Submitting your documents - 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 into a single colour file (PDF preferred), this includes:
    1. current University of Newcastle 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 University of Newcastle 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.