January 2012
Work Integrated Learning Agreements
Implementation guidelines
Record Process
Background:
As per Policy C2060 Work Integrated Learning, all Programs (with the exception of Cooperative Education programs) are expected to establish Work Integrated Learning (WIL)
Agreements for placement activities. Beginning March 2012, there is a shorter, more
streamlined document and process for WIL Agreements.
Definitions:
The WIL Agreement refers to student(s) placement agreement entered into between
MacEwan University and the host organization which has agreed to provide placement(s)
for MacEwan University student(s).
Two WIL Agreements have been developed for programs to use to establish placements.

The WIL Agreement (One-time Placement) will be used for a one-time WIL
placement of a MacEwan University student at the host organization (that is one
agreement is used to cover the specific duration of one student placement as
required by the program)

The WIL Agreement (Multiple Placements) will be used to cover multiple
placements of MacEwan University students at one host organization (This
implies that multiple students could be placed at the same host organization for a
specific period of time as stipulated in the “term” of the WIL Agreement)

A Confidentiality Agreement will be made available for ALL students
(including Coop program students and HSP net placement students) to sign
regardless of the type of WIL Agreement used to establish the placement. (See
item 3 below)
Implementation Guidelines:
1. The Workplace Learning Office (“WLO”) is the Office of Record for all WIL
Agreements entered into by MacEwan University.
2. All MacEwan programs (with the exception of Co-operative Education programs)
shall, within 10 days (of the start of the student placement at the host
organization), or such other time as agreed with the WIL Office, the Program Chair and
the Host Organization provide the WLO and the Host Organization with one
executed original of the signed
 Work Integrated Learning Agreement (One-time Placement) or
 Work Integrated Learning Agreement (Multiple Placements)
 and/or relevant Notice(s) of Placement – Schedule A
A. Programs that wish to establish a WIL one–time student placement
with a specific host organization will be required to have the Work
Integrated Learning Agreement (One-time Placement) signed by an
authorized officer of the same host organization
B. Programs that wish to establish a WIL Multiple Agreement with a
host organization for multiple student placements during a specific
term (generally from 1 year to a maximum of 5 years) will be required
to have WIL Agreement (Multiple Placements) signed by an
authorized officer of the same host organization and a Notice of
Placement - Schedule A for each student submitted to the WLO
C. Programs that establish student placements under an already existing
WIL Agreement are ONLY required to put in place a Notice of
Placement - Schedule A for each student.
D. Programs that operate through HSPnet and establish student
placements under an already existing WIL Master Agreement are not
required to file Notice(s) of Placement – Schedule A.
E. Programs where students intend to do their placement at their current
place of employment (where they hold an employee status) are also
required to have WIL Agreements and Confidentiality Agreements in
place to formalize placements with the specific organization.
3. Confidentiality Agreements should be signed by ALL students at the time of
placement and are to be retained/filed by programs.
WIL A Record Process:

Upon receipt of WIL Agreements (executed original duly signed), the WLO shall
create a number tracking system for each WIL Agreement for indexing purposes
(the “WIL Agreement Tracking Number”).

The WLO shall electronically scan and save each WIL Agreement in portable
document format (.pdf) on the WIL Agreement Repository on the AQuAA
intranet

The WLO shall then index, categorize or summarize the WIL Agreement in a The
‘WIL Agreement Database’

Upon receipt of Notice(s) of Placement (paper copy), the WLO shall include the
tracking number that corresponds to the WIL Agreement on file the document on
the WIL Agreement Repository on the AQuAA intranet.

Faculty and Coordinators will be given access to both the ‘WIL Agreement
Database’ and WIL Agreement (.pdf) Repository for consultation purposes. A
number of functions will allow Faculty and coordinators to sort, view current and
valid WIL Agreements for planning purposes.

MacEwan programs (with the exception of Co-operative Education programs and
specific programs establishing placements thru HSPnet) shall advise the WLO
within 5 days if



any WIL (One-time or Multiple) Agreement is cancelled/terminated
before the term identified in the agreement
any student is transferred to a different placement site
any WIL (One-time or Multiple) Agreement is extended or renewed