Students must meet the following eligibility criteria:
- Academic Requirement: Registered in a qualified course or graduate program.
- The student is completing research as a required component of their academic program (e.g., thesis, course requiring research, clerkship, or practicum). They are fulfilling academic requirements and will not be financially compensated for their time.
- These placements are onboarded via Student Affairs through the Lawson Administration Office in collaboration with Western Program Support staff.
- Proof of registration, with a clearly outlined duration of the research course or graduate program, must be provided to the Lawson Administration Office.
- Students must complete all required onboarding tasks, including learning modules and health requirements.
How to Register a Student Through St. Joseph’s Student Affairs
1. Submit Request via the Lawson Administration Office
Direct all requests to the Lawson Administration Office:
Email: @email
- The Lawson Administration Office will verify that the placement is unpaid and that the student is eligible.
- Once confirmed, a completed registration form will be submitted to Student Affairs, including:
- Placement details and duration
- Student information
- Supervisor/Scientist
- Scope of research activities
2. Student Onboarding via NirvSystem
Students are onboarded using NirvSystem, a web-based platform that ensures compliance with St. Joseph’s pre-placement requirements.
- A $39 annual onboarding fee is payable by the student via credit card.
- Students with questions about onboarding may contact Student Affairs – St. Joseph’s at @email
Pre-Placement Requirements
- Completion of all mandatory training, including research-specific modules.
- Occupational Health and Safety Services (OHSS) clearance, including immunizations, obtained from a physician, clinic, or academic institution.
System Access
- System access requests must be submitted prior to the start date and may include hospital credentials/email and Cerner/PowerChart access.
- Access duration will align with the placement period and end upon placement completion.
- Extensions require proof of continued eligibility.
Note: Supervisors, PIs, or academic institutions may reimburse the onboarding fee from eligible research accounts where permitted.
Onboarding Form: https://forms.office.com/r/pye4pT3Mfx
Students Seeking Experiential Learning – Volunteers
Research Supervisors/Scientists and support staff may select students seeking experiential learning opportunities. These placements are coordinated through St. Joseph’s Volunteer Services.
This includes opportunities through the Medical Sciences Community Outreach (MaSCOt) program for Western students in the Schulich School of Medicine & Dentistry.
- Students apply for opportunities through the MaSCOt program.
- Hours are tracked in MaSCOt and added to the co-curricular transcript.
- Posting opportunities requires Chair or Physician Department Head approval.
If interested, please contact the Lawson Administration Office to facilitate onboarding.
System Access
Please contact the Lawson Administration Office.
Pre-Placement Requirements
- Completion of mandatory online e-learning, including research-specific modules.
- OHSS clearance, including immunizations.
Third-Party Employment
Awarded Students
Includes students funded through Western programs or grants (e.g., Work Study, NSERC USRA, SRTP, and other studentships). These placements may or may not be tied to academic credit and are covered under the Western Affiliation Agreement for Research.
- Placements must be coordinated through the Lawson Administration Office.
- Proof of award or work-study offer with placement duration is required.
Western Employees
Applies to Western-paid researchers, faculty, and staff engaged in hospital-based research who are not hospital employees.
- The Lawson Administration Office will support onboarding.
- Proof of Western employment is required.
Third-Party Onboarding via NirvSystem
- Employees are onboarded using NirvSystem.
- A $39 annual onboarding fee is payable by the employee.
- Questions may be directed to the Lawson Administration Office.
Pre-Placement Requirements
- Completion of mandatory training, including research-specific modules.
- OHSS clearance, including immunizations, obtained from a physician or clinic.
System Access
- System access requests are made during onboarding.
- Access duration aligns with the employment period.
- Extensions are required annually.
Onboarding Form: https://forms.office.com/r/CZQYywkhWE
