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 and 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 N95 mask fit testing (if required) which is valid for two years from the fitting date.
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. Students matched to a St. Joseph’s placement offer will be sent instructions and a welcome email from NirvSystem to begin their onboarding.
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.
E-Learning
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 for 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.
N95 Mask Fit Testing
N95 mask fit testing is required for students who will be providing direct clinical care to patients. Once students or clinical instructors are matched to a placement, they will receive a welcome email from NirvSystem, an electronic onboarding tool. If an N95 mask fit test is required for your placement, it will be reflected in NirvSystem. Students who require an N95 mask fit test are required to upload their valid mask fit test in NirvSystem. St. Joseph’s stocks the following models of N95 masks: 3M 1860S, 3M 1870+, 3M 8210. Mask fit tests are valid for two years from the fitting date.
Police Record Checks
Students 18 years of age or older who are completing a student placement at Mount Hope Centre for Long Term Care will require a Vulnerable Sector Check (VSC). Students who under 18 years of age at the time of onboarding are unable to obtain a VSC and would instead be required to sign a declaration. Once students or clinical instructors are matched to a placement at Mount Hope, they will receive a welcome email from NirvSystem, an online onboarding tool. Students or clinical instructors must the VSC or declaration into NirvSystem.
If the VSC check is negative (no record), no further action is required. If the student or clinical instructor uploads a positive check, they must also contact StudentAffairs@sjhc.london.on.ca for further action.
If your police service requires a letter from St. Joseph’s confirming the need for a VSC, have your Academic Fieldwork Coordinator or High School teacher connect with @email for support.
Pre-Placement Health Assessment Form
St. Joseph’s requires students to complete a pre-placement health assessment form confirming items such as required vaccinations or proof of immunity 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. The St. Joseph’s Pre-Placement Health Assessment Form is available in NirvSystem and, once completed and signed, needs to be uploaded into NirvSystem no later than 14 days prior to their placement start date. We also accept Synergy health clearance forms (which are vetted by a health care professional), or other HCP-signed health clearance documents, provided the student meets all of the requirements outlined in our St. Joseph’s Pre-Placement Health Assessment 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.