WORPLACE SAFETY & INSURANCE BOARD/PRIVATE INSURANCE COVERAGE FOR STUDENTS ON UNPAID WORK PLACEMENTS

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1 WORPLACE SAFETY & INSURANCE BOARD/PRIVATE INSURANCE COVERAGE FOR STUDENTS ON UNPAID WORK PLACEMENTS OVERVIEW All students who complete unpaid work placements as part of their academic program, on a required or optional (not to be confused with volunteering) basis, and are placed with employers to obtain work skills and experience, but who are not paid by the employers, are classified as learners by the Workplace Safety and Insurance Act (WSIA). Please note that the WSIB guidelines are quite prescriptive and we recommend you reference the link at the end of this document. The Ministry of Training, Colleges & Universities (MTCU) provides Workplace Safety and Insurance Board (WSIB) coverage for most students on unpaid training placements who are placed with employers that are registered with the WSIB. Private insurance coverage through ACE INA Insurance is provided by MTCU for most students on unpaid training placements who are placed with employers not registered with the WSIB. Coverage for WSIB or ACE INA insurance is provided through the MTCU only if the following conditions are met: 1. The student must be in a program that is funded through MTCU s operating grant. Programs funded through other ministries do not have coverage provided through MTCU. 2. The placement must be authorized and arranged by Ryerson and must be a requirement of the program (i.e. mandatory, not optional). 3. The placement must be unpaid (honoraria, training allowances or stipends paid by Ryerson are permitted) 4. The placement must occur outside of Ryerson (e.g. students in the Early Childhood Studies program that do their placement at the Ryerson Early Learning Centre are not eligible for coverage through MTCU) 5. If the placement employer is located in Ontario, the work must be performed in Ontario. If the placement employer is located outside Ontario, then the work can be performed outside Ontario. For example, if the placement employer is IBM, and the student performs work in BC, coverage will not be provided through MTCU. If the placement employer is Hydro Quebec and the student works in Quebec, MTCU will provide coverage. WSIB coverage for students that do not meet the above conditions will be provided through the Ryerson WSIB plan. Please note that the placement must still be an unpaid placement and satisfy the WSIB definition of a Learner, in order to be covered by Ryerson (i.e. Ryerson will not cover #3 above). If a student is being paid by the placement employer, they should be covered by the employer s WSIB. This means that in the event of a placement-related injury or illness, students are eligible for benefits from WSIB or equivalent benefits through the private insurance carrier. Some of these benefits might include: health care costs, rehabilitation costs, and in some cases, compensation for future lost earnings. The total cost of the WSIB/private insurance coverage is paid by MTCU or Ryerson. 1

2 Academic departments must ensure that students are provided with appropriate safety training and orientation to policies and procedures regarding personal safety and security by the placement agency. The following procedures represent the flow of information as it should be handled by the various parties involved, namely, the Faculty Placement Coordinator, the Student, the workplace (placement agency) supervisor and Human Resources. SETTING UP THE WORK PLACEMENT FOR WSIB or ACE INA PURPOSES The first step is to determine if MTCU or Ryerson will be responsible for WSIB or ACE/INA coverage based on the above criteria. If coverage can be provided by MTCU, then the process below must be followed (i.e. we can t add a student to the Ryerson plan because it s thought to be easier). If coverage is to be provided through MTCU, then the following steps must be taken: 1. Get the student to complete the Student Declaration of Understanding and keep a copy in the student file (Appendix A) 2. Issue a letter to the placement employer for signature and keep an original signed copy on file (Appendix C) 3. Notify the placement employer whenever there are any changes to the work placement If coverage is to be provided by Ryerson, the following steps must be taken: 1. Get the student to complete the Student Declaration of Understanding (Ryerson coverage) and keep a copy in the student file (Appendix B) 2. Provide a copy of letter re: Changes to WSIB Coverage affecting Ryerson Practicum Placements indicating that Ryerson will arrange for WSIB coverage 3. Notify the placement employer whenever there are any changes to the work placement 4. Complete the Student Placement Data Collection worksheet and submit to the Benefits Unit in Human Resources 2

3 WSIB CLAIMING PROCEDURES The Workplace Safety and Insurance Board (WSIB) will provide coverage for students on unpaid training placements who are placed with employers that are registered with the WSIB. NOTE: the following terminology will be found on the various claim forms The University is considered the training agency when placing learners in an unpaid field placement. The Work Placement Employer is the agency where the student has been placed to obtain unpaid work experience. Learner is the student that has been placed in an unpaid training placement. In the event of a placement-related injury or illness the following procedures will be followed. STUDENT S ROLE 1. Reports the injury to his/her immediate supervisor at the placement 2. Seeks appropriate first-aid or medical attention 3. Reports the incident to the Faculty Placement Coordinator at Ryerson WORK PLACEMENT SUPERVISOR S ROLE 1. Ensures that student receives the appropriate medical attention 2. If the accident has resulted in injury to the student that requires: a. Health care by a medical practitioner for which there is a fee for service (i.e. physician, chiropractor, dentist, hospital etc.) and/or b. lost time from work placement beyond the date of the accident, and/or c. Exposure to communicable disease And the WSIB coverage is provided by MTCU, please complete both the Postsecondary Student Unpaid Work Placement Workplace Insurance Claim and the WSIB Employers Report of Injury/Disease (Form 7) shown below o E~2/$File/ E.pdf o pdf If the WSIB coverage is provided by Ryerson, please complete the WSIB Employers Report of Injury/Disease (Form 7) shown below o pdf 3

4 3. Completes the applicable sections of the Letter of Authorization to Represent Placement Employer (Appendix D) 4. Forwards completed documents to the Ryerson Faculty Placement Coordinator. FACULTY PLACEMENT COORDINATOR S ROLE 1. If the injury requires first-aid only, details will be recorded in a first aid log which will be maintained by the Faculty Placement Coordinator, in the event that a report to WSIB is required in the future. 2. Receives the WSIB Form 7, if coverage is provided by either MTCU or Ryerson and the Postsecondary Student Unpaid Work Placement Workplace Insurance Claim form if coverage provided by MTCU. 3. Reviews/completes the WSIB Form 7 and Postsecondary Student Unpaid Work Placement Workplace Insurance Claim form, if applicable. If the WSIB coverage is provided by MTCU, the employer information provided in section B on the Form 7 is that of the Ministry of Training, Colleges and Universities, 900 Bay St., 7 th Floor, Mowat Block, Toronto, ON M7A ll2, Firm # If the WSIB coverage is provided by Ryerson, the employer information provided in section B on the Form 7 is that of Ryerson University, 350 Victoria Street, Toronto, Ontario M5B 2K3, Firm #223754BE 4. Completes the training agency s section of the Letter of Authorization to Represent Placement Employer 5. Faxes the following to both the WSIB (fax# attention Central Processing Unit) and to the Ministry of Training, Colleges and Universities (fax# attention Lilian Priess): a. WSIB Form 7 b. Letter of Authorization to Represent Placement Employer c. Postsecondary Student Unpaid Work Placement Workplace Insurance Claim form, only if coverage is provided by MTCU Note: If coverage is provided by MTCU, the completed Form 7 along with Letter of Authorization and the Postsecondary Student Unpaid Work Placement Workplace Insurance Claim must be received by WSIB within seven working days of the accident. If coverage is provided by Ryerson, the completed Form 7 must be received by the WSIB within three working days of the accident. 6. Arranges for the training participant to return to the training program with the appropriate accommodations if required. HUMAN RESOURCES BENEFITS UNIT S ROLE 1. Calculates and remits WSIB premiums for those students covered by the Ryerson WSIB plan. 4

5 PRIVATE INSURANCE CLAIMING PROCEDURES ACE INA Insurance will provide the private insurance policy for training participants on unpaid work placements with employers who are not registered with the WSIB and who would otherwise be covered by WSIB through MTCU. This also applies to students who are placed for work experience with employers outside the province, or country. Note: the following terms appear on the various forms The University is considered the training agency when placing learners in an unpaid field placement. The Work Placement Employer is the agency where the student has been placed to obtain unpaid work experience. Learner is the student that has been placed in an unpaid training placement. In the event of a placement-related injury or illness the following procedures will be followed. STUDENT S ROLE 1. Reports the injury to his/her immediate supervisor at the placement 2. Seeks appropriate first-aid or medical attention 3. Reports the incident to the Faculty Placement Coordinator at Ryerson WORK PLACEMENT SUPERVISOR S ROLE 1. Ensures that student receives the appropriate medical attention. 2. Contacts ACE INA for the appropriate forms at or at Canada.ahclaims@acegroup.com 3. Completes the ACE INA Accident Report Statement of Work Placement Employer and Training Agency if the accident has resulted in injury to the student that requires: a. Health care by a medical practitioner for which there is a fee for service (i.e. physician, chiropractor, dentist, hospital etc.) b. Time lost from work placement within 31 days of the accident c. Exposure to communicable disease. 4. Forwards completed documents to the Faculty Placement Coordinator. 5

6 FACULTY PLACEMENT COORDINATOR S ROLE 1. If the injury reported requires first-aid only, details of the incident will be recorded in a first aid log which be maintained by the Faculty Placement Coordinator for future reports/claims. 2. Receives and reviews the ACE INA Accident Report and signs as the training agency s authorized representative. 3. Forwards to ACE INA Insurance and the Ministry of Training, Colleges and Universities: a. The Accident Report Statement of Work Placement Employer and Training Agency b. Postsecondary Student Unpaid Work Placement Workplace Insurance Claim Note: In order to be eligible for benefits under this policy the initial claim must be made with 31 days of the accident. 4. Arranges for the training participant to return to the training program with the appropriate accommodations if required. 5. Provides data statistics to the Human Resources Benefit Unit as requested. HUMAN RESOURCES BENEFITS UNIT S ROLE 1. Reports statistical data to the Ministry of Training, Colleges and Universities, as notified by the Ministry. For more information about WSIB and ACE INA coverage provided by MTCU, visit the MTCU website at Postsecondary Student Unpaid Work Placement Workplace Insurance Claim WSIB Form 7 6

7 APPENDIX A Student Declaration of Understanding Workplace Safety and Insurance Board or Private Insurance Coverage Students on Program Related Placements Student coverage while on placement The government of Ontario, through the Ministry of Training, Colleges and Universities (MTCU), reimburses WSIB for the cost of benefits it pays to Student Trainees enrolled in an approved program at a Training Agency (university). Ontario students are eligible for Workplace Safety Insurance Board (WSIB) coverage while on placements that are required by their program of study. MTCU also provides private insurance to students should their unpaid placement required by their program of study take place with an employer who is not covered under the Workplace Safety and Insurance Act. Furthermore, MTCU provides limited private insurance coverage for students in Ontario publicly supported postsecondary programs whose placements are arranged by their postsecondary institution to take place outside of Ontario (international and other Canadian jurisdictions). Declaration I have read and understand that WSIB or private insurance coverage will be provided through the Ministry of Training, Colleges and Universities while I am on a placement as arranged by the university as a requirement of my program of study. I understand the implications and have had any questions answered to my satisfaction. Student name (print): Program/School: Student signature: Date: Parent/Legal Guardian s Signature (for student less than 18 years of age) Name (print): Signature: Date: 7

8 APPENDIX B Student Declaration of Understanding Workplace Safety and Insurance Board or Private Insurance Coverage Students on Program Related Placements Student coverage while on placement The government of Ontario, through the Ministry of Training, Colleges and Universities (MTCU), reimburses WSIB for the cost of benefits it pays to Student Trainees enrolled in an approved program at a Training Agency (university). Ontario students are eligible for Workplace Safety Insurance Board (WSIB) coverage while on placements that are required by their program of study. MTCU also provides private insurance to students should their unpaid placement required by their program of study take place with an employer who is not covered under the Workplace Safety and Insurance Act. Furthermore, MTCU provides limited private insurance coverage for students in Ontario publicly supported postsecondary programs whose placements are arranged by their postsecondary institution to take place outside of Ontario (international and other Canadian jurisdictions). There are certain eligibility requirements for coverage through MTCU and your current placement is not eligible for WSIB coverage provided through MTCU. However, WSIB coverage will be provided by Ryerson University. Declaration I have read and understand that WSIB or private insurance coverage will be provided through Ryerson University and not the Ministry of Training, Colleges and Universities while I am on a placement as arranged by the university as a requirement of my program of study. I understand the implications and have had any questions answered to my satisfaction. Student name (print): Program/School: Student signature: Date: Parent/Legal Guardian s Signature (for student less than 18 years of age) Name (print): Signature: Date: 8

9 APPENDIX C Letter to Placement Employers Process for Workplace Safety and Insurance Board coverage: The Ministry of Training, Colleges and Universities (MTCU) has implemented a new streamlined process for students enrolled in an approved Ontario university program that requires them to complete placements in the workplaces as part of their program of study. The Workplace Educational Placement Agreement (WEPA) Form has been replaced by the Postsecondary Student Unpaid Work Placement Workplace Insurance Claim Form. Placement Employers and Training Agencies (universities) are not required to complete and sign the online Postsecondary Student Unpaid Work Placement Workplace Insurance Claim Form for each placement that is part of the student s program of study in order to be eligible for WSIB coverage. Instead, this form only needs to be completed when submitting a claim resulting from an on-the-job injury/disease. Please note that universities will be required to enter their MTCUissued Firm Number in order to complete the online claim form. The new form has been posted on the Ministry s public website at: &TAB=PROFILE&SRCH=&ENV=WWE&TIT=1352&NO= E (English) or &TAB=PROFILE&SRCH=&ENV=WWF&TIT=1352F&NO= F (French) Please note that all WSIB procedures must be followed in the event of an injury/disease, including the completion of the WSIB Form 7. Universities will keep the signed original of the placement letter on file and ensure that Placement Employers have a copy. Declaration By signature of an authorized representative here under we confirm our commitment to immediately report any workplace injuries or disease to the student s university. Signature: Title: Organization: Date: Distribution A copy with the original signature is to be returned to Ryerson University and a copy is to be kept by the placement employer. 9

10 APPENDIX D LETTER OF AUTHORIZATION TO REPRESENT PLACEMENT EMPLOYER This section is to be completed by the Training Agency (Ryerson) Please be advised that the following Training Agency will serve as the Employer s representative in matters pertaining to this work related injury. Training Agency: Address: City, Province: Postal Code: RYERSON UNIVERSITY 350 Victoria Street Toronto, Ontario M5B 2K3 Ryerson Placement Coordinator Name: Ryerson Placement Coordinator Telephone Number: This section to be completed by the Placement Employer (Placement Agency), unpaid training participant is claiming that he/she (Placement Student Name) suffered a work related injury on while on work placement with our (Date) company. Company Name Address City, Province Postal Code Contact Person Telephone Number Placement Employer s Authorization Signature Date February

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