What is VAC-WIL?

Work-Integrated Learning (WIL) is a broad term that encompasses many types of practical workplace experiences pursued by students. WIL appeals to career-oriented students with a desire to enhance their learning through hands-on experiences.

VAC-WIL is a unique form of WIL in which the employer is Veterans Affairs Canada, or VAC, and students are trained to become Veterans Services Agents or Case Managers.

The Program Cycle

The VAC-WIL Program follows a cyclical process and incorporates the following 4 distinct stages that are integral to the efficiency of the program:


Planning and Recruitment

Pre-Placement

Onboarding and Placement

Post Placement

Each stage of the program cycle is integral to the success and the delivery of the program.

The Planning and Recruitment Process is the first stage of the VAC-WIL Program and encompasses the steps involved in planning for the placement to recruiting the individual that will be a VSA or CM for VAC.

There is an important role to play by both the college or institute and the VAC regional office. Figure 2.0 highlights the 6-step process involved in undertaking the Planning and Recruitment process with clear responsibilities by VAC and by the college or institute.

Figure 2.0 The Planning and Recruitment Process

Step 1
6 months ahead		 Step 2
5-6 months ahead		 Step 3
4-5 months ahead		 Step 4
2-3 months ahead		 Step 5
2 months ahead		 Step 6
1-2 months ahead
Plan Communicate Promote Pre-Select Interview Select
Veterans Affairs Canada
Identify the individual to be responsible for the placement process. Communicate with the placement coordinator to provide an overview of the requirements and timelines of the work placement. Interview pre-selected candidates to determine the right person for the position. Select and communicate with the successful candidate and start the security clearance process.
College or institute
Identify the individual to be responsible for the placement process. Understand the process with the VAC regional office to set up high quality work placement to students. Promote the VAC video to students during their last year of study in selected programs. Provide a list of qualified students along with their resume and over letter to the VAC regional office to schedule interviews.

The Pre-Placement process is where VAC and the college or institute coordinate to ensure that the student has the necessary resources available to prepare for their placement.

College or institute

The college or institute faculty will review and share with the student the online training modules, case studies, and learning objectives.

This will allow the selected student to understand the type of stakeholder engagement that will be needed and ensure a successful placement.

VAC Regional Office

The Veteran Service Team Manager will identify a supervisor for the student, draft a learning plan, and prepare the physical office space for the incoming intern.

VAC will share online training modules, case studies with the college or institute for the students to understand the type of stakeholder engagement that will be needed as well as other necessary resources to guarantee a successful start to the placement.

The Onboarding and Placement process follows the intern from the beginning of their onboarding as they start in the position to end of their work placement.

College or institute

Share the VAC online courses for the VSA and CM’s onboarding process. These courses will help better prepare the student before the WIL placements.

During this process, the colleges will continually maintain a dialogue with the students on the placement to ensure that the placement is proceeding accordingly, and that the student is able to navigate the work environment.

The college will provide VAC with the Performance Evaluation Metrics that VAC will use to evaluate the placement of the student and rate it accordingly.

VAC Area Office

The Veteran Service Team Manager will follow Phases 1 through 5 to ensure a proper onboarding and they will commit to providing constructive feedback that allows the student to grow and improve and be better prepared to bridge into full-time employment.

Although the bridging into full-time employment comes after the placement, preparation for this should be embedded into the placement through coaching, regular evaluations, and ongoing support. It is important for the Veteran Service Team Manager to integrate this understanding at each stage to ensure that the student is prepared for the next steps.

Phase 1

In phase 1, the supervisor meets with the student at the start of their first day. With the help of the Intern Onboarding Checklist, the VAC regional manager will set the stage for the placement, provide the necessary resources for adaptation, and develop a workplan for the intern to have clear goals.

The job descriptions for the VSA or the CM need to be reviewed to ensure the roles and responsibilities accurately reflect what is expected from the student during their work placement. It is also important to identify the roles and responsibilities of the various parties, the VAC regional manager, the college or institute and the student.

The Mentorship 101 guide provides tips and tricks for the Veteran Service Team Manager to be an effective mentor so they can provide support to help the student settle in.

Phase 2

During the second phase, the supervisor will schedule a check-in with the student at the end of the first week of their placement. The purpose of the check-in is to answer any questions the student may have and to ensure that any required training is progressing as scheduled.

Phase 3

During phase 3, the supervisor will touch-base with the student at the end of the first month of their placement. The supervisor will respond to any challenges and concerns the student may be facing. In addition, the supervisor will ensure that the students’ work is being reviewed and that detailed feedback is being provided.

Phase 4

Phase 4 involves a mid-term review of the placement. The student will be responsible to fill out a reflection guide detailing their learning experiences in the role as VSA or CM and highlight any challenges they may be facing. Following this step, the Veteran Service Team Manager will review the reflection guide and discuss with the WIL coordinator to put a plan in place to provide constructive feedback to the student.

The feedback will allow the student to improve upon for the remainder of the placement. It is important for the VAC regional manager to also consider a transition plan for a potential bridging to a full-time position following the work placement.

Phase 5

The final phase is directly interconnected with the final cycle of the VAC-WIL Program Cycle Post Placement Actions. During this phase, the student completes a final performance evaluation using the evaluation template. The student will then review with the VAC regional manager, followed by a meeting to discuss the outcomes.

The Veteran Service Team Manager will share the completed evaluation with the WIL coordinator at the college or institute to make them aware of the success of the work placement and areas for improvement.

The post-placement phase is when the student completes a final performance evaluation using the evaluation template. This is the student’s opportunity to reflect on the work placement and what they have learned throughout the process. The evaluation is then reviewed with the VAC regional manager to discuss the outcomes.

The VAC Veteran Service Team Manager will share the completed evaluation with the WIL coordinator at the college or institute to make them aware of the success of the work placement and areas for improvement.