Submitting your documents to NSW Health

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.

Callaghan

Our partner LHD for Callaghan is Hunter New England Local Health District (HNELHD). Staff from HNELHD will assess your documentation and award your verification. HNELHD have provided a Clinical Placement Compliance Checklist 2020, to assist you with meeting all of the requirements.

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 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 in colour 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.

Central Coast

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.

What Happens Then?

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.

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.


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.

Callaghan

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

Central Coast

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.

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.