Placement requirements

You will need to submit the following NSW Health Verification Requirements before attending your placement:

The above documents MUST BE to be submitted to NSW Health as per Submitting your Documents to NSW Health section below.

In addition to the above requirements, you will also need to:

  • Hold a current NSW Working with Children Check clearance (Paid or Volunteer)  
    Please note: Your NSW Working with Children Check DOES NOT need to be sent to NSW Health as part of your NSW Health verification requirements. Refer to the NSW Working with Children Check section below for instructions.
  • Completed NSW Health Mandatory Training
    In 2017, NSW Health introduced Mandatory Training Modules. There are 5 modules that all UON students undertaking healthcare placements in NSW Health facilities must complete prior to  placement. For more information on NSW Health Mandatory Training click here.

Please note: Students should also be aware that individual placement organisations, including government departments, may also require students to undergo internal organisational clearance and vetting procedures and/or undertake pre-placement educational courses in readiness and eligibility for placement learning.

YOU NEED TO:

Refer to the step by step instructions provided below to assist you to meet each of your verification requirements.

Your timely verification is VERY important. If you don't get verified in time, then UON is not allowed to send you on placement. We recommend that you ensure that you have met all verification requirements prior to enrolling in any course with a professional experience placement or observation placement.

A National Criminal Record Check (NCRC), also known as a National Police Check/Certificate (NPC), is an Australia-wide check of a person’s criminal records history. NCRC are required as part of the NSW Ministry of Health's duty of care to patients and clients receiving health care in NSW and falls under the NSW Ministry of Health Working with Children Checks and Other Police Checks Policy.

IMPORTANT: the name appearing on your NCRC must match the name on your UON student identification card. If they do not match the NCRC will not be accepted by NSW Health. If your name changes during the course of your degree you will need to obtain and submit a new NCRC.

You must have a valid NCRC for the duration of each placement. Some students may need to renew their NCRCs during the course of their studies. NSW Health Policy indicates that NCRCs submitted from 2019 will be considered to remain valid for 5 years from the date of issue. NCRCs submitted prior to 2019 will remain valid for 3 years from the date of issue. NSW Health will not allow you to start a placement if your NCRC expires during the placement period.

It is recommended that you take your original NCRC to your first day of each placement.

ACIC Accredited Brokers

UON recommends obtaining your NCRC from an Australian Criminal Intelligence Commission (ACIC) Accredited Broker. You will need to pay for your NCRC and fees may vary between Brokers.

NCRCs from ACIC Accredited Broker may vary in format and content. The minimum compliance requirements are:

  • must be from a ACIC Accredited Broker (as listed on ACIC’s website); and
  • must state that it is a National or Australia wide check; and
  • must include your full name and date of birth; and
  • the name appearing on the NCRC must exactly match your UON Student ID Card.

Most ACIC NCRCs will provide electronic proof of completion (e.g. email or website confirmation), however some may post you a hard copy National Police Certificate (NPC).

International Students

If you are an international student, you will need to obtain BOTH:

  • an Australian NCRC (NPC from Australian Federal Police prior to coming to NSW, or an ACIC Accredited Broker once you are a NSW resident);

AND

  • National Police Certificates from your home country and any country where you have lived for more than 6 months since turning 18 (translated in to English).
  • If you are unable to obtain a police certificate from your home country or any country of which you have been a citizen or resident since turning 16, you will need to complete the Statutory Declaration for Overseas Students. Please note this statutory declaration needs to be completed after arrival in NSW. If there are any problems with the link please copy and paste the following URL into your web browser

What if I have a criminal record?

This does not mean that you will be automatically excluded from placement. NSW Health will assess the nature of the offences and where it is deemed appropriate a plan will be put in place to ensure your own and patient safety.

Only apply for authority to undertake Clinical Placements if/when specifically directed by NSW Health staff.

Please see your placement contact if you have any concerns.

What if I am subject to criminal proceedings while enrolled at UON?

If you are subject to criminal proceedings at any time during enrolment at UON your original NCRC is no longer valid. You will need to pay for a new NCRC and submit it to NSW Health. You must also inform your placement contact.

The Code of Conduct sets standards of ethical and professional conduct in NSW Health. You must read the full Code and print, complete and sign the Code of Conduct Agreement.

In order to protect yourself and your patients, NSW Health have determined that you need to be immunised against a range of specified diseases.

The NSW Health Occupational Assessment, Screening and Vaccination Against Specified Infectious Diseases policy indicates must be protected from the following diseases

  • Diphtheria, tetanus, acellular pertussis (whooping cough) (adult dose of dTpa vaccine)
  • Measles, mumps, rubella (MMR)
  • Varicella (chickenpox)
  • Hepatitis B (Hep B)

You may need to provide evidence both of the administration of a vaccine and of a positive response to the vaccine (e.g. serology report). Details can be found on the document Attachment 4 Checklist: Evidence required from Category A Applicants (page 38).

Evidence of immunisation must be submitted on a Vaccination Record Card for Health Care Workers and Students (Red Card). These are available from your Placement Contact. Red Cards must be completed, signed and stamped by a doctor or authorised nurse immuniser.


What is the Hep B immunisation Schedule?

Adult Hep B  vaccination requires a course of 3 spaced injections. The Hep B Immunisation Schedule is published in The Australian Immunisation Handbook. The normal recommended schedule is 0, 1 and 6 months. Between 4-8 weeks after the 3rd dose you need to get a serology test done to show that the vaccine worked.

What if my doctor can’t find evidence that I have received my hepatitis B vaccinations?

Where a record of vaccination is not available and cannot be reasonably obtained, you can complete and submit Attachment 9 Hepatitis B Statutory Declaration (page 43). The statutory declaration should include details on where and when the vaccination course was administered, the vaccination schedule and why a vaccination record cannot be provided. NSW Health staff will determine where this is acceptable evidence.

What if I am not immune?

There a number of scenarios where you may not be immune to the specified diseases, you may:

  • be a vaccine non-responder (you have had the required immunisations but serology indicates you do not have immunity)
  • be unable to receive immunisation (e.g. allergic to a vaccine, pregnant)
  • have immunosuppression

This does not mean that you will be excluded from attending placements.

You need to connect with your placement contact and in conjunction with NSW Health, your situation will be assessed and in most cases a plan will be put in place to facilitate a placement experience which ensures your own and public safety.

What if I have only completed some of my immunisations?

Some students will need to go on placement before they have finished their full Hep B course. Where only partial vaccination has been undertaken for Hep B (you must have had at least the first dose) you may be eligible for Temporary Verification. This means that you should still submit your documents to NSW Health in order to attend placements.

All other specified diseases require full vaccination prior to clinical placement.

Temporary Verification lasts for 6 months and you can only receive it once. This means that you need to make sure that you finish your full course before it expires. NSW Health Policy states that you need to finish the vaccination schedule and submit your evidence within 12 months of starting your degree.

What if I do not have or disagree with immunisation?

Health facilities within Australia have the right to exclude anyone from their premises if they are considered to present a risk to their patients/clients. This includes any persons without proper immunity.

It is important to understand that being awarded a health professional degree is dependent upon satisfactorily completing and passing all academic and clinical components of the program. If you cannot complete the placement component then you cannot graduate from your chosen degree.

If you feel strongly about not undertaking immunisation you should consult with your Program Convenor who can help direct you to another rewarding program that does not include a clinical component.

Your NSW Health Verification documentation is submitted to a specific NSW Health Local Health District (LHD). UON has three partner LHDs and which one you submit your documents to depends on which UON campus you attend.

Each LHD has a different process for document submission so look for your campus and follow the instructions below to submit your documentation successfully.

Our partner LHD for Callaghan is Hunter New England Local Health District (HNELHD). Staff from HNELHD will assess your documentation and award your verification.

You need to be verified at least 7 days before the start date of your first placement. Please be aware that HNELHD staff will not verify you if you submit your documents within 10 days of your first placement start date.

Email All Documents

You must submit all of your documentation via email attachment. HNELHD will not accept documents sent via an external site (OneDrive, Drop Box etc.), as screen shots, or as images embedded in an email.

You need to:

  1. scan all of your documents into a single file (PDF preferred), this includes:
    • current UON student ID card
    • signed Code of Conduct agreement
    • fully complete Red Card
    • Attachment 6 Undertaking/Declaration Form
    • Attachment 7 Tuberculosis (TB) Assessment Tool
    • NCRC
  2. name the file as: "First Name Last Name Student Number" (e.g. John Smith 12345)
  3. email the file from your UON student email address
  4. the email subject line needs to be your: "First Name Last Name Student Number" (e.g. John Smith 123456)
  5. send the email to: HNELHD-ClinConnect@hnehealth.nsw.gov.au

IMPORTANT: Ensure all documents are legible, scanned in full and good quality.

You will receive a reply email confirming that you have full verification or temporary verification or where appropriate, that additional information or action is required to receive any verification. If you are given temporary verification it is important to undertake the remaining components of verification as soon as possible to ensure that you don't miss out on placement!

What Happens Then?

If your application was not successful you will receive an email from the LHD indicating required amendments (e.g. insufficient immunisations, Mantoux/Tuberculin Skin Test (TB) testing required). You must complete these as soon as possible and submit any additional documentation required.

IMPORTANT: You should keep all of your original documents (including serology reports) and certificates in a safe place. You should take them with you on your first day of each placement as the facility has the right to request to see them.

Our partner LHD for Ourimbah is Central Coast Local Health District (CCLHD). Staff from CCLHD will assess your documentation and award your verification.

Attend Bulk Verification Day

CCLHD offers Central Coast students Bulk Verification Days (BVD). In order to receive verification you must book a time to attend one of these dates (via MyUoN > Careers > Events) and bring all of your documentation including your current UON student ID card.

DATES

12 February 2019, 8.30am to 12:30pm - Room MP203

12 March 2019, 8.30am to 4pm - Room MP203

2 April 2019, 8.30am to 4pm - Room MP203

4 June 2019, 8.30am to 4pm - Room MP203

25 June 2019, 8.30am to 4pm - Room MP203

30 July 2019, 8.30am to 4pm - Room MP203

17 September 2019, 8.30am to 4pm - Room MP203

15 October 2019, 8.30am to 4pm - Room MP203

CCLHD will scan all of your documents for their records. UON will not keep a copy of your documents.

If you are unable to attend a BVD, you can ask a friend to take your current UON Student ID with your immunisation documentation/Code of Conduct/Attachment 6/Attachment 7 to the BVD in your place. You must still make an appointment. This does not apply to NCRCs.

If you are unable to show your NCRC at a BVD, please book an appointment with CCLHD by calling 4320 2119. Appointments are available 9:00AM – 12:NOON and 1:00PM – 3:00PM Monday, Tuesday, Thursday, Friday. Your NCRC will be sighted by a CCLHD staff member and once processed, your verification status will be updated.

CCLHD staff will advise you if you have full verification or temporary verification, or where appropriate that additional information or action is required. If you are given temporary verification it is important to undertake the remaining components of verification as soon as possible to ensure that you don't miss out on placement!

What Happens Then?

If your application was not successful you will be told at the BVD and CCLHD staff will indicate any required amendments (e.g. insufficient immunisations, Mantoux/Tuberculin Skin Test (TB) testing required). You must complete these as soon as possible and attend another BVD with any additional documentation required.

IMPORTANT: You should keep all of your original documents (including serology reports) and certificates in a safe place. You should take them with you on your first day of each placement as the facility has the right to request to see them.

NCRC, Code of Conduct and Current UON Student ID Card

  1. Complete Code of Conduct & Criminal Record Check Coversheet.
  2. Scan the following documents into a single file (PDF preferred):
    • Coversheet;
    • current UON Student ID Card
    • NCRC
    • signed Code of Conduct.

      IMPORTANT: Ensure all documents are legible, scanned in full and good quality.
  1. the subject line of your email must be in the format BV – University - SURNAME, First Name, Student ID, Discipline (e.g. BV – UON – SMITH, John, 123456, Nursing)
  2. Email file to MNCLHD-ClinConnect@ncahs.health.nsw.gov.au

Immunisation Information and Student Declaration

  1. Scan the following documents into a single file (PDF preferred):
    • current UON student ID card
    • fully complete Red Card
    • Attachment 6 Undertaking/Declaration Form
    • Attachment 7 Tuberculosis (TB) Assessment Tool

      IMPORTANT: Ensure all documents are legible, scanned in full and good quality.
  2. name the file as your: "UON degree YEAR LASTNAME firstname studentnumber" (e.g. UON Medicine YEAR 1 SMITH John 123456)
  3. email the file from your UON student email address
  4. the subject line of your email should indicate what month you will undertake your 1st placement (e.g. "1st Placement September 2015"). If you do not know what month your 1st placement starts, please indicate the semester it will start (e.g. "1st Placement Semester 2 2016")
  5. send the email to: MNC.OSVAssessor@ncahs.health.nsw.gov.au


What Happens Then?

If your application was not successful you will receive an email from MNCLHD indicating required amendments (e.g. insufficient immunisations, Mantoux/Tuberculin Skin Test (TB) testing required). You must complete these as soon as possible and submit any additional documentation required.

IMPORTANT: You should keep all of your original documents (including serology reports) and certificates in a safe place. You should take them with you on your first day of each placement as the facility has the right to request to see them.


Need to renew your NCRC?

NCRCs are valid for a maximum of 5 years after their date of issue. If your NCRC expires, your verification status will change to unverified and you will no longer be able to attend placement. It is important to renew your NCRC leaving enough time for it to be processed by NSW Health to ensure your continued verification.

If you need to renew your NCRC, you need to follow certain processes relative to your campus. Select your campus below for more information.

Email your new NCRC and current UON student ID to HNELHD-ClinConnect@hnehealth.nsw.gov.au from your UON email address.

If you need your NCRC renewed and you can’t attend a BVD, please book an appointment with CCLHD by calling 4320 2119. Appointments are available 9:00AM – 12:NOON and 1:00PM – 3:00PM Monday, Tuesday, Thursday, Friday. Your NCRC will be sighted by a CCLHD staff member and once processed, your verification status will be updated.

Contact Lisa Vickery at Port Macquarie Base Hospital to make an appointment. You will need to present your renewed NCRC and current UON student ID at your appointment. Once assessed your verification status will be updated.

ALL students must undergo a NSW Working with Children Check – Individual and be issued with a NSW Working with Children Check clearance number prior to undertaking any professional experience placement or observation placement.  The NSW Working with Children Check is required to comply with the following:

  • NSW Government Child Protection (Working with Children) Act 2013; and
  • Child Protection (Working with Children) Regulation 2013.

The NSW Working with Children Check is free for Volunteers and is valid for five years. University students undertaking professional experience placements are classified as Volunteers for the purpose of the check.

Please follow the steps outlined below:

  1. Apply for a NSW Working with Children Check (WWCC).

    Students who hold a current NSW Working with Children Check clearance for paid employment or for other voluntary purposes do not need to apply for the check again. Please go to step two.

    Students who do not hold a current NSW Working with Children check (volunteer or employment) clearance should:
    1. Complete the online NSW Working with Children Check – Individual application available from the NSW Government, Office of the Children's Guardian web site and receive a NSW Working with Children Check Application number.
    2. Go to any NSW Roads and Maritime Services Office with your NSW Working with Children Check Application number together with your original proof of identity documentation (same as for a NSW driver's licence).

      Applications are usually completed within days but can take up to 28 working days to complete.
  2. Record your NSW Working with Children Check clearance number and expiry date on the SONIA placement system. 

    Log onto the SONIA placement system using your university issued username and password.
    Go to the SONIA Checks page, locate the NSW Working with Children Check and record your NSW Working with Children Check clearance number and issue date.

Please note that the Professional Experience Unit will check with the NSW Government, Office of the Children's Guardian to confirm the validity of the NSW Working with Children Check information provided.

Students will be required to provide their NSW Working with Children Check clearance information to the placement site supervisor at least one week prior to commencing any professional experience activity. The placement site may confirm the validity of the check with the NSW Government, Office of the Children's Guardian.

You must submit your completed NSW Health Attachment 7: Tuberculosis (TB) Assessment Tool (page 41) as part of your initial verification submission to NSW Health. However if your first NSW Health placement is more than 4 months after this submission, NSW Health requires you to submit a new NSW Health Attachment 7: Tuberculosis (TB) Assessment Tool (page 41).


What if I have lived in a country with a high incidence of TB?

Countries considered to have a high incidence of TB can be found here: https://www.health.nsw.gov.au/Infectious/tuberculosis/Documents/countries-incidence.pdf.

If you have lived in one or more of these countries, this does not mean that you will be excluded from placement, however additional testing may be required.

You need to submit the NSW Health Attachment 7: Tuberculosis (TB) Assessment Tool (page 41) to NSW Health and wait for their response. If it is determined that you require further screening, you will be contacted by NSW Health with instructions. Please don't book a screening yourself as you may not require it.

What if I travel to a country with a high incidence of TB?

Countries considered to have a high incidence of TB can be found here: https://www.health.nsw.gov.au/Infectious/tuberculosis/Documents/countries-incidence.pdf.

If you have traveled or resided in any of the above countries for a total of 3 months or longer since you were initially verified, then you need to submit a new NSW Health Attachment 7: Tuberculosis (TB) Assessment Tool (page 41). This 3 months can be spent on a single trip or be the total time spent in multiple countries or across multiple trips.

This does not mean that you will be excluded from placement, however additional testing may be required.

You need to submit the new NSW Health Attachment 7: Tuberculosis (TB) Assessment Tool (page 41) to NSW Health and wait for their response. If it is determined that you require further screening, you will be contacted by NSW Health with instructions. Please don't book a screening yourself as you may not require it.