Co-operative Education/Internship Program (04-03)

2004-02-19

This letter was modified April 30, 2004.

I am writing to reiterate a few key factors concerning the recruitment, selection and hiring of students within the context of the Co-operative Education (Co-op) and Internship Program.

Since 1998, the administration of the Co-op/Internship Program has been delegated to departments/agencies governed by the Public Service Employment Act (PSEA), enabling them to recruit, select and hire qualified students. The Public Service Commission of Canada (PSC) continues to be responsible for establishing guidelines for deputy heads to follow when executing a Co-op/Internship placement. In addition, the PSC approves Co-op/Internship programs from which managers may recruit students, provided the definition of a student, as established by the Treasury Board Secretariat (TBS), is satisfied.

The Federal Public Service placed approximately 3,500 students during FY2002-2003, through Co-op/Internship programs. It is important that Co-op/Internship placements continue to respect the values of fairness, transparency, equity of access, non-partisanship, and representativeness. In 1998, the student bridging mechanism was introduced to help the Public Service meet its renewal goals, adding another dimension to student recruitment that relies upon managers respecting Public Service values.

Here are a few key points that hiring managers must consider when recruiting students under the Co-operative Education/Internship Program. Chapter 6 of the Staffing Manual, "Recruitment", along with the Manager's Handbook and the Co-op guidelines, will be updated to more clearly reflect the points listed below:

• Students employed under a TBS-recognized student employment program, such as Co-op/Internship, are exempted from the PSEA, with the exception of section 16(4) and 17(4), which deal with citizenship and the establishment of an eligibility list. Selection can be restricted to Canadian citizens where there is a sufficient pool to draw from; and preference in appointment must be accorded to Canadian citizens
• The Co-op/Internship student hired must possess "the competencies required for the work to be performed". The value of fairness suggests, and it is the PSC's expectation that, the best-qualified candidate be hired, despite Co-op/Internship placements being exempted from Section 10 of the PSEA. An eligibility list must be established and The selection and hiring of Co-op and Internship students must be in accordance with all the staffing values, including equity of access, transparency, non-partisanship and representativeness;
• Only those students enrolled in PSC approved Co-op/Internship programs can be recruited to work in the federal Public Service under this particular student program. Approved programs are listed on the PSC Web site under "Approved Programs";
• Students must satisfy the definition of a student, as established by the TBS;
• Student bridging can only be employed in instances where a student placement resulted from the Co-op/Internship Program, Federal Student Work Experience Program (FSWEP) or PSC-approved reciprocity agreements with non-PSEA federal employers. Student bridging cannot be used in relation to casual or contractual arrangements involving students;
• Area of Selection can be defined either geographically (such as, students in the National Capital Region enrolled in PSC-approved Co-op/Internship programs) or organizationally (such as, Co-op/Internship students enrolled at University X or Y); and
• In terms of Area of Selection, a reasonable pool of candidates must be identified to enable departments to choose from a sufficient selection of students, and to ensure that Canadian citizens are given preference. Therefore, if a sufficient pool of students cannot be identified, it is expected that departments/agencies will approach additional institutions offering a given program.

Student programs, including student bridging, continue to be useful tools in assisting the federal Public Service in meeting its rejuvenation and renewal objectives. Nevertheless, delegated managers must ensure that such placements and/or appointments are carried out in a fashion that is respectful of our Public Service values. I encourage you to direct your hiring managers to the above-mentioned Co-op guidelines, along with this letter, whenever they are contemplating or initiating a Co-op/Internship placement. If you have any questions regarding the Co-op/Internship Program or student programs in general, please contact your PSC Strategic Consultant.

Respectfully,

Raymond Crête
Director General
Resourcing Servces Directorate

c.c. Chiefs of Staffing

Related Links:

• Treasury Board of Canada Secretariat (TBS) Student Employment Programs in the Federal Government: http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/tb_856/sep_e.asp
• TBS Terms and Conditions of Employment for Students (including rates of pay): http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/compensation/tces_e.asp
• Letter to Heads of Personnel - 02-24 - Enhancements to Rehiring and Bridging Mechanisms for Students