January 2012
Work Integrated Learning Agreement
Office of Record Process
Background:
As per Policy C2060 Work Integrated Learning, it is best practice for programs to
establish formal Student Placements Agreements with Host Organizations. All Programs
(with the exception of Co-operative Education programs) are expected to establish Work
Integrated Learning Agreements for placement activities.
Purpose:
An institutional process is essential for risk management purposes and to build
institutional knowledge of host organizations with which MacEwan University enters into
student placement agreements. This process is subject to Board Policies D7510 Records
and Information Management and C2060 Work Integrated Learning.
Definitions:
The Work Integrated Learning Agreement refers to student(s) placement agreement
entered into between MacEwan University and the host organization which has agreed to
provide placements for MacEwan University student(s).
Two types of Work Integrated Learning Agreements have been developed for programs
to use to establish placements.

The Work Integrated Learning Agreement (One-time Placement) will be
used for a one-time work integrated learning placement of a Macewan 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 Work Integrated Learning Agreement (Multiple Placements) will be
used to cover multiple placements of Macewan 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 Work Integrated
Learning Master Agreement)

A confidentiality Agreement will be made available for ALL students to sign
regardless of the type of Work Integrated Learning Agreement used to establish
the placement.
Process:
1. Pursuant to Policy C2060 Work Integrated Learning, the Workplace Learning Office
(“WLO”) is the Office of Record for all Work Integrated Learning Placement
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,
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 as follows:
a. Programs that wish to establish a 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 Master 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 Work Integrated
Learning Agreement (Multiple Placements) signed by an authorized officer
of the same host organization. A Notice of Placement - Schedule A for each
student shall also accompany the Work Integrated Learning Agreement
(Multiple Placements)
c. Programs that establish student placements under an already existing Work
Integrated learning Agreement are ONLY required to put in place a Notice
of Placement - Schedule A for each student.
d. Programs that establish student placements under an already existing Work
Integrated learning Master Agreement and operate through HSPnet are not
required to file Notice(s) of Placement – Schedule A.
e. Work Integrated Learning 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 integrated Learning Agreements in place to
formalize placements with the specific organization
3. Confidentiality Agreements signed by students at the time of placement are to be
retained/filed by programs.
4. Upon receipt of Work Integrated Learning Agreements (executed original duly signed),
the WLO shall create a number tracking system for each Work Integrated learning
Agreement for indexing purposes (the “Work Integrated learning Agreement Tracking
Number”).
5. The WLO shall electronically scan and save each Work Integrated learning Agreement
in portable document format (.pdf) on the Work Integrated learning Agreement
Repository - AQuAA intranet
6. The WLO shall then index, categorize or summarize the Work Integrated learning
Agreement in a The ‘WIL Agreement Database’ and proceed to filing the Agreement as
per FOIP regulations.
7. Upon receipt of Notice(s) of Placement (paper copy), the WLO shall include the
tracking number that corresponds to the Work Integrated Learning Agreement
(Multiple Placements) on file and proceed to the filing of the document as per FOIP
regulations.
8. The WLO shall keep the WIL Agreement Database current with respect to the status of
each Work Integrated Learning Agreement and ensure that access to the Work
Integrated Learning (.PDF) Agreement Repository complies with Board Policy 7510
Records and Information Management
9. Faculty and Coordinators will be granted 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 Work
Integrated Learning Agreements for planning purposes.
10. Work Integrated Learning Agreements and Notice of Placement will be physically
retained in the WLO as per Board Policy D7510 Records and Information Management
and FOIP regulations for a period of at least three years from the completion of the
student placement.
11. 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 Work Integrated Learning (One-time or Master) Agreement is
cancelled/terminated before the term identified in the agreement
any student is transferred to a different placement site
any Work Integrated Learning Master Agreement is extended or renewed