You are taking the first steps to becoming a professional through your program at Conestoga College.
Realizing your vision of having a high-performing career in your field of choice requires that you start your program having met the document requirements that are mandatory for new employees in your field. The WIL document requirements that are
your program can be found in the
Student Portal under the
Services tab (scroll down the page and select the
Login to H.S.Trax button).
As a future professional in your chosen career, you may need to be able to demonstrate that:
- You have a clear police check for vulnerable persons. This is the first implication for you of provincial regulations governing work in health care and community service organizations.
- Your immunizations are current for your safety and the safety of people in your care.
- Your TB status is known and allows you to work safely with others and that you will have baseline information for yourself should you encounter a person with TB in the workplace.
- You have a current First Aid and CPR certificate (at the level appropriate to your career), so that you can be a resource to persons in need.
- You have been respirator fit tested so that you will be ready to work safely in the event of an infectious situation.
Your program includes a WIL experience in your course of studies. Employers request that you have met the above requirements before you come to their organization. Upon registering for your program, you will receive a welcome email from the WIL Document Services Team. Included will be an attachment with instructions for accessing the H.S.Trax Community and your program's WIL Document Requirements forms.
Most importantly, your plan to be a graduate and embark on your chosen career depends on completing this WIL experience - we do not want these plans to end because you failed to meet the above requirements.
Why do I need a WIL Document Requirements Passport?
- The WIL Document Requirements Passport is proof to the college and WIL employers that you have met the pre-WIL document requirements.
- This document ensures that you have met the WIL document requirements expected of individuals providing care or service in each organization.
- You may be asked to show your WIL Document Requirements Passport to a WIL site as proof of having met their requirements.
What happens if I cannot go to my WIL experience?
If you cannot complete the WIL course(s) of your program, you will not be able to graduate from the program.
When does the WIL Document Requirements Passport need to be completed?
- Each program has a specific due date to allow for processing prior to the WIL experience. Your requirements due date is indicated in your program's WIL Document Requirements package, located in the H.S.Trax Community.
- You must start completing your program specific WIL document requirements as soon as you registered for your program, as it may take you six to twelve weeks to complete.
As a student, what are my responsibilities?
- Refer to the requirements package located within the H.S.Trax Community.
- Make arrangements to complete requirements based on Forms A, B, C, D, E (with your doctor, health care professional or other service providers).
- Note: Not all programs require all forms to be completed. See your Welcome Letter/checklist for your program requirements.
- Keep all original supporting documentation for your records.
- As you complete a form requirement, submit all documentation online only, through the document submission tool in the H.S.Trax Community. Note: We strongly encourage you to submit forms as they are completed, rather than as one completed package, to allow ample time for review and follow up as needed.
How do I obtain a Vulnerable Sector Police Record Check (Form A)?
- Visit your local police service and request a Vulnerable Sector Police Record Check prior to the pre-WIL document requirements deadline for your program. There is a cost associated with this service and that is the responsibility of the student. Note: This request may take up to 12 weeks.
- If you live in an area that is serviced by the OPP, please contact WIL Document Services for the required form (WILdocumentservices@conestogac.on.ca or 519-748-5220, ext. 3101).
- For Niagara Police Services, please contact WIL Document Services for the required form ( WILdocumentservices@conestogac.on.ca or 519-748-5220, ext. 3101).
- For Toronto Police Services, you will require the Toronto Consent to Disclosure form; please contact WIL Document Services for the required form ( WILdocumentservices@conestogac.on.ca or 519-748-5220, ext. 3101).
- To be eligible for WIL experience(s), you must not have been convicted of any criminal offence for which you have not been pardoned. If your police check is not clear due to an offence that is criminal in nature, you are advised to meet with the Program Chair for academic counselling to determine program suitability and WIL eligibility. Offences under the Criminal Code and the Controlled Drugs and Substances Act of Canada:
Regarding health-related document requirements, what could I be asked for?
Depending on your specific program WIL Document Requirements, you may be asked for proof of immunization, laboratory blood test results and non-medical requirements as per below: (if applicable)
- Measles/mumps/rubella (MMR)
- Hepatitis B
- Tetanus/diphtheria/pertussis (Tdap)
- Tuberculin testing (TB)
- Influenza vaccine
- Mask fit testing
- Please bring your Immunization form (Form B) with you when you get your vaccinations so that your physician/health care professional can sign off on the form directly.
Your program may also have a requirement for a current certification in CPR/First Aid.
- Standard First Aid
- CPR level C or BLS (depending on program of study)
- Respiratory Therapy students – see Form D for specific information on ACLS certification
The workforce in health care organizations or persons who are providing care are required to complete respirator fit testing. It is recommended that you complete testing at the college, as we ensure to fit test you based on the mask(s) applicable to your WIL site/facility. Additional information about this requirement will be provided at your program orientation should not be completed until your WIL site has been confirmed.
How long will it take me to complete the WIL Document Requirements forms (Forms A, B, C, D, E)?
- If laboratory reports are required or if immunizations are not complete, it could take six to twelve weeks.
- TB testing cannot be completed for 30 days after a live vaccine (MMR, Varicella) or COVID-19 vaccine. Please complete TB testing first to avoid delays in completing other requirements
- Note: The RCMP has also set new mandates that can possibly prolong your wait time in receiving your criminal reference check. If your date of birth and gender match another individual in the Sex Offender database, your fingerprints will be required to complete your check. If flagged it will take up to 120 days to receive your Vulnerable Sector check. There will also be an extra cost charged by the police agency to obtain fingerprints.
Tuberculin testing (Form C)
- This may be completed at your doctor’s office, at a local urgent care or walk-in clinic, or through your local public health unit. Please note: The TB test cannot be completed for 30 days after a measles/mumps/rubella (MMR), varicella (chickenpox), or COVID-19 shot.
- Please bring your Immunization form (Form C) with you when you get your TB test so that your health care professional can sign off on the form directly.
If required, where can I take the required Standard First Aid and CPR level course(s)?
- You may take the required courses through Conestoga:
- HEAL1400 (Red Cross Standard First Aid and CPR/AED Level C and BLS)
- HEAL1410 (Red Cross Standard First Aid and CPR/AED Recertification Level C and BLS), or
- HEAL1420 (CPR/AED Recertification Level C and BLS)
- To receive a discounted student rate, you must complete the Continuing Education Course Registration form (pdf), using one of the course codes above, and email it to firstname.lastname@example.org. Do not include credit card information when submitting the registration form. Online payment instructions will be provided upon course registration. The discounted student rate will NOT be applied if you register online. Contact email@example.com for more information.
- If you take the First Aid course(s) from another provider, please ensure that it is the appropriate level course (minimum Standard First Aid).
- Ensure your CPR course and certification document indicates the correct CPR level (C or BLS).
- After you complete the requirement, submit the documentation online only, through the document submission tool in the H.S. Trax Community.
If required, where can I have my respirator fit testing done?
Once your program coordinator or placement officer has advised you of your WIL site, the WIL Document Services team will reach out to you via email with clinic dates/times.
Why do my health-related forms need to be reviewed by Conestoga College’s WIL nurse technologist?
Conestoga College's WIL nurse technologist reviews your confidential medical information. The WIL nurse technologist can answer any questions you may have about the health requirements and testing, as well as provide direction when medical requirements results are unclear or do not meet documentation requirements. WIL Document Services will only release a clear or not clear status to Conestoga. The college requires your status for WIL planning purposes. All other information is kept confidential.
Can I meet with a WIL Nurse to review my immunizations or TB documents?
Yes. Our WIL Nurses and WIL Document Services Program Assistants are available to answer your questions:
- in-person - our office is located in the Welcome Centre, in room 262. You are welcome to drop-in 8:30 a.m. - 4:30 p.m. to speak to a team member.
- by phone - our phone number is 519-748-5220, ext. 3101
- by email - our email address is WILdocumentservices@conestogac.on.ca
- on Zoom - please email to arrange a zoom/online meeting.
Where do I submit the pre-WIL Document Requirements forms (Forms A, B, C, D, E) when finished?
- Submit all documentation online only, through the document submission tool in the H.S. Trax Community. Students should submit each requirement as they are completed. Do not wait for all your requirements to be completed.
- The online document submission tool can be found in the H.S. Trax Community, accessible via the Services tab in the Student Portal.
- Each WIL Document Requirement form will have a category to upload documents.
My documents won't upload. What can I do?
Our document submission tool cannot process files that are encrypted (protected) or too large (over 2MB). Please reformat the document before uploading and submitting online in H.S.Trax.
- Submit a JPG version of the document. You can do this by taking a photo or screen capture of the document and saving it as an image file (.jpg).
- Create a new PDF file using Microsoft Print to PDF.
- With the PDF open, press Ctrl + P on your keyboard, or select File and then Print. This will open the Print window.
- In the Printer field, select Microsoft Print to PDF from the drop-down menu options.
- Select the Print button.
- Enter the file name and select Save.
Who is responsible for health form costs?
The cost of completing the requirements is the responsibility of the student entering the program.
How much will this cost?
- Costs will be dependent upon each student's needs. Doctor notes, x-rays, laboratory blood work report and immunization may be free of charge or a charge applied by your doctor's office; this is up to your doctor and NOT the college.
- Your invoice from Conestoga will contain a fee for the services provided by the school to certify that you have met these requirements and to provide you with a WIL Document Requirements Passport for your records.
- Students are responsible for independently arranging and financing any housing and transportation costs for work integrated learning (WIL) experiences, which may be in communities across Ontario. While every effort is made to arrange for placements in students' preferred or home locations, students must be prepared for additional costs associated with relocating to other cities to complete the required WIL hours. Please note that some field placements require students to have a vehicle (e.g. homecare or specialty health centres). Students must budget for costs related to transportation and out-of-town accommodation.
What happens if some information is missing from my forms?
If some information is missing from your forms, you will be notified at your college email account. You must complete the missing information and resubmit documents prior to your WIL experience.
What happens when my WIL document forms are cleared?
Your program coordinator or placement officer will assign students to their WIL experience based on clearance of all WIL Document Requirements. Students will not be eligible for WIL experience until you have a clear status.
I have misplaced my WIL documents package. Where can I get one?
The WIL document requirements for your program are available in the H.S. Trax Community, accessible via the Services tab in the Student Portal. Please contact the WIL Document Services office at
WILdocumentservices@conestogac.on.ca or 519-748-5220, ext. 3101 for more information.