PEY Co-op Program Requirements
General
Notice of Collection of Personal Information
Students on a Modified Academic Timeline
Preparatory Program Requirements
Program Completion and Transcripts
Recruitment cycle
U of T Co-op Portal and Personal Information
Work Term Employment Requirements
Job Applications and Interviews
Conducting an External Job Search
Work Term
General
Notice of collection of personal information
The University of Toronto respects your privacy. Personal information that you provide to the University is collected pursuant to section 2(14) of the University of Toronto Act, 1971. It is collected for the purpose of administering admissions, registration, academic programs, university-related student activities, activities of student societies, safety, financial assistance and awards, graduation and university advancement, and reporting to government agencies for statistical purposes. At all times it will be protected in accordance with the Freedom of Information and Protection of Privacy Act. If you have questions, please refer to utoronto.ca/privacy or contact the University Freedom of Information and Protection of Privacy Coordinator at 416-946-7303, McMurrich Building, room 104, 12 Queen’s Park Crescent West, Toronto, ON, M5S 1A8.
Conduct
PEY Co-op students are expected to conduct themselves with professionalism and respect towards all Engineering Career Centre (ECC) staff, fellow students, and employer and alumni partners, whether the exchange is in person, over the phone, through email, or in a virtual meeting.
Students must uphold the University of Toronto Student Code of Conduct and Code of Behaviour on Academic Matters throughout the PEY Co-op Program including during recruitment cycles and work terms.
Should a student engage in academic or professional misconduct, the ECC reserves the right to take appropriate action including removing the student from a recruitment cycle, issuing the student an NCR (no credit) for a work term, or removing the student from the PEY Co-op Program as a whole.
Eligibility and Fees
Engineering students must meet and maintain the following PEY Co-op eligibility requirements throughout the program:
- Remain enrolled as an undergraduate student in the Faculty of Applied Science & Engineering (FASE) at the University of Toronto (U of T)
- Remain enrolled in a full-time course load for the semester before and after each work term in the PEY Co-op Program
- Students with part-time status may be considered for the program if they have received accommodation from the University. Examples of accommodation include, but are not limited to: having a reduced course-load accommodation with Accessibility Services, or being an active Varsity athlete. Students with PEY Co-op accommodation needs should contact registration.ecc@utoronto.ca.
- Remain in good academic standing or proceeding on probation throughout the duration of the program and associated work terms.
- Remain in good financial standing at the University of Toronto.
- Not currently part of another co-op program at the University of Toronto.
To locate the applicable PEY Co-op fees, please visit the Program Fees section on the Engineering Eligibility and Fees page.
International Students
Both domestic and international students are eligible to participate in the PEY Co-op Program; however, international PEY Co-op students require a valid co-op work permit to participate in a 12-16 Month Work Term. International students are responsible for ensuring that they are legally authorized to work in Canada or the country where they intend to work.
Learn more about what legal documents are required of international students to complete a PEY Co-op work term in Canada on the Required Documents for International Students page of the PEY Co-op Resources Hub.
The International Student Immigration Advisors at the Centre for International Experience (CIE) can provide guidance and support for those who require it.
PEY Co-op Sequence
Students move through the PEY Co-op Program in the following sequence:
| Year of study | Activity |
|---|---|
| First year | Participation in the Introduction to PEY Co-op and completion of the Program Agreement for entrance into the Preparatory Program. |
| Second year | Completion of the Preparatory program and associated assignments |
| Second year | The Summer Co-op Work Term (SCWT) recruitment cycle* is an opt-in opportunity for students to apply what they learned in the PEY Co-op Preparatory Program and gain four months of work experience during their study break between second and third year. |
| Following second year | Opting into the SCWT recruitment cycle: Students who opt into the recruitment cycle or secure a Summer Co-op Work Term will be registered for the PEY300H1Y co-op course code to reflect their commitment. All students who are registered in PEY300H1Y without a work term and do not opt-out prior to the drop deadline, risk receiving an NCR notation on your transcript. |
| Third year | Participation in the 12-16 Month Work Term recruitment cycle* is mandatory in the PEY Co-op Program. Students will have until the last day to add or substitute courses in the fall term of their third year to opt out of the program. All participating students will be registered in PEY400Y1Y. |
| Following third year | 12-16 Month Work Term: Full-time, paid work, with a single employer for 12 to 16 months. |
| Fourth year | Return to full-time studies in the fall term immediately following your 12-16 Month Work Term |
*During each recruitment cycle, students will have access to the U of T Co-op Portal, associated job board, and ECC staff supports. For more information, visit https://engineering.calendar.utoronto.ca/sessional-dates#currentyear
Students must communicate with the ECC if they require an exception to this sequence. These requests will be assessed on a case-by-case basis.
For students completing their academic Year 2 over two consecutive years (*referred to as years 2.1 and 2.2 in the PEY Co-op Program), please let the ECC know soon as possible by emailing sd.ecc@utoronto.ca to ensure support for the next steps of the program.
Please note the following requirements regarding the Summer Co-op Work Term:
- Students can only participate in the recruitment cycle for the Summer Co-op Work Term once.
- Students must be registered as a full-time student in the Faculty of Applied Science and Engineering for the semester before and after the Summer Co-op Work Term.
- Note: Students with part-time status may be eligible to participate in the Summer Co-op Work Term if they have received accommodation from the University. Examples of accommodation include but are not limited to having a Reduced Course-Load Accommodation (RCLA) with Accessibility Services or being an active Varsity athlete. Students with PEY Co-op accommodation must contact registration.ecc@utoronto.ca.
Students in year 2.1 who are part-time without an accommodation, on voluntary leave, or on repeat probation may be ineligible to participate in the recruitment cycle for the Summer Co-op Work Term in year 2.1.
- Students in year 2.1 who have already opted in to the recruitment cycle for the Summer Co-op Work Term, please email sd.ecc@utoronto.ca to have their unique situations assessed and to receive guidance on how to proceed in the PEY Co-op Program.
- Students in year 2.1 who are interested in opting in to the recruitment cycle for the Summer Co-op Work Term may benefit from being removed from this year's Preparatory Program and restarting the program next year (year 2.2.), at which time they can opt in to the recruitment cycle for the Summer Co-op Work Term in year 2.2.
- Students NOT interested in opting in to the recruitment cycle for the Summer Co-op Work Term and would prefer to complete the Preparatory Program in year 2.1 must complete the Final Preparatory Assignment by the due date indicated on their respective Journey Map. Failure to complete this assignment by the due date will automatically trigger movement into the next Preparatory Program course shell (during academic year 2.2) and will require them to restart the Preparatory Program.
The ECC understands there may be questions. Please reach out to sd.ecc@utoronto.ca as soon as possible to receive support throughout the journey in the PEY Co-op Program.
*In the PEY Co-op Program, the ECC refers to the first year of academic Year 2 as 2.1 and the second year as 2.2.
Program Registration
Engineering students may register for PEY Co-op at the time of their admission to FASE at U of T. They may also register for the program throughout first year and up until the last day to add or subsitute courses in the winter term of second year. For more details, please check Program Registration.
Once registered, students will be added to the PEY Co-op subject POSt (AEINTCOOP). The subject post will appear on a student’s transcript.
Work Term Registration
Each work term will appear on a transcript in the form of a course code. It will be dependent on the work term type:
| PEY300H1 | Summer Co-op Work Term |
| PEY400Y1 | PEY 12-16 Month Work Term |
Students who opt in to the Summer Co-op Work Term recruitment cycle will be registered for the PEY300H1Y co-op course code to reflect their commitment. Students are expected to register their job offer and acceptance.Students are required to contact the Engineering Career Centre if their participation status changes.
Preparatory Program Requirements
To successfully complete the PEY Co-op Preparatory Program, the following is required:
- Completion of all requirements for the Introduction to PEY Co-op by the end of first year, or immediately upon registering for PEY Co-op if enrolled into the program after first year. This serves as a prerequisite for the second year Preparatory Program.
- Completion of the Preparatory Program and associated assignments by the stated due dates.
- Completion of Module 1 is a prerequisite to enter the recruitment cycle for the Summer Co-op Work Term.
- Completion of Modules 2, 3 and 4 are prerequisites to begin a Summer Co-op Work Term and to enter the recruitment cycle for the 12-16 Month Work Term.
Students who do not complete the Preparatory Program before commencing a Summer Co-op Work Term will receive an NCR for that work term.
Program Completion and Transcripts
To successfully complete the PEY Co-op Program and receive co-op designation on their transcript, students must:
- Fulfill all Preparatory Program requirements
- Register secured work terms with the ECC
- Complete the minimum duration of employment, as applicable
- Complete one Summer Co-op Work Term (12 to 16 weeks), if applicable
- Complete one Professional Experience Year Work Term (12 to 16 months)
- Adhere to the signed employment contract between student and employer partner
- Complete all work-term deliverables (i.e. evaluation and reflection forms, site visits)
Students who do not secure a 12-16 Month Work Term will be removed from the program following third year and will not be charged fees for the following year.
Withdrawal and Removal
Students who wish to withdraw from the program can do so at any time up until the last day to add or substitute courses in the fall term of their third year of study, typically within the first two weeks of September, as confirmed by the academic sessional dates page.
To formally withdraw, students must follow these steps:
- Complete the PEY Co-op Withdrawal Form
- Once submitted, your form will be reviewed by our team. We will reach out if additional information is needed.
- After processing, you will receive a notification regarding the status of your request.
If a student remains enrolled in the program past the withdrawal date and does not return to full-time studies in the following academic year, it will be determined that they are on a work term and they will be charged the remaining balance of the program fee.
The ECC reserves the right to remove students from the PEY Co-op Program and issue an NCR (no credit) if they:
- are in violation of the University of Toronto’s and ECC’s conduct policies.
- engage in academic or professional misconduct.
- do not meet the PEY Co-op requirements.
Recruitment Cycle
A recruitment cycle refers to the period of time students are eligible to search for their next work term. For example, if you are scheduled to start a work term in May 2025, your recruitment cycle will generally occur between September 2024 to April 2025. During the recruitment cycle, students will apply for jobs, attend recruitment events, and interview for positions.
There are two recruitment cycles in PEY Co-op:
- The first is for those who are searching for a Summer Co-op Work Term.
- The second takes place during your third year as you search for a 12-16 Month Work Term.
During the recruitment cycles, students must adhere to the following requirements in addition to the general program requirements.
U of T Co-op Portal and Personal Information
At the start of each recruitment cycle, students must check their account on the U of T Co-op Portal and ensure their personal information is complete and accurate. This should be updated throughout the recruitment cycle(s) and work term(s) to ensure personal information is always up to date.
Work Term Employment Requirements
For an employment opportunity to qualify as a PEY Co-op work term, it must be full-time (minimum of 35 hours/week), paid work, of an appropriate duration with a single employer. Students may not split a work term duration between two or more employers.
- Summer Co-op Work Terms must be 12 to 16 weeks in duration during the summer after second year. They must begin between the last week of April and the first week of June after second year and end by the first week of September of the same calendar year.
- 12-16 Month Work Terms must be 12 to 16 months in duration. They must begin between May and September following third year and must end no later than the first week of September of the following calendar year so students may return to school for the fall term of their final year of studies.
- E.g. a work term beginning in May 2023 may end in August 2024.
Job Applications and Interviews
As students apply and interview for work term opportunities, they must:
- Check their @mail.utoronto.ca email account regularly and take prompt action on messages including interview invitations, correspondence from ECC staff or employers, job offers, etc.
- Attend all scheduled interviews and events. If attendance is not possible (e.g. due to illness or extraordinary circumstances), notify the ECC or employer as soon as possible.
- Treat information on the ECC Career Portal as private and confidential. Roles and data posted on this site are password-protected and should not be shared with others.
- Review all job descriptions carefully and apply only to jobs for which they meet the eligibility requirements and conditions. For example: citizenship, work term duration, access to transportation, location, etc.
- Abide by the University of Toronto Code of Behaviour on Academic Matters. The misuse, alteration, or forgery of any University document (e.g. transcripts, unofficial copy of a transcript, and letters from the University) is an offence and will be taken seriously.
The co-op job search can be competitive and there is no guarantee of securing employment. Students are responsible for monitoring their job searches and reaching out to the ECC for guidance and support as required.
Conducting an External Job Search
All jobs found external to the U of T Co-op Portal must be approved by the ECC prior to the beginning of the work term. In order for the work term to be approved, it must meet the following criteria:
- The opportunity must adhere to all Work Term Employment Requirements.
- Work responsibilities are relevant to the student’s studies.
- The employer can ensure the safety of students and follow the health and safety precautions imposed by the work city.
- The employer can implement an on-boarding and training plan for new hires.
- The student will have a direct supervisor/mentor who will schedule regular one-to-one meetings to provide feedback.
- The employer must be willing to complete evaluation requirements provided by the U of T Engineering Career Centre.
Approval of External Work Terms
To begin the approval process of an external work term, students must notify their Co-op Coordinator that they have accepted a role. Additionally, they must complete the following steps on the U of T Co-op Portal:
- On the homepage, click ‘Work Term Records’ then on the next screen click ‘Add New Experience’ (alternatively, you can click your profile initials in the top right corner of the homepage and select ‘My Work Term Records’ and select ‘Add New Experience’)
- Complete the fields including attaching a copy of your signed contract/offer letter
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- The signed contract must include the student’s signature and employer’s signature. The contract must also include the salary, start and end dates, and be written in the English language.
Students should email or call their Co-op Coordinator if they have any questions about the eligibility of their external work term. The ECC team will ensure the opportunity meets the PEY Co-op Program requirements.
Job Offers and Acceptances
Job offers may be extended to students by an ECC Co-op Coordinator or by the employer. Ways of accepting a job offer include a verbal response, in writing via email, or by signing a contract. This also applies to conditional job offers.
Once a student accepts a job offer, they must follow these steps:
- Notify the ECC within 48 hours of accepting the job offer. Students can do so by completing the following steps on the U of T Co-op Portal:
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- On the home page, click ‘Work Term Records’ then on the next screen click ‘Add New Experience’ (alternatively, you can click your profile initials in the top right corner of the homepage and select ‘My Work Term Records’ and select ‘Add New Experience’).
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- Complete the fields including attaching a copy of your signed contract/offer letter.
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- The signed contract must include the student’s signature and employer’s signature. The contract must also include the salary, start and end dates, and be written in the English language.
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- Discontinue the job search and cancel any remaining interviews for the recruitment cycle.
- Ensure all necessary requirements for the work term are complete as required by the University and employer.
Students cannot withdraw their acceptance of a role, nor resign prematurely, without prior discussion with representatives of both the ECC and the employer. Those that do may receive an NCR (no credit) for their work term.
Work Term
Once a work term offer is accepted, it is the student’s responsibility to honour the conditions of that work term. This includes the agreed-upon duration, working hours, and confidentiality requirements.
Each work term will appear on the student’s transcript as a course and will be assessed as either CR (credit) or NCR (no credit). These are considered non-academic credits, meaning that they do not have an impact on the student’s GPA. Gaining a CR for each work term is contingent upon:
- Completing all required components including evaluations forms, final reports, and site visits (if required).
- Adhering to the commitments of the student’s work term contract, including duration of employment.
Engineering students who gain credit for either work term will satisfy the 600-hour practical experience graduation requirement.
Work Terms Outside Canada
If a student’s work term is outside of Canada, they will need to complete additional steps to ensure they can work abroad both safely and legally.
University of Toronto Safety Abroad requirements
- Safety Abroad supports students participating in all university sanctioned activities outside of Canada. Please ensure that the mandatory Safety Abroad requirements, including the Safety Abroad Registry and Safety Abroad Workshop, is completed for those participating in an international PEY Co-op work term.
- The ECC cannot register a student’s employment as a PEY Co-op, nor recognize their work term start date, until they complete the Safety Abroad requirements.
- Students working abroad must adhere to immigration standards in that country (visa requirements for U.S.A., Europe, or other international placements). Students should check whether their company assists with the visa application process, and regardless, should begin as soon as possible. It is the student’s responsibility to ensure they have the proper documentation to legally work in the country where they will be completing their work term.
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- International students should follow up on their visa status in Canada. They may have to extend the validity of their student visa. Also, students should make sure to mention that they’re a full-time student even when on a work term as part of PEY Co-op, as this might impact the duration of their post-graduation work permit in Canada.
Students with questions on this topic are recommended to request an appointment with the Centre for International Experience’s Immigration Advisors to discuss their student visa prior to departure.
Changes to Work Term Duration
Students are expected to commit to the duration of their work terms. After accepting an offer, they cannot reduce the duration of their work term or resign prematurely without prior discussion with representatives of both the ECC and the employer.
For students facing extenuating circumstances that require them to leave the work term early (e.g. illness or a family emergency), they must contact the ECC before taking any action to change the duration of their work term. If the student sustains a workplace injury or encounters a threatening or unsafe working environment, this should be communicated to the ECC as soon as possible so they may be assisted.
If a 12-16 Month Work Term is less than 16 months in duration, an extension may be granted by the employer. The end date of all work terms must be no later than the first week of September, so that students are able to begin their fourth-year courses in the fall semester immediately following their work term. Students must notify the ECC office within 72 hours of an extension to their work term.
Salary Guides
Salary guides for both the 12-16 Month Work Term and the Summer Co-op Work Term (12 to 16 weeks) are available.
Income Tax and Deductions
Students are responsible for paying applicable income tax and employee source deductions. These taxes and deductions vary considerably depending on the location of their workplace and the employer’s policies. Students should consult with their employer’s Human Resources department if they have any questions.
Work Term Deliverables
Throughout each work term, students are expected to complete certain deliverables to enhance their work integrated learning experience.
Self-Reflection Forms
The self-reflection forms are an opportunity for students to reflect on their skills and competencies at different points in the work term. These reflections can also aid students in writing their Final Report for the work term. These forms must be completed to satisfy credit eligibility for the work term. The reflection forms will be sent to students via e-mail at the times listed below.
- Summer Co-op Work Term:
- Early Self-Reflection forms will be delivered one month after the start of the work term.
- 12-16 Month Work Term:
- Early Self-Reflection forms will be delivered two to three months after the start of the work term.
- Final Self-Reflection forms will be delivered one to two months before the end of the work term.
Final Reports
Students must complete a report for each work term. The goal of the report is to help them reflect on their learning in the workplace within the context of their academic and career plans. The final report will be assessed against a rubric and students will be awarded a CR or NCR based on whether the report meets the expectations of the assignment. A CR on the final report is required in order to get a CR for the work term.
Detailed instructions for the final reports will be sent to students during the work term. Students will submit their final reports through the Quercus course for that work term by the deadline stated in the report instructions. Late reports will not be accepted unless an extension is granted prior to the report’s due date.
Site Visits
The ECC may reach out to students and employers to schedule site visits (on-site or virtual) to meet and discuss how the work term is progressing to date. Site visits provide Co-op Coordinators the chance to see students in their work environment, learn about the type of work they’re doing, and assist with any issues that may have arisen thus far, affecting either the student or supervisor.
The ECC encourages students to request a site visit if they are experiencing any concerns or would like any support during their work term.
Performance Evaluation Forms
The performance evaluation forms are emailed directly to supervisors at specific points in the work term. These evaluations are an opportunity for supervisors to provide feedback on their student’s performance in the workplace. Supervisors may choose to share each evaluation with their student and/or meet with them to discuss their performance. The ECC highly recommends that all supervisors complete these forms, however, their completion does not impact a student’s credit eligibility for the work term. These forms are emailed to supervisors at the times listed below.
- Summer Co-op Work Term:
- Final Performance Evaluation forms will be delivered one month before the end of the work term.
- 12-16 Month Work Term:
- Midterm Performance Evaluation forms will be delivered four to five months after the start of the work term.
- Final Performance Evaluation forms will be delivered one to two months before the end of the work term.
Taking Courses During a Work Term
The ECC strongly discourages taking courses during a work term. The student’s priority remains with their employer and contract while completing a work term. The dual demands of full-time work and academic engagement can limit a student’s optimal performance in either or both.
Employers are not obligated to grant students time off to complete coursework. Careful considerations should be made by students regarding the continuation of their studies. Students should speak to their academic advisor AND employer about their decision.
Students who enroll in a course while on a work term are expected to:
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- Meet all the requirements set out by their Manager/Supervisor for the duration of the work term. Course work must not disrupt performance in the workplace.
- Complete all course work and assignments outside of regular working hours, including exams.
- Return to full-time academic studies for the fall term immediately following their work term. Failure to return to full-time studies may result in an NCR (no credit) notation on their transcript or removal from the PEY Co-op Program.
- International students are encouraged to consult with the Centre for International Experience’s Immigration Advising Team to ensure they are aware of how their student enrollment status (full-time or part-time) can impact their eligibility to work in Canada.
Student Loans and Work Terms
Summer Co-op Work Term
Students may select from the various scenarios below that pertain to their unique situation to learn more:
If students have any questions about OSAP, please visit the University Registrar’s Office Service Portal.
12-16 Month Work Term
Students who have previously received OSAP must complete the Continuation of Interest-Free Status (CIFS) online application through the OSAP website to keep their past full-time OSAP loans interest-free during their 12-16 Month Work Term. Students are recommended to do this in mid-August at the start of their 12-16 Month Work Term.
For students who have received an out-of-province government loan, the ECC recommends contacting their loan provider for details on how to maintain interest-free status. Please refer to any correspondence received from the Loan Centre.
Students with further questions can contact Pierina Filippone, Assistant Registrar, Scholarships & Financial Aid.