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Co-operative Education Degree Program (Engineering) – Employer Handbook

Version v1.03

Co-operative Education

Degree Program (Engineering)

Employer Handbook

AN INSTITUE OF THE UNIVERSITY OF TASMANIA


Table of Contents Purpose of the Employer Handbook ........................................................................................................... 3

What is Co-operative or Co-op? .................................................................................................................. 3

Why Co-operative Education? ..................................................................................................................... 3

Benefits to Employers, Students and NCMEH ............................................................................................. 4

Academic and Work Term Schedule ........................................................................................................... 5

Table 1.1 – Work Term Schedule ............................................................................................................ 5

Areas of Specialisation ................................................................................................................................ 6

Table 1.2 – Programme Structure for Naval Architecture ...................................................................... 6

Table 1.3 – Programme Structure for Ocean Engineering ...................................................................... 7

Table 1.4 – Programme Structure for Marine and Offshore Engineering .............................................. 8

How to Hire a Co-op Student ...................................................................................................................... 9

1. Post a Job Description ..................................................................................................................... 9

2. Interview Candidates .................................................................................................................... 10

3. Make a Job Offer ........................................................................................................................... 10

Student Job Development ......................................................................................................................... 11

Roles and Responsibilities ......................................................................................................................... 11

Employer ............................................................................................................................................... 11

Supervising a Student ............................................................................................................................... 12

Table 1.5 – Supervisor’s Work Term Responsibility Table .................................................................... 13

Student.................................................................................................................................................. 13

Co-operative Education Program Office ............................................................................................... 14

The Co-operative Education Co-ordinator ............................................................................................ 14

Frequently Asked Questions ..................................................................................................................... 16

Appendix A – Coop 2012 Flowchart – All Work Terms ............................................................................. 17

Appendix B - Example Offer Letter ........................................................................................................... 18

Appendix C – Performance Review ........................................................................................................... 19

Printed June 2012 V 1.03 CRICOS CODE 00586B


Purpose of the Employer Handbook

To provide guidance to employers who will be supervising students participating in the Co-operative Education Degree Program (Engineering) with the National Centre for Maritime Engineering and Hydrodynamics (NCMEH) at the Australian Maritime College (AMC).

What is Co-operative Education?

Co-operative education is an integrated approach to higher education, which enables motivated students to combine post-secondary studies with practical experience in their chosen field. Students alternate periods of full-time study with periods of full-time, paid, productive employment in industry. This approach to education relies upon a three-way partnership: the student, the Australian Maritime College and you, the employer. Success depends upon the Co-operative efforts of each party according to the following criteria:

each work situation is developed and/or approved by AMC as a suitable learning situation;

the Co-operative education student is engaged in productive work rather than merely observing;

the Co-operative education student receives remuneration for the work performed; the Co-operative education student's progress on the job is monitored by AMC; and the Co-operative education student's performance on the job is supervised and

evaluated by the student's employer

Why Co-operative Education?

Students graduating from post-secondary programs are now facing profound social, technological and economic change. Through Co-operative education, employers and educators share the responsibility of preparing students for these rapidly changing conditions. The employer’s role as co-educator helps develop today’s students to become productive members of society. While the goal is to develop high calibre, well-trained graduates ready to assume productive careers in a dynamic and demanding work market, all parties benefit.


Benefits to Employers, Students and NCMEH

The Co-operative Education Degree Program (Engineering) program provides a unique opportunity in Australia for the successful integration of work and study. It is an educational program that links three major groups: students, employers and the National Centre for Maritime Engineering and Hydrodynamics. The diversity of work term positions and the training and experience received prepare Co-op students for the workplace demands they will encounter after graduation. Naval Architecture, Ocean Engineering and Marine and Offshore Engineering Co-op students gain a broad range of technical skills on work terms and in conjunction with their academic knowledge, analytical and research skills they are valuable in any workplace.

For employers, the advantages of hiring a Co-op student include:

access to motivated, skilled students; availability of Co-op students for 2 x three to four month and 2 x seven to eight-

month work terms year round; a cost effective way to staff peak periods or complete special projects; NCMEH staff provide ongoing support to Co-op students and employers throughout

their work term. The Co-op Co-ordinator monitors students’ work experiences and provides a valuable liaison for industry with AMC expertise, research, curriculum and programs; and

the opportunity to train and test potential employees to company needs - a cost saving human resource advantage.

For Co-op students, it provides an opportunity to:

gain a degree and relevant work experience at the same time; participate in different industry work terms allowing them to try out career options,

gain exposure to different work environments and make contacts and make informed employment choices prior to graduation;

assist to pay for schooling, as Co-op work terms are paid experiences; participate in pre-employment training, whereby valuable career planning and job

search skills are taught that assist students during their Co-op experiences and after graduation;

gain experience with the "job application and interview process"; and assess a number of potential employers located all over Australia and International.

For AMC, it provides the opportunity to:

build strong links with employers and industry; gain information on the latest developments in industry; and evaluate the performance of students on working projects;


Academic Disciplines

The Co-operative Education Degree Program (Engineering) is offered to undergraduate students in the following three specialist areas taught in the National Centre for Maritime Engineering and Hydrodynamics at AMC.

Bachelor of Engineering (Naval Architecture) Bachelor of Engineering (Marine and Offshore Engineering) Bachelor of Engineering (Ocean Engineering)

Academic and Work Term Schedule

The Co-operative degree programme option will cover five calendar years, comprising eight academic terms and the four work terms. The Co-operative option will tie in with the existing undergraduate programmes with minimal disturbance, such that both Co-op and non-Co-op students can take the same academic courses at the same time. Students must complete four work terms in order to complete their degree requirements. The table below indicates when students are normally available for work terms:

November-February February-June July-November

Year 1 Current 1st Year Academic program

Year 2 Work term 1 Present Academic Semester 2/1 Present Academic Semester 2/2

Year 3 Work term 2 Present Academic Semester 3/2

Year 4 Work term 3 Present Academic Semester 3/1 Work term 4

Year 5 Work term 4 - continued Present Academic Semester 4/1 Present Academic Semester 4/2

Table 1.1 – Work Term Schedule

The Common First Year All engineering students take a common program in their first year. This provides grounding they need to pursue a position within the three specialisations. Subjects taken in the first year are:

Semester One Semester Two Mathematics I Design and Computer Aided Drafting Statics Programming and Problem Solving for Engineers

Materials Technology Mathematics II Dynamics Electrical Fundamentals


Areas of Specialisation

Bachelor of Engineering (Naval Architecture – Co-operative Education)

Naval Architects are responsible for the design and construction of marine craft such as high-speed ferries, submarines, racing yachts, cruise liners, cargo and military ships. Below is a table showing the units taught for Naval Architecture including the work terms:

Table 1.2 – Programme Structure for Naval Architecture

Common First Year

Ye

ar

1 Year 1 - Semester 1

Mathematics I Design & Computer Aided Drafting Statics Programming & Problem Solving for Engineers

Year 1 - Semester 1 Materials Technology Mathematics II Dynamics Electrical Fundamentals

November to February February to June July to November

Ye

ar

2

Work Term 1

Year 2 – Semester 1 Calculus of Several Variables Hydrostatics Mechanics of Solids Ship Production

Year 2 – Semester 2 Fluid Mechanics Ship Design Project Engineering Degree Elective

Ye

ar

3

Work Term 2

Year 3 – Semester 2

Finite Element Analysis Ship & Underwater Vehicle Technology (Ship) Applied Ship Design Yacht & Small Craft Design (Small Craft) Degree Elective

Ye

ar

4

Work Term 3

Year 3 – Semester 1 Structural Analysis Resistance & Propulsion Seakeeping & Manoeuvring

Work Term 4

Ye

ar

5

Work Term 4 (cont) Year 4 – Semester 1

Advanced Ship Structures Applied Computational Fluid Dynamics Research Project/Thesis Ocean Vehicle Design


Hydrodynamics Ocean Vehicle Design Project Research Project/Thesis Student Elective


Bachelor of Engineering (Ocean Engineering – Co-operative Education)

Ocean Engineers are involved in the design and management of some of the largest, most

complex and expensive structures produced by humankind.

Below is a table showing the units taught for Ocean Engineering including the work terms:

Table 1.3 – Programme Structure for Ocean Engineering

Common First Year

Ye

ar





Ye

ar

2

Work Term 1

Year 2 – Semester 1 Calculus of Several Variables Hydrostatics Mechanics of Solids Offshore Science & Engineering

Year 2 – Semester 2 Fluid Mechanics Degree Elective Project Engineering Thermal Engineering

Ye

ar

3

Work Term 2


Finite Element Analysis & Vibration Floating & Deepwater Structures Hydroynamics of Offshore Structures Degree Elective

Ye

ar

4

Work Term 3

Year 3 – Semester 1 Structural Analysis Design of Offshore Systems Offshore Operations

Work Term 4

Ye

ar

5

Work Term 4 (cont)


Coastal Engineering Design of Offshore Structures Systems Design Project Research Project/Thesis


Subsea Engineering Systems Design Project Research Project/Thesis Student Elective


Bachelor of Engineering (Marine and Offshore Engineering – Co-operative Education)

This degree is unique to AMC and focuses upon innovative design and deployment and

commissioning of systems associated with the marine and offshore oil and gas industries.

Below is a table showing the units taught for Marine and Offshore Engineering including

the work terms:

Table 1.4 – Programme Structure for Marine and Offshore Engineering

Common First Year

Ye

ar





Ye

ar

2

Work Term 1

Year 2 – Semester 1 Calculus of Several Variables Hydrostatics Mechanics of Solids Ship Production Offshore Science & Engineering

Year 2 – Semester 2 Fluid Mechanics Degree Elective Project Engineering Thermal Engineering

Ye

ar

3

Work Term 2

Year 3 – Semester 2 Finite Element Analysis & Vibration Degree Elective Instrumentation & Process Control Marine Machinery Systems Marine Thermal Energy Systems

Ye

ar

4

Work Term 3

Year 3 – Semester 1 Structural Analysis Resistance & Propulsion Design of Offshore Systems Offshore Operations Marine Electrical Powering Systems

Work Term 4

Ye

ar

5

Work Term 4 (cont)


Applied Computational Fluid Dynamics Maritime Engineering Design Systems Design Project Research Project/Thesis


Marine Electrical Powering Systems Student Elective Systems Design Project Research Project/Thesis


How to Hire a Co-op Student

The following steps are required to hire Co-op students. Please refer to the flowchart at Appendix A for the process.

1. Post a Job Description

A clear and concise job description is the key to attracting the most qualified and motivated student. Employers will receive a request from the Co-op office for submissions of job postings for Work Term 1, 2 and 3 towards the end of August. For Work Term 4 the submission time will be the end of April.

Items that could be included in a job description are:

an accurate job title and the duration of the position (three to four month or seven to eight month)

date the job should be closed detailed description of the job duties and responsibilities special skills required or preferred, such as knowledge of specific computer

applications, completion of a particular course or previous work experience in an area

the discipline(s) of study that would be appropriate for the position a description of the company, their mandate, goals and major products or

services, summary of any current projects and a company web site for reference

a description of the community where the student will live, what is there to do in the community?

Is housing easy to find, what recreational activities are available in the vicinity?

Employers should email the job posting to [email protected] or send it via fax to the attention of Co-operative Education Co-ordinator on + 61 (0) 3 6324 9337.

After a job is posted online, the students will be able to apply until the closing date which appears on the job posting. Once the job has closed, an employer will receive a package that includes cover letters, resumes, and transcripts from interested students.

Student Applications - Students are to review the jobs and submit their applications to the Co-operative Education Co-ordinator. The resumes of interested students are sent to the employer via email and/or courier for screening and interview selection.

mailto:[email protected]


2. Interview Candidates

Once a prospective employer has had an opportunity to review the students’ applications, the employer should call 03 6324 9403 or email our office on [email protected] to identify the names of the students to be interviewed, the date and start time and the interval between interviews. The Co-op staff will contact the students to set up the interviews and send a confirmed interview schedule to the employer.

Interviews can be conducted via telephone, videoconference or Skype for those employers unable to conduct in-person interviews. Employers can conduct interviews here on campus and also use the opportunity to meet the Co-op staff in person. On campus, the Co-op office will arrange to pay for your parking, provide an interview room, and lunch.

The Co-op staff encourages employers to complete an interview evaluation for each student. This will provide students with constructive feedback on their performance during the interview.

3. Make a Job Offer

After a student has been offered a position and has accepted, a formal letter of offer from the employer should be sent to the Co-op office.

The offer letter should include the following details

start and end dates hours of work salary and benefits supervisor's name reporting location other specific information requirements (e.g. medical testing, confidentiality

agreement, required payroll documentation, security checks) an area where the student must sign and return as acceptance

To see an example of a standard offer letter, please see Appendix B.



Student Job Development

Some Co-op students undertake to develop their own work term opportunities. Students are advised not to approach Co-op employers directly. Students should contact the Co-operative Co-ordinator to discuss developing opportunities.

If employers are not directly involved with the Co-op program, the employer may negotiate directly with the student regarding work placement; however, contact should be made with the Co-operative Co-ordinator to discuss the position.

Roles and Responsibilities

Employer

submits job descriptions, reviews resumes, and selects students for interviews extends Co-op job offer to students through the Co-op office; provides the Co-op office with an offer of employment letter which outlines salary

and benefits, hours of work and start and end dates; provides a supervisor who will oversee the work and discuss expectations for the

work term with the student; advises the student of all issues of confidentiality in the workplace and ensures the

student signs any required non-disclosure agreements prior to commencing work; prepares the student’s co-workers and other staff for the arrival of the student; provides the student with an orientation to the workplace, including an overview of

the organisation (e.g., mission statement, products, etc.), physical layout, relevant personnel, safety practices, and the duties or tasks expected during the work term;

participates in a site visit with a Co-op Co-ordinator or other AMC representatives; provides guidance for the student's work term report, and reviews and signs the

work term report release form; completes a final evaluation of the student's performance during the work term and

discusses it with the student; completes and submits the employer evaluation of Co-operative education work

term form for each work term; and adheres to all employment legislation.


Supervising a Student

Employers provide supervision, either personally or by assigning a supervisor, to ensure

students receive regular feedback on their progress. It is recommended that student learning objectives and employer expectations be outlined early in the work term so both the student and the supervisor are aware of each other’s goals for the work term. At about the mid-point of the work term, a Co-op Co-ordinator will contact each student and supervisor to arrange an in-person or telephone work site visit to discuss progress towards objectives and to answer any questions related to the work term or the Co-op program. The Co-op Co-ordinator is also available by phone at any point in the term to assist both employers and students in resolving any difficulties that may arise.

Near the end of the term the supervisor will be asked to complete a student performance review form and return it to the Co-op office. It is recommended that the supervisor review

that evaluation with the student. All Co-op students are required to submit a report at the end of each work term. The employer will sign the title page to indicate that the report has been reviewed and that the report can be released to AMC for marking. Designated members within the National Centre for Maritime Engineering and Hydrodynamics will assess the work term report. The following table shows the flow of events that will assist supervisors to ensure that the Co-op students they hire produce to the best of their ability.


Table 1.5 – Supervisor’s Work Term Responsibility Table

Time into Work Term

Activity

First two weeks of the Work Term

Students and supervisors establish goals, learning objectives and expectations for the work term. Engineering students begin their logbooks.

Mid-term The mid-term evaluation of the student performance review

should be completed. Engineering students should have their logbook signed by their supervisor, available for review during the work site visit. Work site visits are undertaken either in person or by phone.

Third Month of Work Term 4

Students and supervisors discuss the student’s topic for the work term report. Supervisors sign the topic submission form.

End of the Work Term

Supervisor reviews work term report. If the report is acceptable the supervisor then signs the title page. Supervisor and students complete and sign the student performance review form.

Student

During their work term, students act as ambassadors for the National Centre for Maritime Engineering and Hydrodynamics, the Co-operative Education Degree Program (Engineering) program and the Australian Maritime College, and they are therefore expected to maintain the highest standards of excellence and professional conduct. The student will:

initiate an independent search for an appropriate work term position using both personal contacts and the resources of the Co-op office, and ensure that all offers of employment are directed through the Co-op office;

prepare for interviews, which includes researching both the company and the job posted;

honour the acceptance of a work term position by reporting to work at the commencement of the work term and fulfil the terms of employment;

respect the policies, procedures, confidentiality and proprietary information of employers and will assume that job information is confidential unless told otherwise;

adhere to all conditions and rules that apply to employees in the organisation. These may include: pay, allowances and benefits, normal working hours, physical examination requirements, suitable dress, etc.;

advise the Co-op Co-ordinator immediately of any concerns or problems with the work term assignment or working environment;

accept feedback and suggestions for improvement from the supervisor and Co-op Co-ordinator in a positive and constructive manner;

write a work term report; complete and submit the student evaluation form for each work term; keep in contact with the Co-op staff as required; and continue an independent job

search for upcoming work terms and complete all academic requirements.


Co-operative Education Program Office

The Co-op office administers the Co-operative Education Program and serves as an informational, organisational and administrative resource for students, AMC staff and employers. The Co-operative Education Program Office will

provide students, employers and AMC staff members with information about the Co- operative education program;

register students in their work term; ensure fair and equitable treatment of students and employers through the

placement process;

assist employers through all aspects of the Co-op process; prepare Co-op students with appropriate skills and attitudes for their work terms; communicate deadlines to students, employers, and AMC staff; accept employer interview requests and make arrangements for interviews; receive work term reports and other required work term documentation, forward

evaluation information to the Co-ordinator, records receipts and forward work term reports to AMC staff;

evaluate the work term and submit the work term grades to the NCMEH Executive Officer; and

ensure that all job information remains confidential.

The Co-operative Education Co-ordinator

The Co-op Co-ordinator is the liaison between all of the partners in the Co-op program. The Co-ordinator works closely with AMC staff, students and employers to develop suitable work term positions. The Co-op Co-ordinator

develops competitive employment opportunities locally, nationally and

internationally; selects students for the program, monitors progress and counsels and advises

students throughout the program; discusses and helps students to develop and refine career goals; encourages students to find, select and experience a range of employers and

positions consistent with career goals and disciplines; provides students with appropriate pre-employment training for career

development; works with employers and students in monitoring and evaluating the students’

work terms; encourages students to experience a range of employing organisations during their

Co-op program; advises and assists employers through all aspects of the Co-op process; conducts work site visits to assist in the evaluation of the student and employer and

to identify future work placements for Co-op students; ensures fair and equitable treatment of all partners in the Co-op program; and works with all partners to evaluate the students' work terms, ensuring that all

needs are being met


For further information: Academic & Assessment Enquiries:

Mr Mark Symes

Course Coordinator Co-operative Education

Australian Maritime College

Locked Bag 1395

Launceston, TAS 7250

Phone: +61 3 6324 9349

Fax: +61 3 6324 9337

Email: [email protected]

Industry / Placement Enquiries:

Mr David Harte

Industry Liaison Officer


Locked Bag 1395

Launceston, TAS 7250

Phone: +61 3 6324 9713

Fax: +61 3 6324 9337





Frequently Asked Questions

During the Co-op cycle can we re-employ a student that we have already placed

during a past work term?

In short yes. But the idea of the co-operative program is to expose the student to a variety

of positions and experiences during their program. Should you however wish to re-

employ a student we ask that you still post the position through the co-operative office for

tracking purposes and we shall mark the position as filled.

What if I want my co-op student to continue working after the placement period ends?

Research shows that a significant number of Co-op students are obtaining graduate employment as a result of their co-op experience. Once students complete their program requirement in relation to co-op, employers can negotiate any future arrangements directly with students.

Do we have to provide a position in every work term?

No there is no expectation to provide a position to students every work term.

Do we evaluate the student during their placement?

Yes. You will be provided with an evaluation form, prior to the placement of the student.

We ask that you fill out this form on completion of the student’s placement and return it

to the co-operative office.

What are my obligations to a co-op student who is not meeting expectations?

Students become your employee during the co-op placement and are therefore bound by the standard work / performance arrangements as other employees. Employers should be aware that if any difficulties arise, the Co-operative office must be contacted.

What are the typical pay rates for co-op students on work term placements?

Please see the Cooperative placement employer information sheet.


Appendix A – Coop 2012 Flowchart – All Work Terms


Appendix B - Example Offer Letter 20th September 2010 Mr Matthew Smith

Co-operative Education Degree Program (Engineering)


Locked Bag 1395

LAUNCESTON TAS 7250 Dear Matthew, On behalf of XYZ Engineering Ltd., I am pleased to offer you the position of Co-op Process Engineer for a four month placement commencing 1st November 2010 to 19th February 2010.

On your first day, Monday 1st November, you should arrive at 8:30am and ask for your supervisor, Mr Peter

Blue, in Reception, at 111 Wellington Street, Melbourne. Dress attire required is business casual. For your

first day you are requested to bring your bank account details and tax file number to set up your payroll

details. Other essential components of this offer include:

Salary

Work Hours

Vacation

Relocation Expenses Your responsibilities in this position will include some or all of the following:

Design and construction of experimental apparatus

Acquisition of data

Analysis of experimental results

Development of laboratory measurement techniques

Detailed report writing of experiments performed

As a condition of employment you will be required to sign the enclosed contract, which includes a non-

disclosure agreement in which you will agree to protect proprietary information and/or knowledge, belonging

to either external clients or XYZ Engineering Ltd.

I request that you sign this letter and fax it to 03 9876 5432 as confirmation of your acceptance no later than

4th October 2010. If you have any questions about your work term please do not hesitate to contact Mr Peter

Blue at 03 1234 5678. There are tremendous opportunities in the field of Engineering with XYZ Engineering Ltd. and I believe that you will find your position to be both rewarding and challenging.

Yours faithfully,

Mr Martin Peters

Director of Human Resources

Enc: Confidentiality Agreement


Appendix C – Performance Review National Centre for Maritime

Engineering and Hydrodynamics (NCMEH)

Locked Bag 1395, Launceston, TAS, 7250


PERFORMANCE REVIEW

(To be completed by Supervisor)

Student Name: …………………………………. Student ID No: ………………………………….

Company Name: …………………………………. Course: ………………………………….

It is important that NCMEH have an accurate description and evaluation of student progress. Therefore, we request

that a supervisor conducts an interview and return this form at the end of the work period. This document is

confidential and is used for administrative purposes only.

Rating Chart:

5 Outstanding

Performance is, without question, superior, and all standards and objectives have been clearly

exceeded. Students whose performance puts them in the “outstanding” category serve as

examples to their peers. Initiative and leadership are clearly exhibited.

4 Very Good Performance is clearly and undisputedly above average, with all of the standards and

objectives having been met and a substantial number of the objectives having been exceeded.

3 Effective Performance is totally acceptable, with all the standards and objectives having been met.

Represents the level of performance expected from most students.

2 Marginal

Performance is below the standards expected. Below average performance that lacks

appropriate professional and personal attitudes and/or technical skills. Exhibits deficiencies

that could prevent advancement unless corrected.

1 Unacceptable Performance fails to meet minimum standards, and the student should be reassigned or will be

counselled outside of the organization.

Unacceptable Outstanding

Attributes 1 2 3 4 5

Accuracy and completeness of work.

Ability to work with others.

Follow instructions including adherence to rules and policies

Self motivation evident in performance of duties.

Adaptable to changing working conditions or duties.

Punctuality in the work environment.

Interest shown in field of employment

Strengths Areas of Improvement

Supervisor: …………………………………. Title: ………………………………….

Department: …………………………………. Length of Work Period: ………………………...

Contact Details: …………………………………. Date: Click here to enter a date.

Information on this form has been discussed with the student:

Student Signature: Student ID No: Date: Click here to enter a date.

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