Module 8: Sustaining WIL Programs

Module 8

1. Developing a Sustainable WIL Recruitment Model

Students participating in a Hospitality and Tourism Management Work-Integrated Learning experience.

Photo: Courtesy of the Hospitality Tourism Management WIL program at CAPU

Establishing a consistent and sustainable work-integrated learning (WIL) recruitment model allows host organizations to move beyond one-time student placements and toward long-term collaborations between post-secondary institutions, students, and their organization. Rather than viewing WIL as a single partnership decision, organizations can intentionally plan and integrate student learning opportunities into their ongoing workforce and organizational development strategies.

This section introduces practical tools and funding options to help you design a repeatable, scalable recruitment process.

1. Standardize Student Roles and Onboarding Materials

Developing repeatable student roles helps streamline recruitment and onboarding while ensuring students are set up for success. Using a consistent format for role descriptions improves clarity and transparency, and standardized role design also supports equity and accessibility across your recruitment process.

You can begin shaping your roles using the Position Design Guide and the Work-Integrated Learning Position Description Template created by the University of Waterloo. Both resources are downloadable and customizable to meet your organizational needs.

In Practice: Repeatable Student Roles

Each summer, a non-profit hosts students for a 100-hour community-engaged learning placement from May to August. Because the placement runs annually, the organization and post-secondary institution use a standardized student role description and onboarding materials, including clear responsibilities, learning goals, timelines, and reflection requirements.
This consistent role design streamlines recruitment and onboarding, helps students understand expectations before they begin, and supports equity and accessibility by providing the same information and level of preparation to every student. Over time, repeatable roles also allow the organization and institution to refine projects and deepen learning without rebuilding the placement from scratch each year.

2. Plan with Institutional Timelines and Organizational Readiness

Long-term recruitment success depends on alignment with academic schedules and internal planning cycles. Post-secondary institutions often have specific timelines for promoting student opportunities, so submitting positions early can increase visibility and access to a broader candidate pool.

Internally, consider completing the Work-Integrated Learning Criteria Planning Sheet to assess your organization’s readiness and capacity. The Procedures Checklist can also help ensure that supervision, feedback processes, and accessible onboarding practices are in place before students begin.

In Practice: Aligning Timelines and Organizational Readiness

A host organization supporting a mandatory practicum understands that placement readiness requires careful advance planning. In addition to recruitment and supervision planning, students must complete required documentation such as a criminal record check, a process that can take several months to finalize.
To accommodate these requirements, the organization connects with its post-secondary partner at least one academic term in advance. This lead time allows the institution to promote the practicum, manage applications, and ensure students complete all approvals and paperwork before the placement begins.
By aligning institutional timelines with internal readiness, the organization ensures practicums start on time, students arrive prepared, and the WIL opportunity remains compliant, manageable, and sustainable over time.

3. Leverage Funding and Wage Subsidy Programs

Accessing external funding can make it more feasible for organizations to host students on an ongoing basis, particularly for smaller organizations or those expanding their WIL participation. Several national and regional programs offer wage subsidies or grants that support student learning opportunities, including:

Student Work Placement Program (SWPP): Provides wage subsidies for post-secondary students in quality, work-related placements.
Mitacs Accelerate: Supports innovation-focused internships through matched funding for four- or six-month placements.
Mitacs Business Strategy Internship (BSI): Supports student projects focused on business operations and growth strategies.
School Works Program, Columbia Basin Trust: Offers wage funding for organizations in British Columbia’s Columbia Basin region.

For a comprehensive overview, download the INWIL Employer Grant and Funding Guide, which outlines eligibility requirements, application tips, and deadlines. This resource was also introduced in Module 4.3.

Each program has unique requirements, but all can play a critical role in building and sustaining a multi-year WIL recruitment plan.

In Practice: Leveraging Mitacs Funding for Extended Projects

A host organization partners with a post-secondary institution to engage business students on an extended WIL project focused on organizational strategy and growth. By applying to a Mitacs-supported program, the organization is able to co-fund the placement, allowing students to receive compensation while working on a clearly defined, higher-impact project.
The Mitacs funding enables students to dedicate more time to their work, supports deeper analysis and deliverables, and reduces financial barriers for the host organization. This shared investment allows both the organization and the post-secondary partner to design a more robust learning experience while making ongoing participation in WIL more feasible and sustainable.

4. Build Long-Term Relationships with Institutions

One of the most effective strategies for sustaining Work-Integrated Learning opportunities is developing strong, long-term relationships with post-secondary institutions. Maintaining open communication with WIL coordinators, faculty members, and career or experiential learning teams helps ensure each placement is meaningful and well aligned.

Use each term as an opportunity to share feedback, discuss student progress, and stay informed about upcoming opportunities. Over time, this consistency builds trust, strengthens partnerships, and improves alignment between students and host organizations.

In Practice: Building Long-Term Institutional Relationships Through Mentorship

A host organization in the automotive sector partners with a post-secondary institution to support WIL placements that emphasize mentorship. Students are paired with experienced automotive professionals who act as mentors, providing guidance, skills coaching, and regular feedback throughout the placement.
By maintaining ongoing communication with faculty and WIL coordinators each term, the organization aligns mentorship expectations, shares feedback on student progress, and plans future placements in advance. Over time, this consistent collaboration strengthens relationships, supports high-quality mentorship, and leads to more meaningful and well-aligned learning experiences for students.