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Non-Enrolled USYD Medical Elective Students

From 1 January 2013 all clinical placements in NSW are managed by 'ClinConnect'. ClinConnect is a web-based application built to assist Health Services (Local Health Districts and Specialty Health Networks) and Education Providers manage all clinical placements in NSW Health facilities.  ClinConnect supports Education Providers and Health Services manage clinical training, demand and capacity.

In order to attend a clinical placement, you will be required to demonstrate that you meet the following mandatory requirements for a clinical placement in any NSW Health facility. Failure to provide this information and in the format requested will cancel any proposed placement from proceeding.

Applicants are advised to work through the following information to ensure that what is requested is supplied to ensure you can demonstrate that you meet all mandatory requirements. Poor and/or incomplete documentation will be rejected.

Note: send everything in one pdf file to enable a comprehensive review to take place.

Students are strongly recommended to complete on-line learning/training modules which will assist in ensuring that patients and their families are safe whilst in our care. Information about how to complete these modules is located here

  1. Complete and supply a SLHD Compliance Summary Sheet. Ensure that the summary sheet lists the unique student ID number allocated to you by your clinical school. This assists is finding your profile in ClinConnect. Only complete the 'student details' section. If you are unsure what your student ID number will be (which is allocated by USYD) allow the clinical school to complete this section.   

  2. If you are an Australian citizen or permanent resident residing in Australia at the time of your application, you must produce a clear Australian National Police Certificate issued by the Police service in the State in which you reside with no recorded issues documented on it. When applying for a National Police Certificate, please ensure that you complete the on-line application using your full legal name, including any middle name you may have and include any former name that you have used.

    If you are an Overseas student on a student visa and are residing in a country outside of Australia at the time of your application, you must produce a National Police Certificate obtained from the Australian Federal Police and will be additionally required to provide a National Police Certificate from your home country and/or any country you have resided in or been a citizen of since turning 16-years of age. To assist you in this requirement, please refer to the information listed here and review 'How do I obtain a Police Certificate?'. Then review the information accessed from the link 'relevant country' in order to determine which law enforcement authority, in the respective country you have resided in, that can issue you with a National Police Certificate; this certificate can be used when being screened by NSW Health.

    Alternatively an overseas student on a student visa can provide a statutory declaration declaring that they have no criminal convictions or recorded offences against children in any country prior to entering Australia; this document must be countersigned by a Justice of the Peace, Legal Practitioner or Judicial Officer. Note; a person who intentionally makes a false statement in a statutory declaration is guilty of an offence, the punishment of which is imprisonment for a term of 5-years (NSW Oaths Act. 1900). When applying for a National Police Certificate, please ensure that you complete the on-line application using your full legal name, including any middle name you may have and include any former name that you have used.

    Please note, a criminal record check issued by a country outside of Australia must be translated into English by an official translator (if required) and must be issued by the National Police Service of the respective country. For example, a student from the United States must present an FBI clearance and not a criminal record check issued by a State or Local jurisdiction.

    New Zealand citizens who do not possess Australian citizenship or permanent residency status are considered to be an overseas student by NSW Health and this additional requirement applies to them also.

    If you have any issues recorded on your National Police Certificate (no matter how minor) you will be required to undergo further screening and obtain a Clinical Placement Authority Card by applying to the Employment Screening and Assessment Unit.

  3. A signed acknowledgement that you have read and agree to abide by the NSW Health Code of Conduct.

  4. Compliance with NSW Health Immunisation requirements is mandatory and you must demonstrate that you have had the correct vaccinations and ensure your full immunisation history is recorded on the vaccination card. Students/facilitators often present with incomplete or missing documentation, which results in multiple return visits to the GP to obtain the correct documentation that is required for a complete and comprehensive immunisation review to take place by health staff. This review must be done prior to attending an on-campus verification session or supplying documentation for review. Health staff is limited for time to review multiple documents and childhood vaccination records. Remember, the 'Vaccination Record card for Healthcare Workers and Students' is required to be completed correctly.

    This document is your permanent record as an adult and will be used as a baseline for all future screenings as well as when it comes time for you to seek employment in NSW Health. If it is not completed correctly, you will be required to return to the GP to have incomplete information added or rectified.

    Ensure all childhood vaccination & immunisation history is recorded on the 'Vaccination Record card for Healthcare Workers and Students' and every entry has a signature, date and practice stamp affixed to validate every entry as legitimate.  By ensuring this is done, NSW Health can be assured that the entry is not a fraudulent one. If the GP does not have a practice stamp, have them provide documentation on their letterhead, stating that they were the medical officer or accredited immunisation provider that administered the vaccinations listed.

    All students & facilitators, who are required to attend a clinical placement in any of the following areas, must have had the annual influenza vaccination and provide proof of it when being screened by NSW Health or provide proof of immunisation on the first day of placement. Proof of immunisation should be recorded on the vaccination card and shown when requested.

    1. Antenatal, perinatal and post-natal areas including labour wards and recovery rooms and antenatal outreach programs
    2. Neonatal intensive care units; special care units; any home visiting heath service provided to neonates
    3. Paediatric intensive care units
    4. Transplant and oncology wards
    5. Intensive care units

    Ensure that documentation returned to NSW Health for processing is supplied as outlined here.

    Read this document very carefully to prevent the need for multiple return visits to your GP or accredited immunisation provider to ensure that requested documentation is correct. If the 'Vaccination Record card for Healthcare Workers and Students' has not been completed as requested the student/facilitator will be required to return to their GP or accredited immunisation provider to rectify any identified issues. Remember the 'Vaccination Record card for Healthcare Workers and Students' is a legal document and must be completed as advised to be viewed as legitimate.

    An example of how the 'Vaccination Record card for Healthcare Workers and Students' must be completed is located here.

    A blank 'Vaccination Record card for Healthcare Workers and Students' is supplied here.

    Those students who are identified as a non-responder to the hepatitis B vaccination must comply with requirements located here.

    If you unable to provide documentary evidence of an age appropriate history of Hepatitis B vaccinations you will be required to complete & submit attachment 9; this must be countersigned by your GP or accredited immunisation provider and presented when attending an on campus verification session. The GP or accredited immunisation provider must record on the vaccination card that a 'verbal history with stat dec.' has been supplied by you; that is, you have stated that you have had an age appropriate course of Hepatitis B vaccinations. This entry must then be signed, dated and have a practice stamp affixed to validate the entry.

    Serology that is supplied as supplemental evidence must be in English. Of particular note is the serology report for rubella. This is required to determine if you are immune to this disease as several companies perform this test and the only way reviewing health staff can determine if you are immune to this disease or not, is to review the 'notes section' on the serology report, as this is sometimes overlooked.

    If you have spent more than three-months at any time in a country identified as a 'high risk' for Tuberculosis or have been exposed to Tuberculosis in any form you will be required to undergo Tuberculosis screening. This can be either as a Mantoux test OR IGRA blood test. If you have a Mantoux test, ensure the GP records on the vaccination card if you HAVE or HAVE NOT had a BCG previously administered as this will determine if further Tuberculosis testing is required, in the form of a 'two-step' Mantoux test.

    To determine if you require TB screening ensure that attachment 7 is fully completed and provided to your GP or accredited immunisation provider.

    When presenting immunisation documentation, you will also be required to complete and submit both attachment 6 and attachment 7.

    A list of high risk countries for Tuberculosis is located here.

    To assist the GP to manage a positive Mantoux or IGRA test, advice is supplied here.

    To review the risks and complications associated with exposure to infectious diseases review the information located here.

    A summary of current immunisation requirements to assist GPs is located here.

    Further documentation is required for students enrolled in the following disciplines; Medicine, Midwifery, Paramedicine and Dentistry & Oral Health. An additional document is now required to be completed which relates to NSW PD2019_026; students who undertake Exposure Prone Procedures (EPPs) must undergo testing for Blood Borne Viruses (BBVs) at commencement of study or within the 12 months prior to commencement.  They must complete this Declaration and have it verified by NSW Health before the first clinical placement.  This process is then to be repeated every three years. 

    So, in summary when attending an on-campus verification session and/or supplying immunisation documentation for review you must always provide the following documentation to health staff:

    1. Summary sheet - make sure the student section is completed.

    2. Vaccination card completed by your GP or accredited immunisation provider as per the advice provided here.

    3. Serology report for Rubella

    4. Attachment 6 and Attachment 7

    5. ONLY provide a completed attachment 9 if you are unable to provide your GP or accredited immunisation provider with evidence of a history of age appropriate Hepatitis B vaccinations and remember to have the GP record on the vaccination card that a statutory declaration has been signed confirming that an age appropriate dose of Hepatitis B vaccinations has been previously administered.

    6. Serology reports which must be in English or a document which has been officially translated into English.

    NSW Health constantly strives to provide a safe working environment for its staff, visitors and most importantly the patients that utilise their services. By ensuring you are compliant with mandatory immunisation requirements you will be protecting yourself and others with whom you come into contact with.

    Remember, the vaccination card is a legal document and must be completed correctly. The 'Vaccination Record card for Healthcare Workers and Students' is your record as an adult and will be used as a baseline for all future immunisation screenings as well as when you seek employment with NSW Health. As stated above by following this advice the potential of multiple return visits to your GP or accredited immunisation provider to get your documentation correct will be avoided if the advice is followed - so read what is supplied and supply what has been requested.

In conclusion, the above requirements are mandatory and apply to all students entering a clinical placement in any NSW Health Facility. NSW Health cannot be held responsible for students being unable to meet these requirements in their country of origin and no exceptions are provided to students who are unable to meet these mandatory requirements.

Documentation submitted without any of the above requirements will be rejected and may cancel a proposed clinical placement. Please read through the requirements carefully and commence obtaining the required documentation immediately.

When finally collated, return all documentation as one pdf file to the respective clinical school for processing. If anything is missing the CPU will advise the clinical school, however as stated, please review all documentation prior to sending to prevent ongoing communication regarding documentation that is missing or incomplete.