About the Education Department

Working with the Research Operations and Women’s College Research Institute, we facilitate the research trainee experience. This includes onboarding, offboarding, and being the primary contact for student needs relevant to the hospital.

A trainee includes:

• • A student enrolled in an academic program or course which requires them to participate in a practicum/placement/co-op, and who is being supervised by WCH Clinician/Scientist.

• • A current graduate student (Masters/PhD) being supervised by WCH Clinician/Scientist.

• • A Post-Doctoral Fellow (who has concluded their PhD) working under a WCH Clinician/Scientist.

• • A medical student participating in a research block, or conducting research work as part of their training. Note: Medical students who are doing research work as part of their training, but are not required to do so expressly by their program MAY be eligible for onboarding as a trainee

Trainees are not WCH employees or volunteers. Trainees are engaged for the purpose of training and academic credit. Some trainees may be paid via stipend.

*Medical students who are doing research work as part of their training, but are not required to do so expressly by their program MAY be eligible for onboarding as a trainee. Please see guidelines below:.

They must be University of Toronto undergraduate medical students, or registered through the University of Toronto – as WCH is affiliated with the University of Toronto, we can accept their students;

They must provide proof of enrollment in the medical school program and their current year of study;

They must provide a current copy of their CV;

Their engagement can only be for the duration of the academic year.

For Pre-clerkship Year 1 and Pre-clerkship Year 2: Beginning of September to 30 May (or any period between).

For Clinical Clerks Year 3 (CC3) and Clinical Clerk Year 4 (CC4): Beginning of July to 30 June (or any period between).

If the student does not fulfill the above, they cannot be onboarded through Education at WCH. 

Onboarding a Research Trainee

Required Documentation:

• Current CV
• Proof of enrollment, award, or completion, such as one or more of the following:
  • Proof of enrollment in course/program which requires them to participate in a practicum/placement/experiential learning OR proof of enrollment in their Masters or PhD program requiring a research/thesis component (e.g., Letter of Registration, completed course registration form)
  • Evidence of completion of PhD (for a Postdoctoral Fellow)
  • Letter indicating receipt of a research training program and/or award
• Their Supervisor’s name
• Prospective start and end date of engagement – best if this is outlined in the information provided by the academic institution. The dates and details of the trainee’s engagement must match any back up documentation you provide. All documentation should be provided a minimum of 3 weeks prior to the expected start date, but if it is available, it can be provided sooner.
• Total stipend amount if applicable. Stipends are paid out on a monthly basis.
• Cost centre that will cover the cost of the stipend.

If you are unsure with what documentation is required, please contact us.

Once all documentation is received, the Letter of Engagement can be drafted for the research trainee which acts as their contract.

All documentation should be sent in one email to Sharon.Tan@wchospital.ca with a clear subject heading and trainee’s full name (“Requesting Letter of Engagement for FirstName LastName”). Please do not send items one at a time. This will not speed up the process.

Below is a summary of the onboarding process for research trainees and the contacts involved.

• Trainee and Supervisor initiate the Onboarding Process: Once the trainee and supervisor jointly agree to engage in a practicum/placement/co-op, an email with the required documentation is sent to the Education Coordinator, Nursing, Health Disciplines, and Research.
• Education collects required forms and documentation: Once drafted, the letter of engagement is sent to the supervisor and/or their delegate (e.g., Research Manager) for review, and signature of the supervisor. The letter along with the other required onboarding documentation is sent directly to the trainee for their review and signature.
• Education prepares and provides network credentials for access and onboarding: After receiving all forms and documentation before the start date, Education will provide the student with the following, if relevant to the role:
  • WCH email and network access
  • Security ID badge form
  • Setup trainee for E-Learning courses
  • If paying a stipend, the stipend request will be processed and will require additional signatures from the cost centre owner.

All forms and documentation must be signed and provided by the trainee at least 1 week before the start date. The trainee must also fulfill requirements by Occupational Health, Safety and Wellness. Late completion of onboarding requirements will lead to delays.