4. Submission

Submission requirements


Note: Submissions can take up to 9 weeks to be approved. Only email your submission once, emailing a second time will push your submission to the bottom of the list.

If your submission is incomplete or incorrect it will be returned to you. To reduce the risk of your documentation being returned to you, ensure you submit only after you have fully and correctly completed all the verification requirements in your first submission.


It is important that you read through these steps carefully, as an incorrect submission will result in delays to the compliance assessment.

You will need to create one PDF document which includes the following documents. Please read through the list carefully to assure you have included all documents.

Document checklist
  1. A scanned colour copy of your current University of Newcastle Student ID Card
  2. A colour copy of your National Criminal Record Check (NCRC)
  3. Signed NSW Health Code of Conduct Agreement for Students
  4. Evidence of complying with immunisation requirements, including an Immunisation History Statement, serology reports, and (if applicable) a Vaccination Record Card for Category A Workers and Students
    Immunisation requirements include immunity against the following diseases:
    1. Diphtheria
    2. Tetanus
    3. Pertussis
    4. Hepatitis B
    5. Measles
    6. Mumps
    7. Rubella
    8. Varicella
    9. Influenza - required to be submitted to remain compliant through flu season. Please refer to messages sent via your discipline about submission.
  5. Completed NSW Health Undertaking/Declaration form
  6. Completed NSW Health Tuberculosis (TB) Assessment Tool
  7. Complete the NSW Health Blood Borne Virus Student Declaration form

Download the NSW Health document checklist

Have a question about a document?


Submission steps

  1. Ensure you have all of the required documents. If anything is missing your verification will be significantly delayed
  2. Follow these instructions to remove your Individual Health Identifier (IHI) from any documents that contain it (e.g. Immunisation History Statement).
  3. Please delete all NSW Health policy documents prior to submission and only submit pages that you have signed
  4. Scan all documents into a single colour pdf file in the order listed above. All documents should be scanned in full, legible, and good quality.
  5. Save the pdf file with your first name, last name, and student number as the file name (e.g., Jane Doe 1234567)
  6. Draft an email from your student email account with your first name, last name, and student number as the subject (e.g., Jane Doe 1234567)
  7. Please attach your verification evidence PDF to your draft email. Ensure you attach a 'copy' of your PDF and not a link to the University SharePoint. HNELHD cannot open UON SharePoint documents, and your email will be returned with follow-up action required.
  8. Send the email to HNELHD-ClinConnect@health.nsw.gov.au

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.




Updating your verification?

If you have previously been verified and need to update your documentation, please follow the steps below:

  1. Create a single PDF which includes the relevant updated completed forms. The first page of your PDF should be your Student ID.
  2. Name the PDF as FirstName_LastName_Student ID
  3. Send an email to the HNELHD verification team. Please make your subject line clear, for example:  Joe_Smith_c3123456 (Blood Borne Virus verification update)
  4. Send your email to: HNELHD-ClinConnect@health.nsw.gov.au