You’re embarking on an exciting education towards your future profession! Before you can begin your first placement, you must meet specific requirements. As with every career, there comes the need for health and safety for both the professional and the patient. These requirements are set out by Ontario legislation and are requirements of our placement agencies.
If you fail to meet the clinical preparedness permit requirements by the given deadline, you will be excluded from clinical placement. This can jeopardize your academic standing and lead to program withdrawal without refund.
When should I start?
It takes time to gather and complete all of the requirements. You should start the process two to three months prior to the due date (e.g. a Police Vulnerable Sector check can take up to three months to process and complete).
Important: These requirements are mandatory and not negotiable, and any deficiencies identified must be met prior to beginning placement. All costs, service fees and fines associated with the overall requirements and potentially the program withdrawal are the responsibility of the student.
Health, Wellness and Sciences pre-placement preparation
Programs we’re responsible to obtain and monitor the placement opportunities for:
- Acute Care for Internationally Educated Nurses
- Bachelor of Science in Nursing
- Occupational Therapist and Physiotherapist Assistant
- Personal Support Worker
- Practical Nursing
- Advanced Foot Care
- Advanced Care Paramedic
- Communicative Disorders Assistant
- Primary Care Paramedic
- Pharmacy Technician
- Registered Nurse Critical Care
Georgian College has collaborated with Synergy Gateway who reviews and provides clearance on all of your mandatory pre-placement requirements. You will be given access to “Verified”- a software platform by Synergy Gateway, via secure username and password that will be emailed to you (check your school email account). You will use “Verified” to book your permit checking appointment, upload your forms and supporting documentation, and check your clinical placement eligibility status.
Step 1: Complete your pre-placement requirements
Your Clinical Preparedness Permit is the document to complete. The Clinical Preparedness Permit Information Package provides explanations of each requirement as well as any exceptions to the requirements that are specific to your program.
Step 2: Book an appointment with Synergy Gateway for an online (electronic) student permit checking appointment
They will review and validate all medical and non-medical requirements. Please upload all documentation to your Synergy Gateway profile prior to your permit checking appointment. It is your responsibility to keep this information up-to-date and safe at all times.
Human Services pre-placement preparation
Forms and placement requirements
It’s the student’s responsibility to complete and submit all records and documents as requested by the program area. Documents are required prior to the start of registration to ensure your placement and to allow participation in clinical and field placement facilities. The college assumes no responsibility for these matters and students should be aware that we are unable to refund tuition in the event that access to a placement is denied.
International students are required to have a Co-op Work Permit for all placements prior to starting in clinical and/or field placement facilities.
Please review Academic regulations, section 2.7.
Acute Complex Care for Internationally Educated Nurses
Advanced Care Paramedic
Advanced Foot Care
Addictions: Treatment and Prevention
Bachelor of Science in Nursing (BScN)
Child and Youth Care
Communicative Disorders Assistant
Community Justice Service Worker
Dental Assisting/Dental Hygiene
Developmental Services Worker
Early Childhood Education
Massage Therapy (Regular/Fast Track)
Medical Skin Care Therapies
Occupational Therapist Assistant/Physiotherapist Assistant
Personal Support Worker
Practical Nursing- full time
Practical Nursing- part time
Protection, Security and Investigation
Social Service Worker
Ontario students are eligible for Workplace Safety Insurance Board (WSIB) coverage while on unpaid work placements as required by their program of study. The Ministry of Training, Colleges and Universities (MTCU) also provides Chubb Private Insurance coverage to students should their unpaid placement required by their program of study take place with an employer who is not covered under the Workplace Safety and Insurance Act.
Students must immediately report any workplace related injury or disease to their placement agency as well as their Georgian College Monitor/Placement Supervisor.
Frequently asked questions (FAQs)
Clinical preparedness permit
I am a new student. How do I find out if I need to complete the Clinical Preparedness Permit?
Page two of the Clinical Preparedness Permit Information Package outlines the programs whose students must complete the requirements.
When is my Clinical Preparedness Permit due?
The due date to have all requirements complete and verified by Synergy Gateway differs for each program. Please refer to page two of the information package or contact your program coordinator for a more specific date.
The Clinical Preparedness Permit says I require Hepatitis B immunizations and serology (blood work). This can take up to six months to complete. What if I can't receive the full vaccination series before the due date?
As long as you have provided serology/blood work, started the three-step immunization series and have completed the second dose, you will be cleared to attend placement. It is the responsibility of the student to then follow up in completing the series, as medically directed.
How long will it take me to gather all my pre-placement requirements?
It can take up to three months to obtain all of your requirements. Depending on your personal immunization status, it can take weeks to determine your level of immunity. Depending on your personal immunization status, it can take weeks to determine your level of immunity. Also, depending on the wait times, it can take more than 12 weeks to receive your Police Vulnerable Sector Check (PVSC).
Please note: The RCMP’s PVSC mandates that if your date of birth and gender matches an individual in the Sex Offender Databases, your fingerprints will be required to complete the PVSC. This situation can take several weeks to resolve.
I am a returning student. Where do I find my Clinical Preparedness Permit?
The form will be posted on the college website.
Who pays for the costs associated with the requirements of the Clinical Preparedness Permit?
All costs, service fees and fines associated with the overall requirements are the responsibility of the student. Costs are dependent upon each student’s needs. The college does not have control over these costs. Synergy Gateway’s fees are posted on their website.
What if I already have one or more of the non-medical requirements but they have expired or will soon?
You will need to renew or re-certify your requirements to ensure that they are current for the academic year and that they will not expire during your placement.
Where do I go to register for Standard First Aid and CPR Level "C" and "HCP" training?
Action First Aid Training runs sessions most days of the week, including weekends, at their training centre in the south end of Barrie at 92 Commerce Park Drive #5, Barrie. Georgian College students receive 10% off services when using the promo code GEORGIAN.
These courses are also available through the Canadian Red Cross, St. John Ambulance, Heart and Stroke Foundation or the local YMCA Centre. If you take a CPR course through another provider, please ensure that you register for the appropriate course level and that the program follows the Canadian Heart and Stroke guidelines.
Please note: Online CPR and SFA courses are not acceptable. CPR must be re-certified annually.
Health care professionals and Virtual Doctor
How many health care professional appointments will I need?
A minimum of two appointments will be needed if all of your immunizations are current. However, depending on your personal situation, additional appointments may be required.
What do I say to my health care professional and what do I need to bring?
Explain that you need a fully completed health form (Clinical Preparedness Permit) and all of the shaded areas need to be signed and stamped by your health care professional. Instructions are provided in the information package.
You should bring the following to your appointment:
- clinical/field pre-placement health form
- health card or health insurance card
- any proof of immunization (yellow card) and/or municipal/regional health unit form(s) that outline record of your immunization history
- money, if necessary (costs do vary)
What if I don't have a health care professional (Physician or Nurse Practitioner)?
Option one: Our local walk-in clinic at 125 Bell Farm Road in Barrie has special TB and immunization clinics for Georgian’s Health, Wellness and Sciences students throughout the semester (fall, winter and summer). Your program coordinator will post the dates on Blackboard. The Nurse Practitioner-Led Clinic at the Barrie Campus will also host TB clinics.
Option two: Virtual Doctor through Synergy Gateway. This is Ontario’s first and only connection between students and online doctors through live video conferencing. Virtual Doctor assists students every day with completing their school’s pre-clinical placement requirements. Virtual Doctor is safe and secure operating under the guidelines of the Ministry of Health of Ontario. There is no cost for Virtual Doctor with your valid Ontario Health Card (OHIP). There is a charge for international students to use this service. Please see Synergy Gateway’s website for more information.
What is Virtual Doctor and is it mandatory that I use it?
No, it is not mandatory that students use this.
Virtual Doctor through Synergy Gateway. This is Ontario’s first and only connection between students and online doctors through live video conferencing. Virtual Doctor assists students every day with completing their school’s pre-clinical placement requirements. Virtual Doctor is safe and secure operating under the guidelines of the Ministry of Health of Ontario. There is no cost for Virtual Doctor with your valid Ontario Health Card (OHIP). There is a charge for international students to use this service. Please see Synergy Gateway’s website for more information.
Police Vulnerable Sector Check (PVSC)
How can I obtain a Police Vulnerable Sector Check (PVSC) application form?
You should contact your local police service by telephone or visit their website to find out their application process. Some police agencies offer an online application process. Please contact your local police service for more information.
Please note: Not all police departments and/or Ontario Provincial Police (OPP) service offices follow the same guidelines and costs do vary. Please see the police vulnerable sector check helpful hints document for more information.
How can I obtain a letter in support of my Police Vulnerable Sector Check application?
Please determine ahead of time what your local police service needs from you in order to process your PVSC application. Instructions on obtaining a letter for your application can be found on the police vulnerable sector check helpful hints document for more information.
Mask fit testing
Where would I obtain Mask Fit testing?
Mask Fit testing will be done by Synergy Gateway on campus during the first few weeks of the fall and winter semester. Students must book their appointment through Synergy Gateway. Your program coordinator will notify you via Blackboard when the appointments are available for booking.
Please do not eat, drink or chew gum at least 20 minutes before your test. Gentleman must be clean shaven.
Is there a fee for Mask Fit testing?
The fee for Mask Fit testing is covered under each student’s tuition. No fee is paid at the time of booking or completing the test.
What do I need to upload to Synergy Gateway?
- Clinical Preparedness Permit
- Any additional proof of immunization
- Blood lab report results
- Certificates and/or proof of completion of all your non-medical requirements (i.e. PVSC, SFA, CPR)
What is the cost for the permit checking appointment with Synergy Gateway?
As of Sept. 1, 2019, the cost for the permit checking appointment is $50.48. Included in this cost is the review of your documents and counselling on the clinical permit requirements. Please ensure that you have the stamp and signature of your healthcare professional where required on the clinical permit.
Can I email information to Synergy Gateway?
No. In order to keep your documents and information confidential you must upload it to Synergy Gateway’s secure software platform “Verified”.
Where do I submit all my requirements once gathered?
You will upload all of your documents, cards and certificates to your profile in Verified by Synergy Gateway. You will then book an electronic student permit checking appointment for your requirements to be reviewed.
How do I access my profile on "Verified" by Synergy Gateway?
You will be given access to “Verified”- a software platform by Synergy Gateway, via secure username and password that will be emailed to you (check your school email account).
Tip: Check your junk or spam folder, as these emails are system generated and often end up there.
What if I have a problem logging onto "Verified" by Synergy Gateway?
Contact the Synergy help desk by submitting a ticket at www.synergyhelps.com.
Electronic Student Permit Checking Appointment
What happens at the Electronic Student Permit Checking (ESPC) appointment?
The ESPC is a virtual/online appointment, you will not attend in person. Synergy Gateway will review all of your documents and determine if you can be cleared for placement. You will receive the status of your ESPC by email within 48 hours.
Note: To avoid additional fees-do NOT book a permit checking appointment with Synergy Gateway until all medical and non-medical requirements are completed. Please ensure that you have the stamp and signature of your healthcare professional where required on the clinical permit.
What are the possible outcomes of my permit checking appointment?
You will receive the status of your permit checking appointment by email. Here are the possible outcomes:
- Pass- you met all of the clinical preparedness permit requirements. You are clear to attend placement.
- Pending- documentation needs to be resubmitted (e.g. you did not write your name and student number on all pages, the seal on your police check is not visible, etc.).
- Fail- you are missing one or more of the requirements
Please note: If you receive a result of pending or fail, please read and follow the instructions in the email from Synergy Gateway. If the result is a fail-you will need to book a follow-up appointment to have the missing items reviewed.
When should I book my electronic student permit checking appointments?
- When all of the requirements on the checklist are completed.
- Before your due date. If you leave it to last minute, you could put yourself at risk at not being cleared on time.
Please note: Plan to book your ESPC appointment a month or so before the due date to allow time to complete any requirements that you may have inadvertently missed.
How do I book, reschedule or cancel an electronic student permit checking appointment?
How-to videos are available in the Verified platform under the Help Desk/Videos tab.
What happens once I am cleared for placement?
Once you are cleared for placement, your stamp document is available to download and print from your profile in Synergy Gateway. This will be proof to your clinical instructor or program coordinator that you have been cleared for placement.
Human Services and Community Safety Placement Office
825 Memorial Avenue