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Audience: Co-op hiring coordinators, subteam leads, senior members directors.
Motivation:
F24 term:
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This document received a large update to clarify some of the details.
S21 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.
Please follow all steps in the correct order to ensure that the co-op student is set up for success at WARG.
Pre hiring process
University Trainings
Complete the required supervisor trainings on Learn. If you do not do this, SDC administration will be upset and it’s embarrassing.
Determine co-op project
It is recommended that the co-op student have a predefined project to work on. This makes it easier for the co-op student as it allows them to:
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The co-op supervisor must be available during the co-op student’s term as a primary mentor: Co-op Supervisor Promotion Criteria . As manager you are taking full ownership over your co-op. Keeps track of tasks and the day to day activities.
Co-op Mentor
You will be busy as a manager so having Having a separate person member as a backup mentor for days your busy is nice to have. Should be present for technical support for questionsThey can take responsibility for mentoring the co-op in technical topics while the co-op manager is busy.
However, the final responsibility of the co-op is still with the co-op manager.
Safety captain
The safety captain must exist and must be aware of the intent to hire a co-op: Safety Captain
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Email the SDC director (currently Peter Teertstra)
Student design teams are limited to 2 co-ops per term. WARG has a good record with co-ops and is therefore allowed to exceed this.
Hiring process
Post in WaterlooWorks
Professor Teertstra emails us toward the end of the term asking if we want to post. At this time we submit our Co-op Job Descriptionsto him to post for us. He puts up the posting on WaterlooWorks into the SDC WaterlooWorks account as the employer.
Use the SDC account given by Professor Teertstra (as of S24) in the employer section of WaterlooWorks to post the positions. The account credentials can be found in the password manager used by WARG.
Usually the post goes up just before the last rounds end or in continuous. If a round ends we can optionally repost, but ideally we avoid doing this. When resumes come in they should be reviewed immediately and filtered down into a few that we want to interview.
Interview requests are performed via email. Please use https://uwarg-docs.atlassian.net/wiki/spaces/AD/pages/2311618600/Email?search_id=02d1a1fb-a262-4d4e-b73e-83e26d860c16&additional_analytics=queryHash---82244417f956ac7c599f191593f7e441a4fafa20a4158fd52e154f1dc4c8ed92 for this. Interviews should be done as quickly as possible so we can get back to applicants quickly.
When we extend an offer, do it via email. When they accept we can forward it to our waterlooworks contact so they can make it official and do the paperwork on the waterloo works end. Then proceed to the rest of the post hiring proccess below.
Selection process
Selection process to give a co-op offer: Selection process
As WARG postings typically occur late in the term (around cycle 4-5), the WaterlooWorks cycle timeline is generally too short for WARG to use the ranking system. So we generally try to avoid using the ranking system completely. Essentially the posting is only used to grab resumes. We must sign into the SDC WaterlooWorks account to get access to all the applicants resumes.
Instead, WARG contacts the interviewees directly to give offers. We technically can use the ranking system but it’s never been optimal and we rarely do it. Going late for posting is a requirement from the SDC but also nice to ensure we don’t encourage students to take an unpaid co-op over a paid one.
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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.
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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