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Co-operative Education

How to use the BC COWIL Database

This user guide is designed to help you navigate and utilize the British Columbia (BC) Co-operative Education and WIL (Work Integrated Learning) Statistical Database effectively.

Whether you are entering data, generating reports, or managing user accounts, this guide provides step-by-step instructions and helpful tips to ensure you can make the most of this powerful tool. 

Register for institution access

There are two ways to register your institution for an account:

  • Option 1: Register for a Canadian Access Federation (CAF) login
  • Option 2: Register for a UVic Affiliate Account

Option 1: Register for a Canadian Access Federation (CAF) login

If your home institution is registered with the  you can login using your institution's login page. If your login fails, contact your IT department and CC' Chris Clausen (cclausen@uvic.ca). 

If your institution is not on the list, contact your IT department and have them .

Option 2: Register for a UVic Affiliate Account

UVic allows individuals from outside the university community to access its electronic resources. These affiliates work with UVic staff and faculty and perform duties that require access to the same systems. 

To register for this type of account: 

  1. Submit a request through UVic's  and identify your UVic Faculty/Staff sponsor
  2. Your UVic Faculty/Staff sponsor will receive an invitation from AIMS to approve (or deny) the request
  3. A record will be created for you in UVic's Banner system
  4. The UVic sponsor will be notified by AIMS.

This process will take approximately one week.

After the AIMS request is completed, the sponsor should notify you, the affiliate, of your UVic V-number. At this point, you will be able to apply for a primary NetLink ID and use a standard set of UVic electronic resources. You'll also be able to request an affiliate UVic ONECard and borrow resources from the UVic libraries.

Request a user account

Once your institution is registered using one of the options listed above, contact Andrea Giles (coop@uvic.ca) to request a user account. You will need to provide your institution name and either your personal institutional email address or your UVic Affiliate email address.

Role-based email addresses will not work for login. 

Log in and out

To log in

  1. Visit the .
  2. Select your home institution from the drop-down.
  3. Select the Sign in button.
  4. Log in using your institution credentials.
  5. You will arrive at the BC COWIL Statistical Database dashboard.

To log out

  1. Select the Sign out button on the top webpage banner.
  2. You will arrive at the BC COWIL Statistical Database login page.

Manage your password

For accounts using a Canadian Access Federation Login

If your institution participates in the Canadian Access Federation then you will be using your home institution’s login page and can contact your IT department to assist with any password issues.

For accounts using a UVic Affiliate Login

If you are using a UVic Affiliate account, you can manage your password at the Netlink password management website.

Choose user role

Users will come from all universities in BC. As a user, you can be assigned any combination of the following three roles:

 

Write

This role gives you the ability to add and edit records for the specified institution.

Read

This role gives you the ability to view records for the specified institution.

Read All

This role gives you the ability to view all institutions’ records.

User Guide

This guide shows you how to perform tasks within the database. 

You must be logged in to the system to perform these tasks. 

Managing records

The Find Records page lets you search for any records in the database that match defined criteria. Search parameters include:

  • institution
  • terms
  • year
  • program
  • program category
  • program filters
  • fee filters
  • placement filters
  • co-op graduates filters

To find a record:

  1. Select Program Information.
  2. Select Find Records from the drop-down menu.
  3. Choose your search parameters (e.g., institution, terms, year, program, and other filters)
  4. Select the Find button.

You will be redirected to the BC COWIL Statistical Database Browse Programs page showing all records matching your search criteria.

The Add Record page lets you add co-op and WIL records for your specified institution to the database.

Record parameters include:

  • program
  • year
  • term
  • fees and wages
  • co-op placements
  • co-op graduates
  • student demand
  • new admits
  • headcount

To create a record:

  1. Select Program Information.
  2. Choose Add Record from the drop-down menu.
  3. Select your home institution.
  4. Select the type of record: Co-op or Work Integrated Learning
  5. Fill out the record parameters (e.g., program, year, term, and other sections)
  6. Click the Save button.

If the record is saved successfully, you'll be redirected to the BC COWIL Statistical Database Browse Programs page.

Viewing a record lets you review data entry information for a particular record.

You can view all sections from the Add Record page, which includes: the program, year, term, fees and wages, co-op placements, co-op graduates, and student demand, new admits, and headcount.

To view a record:

  1. Select the desired record from the search results (you can click on the program name listed in the Program column).
  2. Click on the different section headers to expand them and review record information.

Note: Parts of the Fees and Wages section, the Co-op Placements section, and the Co-op Graduates section will display in placement weeks, with most programs being 16 weeks.

Editing a record lets you correct data entry information for a particular record.

You can edit all sections from the Add Record page, which includes the program, year, term, fees and wages, co-op placements, co-op graduates, and student demand, new admits, and headcount.

To edit a record:

  1. Choose the desired record from the search results (you can click on the program name listed in the Program column).
  2. Click the Edit button.
  3. Click on the different section headers to expand them and click the different fields to edit data.
  4. Click the Save button.

If the record is saved successfully, you'll remain on the View Record page with your changes shown in the record data.

Running reports

You can generate and download reports for various categories with data from all institutions. This includes data on biographical information, placement locations, and high-level cumulative institutional values.

Report categories include:

  • region/demographics
  • employer/partner
  • discipline grouping
  • term comparisons
  • fiscal year comparisons
  • placement/experience percent (%) comparisons
  • institutional breakdown
  • salary breakdown
  • tuition fee breakdown, and
  • count/discipline comparisons

To generate a report:

  1. Click on Reports.
  2. Click on your desired report from the drop-down menu.
  3. Generate report using provided filters (see subsections for more details).
  4. Click the Submit button.

To download a report:

  1. Ensure you've followed the pre-requisite steps to generate a report.
  2. Click ‘Save CSV’ button

The report will be downloaded as a CSV file that can be opened and manipulated with your desired application (e.g., Excel).

This report organizes co-op placement weeks and/or WIL experiences by regional locations and demographics. Filter options include:

  • Terms: Up to 5
  • Program Type(s):
    • Co-operative Education
    • Internship/Work Experience
    • Mandatory Professional Practicum/Clinical Placement
    • Other WIL
    • Includes Yukon College (S93 – F99 only)