Placement Offices

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.

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.

• Simcoe Muskoka District Health Unit
• Public Health Grey Bruce
• Public Health Wellington-Dufferin-Guelph

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

Effective June 14, the COVID-19 vaccine is one of the Clinical Preparedness Permit requirements.

If you have already had a permit checking appointment, your permit status is still valid. You will need to show proof of your COVID-19 immunization at your next permit checking appointment.

We strongly advise students to use the free option with Synergy to store proof of your immunization in the event that it is required by your placement agency and also for reporting purposes. View the instructions for uploading.

The new booking system for COVID-19 vaccination appointments requires you to enter an Ontario Health Card Number (OHCN). If you are an international student at the Barrie Campus preparing to begin clinical placement and need to book your COVID-19 vaccination, you will need a “psuedo” health card number to book your appointment.

Those with no health card number (e.g. international students) are now able to register on the Simcoe Muskoka District Health Unit website using the online form to request the “pseudo” health card number instead of calling in. The health unit has implemented this to help with challenges students may face trying to get through on the very busy phone lines. Students may still call the staff if they choose at 705.721.7520, ext. 5997 to speak with someone on the COVID-19 Vaccine Booking Support Line.

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

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.

Effective June 14, 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.

We understand that it may be difficult for students to update the requirements for the Clinical Preparedness Permit due to the impacts of COVID-19 on services in the province. Students must continue to upload any required documents that they are able to obtain to Synergy Gateway to keep their permit as up to date as possible.

Please note:

• Some police detachments continue to 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).  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 offered even when regions of the province are in pandemic related restrictions. Agency partners (e.g. Long Term Care homes, hospitals, etc.) continue to require this training before students may attend a clinical placement.
• Immunizations – If you are unable to complete required immunizations (e.g. as a result of pandemic related service disruption) you have the option of signing 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 submitting this to Synergy. Individuals who elect to sign this waiver 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. You may request an accommodation through your program co-ordinator, which will then be escalated to the Placement Office (PO). The PO will contact your host 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 options for program progression.

If your permit items are not complete, you will not receive a pass from Synergy (except for the instance outlined above). When your clinical placement commences, you will need to disclose which items you were unable to complete and be prepared to show all completed documentation in place of a passed permit to your host agency (off-campus clinical) for review. Please ensure you are keeping the original documents for yourself so that they are readily accessible (e.g. printed package).

Georgian College is now able to offer 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.

The permit requirements are set to what the agencies (hospitals, long term care, etc.) require of students before they go to clinical. It is set as a “permit” (as at all other schools) to help the agencies so they don’t have to check so many documents. Mostly, it is set this way so that students don’t get ready for placement and then arrive only to find out they aren’t allowed to participate. It’s like needing to have a criminal record check for most jobs. This means that we can’t issue extensions.

Feedback from students has been that First Aid and CPR classes are now widely available in most regions, most doctors are doing immunizations and TB skin tests, and police are processing criminal record and vulnerable sector checks. This has been the case since at least mid-July.

Most services for clinical permit requirements resumed in July 2020. Standard permit checking fees and follow-up appointment fees will apply for these requirements.

Delays have been reported for processing times of Police Vulnerable Sector Checks (PVSC). If you are missing your PVSC, please contact your program co-ordinator for instructions.

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 of our partner locations have implemented restrictions that prevent both staff and students from working in multiple locations – 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. The pandemic has created an environment in which health-care policies can and do rapidly change in order to respond to the evolution of the pandemic, and accepting employment in other settings will place students at higher risk for not being able to complete clinical program requirements.

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

At this time, the Government of Canada is advising against all non-essential travel. We will update this response as the situation evolves.

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 clinicalplacementoffice@georgiancollege.ca with pictures of your study visa and proof that you have applied for the work permit.

Georgian cares about your mental health and well-being. During the unprecedented and stressful COVID-19 pandemic, it is essential that you feel prepared before returning to frontline health care clinical placement settings. Your clinical placement is an exciting component of your program and we are here to help you navigate this experience successfully.

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, especially during COVID-19.

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.

• Email mhwb@georgiancollege.ca to register for an online self-care workshop
• Discover 20 ways to take care of yourself during COVID-19
• Review the self-care guide for students

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

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.

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.

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.

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.

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

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.

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

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.

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)

The Walk-In Clinics in Barrie have special TB and immunization clinics for Georgian’s Health, Wellness and Sciences students throughout the semester (fall, winter and summer). The Nurse Practitioner-led Clinic at the Barrie Campus will also host tuberculosis (TB) clinics (fall and winter). Your program co-ordinator will post the dates for these clinics on Blackboard. Another option in Barrie is the Huronia Urgent Care Clinic.

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.

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.

Some police detachments continue to 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.  Please see the PCRC/PVSC declaration document for instructions.

Georgian College is now able to offer 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:

• Peak Excellence
• Concise Health Solutions 
• First for Safety

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.

The fee for mask fit testing has been removed from student tuition fees as of fall 2020. Students will be responsible for the cost associated with their mask fit testing.

• 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)

As of Sept. 1, 2020, the cost for the permit checking appointment is $52.54. 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.

No. In order to keep your documents and information confidential you must upload it to Synergy Gateway’s secure software platform “Verified”.

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.

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.

Submit a ticket with the Synergy help desk.

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.

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

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.