• HETI Student Compliance website (all students)
• NSW Ministry of Health Occupational Assessment Screening and Vaccination Against Specified Infectious Diseases policy (all students)
• NSW Ministry of Health Working with Children Checks and Other Police Checks policy (all students)
• NSW Ministry of Health - Hunter New England Local Health District Student Clinical Placement package for NSW Health Compliance (Callaghan and Manning Education Centre Taree students)
• Central Coast Local Health District Student Verification website (Central Coast students).

• Academic Integrity and Ethical Academic Conduct Policy
• Student Professional Experience Policy
• Code of Conduct

Sonia Online is the University’s system that records and manages all placements. Sonia Online will give you access to a range of information specific to you, including:

• Current NSW Health verification status (there can be a 7-day lag between receiving NSW Health verification and Sonia Online displaying the new information).
• Additional program requirements
• Placement site requirements
• Placement events
• Upcoming and current placement allocations
• Your placement history

The Australian Health Practitioner Regulation Agency (AHPRA) is the national registration body for many health care professionals. AHPRA helps to maintain quality healthcare in Australia.

When you enrol with the University of Newcastle, we ensure that you are entered into the AHPRA Student Register.

Once you have graduated you will need to apply to AHPRA to become registered in order to work in Australia as a Health Care Practitioner.

Visit the AHPRA website for more information.

Before you attend a placement, you will need to meet certain requirements, checks and clearances of the relevant NSW Health Local Health District to ensure you comply with NSW Ministry of Health policy. This ensures your safety and the safety of other students, staff and patients.

You do not need to undertake the process before every placement; however, you may need to provide additional evidence later if you are only granted temporary compliance or your compliance is going to expire before you finish your last placement.

There are three different levels of compliance status within NSW Health. These are:

• Fully compliant (or fully verified): This means that you have demonstrated that you meet and comply with all the NSW Health requirements. Being compliant means that you are able to attend a clinical placement, provided your compliance does not expire before the end of that placement.
• Temporary compliant (or temporary verified): This means that you have met the minimum level of requirements, but still have some aspects that you have yet to meet. The most common example is that you have outstanding Hepatitis B requirements (i.e. the minimum requirement is that you have had at least your first dose). If you have met all other verification requirements but only had your first Hepatitis B dose, you will be deemed temporary compliant by NSW Health. Being temporary compliant means you will be able to participate in a clinical placement within a NSW Health Facility, but only whilst your temporary compliance is valid.

Temporary compliance may also be offered due to delays in some other vaccinations, e.g. COVID-19 vaccination post infection, but not for all vaccines, NSW Health will confirm post review.

A temporary status usually lasts up to 6 months. This period allows time for you to complete your vaccination course. If after 6 months you have not completed your vaccinations, your temporary status will expire, and you will be deemed not compliant.

• Not compliant (or not verified): This means that you do not meet (or have not yet met the minimum level of requirements. A status of not compliant means you cannot be considered for a placement within a NSW Health Facility. You will only be considered for a placement after NSW Health staff have confirmed (verified) that you are compliant with the requirements (either in full or for a temporary period).

Documentation must be submitted at least 9 weeks before placement commences to allow you to provide further information if necessary.

It is important to make sure you have completed all the requirements fully and correctly before submission – poor or incomplete information may delay the time it takes to be granted full or temporary compliance.

It is your responsibility to ensure that all of your documents are submitted correctly in time to be assessed by the relevant NSW Health verification team before your deadline. Submission emails are reviewed in the order that they are received, regardless of placement commencement date. Please do not send any follow-up emails as this will only delay your verification and that of others.

If it has been more than 21 days since you submitted your documents, please check your spam/junk email folder for a reply, review the submission instructions and check you followed them correctly, and  forward a copy of your submission email to your Professional Experience Support Officer to seek further advice.

The ‘Checks’ tab in Sonia Online will show you the following:

• If you are verified;
• When your verification is due to expire;
• Steps you need to take to remain verified.

Note: it can take up to 7 days for a change made in the NSW Health system to be reflected in Sonia Online.

If you are unable to view you verification on Sonia Online you should contact the University's Professional Experience Support team here.

Note: the NSW Health verification team is unable to assist with anything that is related to Sonia Online.

Check Sonia Online to see when your verification is going to expire and make a note in your calendar to remind you to take the necessary steps to ensure you remain compliant.

It is also recommended that you keep hard copies of your documents in a folder or similar so they can be easily taken with you on your first day of each placement.

Before you can be allocated your placement, you must be verified. It is also your responsibility to ensure you are verified for the full duration of every placement you undertake.

Your placement facility or host organisation may ask to see your verification documentation as a requirement for compliance with safe practice.

If you are concerned about someone's right to view our documentation, discuss this with your Course Coordinator or University’s Professional Experience Support team here.

Your Student ID Card must always reflect your current full legal name. If you change your name, you must:

• Follow the steps listed on the University’s name change webpage.
• Notify your Professional Experience Support team here.

Important - If any of your verification documents are in a previous legal name, you will need to provide evidence of the name change to the NSW Health verification team (e.g. name change certificate or marriage certificate).

Yes - NSW Health staff are required to complete the same verification process for their student compliance to be granted.

However, you are not required to purchase another Police Check, but should instead send a colour copy of your NSW Employee and Student ID cards in an email to HETI (StudentPlacements@health.nsw.gov.au) to upload your NSW Policy Check details to your student compliance record.

Regardless if you are already compliant, if you spend 3 or more cumulative months in a country or countries with a high incidence of Tuberculosis (TB), you are required to submit a new Tuberculosis Assessment Tool. A list of countries where tuberculosis (TB) is common can be found here.

The NSW Health verification team will review your answers and advise if further screening is required.

Take the required action (e.g. additional vaccinations) and submit the relevant evidence to the NSW Health verification team following the instructions on the placement verification requirements relevant to your degree.

Important: Evidence should be submitted well in advance of the expiration date, or you will risk becoming non-compliant.

From 2019, NSW Health validates Students’ National Police Checks (also known as National Criminal Record Checks) for 5 years. You must renew your police check before it is due to expire, otherwise you will be unable to attend placement.
The new National Police Check must be in colour and your Student ID must be in colour. Both documents are required together in a single combined PDF format for verification.

To remain compliant with NSW Health you need to have a booster dose of Diphtheria, Tetanus and Pertussis (dTpa) vaccine every 10 years.
dTpa vaccination can be given by your General Practitioner (GP) or an authorised Pharmacist.

Screening for Hepatitis B, Hepatitis C and HIV is required every 3 years to remain compliant with NSW Health and students must complete the Blood Borne Virus Student Declaration.

Important: For Medicine, Midwifery and Oral Health Students Only

The preferred evidence of meeting immunisation requirements is through the submission of:

1. An Australian Immunisation Register Immunisation History Statement and
2. Serology reports (where applicable) which must include:
   1. The date the test was conducted
   2. Test results in words and/or numbers (whichever is applicable)
   3. Name and signature of the person transcribing/reading test results
   4. The practice/facility stamp.

Other options are mentioned within the OASV Policy and include asking a doctor or nurse immuniser to complete, sign and stamp a Vaccination Record Card for Category A Workers and Students (aka ‘red card’). Please note that a red card is not suitable evidence of receiving COVID-19 vaccinations.

Important - if any documents contain your Individual Healthcare Identifier (IHI) it must be removed before submitting it to NSW Health.

One adult dose of dTpa vaccine within the last 10 years is acceptable evidence. Your compliance with this requirement will expire ten years after the dTpa vaccine. Please ensure you receive and submit evidence of another dTpa vaccine to ensure your continued compliance with this requirement.

A recent Serology report and one of the following options:

1. Three doses at ages two, four and six months; or
2. Two doses between age 10-15 years; or
3. Three adult doses; or
4. Hepatitis B Vaccination Declaration (only if unable to obtain vaccination record proving one of the above options has been met)

Options include:

1. Two doses of the MMR vaccine at least one month apart; or
2. IgG results for each virus (only if no record of vaccination). For rubella, the numerical value and immunity status must be recorded; or
3. Born before 1966

Options include:

1. One dose received before the age of 14; or
2. Two doses if received at the age of 14 years or over; or
3. IgG results for varicella (only if no record of vaccination); or
4. History of chicken pox recorded by a doctor on the Australian Immunisation Register (AIR)

You require:

1. Two doses of a TGA approved or recognised COVID-19 vaccine; or
2. Students who can supply documentary evidence of a medical contraindication to all available approved or recognised COVID-19 vaccines or recent infection will be considered compliant as per the OASV policy. In some cases this may only postpone the deadline for receiving a COVID-19 vaccination.

An Immunisation History Statement is the only acceptable evidence of having received COVID-19 vaccinations.

The OASV Policy states “All Category A Workers are required to receive two doses of a Therapeutic Goods Administration approved or recognised COVID-19 vaccine AND one dose of the current southern hemisphere influenza vaccine registered for use by the Therapeutic Goods Administration to be considered compliant.”

All students attending clinical placement in a NSW Health facility are defined as risk Category A.

Find an appointment with the NSW Health vaccine clinic finder.

One dose of the current southern hemisphere influenza vaccine (FluVax). Evidence must be submitted by the start of May annually to ensure your verification status remains 'compliant' during the influenza season.

Your Professional Experience Support Officer / Course Coordinator will let you know how / when to submit your Flu Vaccination evidence to your Local Health District and prior to your placement commencing.

All students and staff who visit placement sites during influenza season must be vaccinated with the current southern hemisphere vaccine.

According to the OASV Policy influenza season is defined as running from “1 June to 30 September, inclusive, unless another period is determined by the Chief Health Officer based on seasonal influenza epidemiology or the appearance of a novel influenza strain.”

Failure to receive an influenza vaccine will result in your verification status being non-compliant during the influenza season.

Some students will need to go on placement before they have finished their full Hepatitis B course. If you have received the first Hepatitis B vaccination, but not finished the course, you may be eligible for Temporary Compliance. This means that you should still submit your documents to NSW Health so you can attend placement before receiving your full course.

Important - Temporary Compliance lasts for six months, and you can only receive it once. Please ensure you submit evidence to the relevant NSW Health student verification team of receiving the full course up to nine weeks before your Temporary Compliance expires.

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

There are 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 may not mean that you will be excluded from attending placement. Speak to your Course Coordinator, and together with the relevant NSW Health verification team, your situation will be assessed on an individual basis. In most cases, the NSW Health verification team will provide you with additional steps to take to try to achieve immunity and become compliant.

The NSW Health verification team are the experts in NSW Health policy. You need to carefully follow all instructions by the NSW Health verification team if you wish to become compliant and attend placement. As always, please consult with your General Practitioner before making any medical decisions.

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 placement component.

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. An NCRC is 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.

NCRC Requirements:

1. Must be from an Australian State or Territory Police Force (e.g., NSW Police for NSW residents), the Australian Federal Police, or an ACIC Accredited Body; and
2. Must state it is a national or Australia wide check; and
3. Must include your full name and date of birth; and
4. Name appearing on NCRC must match the name on your University of Newcastle Student ID Card; and
5. Must be obtained for the purpose of student placement verification (e.g., Item 37 for AFP); and
6. You must hold a valid NCRC for the duration of your placement. An NCRC is usually valid for five years from the date of issue. A new one will be required if it expires before the last day of your placement.

An International Police Check (from your home country) and any country where you have lived for more than six months since turning 18 must be provided (along with an official English translation if not already in English). If you are unable to provide an International Police Check, complete a Statutory Declaration instead.

If you have a criminal record, you will not be automatically excluded from placement. The NSW Health student verification team may instruct you to contact the Employee Screening Review Unit (ESRU) who will assess the nature of your offences and a plan may be put in place to ensure your own and patient safety.

Note: It is important that you submit your documents to the relevant NSW Health student verification team as quickly as possible as the ESRU may take several weeks to assess your circumstances on top of the standard verification timeframe.

If anything is unclear or you need further support, you should contact the University's Professional Experience Support team here.

If you are subject to criminal proceedings at any time during your enrolment at the University of Newcastle, your original NCRC is no longer valid. You will need to submit a new NCRC to NSW Health and inform the University's Professional Experience Support team.

Most states and territories have their own placement requirements (e.g. additional immunisations). If you are allocated to an interstate placement, you will be informed if additional placement requirements exist. In most cases this information will be available via Sonia Online.

Some Schools recognise placements in non-Australian settings. These placements are valuable in exposing students to the different health and social needs of other countries, but impose a greater burden of possible isolation, cultural disparity and differing sets of infectious disease. If you wish to undertake an international placement please speak to your Professional Experience Support Officer or Course Coordinator.

All clinical programs require a variety of placement experiences to complement your program. This will often require placement away from the local area.

Undertaking a rural placement is strongly recommended and even mandatory for some programs. Completing a placement in a rural and remote facility gives you invaluable experience in working as a heath care professional in regional locations.

Many programs require that you experience your profession in a variety of settings, which helps to ensure that you graduate with a broad, well-rounded skillset. This can include the opportunity to undertake a rural and remote placement.

Visit the University of Newcastle Department of Rural Health website to find out more about the benefits and support available to students undertaking a placement within the UONDRH footprint.

The University is committed to support you throughout your studies to ensure you have a positive and beneficial placement experience. You may be eligible to access financial support through scholarships or grants to help cover some financial costs associate with your placement. More information can be found on the financial support website.

The Higher Education and Training Institute (HETI) has scholarships and grants available and there is also financial assistance available. Based on your program of study and when you are attending placement, the University of Newcastle Department of Rural Health may also have subsidised accommodation available.

For further information, please talk to your Course Coordinator or Professional Experience Support Officer.

Placements are designed to meet program outcomes. Work experience is usually directed by the employer and does not align with the program outcomes. This generally means that is it unlikely that you will be able to use work experience as placement hours to gain credit or be granted an exemption.

If you feel that you should be entitled to exemption or credit based on work experience, you should discuss this with your Course Coordinator.

As a student you are insured for the time you spend in a placement that relates directly to the course in which you are enrolled. The University has no objection to students undertaking work experience; however, it is your responsibility to notify any person who offers you this opportunity that you are not insured by the University for this period. This means it is the organisation / facility that is responsible for your workplace insurance during that time, unless there is a School specific protocol.

For more information regarding the University's insurance policy, visit the insurance website and review the Placement Insurance Summary document.

If your placement is at a NSW public health facility, you will be required to undertake Mandatory Training Modules in My Health Learning before your placement commences. You’ll receive an email 13 days before your placement begins to give you access to My Health Learning.

Many of our host organisations require students to be fit tested before attending placement. Students that are not fit tested are at risk of their placement being cancelled due to not meeting the sites requirements. Similar to vaccinations, students will be required to organise and pay for their own fit testing.

Fit testing helps identify the most suitable respirator for an individual’s face by testing the seal around the respirator to ensure it is providing the expected level of protection. For further information about fit testing, please review the Clinical Excellence Commission's Respiratory Protection Program Manual.

After you have been allocated you will be able to login to SoniaOnline to view the details of your placement and any additional requirements you will need to meet before attending. In some cases you may be required to contact the site before the first day or they may contact you with further information.

You will need to consider the risk to you and your pregnancy in the work environment. If you are not fully protected / screened / vaccinated, you, your course coordinator and the manager where clinical placement is planned will need to do a risk assessment to determine if placement is reasonable and what precautions may be needed.

Please ensure you have registered with AccessAbility and discussed any adjustments that may need to occur while you're on placement.

More resources for students living with disability or a health condition can be found on the student support website.

The University of Newcastle’s Careers Service has developed a series of online modules (before your experience, during your experience and getting results from our placement experience) which can be completed in your own time, at your own pace, online from anywhere. The aim of these modules is to help prepare you for your placement, and they can be accessed on the student support website.

The experience you'll have on placement is your first taste of what it will be like to be a health care professional and the university expects you to act accordingly. This means dressing appropriately, addressing staff, other students and patients with respect and understanding, being punctual and maintaining confidentiality. It is important to remember that patients may be experiencing significant stress and you are expected to be understanding of their needs and concerns.

All students are expected to dress in a neat and tidy manner while on placement. Some programs have student uniforms and your Course Coordinator will let you know the program uniform requirements and where you can purchase uniform items.

In many circumstances allowances can be made to accommodate cultural dress. If you have any concerns, please speak to your Course Coordinator.

At all times you should demonstrate professional behaviour and comply with all attendance requirements, actively participate in learning experiences, and demonstrate respect for peers, supervisors and patients / clients. You must:

• be punctual
• dress professionally for your placement and adhere to any school or facility-specific dress codes (like uniforms)
• demonstrate cultural awareness and sensitivity
• display University student identification card (with photograph)
• adhere to the rules, regulations and by-laws of the placement facility
• show consideration of the rights and properties of others
• meet the statutory and / or facility requirements regarding privacy and confidentiality
• Misconduct in any form will not be tolerated by the site or the University. Misconduct includes:
  • inappropriate behaviour and / or language
  • knowingly performing procedures beyond your level of learning
  • demonstrating intimidation
  • argumentation and disrespect

In some placement facilities mobile phones may interfere with the effective operation of electronic equipment. Consult with your placement supervisor about the site guidelines. You may be required to make sure your mobile phone is switched off before attending a placement facility.

All patients/clients have a right to free and informed consent. You must always ask a patient/client for their consent to see them, talk with them, undertake a physical examination, access their patient/client notes or be involved in their care. You need to make sure that the patient/client understands that you are a student.

While most patient/clients are generous and will allow you to interact with them, some patients/clients may decline consent. It is expected that you will respect this decision.

It is an expectation that all students obtaining consent are familiar with the process and are aware of particular circumstances which influence the provision of informed consent. These include the patient's culture, language barriers or impact of medical or psychiatric illness.

You should review your course notes for specific guidance or discuss the relevant issues with your Course Coordinator or placement supervisor.

Patient information is confidential. You should not identify a patient in any documentation or assignments. Any form of copying or photographing of patient information is not permitted. Each Health Facility will have a policy about the process of accessing a patient's record.

The University does not cover students if they are driving service vehicles owned by a business or government entity.

If you have any questions regarding the University’s insurance coverage, you can contact the University’s Insurance Team (insurance@newcastle.edu.au).

Your School will provide you with course outlines and additional information about learning objectives for each placement.

An incident is something that results in (or potentially results in) harm to yourself or others. It can include physical injury or psychological damage. In the event of any incident occurring while you are on placement, you must not ignore it. You should seek medical attention (where appropriate); follow the health facility’s incident response and reporting procedure; and contact your facility placement supervisor and Course Coordinator.

Consult with your Course Coordinator in the event:

• You can't do the placement at the scheduled times
• You wish to defer a placement
• You will be pregnant when on placement
• Your immunisations do not work, or you are allergic to immunisation material