An IHCC representative will email students to notify them of upcoming interviews. Students who fail to check their email or who do not do so in time to attend an interview will be non-compliant with the program conditions.
• It is mandatory for students to attend all arranged interviews. Students who refuse to attend an interview due to reasons such as distance, company size, notoriety, or the gender or ethnic makeup of the host company’s staff will be considered non-compliant with the program rule.
• Students are expected to make a sincere effort to secure the position during the interviews. This involves researching the host company in advance, dressing appropriately for the interview, arriving on time, and demonstrating genuine interest in the placement. Students who express disinterest in or refuse the placement during an interview, arrive late, or fail to appear at an interview may be non-compliant with program rules.
• The institution must be notified of any changes to the work term for a student in a placement. Such changes include shortening or lengthening the work term, altering start or end dates, taking an extended leave of absence, or restricting availability.
• Maintaining full-time availability is required for full-time co-op placement students. Students who restrict their availability may not be accepted into a placement unless approved by the Host and IHCC. Those who restrict their availability after acceptance into an arranged placement may be considered non-compliant with the program rules.

During the Placement

• To succeed in their Co-op, students are strongly encouraged to demonstrate flexibility, which includes being open to new tasks and varied scheduling.
• Throughout the placement, the Institution maintains contact with both the host and the student, monitoring attendance and ensuring that the program’s learning objectives are met. If a student is absent or late for any reason, they must promptly inform their host company’s supervisor. Failure to do so could result in termination from the placement with cause, meaning the student would be unable to complete their work term.
• Students are generally discouraged from requesting time off during their Co-op. However, in extreme situations with no alternative, they should communicate in writing with their host company’s supervisor or direct report as far in advance as possible. The Host retains the right to deny the student’s request.
• For students completing their Co-op in Canada, obtaining a Social Insurance Number (SIN) before the first day of work is crucial. Failure to have a SIN on the first day may result in the loss of the placement and may also be considered non-compliant with the program rules.
• In many cases, Co-op placement Host pay their employees through direct deposit to their Canadian bank accounts. Students without a Canadian bank account should open one before their first work day.
• Students in in-person placements are responsible for familiarizing themselves with the workplace health and safety procedures at the Host organization, as well as the applicable provincial and federal labour laws.

Placement Monitoring

• Students and their host employers must complete an evaluation report at the conclusion of their work terms, which should be submitted along with their final written reports.
• The Institution’s representative will contact the student during the work term, approximately two (2) months from their start date, for a progress update. Alternatively, the representative may contact the employer directly to ensure that the program learning objectives are being met.
• Reports completed with host companies will consist of a written record placed in the student’s record. Hosts are required to complete an evaluation of the student at the conclusion of their work term. The student will submit their report as part of their Co-op assignment.
• If a report contains issues, the host or student is automatically directed to the conflict resolution procedure.
• Students must accurately record their hours and submit their Bi-Weekly report. If students are not receiving enough hours to fulfill their work term requirements, they must promptly inform IHCC.
• Students and Hosts are required to submit all Co-op forms, such as the Host Agreement and Performance evaluation. The Co-op department may conduct additional interviews and performance checks as part of “casual progress” monitoring. Failure to submit the required Co-op forms on time will result in non-compliance and dismissal from the program.
• Students must adhere to the Co-op records policy in detail.
• Although Host companies may offer remote work positions with limited in-person interaction, students should be under strict supervision despite “working remotely.”

For students completing the program through distance delivery:

• The procedure for students completing the program through distance delivery is the same as for regular in-class students. Communication primarily occurs via email, video meetings, and phone calls to facilitate the management, monitoring and evaluation of the work experience.
• In cases where hosts are located outside of the Greater Vancouver region, placement training activities are discussed and confirmed by the Host before placement. This ensures that students will receive the appropriate work experience relevant to their program learning objectives. Communication methods, such as email, phone calls, and/or video meetings, are adapted to manage placement and monitor the work experience effectively.

Conflict Resolution

• In the event of any problem in the workplace, the student must promptly inform the Co-op department and/or the Institution’s representative.
• If a conflict arises, the student must notify the Co-op department and/or the Institution’s representative in writing, specifying the problem, conflict, or other substantive issues at their Host company.
• The Institution’s representative will then contact the student to determine the nature of the issue. If necessary, the representative will seek permission from the student to contact the host company in an attempt to resolve the issue.
• Following any necessary communication with the host company, the Institution’s representative will follow up with the student to discuss the potential solution.
• The student will continue with their Co-op placement and complete a new online report one week later, providing feedback to the Institution’s representative on whether the attempted solution has effectively resolved the conflict or problem.
• If there is still an issue, the Institution’s representative will make a second and final attempt to resolve the conflict. If not previously permitted, the representative must be granted permission to contact the host directly at this point.
• The student will then complete a second report at the end of the week, updating the Institution’s representative on whether the new solution has successfully addressed the conflict.
• If the solution has not worked, and there is still a substantive issue preventing the student from completing their work term, they may be eligible for a re-placement at a different host company.

Workplace Harassment

• All reports of bullying or harassment in the workplace are treated with utmost seriousness, and each case receives individual attention to effectively address the issue.
• Students who believe they have experienced bullying or harassment in their workplace are strongly encouraged to report the issue to the Institution’s representative.
• Upon notification of the issue, the institution’s representative will promptly arrange a meeting with the student to gather detailed information about the harassment report.
• In cases where a host company has an established bullying and harassment policy, the Institution’s representative will assist the student in contacting the host and pursuing a remedy through that established policy.
• If a host company does not have an established bullying and harassment policy, the student and the institution’s representative will collaboratively decide whether to approach the host company directly to resolve the issue or to refer the matter to the appropriate provincial department overseeing labour regulations and/or local authorities.
• In certain instances, a student who has reported a bullying or harassment claim may be eligible for replacement at a different host company.

Replacement for Arranged Co-op Placements

• If a student has fulfilled at least 80% of their required Co-op hours, a replacement will not be provided.
• For students who has not completed the minimum of 80% of their required Co-op hours but have adhered to the conflict resolution process and still have ample time left in their Co-op placement, the Co-op department will facilitate the arrangement for a new Co-op placement for the student.
• In cases where a student has enough time remaining in their Co-op in terms of hours but fewer than one (1) week or 20 hours left in their work terms, the Co-op may either be completed at the Institution or a re-placement will be offered.
• Should students decline a replacement offer, their Co-op term will be considered concluded.

Students must not resign from their co-op placement during the re-placement process except in cases of workplace harassment or delinquent payment by the Host employer. If they choose to do so, their Co-op term may be terminated.

Completion Requirements

Students are responsible for maintaining records of the Co-op hours worked to ensure they fulfill the required number of Co-op hours.

• Co-op timesheets, with clearly readable totals, must be submitted as evidence of hours worked. Other acceptable forms of proof include a signed letter from the Host Employer confirming the hours worked.
• It is expected that students retain copies of the Co-op timesheets for their personal records.
• Students are required to submit the record of hours bi-weekly and at the conclusion of a Co-op program.
• The submitted timesheets will be stored in the student’s profile.

Performance Evaluation

• Students’ evaluations on the work component of their program are conducted by their direct supervisors at the Host Employer. The students must submit the work experience evaluation form along with their final written reports.
• Feedback regarding the Co-op experience is integral to the instructional process and is provided regularly. The institution’s representative may request additional evaluations if circumstances warrant such actions (e.g., concerns raised by the student, host employer, or college representative).
• The Performance Evaluation is conducted after the work experience term.

Final Report Submission

The final report aims to offer you an opportunity, at or near the conclusion of the work term, to document the skills you have acquired, reflect on the experience you have gained, and facilitate your ongoing personal and professional development.

• • Students are required to submit one final report for the completion of each Co-op term. The final report must be submitted no later than 10 days before the work term end date. If you are unsure of this date, please contact the Co-op department to confirm

Failure to complete and submit the final report will result in the following consequences:

• • Written warning of failure, with the final result being dismissal from the program if not corrected.
  • The final attempt to contact the student will be made through text message, phone call or email. If no response is received, the student will be dismissed from the Co-op. No refunds will be granted for incomplete programs under these circumstances.
  • If a program extension is required to allow the student additional time to fulfill these requirements, a fee of $750 will apply.

• The Co-op work experience segment of the program is considered incomplete until all documentation is finalized and submitted, the written report has been submitted, and the written report has been submitted and received a passing grade of 70%. Commencement of graduation will not occur until these requirements are satisfactorily met.

Student’s Responsibilities During Co-op Work Term

Policy

Students are responsible for familiarizing themselves with the college and program policies and guidelines that govern their co-op work terms.

Procedure

• Upon acceptance to the Co-op work experience term, students will collaborate with the Co-op representative to establish the terms of the placement with the Host, including confirmation of the placement’s duration. It is important to note that in some instances, students may receive an offer and choose to participate in a work experience longer than the IHCC program requirement. In such cases, they are obligated to conclude their work term once they have accumulated the maximum number of Co-op hours required to graduate from the program.
• Students are responsible for covering their own airfare and making travel arrangement to and from their work experience location. Additionally, they are to bear all cost of living for the duration of the placement, including any required medical and travel insurance costs.
• Learners must personally finance their visa, permit (if required), and passport. Furthermore, they are required to provide a photocopy or a scanned copy of these documents to IHCC while being registered students in any part of an IHCC program, including a co-op placement.
• Students must maintain regular contact with the Co-op representative and promptly respond to emails, telephone calls, video calls, etc, as required throughout the course. Timely submission of all requested documents to the Institution’s representative is also a mandatory requirement.
• During the Co-op work term, only medical and personal emergency leave will be supported. Proof of leave must be submitted to the Admission Office and Co-op department in the appropriate form. For clarity, proof (e.g., a medical note from a physician) must be current and have a return date.

Documents to Submit

The following items must be completed to fulfill your co-op work experience term and qualify for graduation successfully. Failure to meet these requirements may lead to dismissal from the program, and in such cases, no refund will be granted.

The documents must be submitted to the Co-op department:

• Work Experience Agreement
• Performance Evaluation (including validation of hours completed)
• Final Report

Students are accountable for the successful completion and submission of the Work Experience Agreement, Performance Evaluation Forms, Bi-Weekly Report, and their Final Report to qualify for graduation. The Work Experience Agreement must be finalized and submitted to the institution within ONE WEEK of commencing the Co-op/Work Experience. Subsequently, the Performance Evaluation and Final Report must be concluded and submitted to the college ONE WEEK before concluding the Co-op.

Upon receiving all three documents, the student is considered to have completed the co-op work, and they are required to cease working immediately. Transcripts and credentials will be prepared and presented to the student in recognition of their graduation.