CIEP - Hosts
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Host Guide
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Host Eligibility Criteria
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Host Application & Recruitment process
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Host Obligations
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Required Forms
Welcome and thank you for your consideration in becoming a host to the CIEP (Co-operative Internship and Experience Program)! The first intake of the program will begin on September 13th, 2010. The deadline for sending in your host application and job description is Wednesday, August 18th, 2010.
The following information is meant to provide you with basic information required to participate in the program.
Host Guide
All host organizations which are considering hiring an intern should download and consult a copy of the Host Guide: Application Process & Internship Terms and Requirements. This comprehensive manual was developed to help simplify the application and recruitment process for our hosts, and outlines the program’s objectives, expectations and steps required to participate in the co-operative internship program.
In order to proceed with the application process, all potential hosts MUST sign the Acknowledgement of Host Obligations form confirming that they have read, understood and comply with the terms set forth in the Host Guide, before they send in the Host Application.
Host Eligibility Criteria
In order to be eligible and participate in the program, a host organization should be a Member or Supporter of On Co-op, or a member of a federation which is a member of On Co-op. If you are not already a Member or Supporter, please contact the Membership and Communications Manager, Mark Ventry, at 519.763.8271 x 30 or via email to apply for Membership before sending in your CIEP application.
If host applicant does not wish to become a member, then a different Registration Fee will apply - see page 8, point 5 of the Host Guide.
Host Application and Recruitment Process
In order to participate in the program, hosts must also follow and complete all the steps, as outlined in the Guide and summarized on the Host Check List
A brief 10-Point summary on applying for and recruiting an intern:
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Host applicant reviews Host Guide to understand obligations and commitments to program.
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Host applicant signs and returns the Acknowledgement of Host Obligation form.
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Host applicant completes and submits the Host Application form (note: a separate form must be submitted for each intake, and for each intern candidate requested by a given host organization).
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Host applicant completes and submits a detailed Job Description for the internship placement.
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Host applicant signs a Memorandum of Agreement with On Co-op and pays the applicable, non-refundable registration fee.
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On Co-op posts job descriptions to the Service Canada Job Bank and On Co-op website.
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On Co-op performs initial screening of resumes, and emails qualified candidates to host applicants for consideration.
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Host applicant interviews top candidates and makes a hiring decision.
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Host applicant notifies On Co-op of hiring decision…and both host and intern applicants become participants in the CIEP!
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Host and intern complete required forms as outlined in Guide and Check List, and return to On Co-op before placement begins.
For more detailed information on the application and recruitment process, please consult pages 6-10 of the Host Guide.
It is very important for all host applicants to understand that applying for an intern does not guarantee that they will hire one. There are a specific number of interns per intake that are eligible for participation. (Note: this number may change with each contract, and host applicants will be notified in advance.)
While On Co-op does its best to operate on a first-come, first-serve basis, there are a few realities beyond our control that can influence the recruitment process. These include: none (or any) suitable candidates apply for a given position; host applicant takes too long to interview candidates and make a hiring decision; or host hires a candidate who then backs out before the placement can begin.
In other words, the first-come first-serve process is possible only up until the job descriptions have been posted and the initial batch of resumes has been distributed to host applicants. From that point forward, those hosts who are able to interview and successfully hire an intern within the required time frame will qualify to participate.
For more information on the realities of the CIEP recruitment process, please consult page 8 of the Host Guide.
Host Obligations
1. Wages and Reimbursements: Based on a 35-hour work week, all hosts are required to pay a minimum subsidy of $3.00/hour over and above the Service Canada supplement (currently at $10.25/hour), over the entire 26-week program period. The amount is paid bi-weekly by the host employer directly to the intern, and must include the mandatory employment related costs [MERCS] (vacation/CPP/EI).
Monthly timesheets are completed by the intern and submitted to On Co-op, who then reimburses the host organization to cover these costs. Please consult pages 5 and 6 of the Host Guide for more information.
Note: Any overtime worked by an intern will be compensated by the host - via lieu time or pay out - and will not be reimbursed by On Co-op or Service Canada.
If possible, hosts are very strongly encouraged to pay more than the $3.00/hour subsidy as a way to help attract strong candidates and to retain them. Note: Hosts are only reimbursed for the MERCS covering the Service Canada supplemented amount. In addition, any overtime or other compensation (e.g., travel to meetings and events other than the mandatory 3-day workshop) will not be reimbursed by On Co-op or Service Canada, and is the sole responsibility of the host employer.
2. Guidance and Mentorship: In order for the internship to be truly successful, host employers are expected to provide some initial training, as well as on-going guidance and mentorship throughout the interns’ placement. This is an excellent way to ensure that the internship experience is maximized for the intern, while also providing the host organization with great benefits. Consult pages 4 -5 of the Host Guide for some simple and prudent suggestions on how to engage your intern.
Although there is no additional funding provided for professional development, hosts are also encouraged, when possible, to provide outside networking and learning opportunities for their interns.
3. Monthly Timesheets, Expense Reports, Site visits and Final Evaluations: In order to be reimbursed by On Co-op, monthly timesheets must be completed, signed by both host and intern, and submitted in a timely manner to the CIEP Project Manager. Any travel expenses related to the 3-day workshop series must also be signed by both host and intern, and submitted to On Co-op with original receipts, for reimbursement of any travel costs incurred.
At some point during the internship, the CIEP Project Manger may choose to conduct a “check-in” by phone and/or a site visit in person, with both host and intern at a mutually convenient time. These are informal talks or visits to evaluate how the internship is progressing. Hosts are encouraged to contact the CIEP Project Manager at any point during the program, should they have any questions or concerns.
Hosts will be required to complete some paper work at the end of the internship, including a final evaluation form. This information is mainly used to compile information for Service Canada, evaluate how the internship went overall, as well as to provide On Co-op with some feedback and testimonials to be potentially used for the website, or promotion of the program in general.
Required Forms
The following forms are used at both the beginning of and/or throughout the internship, and have been provided here for easy access. If you cannot open these files, please email Audrey Aczel:
