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Last updated April 27 at 11 a.m.

COVID-19 clinical placement reminders


The Placement Office has been notified by agencies that quarantine requirements for students on placement may change with little notice with respect to COVID-19 guidance from the province. This means a student who travels out of country may be required to isolate for two weeks or more prior to returning to clinical placement. We would like to remind you that any travel outside of Canada may result in the need to quarantine as determined by government OR clinical agency policies.
 
Georgian College does not have the jurisdiction to exempt students from these requirements, which could result in a student missing mandatory on-campus and/or clinical time, subsequently affecting their ability to progress in the program. Additional costs associated with this (up to and including program withdrawal) are the responsibility of the student. Students should be aware of clinical placement dates that require in-person attendance for on-campus and/or clinical placements. Please keep these dates in mind when planning travel to ensure you’re able to attend mandatory activities and will not be in violation of any potential quarantine requirements.

COVID-19 immunization booster requirement for clinical placements

Students are responsible to ensure they are remaining up to date with COVID-19 immunizations. The vast majority of our clinical placement partners currently require the initial two-dose series, plus the third dose booster.

Pre-placement 101

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.

Why?

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). In particular, a new issue is a contraindication between COVID-19 and tuberculosis (TB) skin testing that could significantly lengthen the time you need to complete these items. Be sure to consult with your health-care provider for the most efficient order in which to have these administered.

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. 

For more information, read our FAQ, email the Clinical Placement Office ([email protected]) or contact Synergy Gateway.

Health, Wellness and Sciences pre-placement preparation

How?

Georgian collaborates 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 Georgian 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. Watch a video to learn more about the Clinical Preparedness Permit.

Steps

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. Access forms and placement requirements below.

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 and Community Safety 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 4.2.3.





Addictions: Treatment and Prevention



Child and Youth Care

Visit the student portal for placement information.



Community Justice Service Worker

Visit the student portal for placement information.




Developmental Services Worker

Visit the student portal for placement information.


Early Childhood Education

Visit the student portal for placement information.


Enhanced Practice for Internationally Educated Nurses – Complex Care (CCNI)














Protection, Security and Investigation

Visit the student portal for placement information.


Social Service Worker

Visit the student portal for placement information.


Therapeutic Recreation


Video resources

Clinical Preparedness Permit and information package

Injury reporting

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)

Health, Wellness and Sciences clinical placement

Last updated July 28 6 at 8:15 a.m.

Obtaining the medical requirements of the permit can take several months as many vaccines or tuberculosis (TB) testing cannot be administered on the same day and need to be separated by one month. 

If you have a question that is not included below, please email us at [email protected].

I’d like to travel outside of Canada. Will this affect my clinical placement during the pandemic?Georgian College Chevron

We have been notified by agencies that they are re-implementing or maintaining quarantine requirements for students on placement. This means a student who travels out of country may be required to isolate for two weeks or more prior to returning to clinical placement. We would like to remind you that any travel outside of Canada may result in the need to quarantine as determined by government OR clinical agency policies.

Georgian College does not have the jurisdiction to exempt students from these requirements which could result in a student missing mandatory on-campus and/or clinical time, subsequently affecting their ability to progress in the program. Additional costs associated with this (up to and including program withdrawal) are the responsibility of the student. Students should be aware of clinical placement dates that require in-person attendance for on-campus and/or clinical placements. Please keep these dates in mind when planning travel to ensure you’re able to attend mandatory activities and will not be in violation of any potential quarantine requirements.

I’d like to receive the COVID-19 vaccine. Where can I find information?Georgian College Chevron

Information on the COVID-19 vaccine and immunization can be found through your local public health unit. Below are links for the public health units associated with our campuses.

Booking is now done provincially. Please visit the Government of Ontario’s booking page to schedule a vaccination appointment.

What should I do if I’ve received the COVID-19 vaccine?Georgian College Chevron

The COVID-19 vaccine is one of the Clinical Preparedness Permit requirements.

I am an international student at the Barrie Campus. How can I book my COVID-19 vaccine appointment?Georgian College Chevron

We advise you to call the provincial vaccine contact centre at 7.833.943.3900 (TTY for people who are deaf, hearing impaired or speech impaired: 1.866.797.0007). They are open 8am to 8pm daily.

You are not required to have a health card number when you go for your vaccine. More information can be found on the Simcoe Muskoka District Health COVID-19 Vaccine and Immunization page.

What should I do if I don’t want to get the COVID-19 vaccine?Georgian College Chevron

The Ministry of Long Term Care, as well as several of our clinical agency partners have implemented clear policies with respect to COVID-19 immunization. While the Ministry has indicated that they will accept a medical note exemption or a form of COVID-19 education in lieu of immunization, not all of the clinical settings are willing to provide these options for students at this time.

The COVID-19 immunization is included as a requirement on Clinical Preparedness Permit (CPP) for students in programs with placements in off-campus settings (e.g. Practical Nursing, Pharmacy Technician, etc.)  If you are unable to receive the immunization due to medical reasons, please see the note on page 2, section 1 of the Clinical Preparedness Permit and page 5, section 1 of the Clinical Preparedness Permit Information Package.

If you do not want to get the vaccine (e.g. religious reasons, personal reasons, etc.) you may still complete the immunization waiver on the bottom of page 2 of your CPP. While this will allow you to receive a “pass” from Synergy on the requirements for immunization, it does not mean that agencies will accept you for placement. Please read the waiver carefully to fully understand how this type of situation could affect your ability to progress successfully through your program.

I have clinical permit items expiring or not complete. I am not able to renew/complete due to pandemic or other large scale closures. What can I do?Georgian College Chevron

We understand that it may be difficult at times for students to update their Clinical Preparedness Permit requirements due to the impacts of COVID-19 or other large impact (e.g. natural disasters, IT service outages, etc.) situations on services in the province. When these situations occur, students must continue to upload any required documents that they are able to obtain to their profile on Synergy Gateway to keep their permit as up to date as possible. There are some alternative options in place that students could consider and but are only used as a temporary solution. Please see these listed below:

  • Please see the Police Vulnerable Sector Check (PVSC) section below for more information.
  • First Aid and CPR certification classes are considered an “essential service” by the Province of Ontario. As such, classes are still typically offered even in extreme circumstances. Agency partners (e.g. Long Term Care homes, hospitals, etc.) require this training before students are able to attend clinical placement.
  • Immunizations – If you are unable to complete required immunizations you have the option to sign the waiver on the bottom of page 3 of the Clinical Preparedness Permit, “Student to read and sign if unable to meet the Immunization Requirements” and submit this to Synergy Gateway. Individuals who elect to sign this need to carefully consider the risks outlined in the waiver before proceeding. Students are encouraged to still proceed with immunizations when they are able and to update their information with Synergy.
  • Tuberculosis (TB) skin tests – If you are unable to complete your TB skin test requirements, you will receive a “fail” on your permit requirements. For placements in our student-led clinics, you may request a temporary exemption through your program co-ordinator, who will escalate the request for approval.  For off-campus placements, you may request a temporary exemption with an email to the [email protected]. The Placement Office will contact the placement agency to determine whether they are willing to accept you for placement without a valid TB skin test. If they will not accept you for placement, you will need to meet with your program co-ordinator to discuss program progression options.

If your permit items are not complete, you will not receive a pass from Synergy (except for the instance outlined above). Prior to or on your first day of placement, you will need to disclose which permit items are not complete and be prepared to show all completed documentation in place of a passed permit to your placement agency (off-campus clinical) for review. Please ensure you keep the original documents safe so that they are readily accessible (e.g. paper original or copies). Failure to disclose to an agency that you have not met their requirements would be a violation of the Student Code of Conduct.

Will I be required to quit my job in order to complete a clinical placement?Georgian College Chevron

Students attending clinical placements are considered guests at their clinical host sites and, as such, they must abide by all policies and requirements the host location has in place for students. Some clinical placements may, at times, implement restrictions that prevent both staff and students from working in multiple locations (e.g. during a viral outbreak) – the clinical site being considered a work location. While these restrictions would generally be seen in long-term care homes, they could be implemented at any health-care facility.

Students are advised to consider not accepting employment when they’re going to be attending clinical placement as these situations are unpredictable and could negatively impact a student’s ability to progress through their program.

We realize this recommendation may cause financial pressure students hadn’t anticipated. If you need to discuss financial aid options, please email Financial Aid.

Can I complete an international and inter-provincial clinical placement?Georgian College Chevron

These types of placements are subject to availability and to local, provincial and/or federal government regulations (i.e. travel restrictions).

I am an International student and I have a problem with my co-op work permit. What should I do?Georgian College Chevron

If you need assistance with how to apply for the co-op work permit, please check the FAQs for international students and the student portal.

If you have not received your co-op work permit yet and are at risk of not being able to attend your clinical placement, please email [email protected] with pictures of your study visa and proof that you have applied for the work permit.

Are there any mental health and well-being considerations or supports for students on placement or co-op?Georgian College Chevron

Practising self-care and asking for help is often challenging for health care workers, given that people in these roles may prioritize the needs of others over their own. Please remember that it is essential for you to take care of your mental health and well-being at all times.

Georgian is here to help you:

  • create a self-care plan and build awareness of your personal well-being
  • recognize your own personal symptoms that might suggest your mental health needs some attention
  • continually monitor and assess your mental health and well-being
  • plan to access resources and supports as part of your regular self-care routine

Create a self-care plan

We encourage you to create a self-care plan prior to starting your placement and to maintain and adjust it as needed in order to support positive mental health.

Recognize

Some common health symptoms related to COVID-19 include:

  • fear and worry about your own health and the health of your loved ones
  • anger, irritability, sadness
  • difficulty sleeping, sleeping too much
  • changes in appetite or eating patterns
  • difficulty concentrating
  • increased use of substances

Monitor and assess

  • Your student insurance plan includes My Wellness and access to FeelingBetterNow which allows you to assess your current mental health in five to 10 minutes. Immediately access tools for stress reduction and for managing your symptoms.
  • How well are you coping with the stress in your life? The Centre for Addiction and Mental Health (CAMH) has several validated tools available for you to use to self-monitor your stress level, including Perceived Stress Scale, GAD-7 and Stress Can Drag You Down. Explore CAMH mental health resources during COVID-19.

Access resources and supports

  • Georgian’s counselling team is available to support you! Make a telephone appointment with a counsellor between 8:30 a.m. and 4:30 p.m. by calling 705.722.1523
  • Review mental health and well-being resources in the student portal
  • Big White Wall: Online mental health and well-being services offers self-help programs, creative outlets and a community that cares
  • Bounce Back: If you’re experiencing low mood, depression and anxiety, BounceBack can help. Learn skills to help you manage worry and anxiety, combat unhelpful thinking, and become more active and assertive
  • Flourishing Friday: Holistic well-being

Clinical preparedness permit

I am a new student. How do I find out if I need to complete the Clinical Preparedness Permit?Georgian College Chevron

Page two of the Clinical Preparedness Permit Information Package outlines the programs whose students must complete the requirements. Watch a video to learn more about the Clinical Preparedness Permit.

When is my Clinical Preparedness Permit due?Georgian College Chevron

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 co-ordinator for a more specific date. Watch a video to learn more about the Clinical Preparedness Permit.

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?Georgian College Chevron

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.

Students who are known to be infected with Hepatitis B are recommended to contact the director of clinics and placements by emailing [email protected] prior to completing an appointment with Synergy Gateway.

How long will it take me to gather all my pre-placement requirements?Georgian College Chevron

It can take up to three months to obtain all of your requirements (with no extenuating circumstances). 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?Georgian College Chevron

The form will be posted on the college website. Watch a video to learn more about the Clinical Preparedness Permit.

Who pays for the costs associated with the requirements of the Clinical Preparedness Permit?Georgian College Chevron

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. If you are in a government or other sponsored program, please contact your program co-ordinator regarding fees.

What if I already have one or more of the non-medical requirements but they have expired or will soon?Georgian College Chevron

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/BLS” training?Georgian College Chevron

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 per cent 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: Blended (online and in person) CPR and SFA courses are acceptable, but completely online courses are not. CPR must be re-certified annually.

Health-care professionals

How many health-care professional appointments will I need?Georgian College Chevron

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?Georgian College Chevron

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 (e.g. physician or nurse practitioner)?Georgian College Chevron

A variety of options are available for both international and domestic students in the Barrie area. Students at other campuses are advised to reach out to Student Services for local options.

Barrie:

The Nurse Practitioner-led Clinic at the Barrie Campus will also host tuberculosis (TB) clinics for domestic students with health cards (fall and winter). Your program co-ordinator will post the dates for these clinics on Blackboard.

Police Vulnerable Sector Check (PVSC)

How can I obtain a Police Vulnerable Sector Check (PVSC) application form?Georgian College Chevron

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?Georgian College Chevron

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.

I requested my Police Vulnerable Sector Check (PVSC) but haven’t gotten it back yet. How can I complete my clinical permit check?Georgian College Chevron

Some police detachments have extended wait times that are inconsistent across the province with respect to the wait times for Police Criminal Record Checks (PCRC)/Police Vulnerable Sector Checks (PVSC).  At Georgian College we know that getting your PCRC/PVSC on time is especially challenging during the pandemic.

If you have applied for, but not yet received your PCRC/PVSC and need to complete your permit checking appointment we are providing a temporary option for you.  You are required to disclose to your clinical placement agency that you have not yet received your PCRC/PVSC. Failure to do so is a violation of the Student Code of Conduct. Please see the PCRC/PVSC declaration document for instructions.

Mask fit testing

Where would I obtain mask fit testing?Georgian College Chevron

Georgian College offers on-campus mask fit testing at limited times during the year of the brands of masks required for our students to attend clinical placements (including the Georgian College Oral Health Clinic). Program co-ordinators are notified of the schedule for appointments. If students do not attend one of the clinics that are offered they may find it difficult to obtain what is needed elsewhere.

Georgian College is not responsible to ensure students are able to obtain mask fit testing. Students who do not have mask fit tests are at risk for not being able to attend clinical for occupational health and safety reasons. Any costs and implications associated with mask fit testing are the full responsibility of the Georgian College student.

Below are some alternate service providers:

Please note:  Georgian College does not make representations or warranties concerning N95 mask fit testing. It is your responsibility to research whether the product and service of the N95 mask fit testing service meets the requirements as evaluated by Synergy Gateway, the Clinical Preparedness Permit and information package in order to continue with placements. In addition, at this time, front line health-care settings (e.g. hospitals, long term care homes etc.) will only accept mask fit testing for the 3M brand. Dental students require a specific brand of mask for our clinics. Please check with your program co-ordinator to ensure you select the correct brand.

Is there a fee for mask fit testing?Georgian College Chevron

Students will be responsible for the cost associated with their mask fit testing.

Synergy Gateway

What do I need to upload to Synergy Gateway?Georgian College Chevron
  • 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)
Can I email information to Synergy Gateway?Georgian College Chevron

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?Georgian College Chevron

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?Georgian College Chevron

You will be given access to Verified, a software platform by Synergy Gateway, via secure username and password. Your username and password will be emailed to you shortly after you register for your first semester classes. Please check your student 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?Georgian College Chevron

Submit a ticket with the Synergy help desk.

Electronic Student Permit Checking appointment

What happens at the Electronic Student Permit Checking (ESPC) appointment?Georgian College Chevron

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 two business days.

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?Georgian College Chevron

You will receive the status of your permit checking appointment by email. Here are the possible outcomes:

  1. Pass: you met all of the clinical preparedness permit requirements. You are clear to attend placement.
  2. 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.).
  3. 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?Georgian College Chevron
  • 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?Georgian College Chevron

How-to videos are available in the Verified platform under the Help Desk/Videos tab.

What happens once I am cleared for placement?Georgian College Chevron

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 co-ordinator that you have been cleared for placement.

Contact us

Clinical Placement Office

Health, Wellness and Sciences

Email: [email protected]

Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.

Please note, we aim to respond to all inquiries within one business day. Due to a high volume of inquiries, response times may be delayed at times.

For in-person service, please email us directly to make an appointment. In-person meeting requests may require a period of advanced notice based on availability.

Field Placement Office

Human Services and Community Safety

Email: [email protected]
Phone: 705.329.3103

Orillia Campus, B200
825 Memorial Avenue
Orillia, ON
L3V 6S2

Hours: Monday to Friday, 9 a.m. to 5 p.m.

Please note, we will gradually increase on-campus services as the semester continues. Services continue to be available remotely. Please check back soon for details regarding in-person service hours.