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Context

• Spring 2021 term: WARG attempted to hire co-ops for the term. However, in the absence of such a guide, the process took much longer than expected. While successful, many questions could’ve been answered had this document existed…

Step 1: Determine requirements for the co-op

• Each SDC team is permitted to hire up to 2 co-ops, any higher and you need approval.

• Lesson learned from a former lead

  • “We were just barely able to break down enough work for [the co-op], and there wasn't a sole intern project we could give him because the entire system was already tasked out. Obviously, the better PM we have now would've helped, but the lesson is don't hire a co-op unless you're actually getting flooded with work or have a dedicated project”

Step 1.5: Definition Phase

• Write a startup guide (Startup Guide ). These guides are very helpful to both the intern and the manager to develop the cadence of the intern. Megan Spee wrote a really good one Andrew Wright [W23 Mech Co-op] - Startup Guide

• Writing one beforehand forces you to think about timelines, what they would do, what requirements you are looking for in a co-op, and ensure that you’ve thought of the big picture.

• Write out job requirements for the role. WARG’s current guidelines extend the SDC’s requirements for a job posting and thus can be used

  • Job Description Writing

Step 2: Find a co-op supervisor, & safety captain

• The co-op supervisor needs to be

  • a 3rd or 4th-year student

  • On a school term or has an employer on campus

    • Note: Spring 2021, WARG got approval despite having a supervisor who was on co-op that wasn’t employed by the University. This was likely because the role at the time was fully remote.

• The safety captain needs to be

  • Someone with the ability to access the bay. Nothing really special here.

• Once you’ve found the co-op supervisor & safety captain, they will need to complete the following courses that can be found on LEARN, alongside the team lead: (Do these ahead of time!)

  • Employee Safety Orientation

  • Workplace Violence Awareness

  • WHMIS 2015 for Employees

  • Laboratory Safety

  • Supervisor Safety Awareness Training

  • ENG student Machine shop card/training

Step 3: Approval Phase

• Email SDC Director with the information found here: https://uwaterloo.ca/sedra-student-design-centre/current-teams

  • Note: I forget who to send the co-op postings to. S21, Peter Teertstra approved the postings and co-op supervisor.

• After approval has been sought, you may proceed to step 4

Step 4: Hiring Phase

• Post the positions to Waterlooworks off of the Faculty Advisors' account. You can do the hiring in there, and in general act as an employer.

• Note: timelines are weird for waterlooworks. Be prudent about when you post. Interviews should be conducted IAW Interview Guidelines

• Once you’ve matched with someone, you should revisit the startup guide if they’ve mentioned an interest in working on something that wasn’t originally in scope and see if there’s an opportunity to give them that experience.

Extending an offer - Direct Offer Period ONLY

Conflict of interest

• If an individual helping assist in the co-op search feels as though they have a conflict of interest, they should inform the individuals assisting the co-op search and team lead.

  • Ex: Involved together in another organization, friends outside of school, etc.

  • Good rule of thumb is: “Do I have their contact on something outside of LinkedIn”?

• Involved parties should not be scheduled the same interview to maintain objectiveness. 

• Involved member may provide a balanced evaluation, but should not contribute in ranking the individual

• Undisclosed conflict of interest

  • Involved member will be removed from the co-op search effort

  • Candidate will be dealt with on a case by case basis

Step 5: Onboarding Phase

• DO NOT IGNORE THIS PHASE UNDER ANY CIRCUMSTANCES IF YOU HAVE HIRED A CO-OP

• Send the startup guide a few days before starting to prime them for their expected tasks and get a line of communication going.

• You need to submit the co-op information form within 2 weeks of hiring the co-op.

  • https://uwaterloo.ca/sedra-student-design-centre/sites/default/files/uploads/files/coop_information_form_dec2018.pdf

  • Note that the form has various requirements that need to be completed, including safety training.

  • Note that the form requires Safety Coordinator & Team Lead to complete Supervisor Safety Awareness Training (SO1100). The training is now renamed Supervisor Orientation Online (SO1100)

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