Work Experience Process – Employer/Community Partner Responsibilities

At NSCC, we believe in providing students with valuable and meaningful work experience opportunities. These experiences can be either sourced by the employer directly or by students themselves. To ensure the quality of these opportunities, each work experience must be program relevant and approved by the student’s faculty or academic chair to ensure it meets the Work-integrated Learning expectations, program requirements and risk management policies.

The following outlines the processes and responsibilities for employers/community partners (in conjunction with faculty and student) prior to, during and following the completion of a work experience; as well as some information to guide and support you in organizing the work experience.

Preparing for the Work Experience

• Post the job description on NSCC Student and Graduate Employment Site.
• Explore potential funding opportunities based on eligibility. Some opportunities are listed under our Funding for hiring students and graduates page. In case you need any assistance or have any questions, please feel free to contact us at jobs@nscc.ca
• Complete job competition process (if applicable).
  • It is up to you how you choose to conduct a job competition.
  • Employers are responsible to screen, interview, conduct employment testing, conduct reference checks, facilitate other screening requirements, and complete background checks as required. These arrangements must be made directly with the student.
  • NSCC uses CEWIL Canada’s Recruiting Ethics for Competitive/Paid WIL Experiences guidelines as a standard expectation for all employers/community partners.
• Extend an offer to the selected student and provide time for faculty consultation and approvals.
  • Offers can be extended directly to the student or to the faculty to extend to the student.
  • Before accepting an offer, students must get approval from their faculty to ensure the position meets academic outcomes of the program
    • Students may need to request a full job description to have it approved by their faculty and the faculty may need to follow up with you for clarification or questions.
  • NSCC requires students to respond to offers within 2 business days.
  • Once an offer is made and accepted, please provide students with appropriate contact information in case they have additional questions.
• If Confirmation of  Enrollment is required for funding purposes, students must request this document from their Campus Assistant Registrar.
• Complete the Work Integrated Learning Agreement form and confirm liability insurance coverage. Please note, the Work Integrated Learning Agreement must be completed prior to the student beginning their work experience.

Onboarding:

Whenever possible, employers/community partners are encouraged to prepare for onboarding by:

• Having the student’s workspace ready for them on their first day of work.
• Asking about and provide accommodations where needed.
• Having equipment, tools and office materials ready for them.
• Providing uniform or organisation branded clothing or promotional items available before or on their first day (when applicable).
• Arranging organisational email account, software and platform access and any additional access requirements prior to the student’s first day.
• Greet and meet the student in the main entrance on their first day.

Orientation and Job Safety Review:

Employers are required to conduct a comprehensive orientation with students on their first day of work experience. This orientation serves to familiarize the student with their responsibilities and provides an overview of the company’s mission, vision, values, and other pertinent information. Additionally, the employer must review the company’s safety program with the student. For this process, you must complete the Orientation and Job Safety Review form provided by the student, which acts as a helpful guide.

At the conclusion of the orientation the student should:

• Have a clear understanding of their job description and what is expected of them.
• Be acquainted with the company’s Mission, Vision, Values, and Strategic Plan.
• Understand the company’s organizational structure.
• Know about the company’s internal web sites, if applicable.
• Feel welcomed, valued, and a productive member of the team.

Another essential aspect of the orientation is job safety. After the job safety review, the student should:

• Be familiar with your policies, rules, and regulations including OH&S guidelines.
• Have a plan in place to receive the necessary tools, equipment and training as per provincial/federal guidelines, prior to engaging in activities that require additional tools, equipment and training.
• Be familiar with the physical layout of the work site, including emergency exits and locations of all first aid supplies and fire protection equipment.
• Be aware of any potential job hazards that may be present and how to handle them.
• Possess or have a plan to obtain and be properly fitted for all the required personal protective equipment required for the assigned tasks.

During the Work Experience

• Assign supervisor/mentor from your organization to support the student.
• Assign tasks and responsibilities that relate to the student’s program of study.
• Support the student in their recognition and development of their own learning objectives.
• Provide any required safety training and Personal Protective Equipment as needed.
• Schedule check-in meeting(s) with the student’s faculty to discuss student performance.

Work experience is an essential part of the student’s program of study. For this reason, it is important for NSCC faculty to conduct at least one check-in during the experience. The purpose of a check-in is to identify what the student has been doing, determine any support that may be needed from NSCC and provide guidance to support the student and employer where needed. It is also an opportunity to address any workplace concerns that have occurred. Whenever possible, the faculty should conduct joint check-ins with both the student and their supervisor/mentor, however, separate arrangements can also be made if needed. Additional check-ins may be scheduled based on the work experience’s duration, in consultation with the faculty. Check-ins can take place, over the phone, through technology, or in person, depending on the situation or the employer’s location.

• • It is recommended that you also schedule regular meetings with the student to discuss their progress and your expectations throughout the work experience.
• Review the student feedback process with faculty.
• Conduct a debrief session with the student regarding their work experience.

When to Contact Faculty

Communication is critical to ensure a safe and productive work experience for both the student and the employer/community partner.  NSCC encourages you to reach out whenever you have a question or concern.

However, in certain situations, we request that you contact faculty immediately.  Please reach out when:

• Accidents/Incidents that did, or could have, required medical attention, damage to property or reputational harm to the organisation.
  • In the event of a serious accident or incident necessitating ambulance transport, hospitalization, or emergency care, contact NSCC Occupational Health, Safety and Environmental Services immediately at (902)-491-7233. You are also requested to email workexperience@nscc.ca and will be asked to complete an NSCC’s Accident/Incident Report form.
  • In case of a non-serious accident or incident, the employer must submit an Accident/Incident Report form, provided by the student, to Career & Employment services via email  within 24 hours of the accident/incident. This report will be shared with the student’s Faculty, Academic Chair, Principal, and the Occupational Health & Safety office to ensure appropriate follow-up and support.
• There is a significant change in the student’s position or responsibilities.
• Poor performance or disciplinary issues arise.
• A strike or labour dispute occurs.
• The student position ends earlier than the stated end date, including:
  • Being terminated with cause,
  • Being terminated without cause,
  • Layoff,
  • Student quits the position.

In the event the work experience needs to be terminated prematurely, the Faculty and Academic Chair will carefully assess the situation and discuss the student’s options with them to ensure a fair resolution.

• A public health or community emergency requiring stoppage of work, evacuation or any other public health advisory.
• Excessive leave time

If you can not get in contact with the faculty member, please contact our Career & Employment Team (WorkExperience@nscc.ca).

Following the Work Experience

• Evaluation of the Work Experience:Your valuable feedback on the student’s performance at the conclusion of the work experience is crucial. During your scheduled check-in with the faculty, you will have the opportunity to discuss the students’ progress and contributions. The student’s grade for the course is determined based on your input, making your evaluation an essential part of the process.Ensure the Employer Feedback form is submitted to faculty (listed on the Work Experience Agreement), for each student.  You also have the option to provide this directly to the student to submit. We encourage you to complete it with the student in their final debrief session and to fill it out digitally.
  • If you wish to provide additional comments to faculty about recommendations related to the program, we encourage you to contact the faculty member.
• Prepare record of employment (ROE) for paid work experiences.
• If appropriate, discuss letters of recommendations or acting as the student’s reference for future positions.
• Consider nominations for NSCC Work-Integrated Learning and Co-op Student of the Year Awards.
  • For more information please visit our student awards page or contact us.

Note: All forms are provided to employers by their selected student and available here: List of Important Forms . If you have not received these forms or would like them in advance, please contact Career and Employment Services at WorkExperience@nscc.ca