Frequently Asked Questions
Below are frequently asked questions for the following topics:
- Placement Agreements
- Workplace Insurance
- International Student Placements
- Paperwork
- Reporting an Injury
- Placements Outside of Ontario
1. Placement Agreements
Who has signing authority for placement agreements on behalf of the University?
The apropriate signing authority for the University for a student placement agreement will vary depending on the academic unit level that is named in the agreement. Please see section 6 in Acceptable Customizations to the University’s Placement Agreement Template for a detailed list of apropriate signing authorities.
What types of placements, co-ops, internships or service-learning require agreements?
Under the current definitions all unpaid placements, co-ops, interships and service-learning opportunities that are part of a student’s academic program require a placement agreement to e in place for the duration of the placement.
2. Workplace Insurance for Students on Placement
What is WSIB?
WSIB stands for Workplace Safety Insurance Board and is a province wide insurance fund. When an accident takes place within the workplace, the insurance takes a “no-fault” stance and provides assistance to the injured party. This also means that the injured party is precluded from taking legal action against the workplace.
What is ACE/INA?
ACE-INA is a private insurer used by MTCU. In cases of workplace injury or disease where the Placement Employer is not covered by WSIB, ACE-INA is the insurer.
The placement is outside of Ontario. Does the Student have workplace insurance coverage?
A student will have limited ACE-INA insurance coverage by the MTCU; however, the student is advised to maintain extended health care benefits through an alternate insurer. The student is advised to consult the Safety Abroad Office within the Centre for International Experience if travelling outside of Canada.
What if the the Placement Employer wants to extend the placement beyond the course time? Is the student covered for workplace insurance?
No. Students are eligible for MTCU-covered insurance benefits when attending the placement within the allocated out of classroom course time.
The placement employer wants to pay the student. Is the student still covered for workplace insurance?
No. Students are only eligible for MTCU-covered insurance benefits if they are in an unpaid placement.
The student is receiving an honorarium from U of T. Is the student still eligible for workplace insurance coverage through the MTCU?
Yes. Students who receive the following types of payment from the University are eligible to MTCU covered:
- Social assistance beneifts (e.g. through Ontario Works Program)
- Training allowances
- Honoraria
- Reimbursement of expenses
- Stipends or any money paid to the Student by the University
What if there is an opportunity provided to the student within the placement (e.g. a conference) that is not related to the placement? Is the student still covered for workplace insurance?
No. Students are eligible for MTCU-covered insurance benefits when an attending a placement and gaining required work skills and experience. The work must be related to the placement.
What if the Unpaid Placement is offered by the University of Toronto to work FOR the University of Toronto?
The MTCU does not provide insurance coverage through WSIB or ACE-INA for unpaid placements that occur at the same location as the Training Agency, in this case the University of Toronto. Please contact placements@utoronto.ca for guidance if the placement occurs at U of T.
3. International Student Placements
Are international students covered for placement workplace insurance?
Yes, international students attending the University of Toronto are eligible to receive MTCU-covered benefits if the program is a requirement of their program to gain required work and experience. The one exception is if the international student is returning to their country of residence in order to complete their placement. In this case MTCU workplace insurance does not apply as it is assumed that they would have local healthcare and any other state provided benefits as they are a citizen of that country. If you are placing a student in this circumstance please contact OVPS at placements@utoronto.ca and we will assit you in exploring the student’s options.
Do placement sites hosting international student placements need to complete a Labour Market Assessment?
No. As long as the placement that international students are participating in are part of their academic program they are exempt from the Labour Market Assessment process. They are considered co-op students under the regulations.
4. Paperwork
What if multiple students go to one site – how many ‘Letters’ does the placement employer need to sign?
If multiple students from one faculty or course attend one placement site, the placement employer needs only to sign one “Letter to Placement Employers” detailing their responsibilities per placement type. This should be completed once every academic year. If a site hosts more than one placement then they will need to fill out a seperate letter for each placement type.
Who keeps the paper records relating to a placement?
The University’s placement coordinator should be keeping a file for each of the placements that they oversee. Records including the signed copies of the Student Declaration of Understanding (MTCU)/Student Declaration of Understanding (Non-MTCU) and the signed copies of the Letter to Placement Employers (MTCU)/Letter to Placement Employer (Non-MTCU) should be housed there for the duration of the placement. If the Pre-placement & Field Trip Due Dilligence Checklist or the Pre-placement Safety Orientation Checklist are used they should also be kept in this file. Once the placement is complete the file can be shredded. Signed copies of the student placement agreement should be scanned and submitted to OVPS via placements@utoronto.ca and the hard copy should be kept for the duration of the agreement term. Archiving of signed placement agreements would be dictated by your local records management process.
5. Reporting an Injury
When should I be reporting a student placement injury?
Any time a Student Trainee is injured while at the placement site a University Placement Accident Report should be completed and submitted. Once received by the OVPS it will be determined, in conjunction with the University’s Occupational Health Nurse, whether the injury should be submitted as an insurance claim or not. Factors that are considered include: The severity of the injury, whether or not medical attention was sought, if the student will need follow-up support such as medication or physical therapy, etc.
What Happens if a student is exposed to a dangerous substance or to a communicable disease?
Any time a Student Trainee is exposed to a communicable disease (such as measles, mumps, tuberculosis, etc.) while at the placement site a University Placement Accident Report should be completed and submitted. Once received by the OVPS it will be determined, in conjunction with the University’s Occupational Health Nurse, whether a claim should be submitted or not. Generally the Student Trainee will be advised by the Occupational Health Nurse to self-monitor for systoms, or to have certain tests done if there are concerns.
If a student is injured on their way to their placement should an insurance claim be submited?
No. An injury that occurs to a Student Trainee on their way to or from their placement does not qualify as a workplace injury. Workplace insurance coverage is limited to accidents or exposures that occur at the placement site. The one exception o this may be if the Student Trainee is offsite, but is conducting business on behalf of the placement site. This type of circumstance would be reviewed by OVPS on a case by case basis.
6. Placements Outside of Ontario
The placement is outside of Ontario. Does the Student have workplace insurance coverage?
A student will have limited ACE-INA insurance coverage by the MTCU; however, the student is advised to maintain extended health care benefits through an alternate insurer. The student is advised to consult the Safety Abroad Office within the Centre for International Experience if travelling outside of Canada.
Are international students covered for placement workplace insurance if they return to their country of residence to perform the placement?
No, international students attending the University of Toronto are not eligible to receive MTCU-covered benefits if the student is returning to their country of residence in order to complete their placement. In this case it is assumed that they would have local healthcare and any other state provided benefits as they are a citizen of that country. If you are placing a student in this circumstance please contact OVPS at placements@utoronto.ca and we will assit you in exploring the student’s options.