Student Onboarding Requirements
Below you will find processes and requirements for student and clinical instructor onboarding. Please note all requirements are sent to students and clinical instructors through NirvSystem and must be completed within NirvSystem. The purpose of sharing details here is for quick reference for students who may want to view requirements in advance of registering in NirvSystem and for our Academic Partners who do not have access to NirvSystem. All pre-placement requirements are valid for one year, with the exception of the mask fit which is valid for two years from the fitting date and any valid accommodations with documentation stating a specific timeline.
NIRV System Onboarding Tools and Resources
St. Joseph’s has joined several other hospitals in our region in implementing NirvSystem. NirvSystem is an electronic onboarding tool that automates many manual processes previously required by our Student Affairs team, other stakeholder departments at St. Joseph’s, our academic partners and our students. Any student with a placement start date of January 1, 2024 and beyond will be onboarded through NirvSystem. Students matched to a St. Joseph’s placement offer will be sent instructions and a welcome email from NirvSystem to begin their onboarding. There is a $39 user fee per year payable by the student. NirvSystem bills each hospital that uses their system an annual licensing fee. This fee covers the cost per student to utilize NirvSystem at St. Joseph’s for a 12- month period, regardless of the number of placements.
Accommodations
Accommodation requests are necessary when modifications to a student's placement are needed to remove or reduce barriers related to protected grounds under the Ontario Human Rights Code (1962). These grounds can include factors like religion, disability, family status, age, and gender identity, etc. St. Joseph’s is committed to providing accommodations up to the point of undue hardship and has successfully co-created numerous accommodation plans. A key element in this process is allowing sufficient time to establish an accommodation plan.
If a student requires modifications to a typical placement, such as changes to pre-placement requirements, placement hours, physical environment, or specialized equipment, they should submit documentation from an appropriate authority (e.g., a medical doctor for physical accommodations, or a religious leader for religious exemptions). This documentation must be dated within three months of the placement start date and should include a timeline if applicable (e.g., permanent or time-limited). We are dedicated to collaborating with students to ensure a successful placement.
Health Clearances
St. Joseph’s requires health clearances of students to ensure the safety of patients, staff and students. Once students are matched to a placement, they will receive a welcome email from NirvSystem, an electronic onboarding tool. Students complete modules within the NirvSystem tool. Students can obtain, complete, then upload the St. Joseph’s Health Clearance Form (signed by a Health Care Professional (HCP)) into NirvSystem no later than 14 days prior to their placement start date. We also accept Synergy clearance forms (which are vetted by a HCP), or other HCP-signed health clearance documents, provided the student meets all of the requirements outlined in our St. Joseph’s Health Clearance Form. St. Joseph’s employees who are students completing placements at St. Joseph’s may be exempt from this requirement. Exemptions will be reflected in NirvSystem, or please contact Student Affairs with any questions in the meantime.
Elearning
The Occupational Health & Safety Act (1990) considers students completing unpaid fieldwork placements to be “workers”. Employers have an obligation under the OHSA to provide all workers with required health and safety training. Once students are matched to a placement, they will receive a welcome email from NirvSystem, an electronic onboarding tool. Students registered with Student Affairs will complete e-learning modules within the NirvSystem tool.
If the discipline of the student aligns with a role in which St. Joseph’s hires (i.e. Occupational Therapy Student matched with an Occupational Therapist employee), the student completes the same corporate e-learning that their same-discipline supervisor completes annually.
If students differ from the background of their St. Joseph’s supervisor, (i.e. Health Studies Student matched with a Physiotherapist), the student will receive e-learning that aligns with the specific tasks, activities and location (remote, virtual, on-site) of their student work.
Work Study Students
Currently Work Study Students use St. Joseph's Elearning resources
Mask Fit Testing
Once students or clinical instructors are matched to a placement, they will receive a welcome email from NirvSystem, an electronic onboarding tool. One of the pre-placement requirements in NirvSystem covers N95 mask fit test requirements. Students must upload into NirvSystem a copy of a valid mask fit test. St. Joseph’s stocks the following models of N95 masks: 3M 1860S, 3M 1870+, 3M 8210. This requirement is valid for two years from the fitting date.
Police Record Checks
Once students or clinical instructors are matched to a placement, they will receive a welcome email from NirvSystem, an online onboarding tool. One of the pre-placement requirements in NirvSystem covers the type of police record check that a particular student or clinical instructor is required to submit. Students or clinical instructors must upload the required documents into NirvSystem. If the check is negative (no record), no further action is required. If the student or clinical instructor uploads a positive check, they must also contact @email for further action.
Vulnerable Sector Checks are required for:
- students and clinical instructors working directly with patients
- students and clinical instructors working directly with patient information
- all students and clinical instructors working at Mount Hope Centre for Long Term Care
Criminal Record Checks are required for:
- students who are fully remote/virtual
- students who work in non-patient facing areas (i.e. support service office spaces)
Exception: employees who are students are exempt from needing a record check, unless they are a student at Mount Hope Long Term Care.
If your police service requires a letter from St. Joseph’s indicating you have a placement at our organization, connect with your school’s Fieldwork Coordinator and/or @email for support.