Placement Centre

A placement is an exciting step on the path to your future profession! Before you can begin your first placement, you must meet specific requirements. Like with any job, health and safety during placements is of the utmost importance, both for you and for those you will be working with. The health and safety requirements you must meet are mandated by Ontario law and by our placement partners.

If you fail to meet the immunization and document requirements by the given deadline, you will not be able to go on your placement. This can jeopardize your academic standing, force you to withdraw from a course past the refund deadline and/or result in delayed graduation.

It takes time to get all the documents you need together and approved. You should start the process at least three months prior to the due date. To give you an idea, the turnaround time for a Criminal Records Check / Vulnerable Sector Screening (CRC/VSS) can be as long as three months.

All requirements must be completed by the deadline given in your Verified account. You are responsible for all administrative fees, service costs and program withdrawal fees.

Check out our FAQ, email the Placement Centre (centredeplacement@collegeboreal.ca) or contact the Synergy Gateway (Verified) Help Desk.

Many Collège Boréal programs offer opportunities to gain hands-on experience through work-integrated learning (WIL).

All co-operative education programs at Collège Boréal include mandatory work placements that are aligned with program learning outcomes. In these work placements, students get to apply what they’ve learned in the classroom to real-life work settings, build industry-specific competencies and develop the skills they need to be successful in the workplace.

Some programs may have additional requirements for co-op work terms, such as:

• A valid driver’s licence
• Strong communication skills
• Industry-specific certifications
• The ability to travel or temporarily relocate

Under exceptional circumstances, if you do not meet the requirements for your co-op work term, you may be unable to progress in or graduate from your program. Refer to your program’s web page or guide for more information.

Some College Boréal programs include a co-op work term, clinical placement, work placement or field placement. If this applies to your program, your host organization or employer may impose requirements like those described below.

Confirming your eligibility for a placement is your responsibility, not Collège Boréal’s, and tuition and related fees will not be adjusted if access to a placement is denied.

Criminal Records Check / Vulnerable Sector Screening (CRC/VSS)

You may need to provide a current CRC/VSS from a police service before you can begin your placement. If this is required for your program, the CRC/VSS must be completed prior to the start of the placement.

Individuals who have been charged with or convicted of a criminal offence and have not received a record suspension (or pardon) may be denied placement, especially those in health and community service programs.

Some jurisdictions require a long lead time for processing. We recommend getting started as soon as possible and checking with your local police service to ensure that you will receive the results of your CRC/VSS on time.

Some professions and regulatory bodies require a criminal record check provision to ensure you are fit to practice the profession. If you have a criminal record, we recommend contacting the appropriate professional association or licensing agency prior to starting your college studies.

Requesting a placement with a criminal record

If you have a criminal record and want to request that an employer permit your placement, you must fill out Form CDP-004 – Disclosure of Information Following a Positive Criminal Record Check. The employer will assess your eligibility for placement according to their own criteria.

Criminal record check: 

Problem:  Criminal Records Check / Vulnerable Sector Screening (CRC/VSS) but haven’t gotten it back yet.

At Collège Boréal, we know that getting your CRC/VSS on time can be challenging, which is why we have a temporary workaround available.

If you are unable to provide a current CRC/VSS, you must submit these two documents via Synergy Gateway:

• A signed declaration (CDP-005 – Vulnerable Sector Criminal Record Check Declaration)
• Proof that the CRC/VSS has been requested (e.g., the results of the CRC/VSS)

What happens next?

• • You will get a Conditional Pass for a limited period of time starting from the date on the declaration.
  • You will need to update your application with your CRC/VSS as soon as you get it (refer to the instructions below). Synergy Gateway will update your profile within 5 business days.
  • If you haven’t received your CRC/VSS and had it reviewed by Synergy Gateway before the time limit expires, your status will change to “Fail” and you will NOT be cleared to go on placement.

Note: There is a risk that an organization may elect to decline a student despite these efforts, as noted in the declaration form.

How to find the CRC/RCR declaration form

• • 1. Log into Verified by Synergy Gateway.
    2. Click on “Important Forms” in the menu to the left.
    3. Scroll down to “ Criminal Records Check / Vulnerable Sector Screening (CRC/VSS) Form.”

How to update your CRC/RCR in Verified once received

• • 1. Log into Verified by Synergy Gateway or navigate to the form on the Collège Boréal website > Placement Centre.
    2. In Verified, click on “Compliance Status” in the menu to the left.
    3. Scroll down to the “ Criminal Records Check / Vulnerable Sector Screening” section.
    4. Click “Update,” follow the instructions and click “Submit.”
    5. Synergy will update your profile within 5–10 business days.

CRC/VSS information

• You must get a CRC/VSS before your placement begins.
• To request a CRC/VSS, email the Registrar’s Office (registrariat@collegeboreal.ca).
• You are responsible for all costs incurred for the CRC/VSS.

Host organizations must observe section 6.3(4) of the Criminal Records Act (CRA), which prohibits the police from conducting CRC/VSSs unless the subject of theCRC/VSS is in a position of trust or authority over a vulnerable population.

If you have a criminal record

If you have been convicted of a criminal offence and have not received a record suspension (or pardon), you may:

• Be denied placement
• Need to continue your studies while you wait for your record to be suspended
• Be unable to graduate

Criminal Records Check / Vulnerable Sector Screening (CRC/VSS) – Information

Important information on the form

On the request form, make sure that you write:

“As a clinical placement student, I will be working with a vulnerable population (e.g., children aged 18 years and under, older adults, people with mental or physical disabilities).”

If you do not, your request may be denied and processing of your application may be delayed.

How long will this take?

In some cases, a CRC/VSS can take up to 12 weeks. Please check with your local police service. If they say it will take longer than six weeks, submit your request immediately. Placement organizations require yourCRC/VSS to have been completed less than six months ago.

How much will this cost?

Fees vary from one police service to another. Check with your police service or their website for fee information.

Note: Some police services only accept cash in exact change.

What if I am a minor? (under 18 years of age or as defined by jurisdiction)

Due to changes to the Youth Criminal Justice Act (YCJA), police services no longer provide any type of police record check for minors. If this applies to you:

• Log in to Verified by Synergy Gateway
• In the “Important Forms” section, download form CDP-005 – Vulnerable Sector Criminal Record Check Declaration
• Fill out and submit the form along with proof of your date of birth

What other documents will I need for my request?

Ontario residents

• Two pieces of government-issued ID, one being a photo ID (e.g., driver’s licence, passport). Contact your local police service to find out which documents are required.
• A letter from Collège Boréal (if the request is made with the Ontario Provincial Police rather than a local police service): Letter Request Form

International students

• Photo ID (e.g., passport)
• Proof of address (e.g., lease agreement, utility bill in your name)

Note: If you are an international student, you may obtain your CRC/VSSfrom the local police service if you:

• Can provide proof of residency in the city you are living in for school (e.g., lease agreement, utility bill in your name)
• Have been a resident of the area for at least 90 days

What should I do if I am an international or out-of-province student?

International students: Only a Canadian CRC/VSSwill be accepted.

Out-of-province students: You will need a CRC/VSS from your home city or town.

Does student placement qualify as a “volunteer” position?

No, a student placement is not a volunteer position, because you are receiving compensation in the form of course credit.

Many placement settings require that you provide evidence of having met certain medical requirements. These are typically associated with occupational health and safety practices, public health recommendations, and/or legislation (e.g., the Long-Term Care Homes Act) and prioritize the health and safety of clients/patients, employees and students. Under its contracts with placement sites, Collège Boréal is obligated to hold you accountable for meeting these requirements.

To offer many of our placements, the Placement Centre partners with external organizations so that you can have the opportunity to meet program learning outcomes and in some cases be eligible to register with a regulatory body after graduation. Collège Boréal will communicate these requirements to you in advance of registration, but, in order to allow you time to complete them, evidence that you have done so is not required until closer to the time of placement for most programs.

Before you can start your co-op work term, you must have it approved by your placement coordinator.