Co-Op Handbook 2011 - UCSI University

No What do you have to do as a Student Where to go/Whom to seeStart dateDeadline5 Check CV Verification Appointment with CECSSCHEDULE:FOAS & FMSSD : 6 – 10 June 2011FOMIT & FEABE : 13 – 17 June 2011Extended CV Wk : 20 – 24 June 2011VENUE:Library Discussion Rooms 1 & 5, Block B, Level 1OPERATION HOURS:10:00 a.m. – 5:00 p.m.(You are required to visit the CECS according to your Facultyas assigned by the CECS)6 Visit the CECS according to the CV Verification AppointmentList. Students are to bring the following: Original certificates of all academic and non-academictranscripts/ certificates/ letters of recommendation (if any) Students are to get their CVs ‘Approved’ by the CECS staffaccording to the faculty as assigned by the CECS.(Separate clearly the original academic and non-academicdocuments before visiting the CECS)CECS / Co-OpCoordinatorsCECSFor 1 st TimersFor All students6 June 24 June6 June 24 June7 Check for available jobs and interview times by: Logging into myCo-Op CONSTANTLY checking your UCSI e-mail ** Attend interview as scheduled by the Co-Op EmployermyCo-Op / E-mail notificationOn-going31 Oct.** - Please activate your UCSIU e-mail account(If you wish to find your own job, you may request aVerification Letter from the CECS)8 Co-Op Job via CECS To collect your Appointment Letter (Offer Letter) from theCECS when requestedCECSE-mailnotificationSept. ‘1129 Aug.Own Co-Op JobObtain the Co-Op Job Approval Form from the CECS andsubmit: The completed Co-Op Job Approval Form and; Hardcopy of your Appointment Letter to your Co-OpCoordinator and CECS.CECS & Co-OpCoordinatorsNov. ‘1131 Oct.(You must submit the above mentioned documents BEFOREyou commence your Co-Op Job)9 Collect your Co-Op Employer’s Co-Op Student EvaluationForm from the CECS officeIt is YOUR responsibility as a Co-Op student to ensure that: This Form is collected BEFORE your Co-Op work term begins Your Co-Op Employer completes and submits the FormCECS Sept. ‘1115 Aug. 29 Aug.Nov. ‘1117 Oct. 31 Oct.4 | P a g e

No What do you have to do as a Student Where to go/Whom to seeStart dateDeadlineBEFORE the given deadline (refer toyour Co-Op Job’ Item 1).Section: ‘While at10 Obtain your Co-Op assignment guideline/format from yourFacultyCo-OpCoordinatorsCheck with your Co-OpCoordinatorsWhile at your Co-Op JobNo What do you have to do as a Student Where to go/Whom to see1 Remind your Co-Op Employer to complete the Co-Op StudentEvaluation Form before the given deadline.Submit the Co-Op Student Evaluation Form to your Co-Opemployer and inform him/her of the deadline for evaluatingyou and returning the Form.(You should submit the Form to your Co-Op Employer 2 weeksprior to the deadline)2 Inform the CECS and your Co-Op Supervisor should thefollowing occur: You are facing any workplace problems You have to take leave (e.g. MC/time off). This is subject tothe conditions stated in the Co-Op student Policy3 Appeal for a change of Co-Op job / withdrawal from Co-Op.This is generally NOT allowed unless due to extenuatingcircumstances. See the Co-Op Student PolicyUpon Completing your Co-Op JobStart dateDeadlineMyCo-Op 12 Dec. 31 Dec.CECS & Co-OpCoordinatorsCECS & Co-OpCoordinatorsNo What do you have to do as a Student Where to go/Whom to seeImmediatelyAs soon as possibleStart dateDeadline1 Complete and submit the on-line Co-Op Job Evaluation Form myCo-Op 12 Dec. 31 Dec.2 If your Co-Op Employer has not submitted the Co-Op StudentEvaluation Form to the CECS, you must follow it up withhim/herCo-OpEmployer3 Submit your completed assignments to your School Co-OpCoordinators12 Dec. 31 Dec.Check with your Co-OpCoordinatorsYou are reminded to:1. Abide by the Co-Op Student Policy and all UCSI University policies, rules and regulations atall times.2. Regularly check myCo-Op, your UCSI University student e-mail account, the CECS noticeboard, e-Board, SAO Facebook and e-Advantage for updates/notifications.5 | P a g e

1.0 Students need to meet the following prerequisites to be eligible for the relevant Co-Op levels:1.1 Academic Prerequisites1.1.1 Completed 80% course work for each Year/Level.1.1.2 Obtained a minimum cumulative overall average (CGPA) of 2.0 (i.e. 50-59%) at the end of each academicsession. [NB: Most employers require a minimum CGPA of 2.5 (65%) or more]1.1.3 A student who has not met the academic prerequisites is not eligible for the Co-Op attachment for thatsession and has to defer the Co-Op term to the following year whilst academic prerequisites are met.1.2 Non-academic Pre-requisitesStudents should:1.2.1 Complete the Co-Op paper course selection (i.e.KP10X, KP20X, KP30X) for Co-Op which should beapproved by the respective Faculties. It is important that the necessary fee(s) be paid. Failure to do sowill disqualify students for the Co-Op during that particular period.1.2.2 Register with the myCo-Op 1 by completing and submitting their Curriculum Vitae (CV) on-line.1.2.3 Present the original support documents to the Co-Operative Education & Career Services (CECS) duringthe CV Verification period (i.e. academic certificates, extracurricular activities, letters of reference, etc.).1.2.4 Meet the CECS personnel for CV verification even if there are NO changes from the previous CVVerification process.1.2.5 Attend all compulsory Co-Op Briefings / Workshops organized by the CECS/UCSI University.Important Note #2:Students may also need to comply with other requirements that Co-Op employers may impose i.e. screeningprocesses (either before or during employment), including physical examinations/medical check-ups, criminalrecord checks and drug testing. Failure to participate, complete or pass the screening may affect students’eligibility and/or opportunity for Co-Op positions.2.0 Exemption from Co-Op2.1 A student transferring from another institution to UCSI University may be exempted from doing Co-Op 1if the student possesses a diploma or has undergone practical training in the previous institution.3.0 Other forms of exemption are subject to approval from the respective Head of Departments.4.0 Co-Op Dates and Deadlines4.1 The Co-Op term is scheduled annually from 1 November - 31 December (subject to change by UCSIUniversity).4.2 Changes in the November-December Co-Op term will be approved ONLY because of compellingacademic and job-related reasons or extenuating circumstances. Prior approval must be obtained fromthe Co-Op Supervisor and the CECS.4.3 Graduating students who are completing their final year in January or May can apply to do the Co-Opbefore November-December.4.4 Graduating students in this category, who secure their own permanent jobs, may use the first twomonths of their permanent job as their final Co-Op job. However, they must obtain prior approval fromthe CECS and their Co-Op Supervisor, have informed their employer beforehand, submitted all1myCo-Op portal is a ‘home-grown’ web-portal for UCSI University’s Co-Op placement. For details, visithttp://www.ucsi.edu.my/Mycoop/10 | P a g e

assignments required by the Co-Op and abide by all the other Co-Op rules and regulations. Students inthis category must ensure that their permanent job relates to their degree. Otherwise, they shouldconsult their Co-Op Supervisor prior to accepting the job.4.5 Co-Op students must adhere to all deadlines set by UCSI University via the CECS, Faculties and UniversityRegistry & Examinations Department (URE).5.0 Academic Transcripts for Co-Op Students5.1 All Co-Op students are entitled to ONE free academic transcript per registered Co-Op module. In order tobe eligible for this entitlement, students must haveCompleted their course selection for Co-Op andObtained approval from the relevant Co-Op Supervisor/FacultyThe process for printing and collecting these transcripts is:Upon approval ofthe courseselection, UREautomaticallyprints theURE passes alltranscripts to theCECSCECS informsstudents that theirtranscripts areready for collectionStudents collecttheir transcripts atthe CECS office6.0 Job Placements for Co-Op, Level 1 StudentsStudents undertaking the Co-Op module at Level 1 will have job placements that are regarded as softskills 2 training where these students may receive placements as customer service representatives duringtheir KP10X Co-Op work term. Examples of customer service representatives include employment withadministrative and support services in industries such as business support services (i.e. telephone callcentres), retail trade establishments (i.e. general merchandise or food and beverage stores), information(i.e. telecommunications), manufacturing, and wholesale trade.7.0 Obtaining a Co-Op Job7.1 Finding Your Own Co-Op Job7.1.1 Students may choose to find their own Co-Op Job. In that case, students must indicate this intentionwhen they complete their myCo-Op CV on-line.7.1.2 The CECS will not accept nor entertain late requests if these students subsequently change their mindand wish to obtain another Co-Op job through the CECS. The students may appeal. Although the appealmay be approved, however, the CECS will give priority to the students with normal placement.7.1.3 For students who did not indicate “Find own job” in myCo-Op, if at a later stage they decide to find theirown Co-Op job, they must inform the CECS in writing immediately.7.2 For students who have found their own Co-Op job, they must keep the following in mind:7.2.1 Students must obtain the approval of the CECS and their Co-Op Supervisor for the job to be consideredto be a formal and acceptable Co-Op job.7.2.2 Students must complete and submit the on-line/hardcopy of the Co-Op Job Approval Form. Their Co-OpEmployers who have registered with myCo-Op must submit their online Appointment Letter. If the Co-OpEmployers are not registered users, then the students should obtain the hardcopy of the AppointmentLetter and forward it to their Co-Op Supervisor and the CECS for approval.2 Soft skills are a set of skills that determines how we interact with each other. It can include, but is not limited to - abilities such aseffective communication, creativity, analytical thinking, diplomacy, flexibility and problem solving, leadership, team building, andlistening skills. The goal of the soft skills training is to provide students an opportunity to learn and practice new patterns ofinteraction; thus enhancing human relations, particularly in a new working environment.11 | P a g e

7.4.8 All students are responsible for updating their personal particulars in myCo-Op, such as their currentaddress, mobile and house phone numbers, e-mail address and other contact information.8.0 Terms of Employment8.1 While under Co-Op employment, students are regarded as proper staff of the Co-Op employers and arebonded by the work/staff policies of the employers. They have to abide by the policies and rulesstipulated by the Co-Op employers accordingly.8.2 Students are ambassadors of UCSI University with their performances having an impact on theiremployers, the University, and the future of Co-Op placements. As such, students are expected toconduct themselves professionally at all times.9.0 Confidentiality of Employer’s Information9.1 In many technical and professional fields, students may be engaged in work that is confidential in nature.As such, students may be required by their Co-Op Employers to sign an agreement that protects theemployers from unauthorised disclosure of such information.9.2 Information that violates the confidentiality clause (as gathered during the Co-Op jobs) cannot be used inany student project, term paper or report, unless the student has obtained written approval from theCo-Op Employer.9.3 Students should consult staff at the CECS or their Co-Op Supervisor on matters pertaining to theconfidentiality clause if they have any queries.10.0 Site Visits by UCSI University Staff10.1 All students are reminded that while working at their Co-Op placement, they might be subjected to sitevisits by their Co-op Supervisor or the CECS representatives with or without prior notice.11.0 Handling Workplace Issues11.1 Managing stressful and uncomfortable situations are part of the Co-Op learning experience. Thestudent’s Co-Op Supervisor and staff at CECS are there to give possible support and guidance to thestudent if required.11.2 Students are encouraged to make an effort to resolve problems and issues on their own with theirimmediate work supervisor or another superior at the job site. If students feel uncomfortable discussinga problem with their work supervisors, they should seek their Co-Op Supervisors or the CECS staff forassistance or advice.11.3 It is important to address issues as they arise, rather than postpone such a discussion or ignore theproblem.11.4 One of the Co-Op objectives is to provide students with real-world work experience. If problems arise,students are advised to meet the CECS staff or their respective Co-Op Supervisors directly to clarifyissues or to resolve the problems they are facing.11.5 Students should personally make an appointment to see the CECS staff or their Co-Op Supervisors whenparticular needs arise. All appointments must be made outside the students’ Co-Op job working hours.12.0 Resigning from a Co-Op Job/Change of Co-Op Job12.1 A Co-Op student must report for work as stipulated by the employer and may not resign from a Co-Opjob under any circumstances unless in cases involving abuse/harassment by the employer or upondiscovery that the employer is engaged in illegal/unethical business activity or is in contravention of theemployment contract. Proof is required.12.2 In such circumstances, the student must inform the Co-Op Supervisor and the CECS in writingimmediately.13 | P a g e

12.3 If approval is obtained, the student may resign in accordance with the employment terms of the Co-OpEmployer. Under extenuating circumstances, the School may grant an exception.12.4 Failure to report for work or quit a Co-Op job under any other circumstances will result in a FAIL grade,and students are required to repeat the Co-Op module the following year.13.0 Leave/Time-off/Holiday while on Co-Op13.1 While on Co-Op placement, students are employees of the Co-Op Companies they work for. Forpersonal and university-related activities/commitments, students must make arrangements to engagethem outside their regular working hours.13.2 A Co-Op student may not take leave/time-off/holiday during the entire duration of the Co-Op termunless instructed by the Co-Op employer or under special circumstances/emergencies such asillness/accident (must be substantiated with a legitimate doctor’s medical report) and/or demise of afamily member/relative (must be substantiated by a death certificate).13.3 Taking leave for reasons other than those stated above will require the approval of the CECS, the Co-OpSupervisor and the employer at least 5 working days prior to the date when the leave is required.Failure to do so will result in a FAIL grade.14.0 Medical Leave14.1 All medical leave must be substantiated with a legitimate doctor’s medical certificate.14.2 Students must contact their employer immediately if they are absent because of illness or an emergency.If the absence is for two or more days, the CECS must also be notified accordingly.14.3 If a student misses work due to a work-related injury or illness, a student must inform his/her worksupervisor immediately and be sure to submit a formal report of the illness or injury to the Co-OpEmployer according to the company regulations. The student must also notify the CECS and his/her Co-Op Supervisor.15.0 Termination and Layoffs15.1 A Co-Op student who is terminated by an employer for any reason (such as incompetence, unsatisfactoryperformance, irregular attendance/tardiness or unacceptable behaviour / attitude, etc.) must report thisto the CECS immediately.15.2 In the event of a termination, the CECS and/or Co-Op Supervisor will carry out an investigation of thesituation:a. If the student is not at fault, assistance will be provided to the student to obtain another Co-Op jobor other alternative measures may be suggestedb. If the student is at fault, disciplinary action will be taken and/or a FAIL grade may be given for thatCo-Op module.16.0 Towards the End of a Work Term16.1 It is the Co-Op student’s responsibility to coordinate and submit the following reports by the givendeadlines according to the Co-Op work term:ITEM 1 ITEM 2 ITEM 3Online Co-OpStudentEvaluation FormOn-line Co-OpJob EvaluationFormWritten Report/ Assignment** - given by the student’s School(and approved by the student’semployer, where required)14 | P a g e

16.2 Submission of all the above is a condition for passing the Co-Op module and it is the sole responsibility ofthe student to do so.16.3 Failure to submit all required forms/assignments, etc. may result in a FAIL grade for the Co-Op module.16.4 Students must refer to the Co-Op Supervisors for the Co-Op report format.17.0 Breach or Non-Compliance of Co-Op Student Policy17.1 The Co-Op Student Policy is subject to revision from time-to-time and students are expected to checkmyCo-Op regularly for updates. It is the student’s responsibility to check on these updates.17.2 Failure to comply with the Co-Op Student Policy may result in disciplinary action, a FAIL grade, rejectionfrom a particular Co-Op module for that term, and/or be required to repeat a particular Co-Op module inthe following year.17.3 UCSI University reserves the right to make exceptions or changes to the Co-Op Student Policy when andwhere appropriate.Important Note #3:UCSI University endeavours to find job placements for all UCSI University students who have qualified and whohave been accepted/approved to do Co-Op. However, any job placement depends equally on student applicantshaving successfully undergone the application and interview/screening process by potential Co-Op employers. Assuch, for any job placement to be successful and complete, students must work towards being accepted in the jobplacements provided to them.15 | P a g e

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A) PREPARATION FOR INTERNSHIP (CO-OP)Quiz1) The Permission & Co-Op Exemption Form should be obtained from __________________ before submittingthe completed Co-Op Exemption Form to the Registrar.a) Head of Department (Faculty) c) Registrarb) CECS (Co-Op Dept) d) Previous employer2) If there is/are amendment(s) advised by the CECS during the CV (Curriculum Vitae) Verification, do I need tomeet the CECS personnel again to get my CV approved after I have done the amendment(s) and resubmittedmy CV?a) Yes b) No3) I have edited and got my CV approved from my previous Co-Op. What preparations must I do for my next Co-Op? (You may select more than one answer).a) Add additional information (e.g. KP1 working experience, new certification) during CV Verification periodb) Nothing needs to be donec) Get your CV (in myCo-Op) verified during the CV Editing periodd) Submit my own CV to CECS4) If I have obtained my own Co-Op job, what do I need to do before starting work? (You may select more than 1one answer).a) Start work and submit the documents later without informing CECSb) Obtain an offer letter/letter of appointment from the employerc) Present the offer letter/letter of appointment and the completed Co-Op Job Approval Form to the Co-OpSupervisor (Faculty) for approvald) Submit the completed Co-Op Job Approval Form and a photocopy of the offer letter/letter of appointment tothe CECS after approval from the Co-Op Supervisor (Faculty)e) Collect the Co-Op Student Evaluation Form from the CECS.5) Please select True or False regarding placement by the CECSa) I can reject a job without incurring any penalties with the CECS because it is too far. True Falseb) I can reject a job without incurring any penalties with the CECS because there are no allowances provided. True Falsec) I can reject a job without incurring any penalties with the CECS because I do not like the job. True Falsed) I can, without incurring any penalties with CECS and Faculty, accept the offer by the CECS but reject it when Iget a better offer. True FalseB) DURING INTERNSHIP (CO-OP)6) Am I allowed to change Co-Op Job without the approval of the CECS or Faculty?a) Yes b) No7) I am entitled to take leave and request days off to meet my lecturers.A) Yes b) NoC) AFTER INTERNSHIP (CO-OP)8) What does a student need to do after each Co-Op module? (You may select more than one answer).a) Remind my supervisor at work to complete the Co-op Student Evaluation Form according to the deadlineb) Ensure that the CECS has received a copy of the Co-op Student Evaluation Formc) Nothing needs to be done as the CECS will take care of everythingd) Submit a report to the Facultye) Complete my Job Evaluation in myCo-Op.26 | P a g e

For further enquiries, you may contact the Co-Operative Education & Career ServicesCentre (CECS):-No Name Email Address Ext Number1 Soo Lee Wei soolw@ucsi.edu.my 30062 Farah Muthu farahm@ucsi.edu.my 30673 Nicole Shiw nicoleshiw@ucsi.edu.my 31824 Parameswari parames@ucsi.edu.my 31095 Betty Liew bettyliew@ucsi.edu.my 318027 | P a g e