Submitting Your Documents

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

All documentation for assessment is to be submitted for processing no later than one month (4 weeks) prior to the commencement of your clinical placement.

IMPORTANT: To provide all students with equity in processing, the documents of individual students are viewed and assessed in order of receipt only. A placement that is in jeopardy of commencement does not constitute a processing priority. It is your responsibility to make sure you adhere to the time frames.

Email All Documents

You must submit all of your documentation via email attachment. HNELHD will only accept the following format for submitting documentation. All documents to be combined into one PDF attachment.

You need to:

  1. Scan colour copies all of your documents into a single file (PDF preferred), this includes:
    1. current UON student ID card
    2. signed Code of Conduct agreement
    3. fully complete Red Card
    4. Attachment 6 Undertaking/Declaration Form
    5. Attachment 7 Tuberculosis (TB) Assessment Tool
    6. NCRC
    7. Attachment 1 Blood Born Virus Student Declaration Form (if applicable)
  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@health.nsw.gov.au

IMPORTANT: Ensure all documents are legible, scanned in full and good quality. If documents are incomplete it will have an impact on the time taken to verify you,  which may affect your ability to commence placement.

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.

Virtual Verification

As a one off measure, due to the COVID-19, CCLHD will conduct the NSW Health Verification virtually, rather than at a face-to-face Bulk Verification Day. Please see this document for instructions.

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@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: MNCLHD-OSVAssessor@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 five 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, as a PDF, colour copies of your new NCRC and current UON student ID to HNELHD-ClinConnect@hnehealth.nsw.gov.au from your UON email address. For a NSW or AFP police check send the front and back. For all other police checks ensure the document has the authenticity codes available for checking.

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.