Compliance & Onboarding

These forms may be required as part of the renewal process once a requirement has expired or as part of your onboarding requirements. While the forms are available within your CastleBranch tracker, this section is provided as an additional reference if you have difficulty accessing them through CastleBranch.

• 2026-27 Clinical Passport
  • Refer to the Clinical Passport Guidance document below to ensure you are completing requirements correctly.
• Clinical Passport Guidance
• UW Privacy, Confidentiality and Information Security Agreement (PCISA) Form
• UW Disclosure Form
• 2026-27 School of Nursing Professional Liability Insurance Coverage

Join us for a Compliance Q&A session to learn about the compliance process, student responsibilities and key deadlines. These sessions are designed for newly admitted students and focus on pre-admission requirements. Questions outside these topics may not be addressed.

For additional support, contact the Compliance Team at nscomply@uw.edu.

Session topics include:

• Meet your compliance specialists
• Why compliance matters
• Step-by-step overview of the compliance process
• Student roles and expectations
• Tips and best practices
• Key dates and deadlines
• Open Q&A

All nursing students must meet compliance requirements set by the School of Nursing Office of Clinical Placements and Compliance, the UW Health Sciences Immunization Program (HSIP) and our affiliated clinical partners. These include trainings, certifications, vaccinations and more.

If you are on the waitlist, it is important to be prepared. Clinical sites require students to be fully compliant at least six weeks before the quarter begins. Applicants admitted from the waitlist often face a tight timeline, so we encourage you to plan ahead and be ready to complete requirements quickly if offered admission.

What to do now

• Review the Clinical Passport Guidance document under the Clinical onboarding forms tab and prepare to submit the required onboarding documents outlined in the form.

Further instructions on documenting and submitting your compliance items will be provided if you are admitted. In the meantime, creating a plan will help you avoid delays in admission or onboarding.

For questions, contact the Compliance Team at nscomply@uw.edu.

Expired or missing compliance items will result in an administrative hold, which may prevent you from:

• Registering for classes
• Using financial aid
• Attending clinical rotations

Students whose compliance items expire while enrolled in a clinical course are not permitted to continue clinicals until compliance is restored. Failure to renew requirements in a timely manner may disrupt clinical placement, result in removal from the course and affect course progression.

Holds will not be lifted until you have properly submitted your documents through the appropriate channels and they have been reviewed and approved by the designated reviewers. The review process can take up to 72 hours.

Once your documents have been approved, please allow up to an additional 72 hours for your hold to be lifted, as this is a manual process that must be completed separately. If your hold has not been lifted after the additional 72 hours, you may email nscomply@uw.edu for assistance. Please do not email regarding your hold before this timeframe has passed.

For questions regarding account holds, contact your Compliance Specialist at nscomply@uw.edu.

Please add HOLD on [STUDENT NAME] ACCOUNT in the subject line so we can respond more quickly.

For students who entered the nursing program before Fall 2026, the School of Nursing will continue to use CastleBranch/DISA to manage School of Nursing compliance requirements. All students in these cohorts are required to create and maintain active CastleBranch/DISA accounts and ensure that all required compliance documentation remains current throughout their program.

Beginning with the Fall 2026 entering cohort and all future cohorts, the School of Nursing will use Exxat, a cloud-based clinical education management platform, to manage compliance requirements, clinical placements, evaluations, timesheets and other clinical learning activities. All students are required to create and maintain an active Exxat account.

Before you can access Exxat, you must activate your UW email account. Your UW email address will be used to create and manage your Exxat account.

Once your UW email is active, you will receive an invitation email directly from Exxat. Follow the instructions in that email to register and activate your account.

After registering, complete the following steps:

1. Log in to Exxat and complete your student profile.
2. Navigate to the Compliance section.
3. Carefully review each compliance requirement and its associated instructions before submitting documentation.

If you did not receive your Exxat invitation email, contact sonocp@uw.edu using your UW email account for assistance. In your message, include your full name and program (ABSN, BSN, DNP or Certificate Program).

Students entering Fall 2026: Review the School of Nursing Compliance and Exxat instructions below for important deadlines and next steps.

• School of Nursing Exxat Instructions – BSN and ABSN Fall 2026
• School of Nursing Exxat Instructions – DNP Fall 2026

We strongly encourage you to begin reviewing compliance requirements as soon as possible. Some items can take several weeks to complete. Starting early will give you time to gather documentation, address issues and meet all required deadlines.

Immunization & TB screening requirements

By accepting enrollment into the UW School of Nursing, students agree to meet immunization and TB screening requirements in accordance with CDC guidelines for health care personnel and the Health Sciences Immunization Program (HSIP).

Students must comply with HSIP requirements upon enrollment and continue to meet all requirements throughout their program, even if requirements change during their enrollment.

In addition, students are responsible for meeting any additional requirements set by their clinical training sites, which may differ from HSIP guidelines.

Failure to complete or maintain required immunizations and screenings may prevent students from registering for upcoming quarters.

Med+Proctor account requirement

All students must create a Med+Proctor account, HSIP’s secure web-based vendor, to submit:

• Immunization records
• Antibody titers
• TB screening documentation

Students are strongly encouraged to create their account and begin submitting documents as soon as possible.

Students entering Fall 2026: Refer to the HSIP Med+Proctor Instructions – Fall 2026 for detailed requirements and deadlines.

Additional information is available on the HSIP webpage.

How to set up your Med+Proctor account

Once you receive your UW NetID, follow these steps:

1. Go to Med+Proctor and create your account. Google Chrome is the preferred browser.
2. Confirm your date of birth using the format MM/DD/YYYY.
3. Complete required agreements and questionnaires:
   • Sign the End User License Agreement (EULA)
   • Agree to the HSIP Authorization Agreement
   • Complete the Childhood Attestation
   • Complete the TB Risk Assessment found in the sidebar
4. Pay the one-time account setup fee. The fee is paid directly to Med+Proctor.
5. Upload your documents:
   • Accepted formats: PDF, PNG and JPEG
   • HEIC files are not accepted.

Visit the HSIP webpage for additional information and assistance.

Undergraduate students will register for a CPNW account with Clinical Placements Northwest to complete additional training modules for clinical sites. Training includes bloodborne pathogens, patient rights and safety and standard precautions.

You will need to complete eLearning modules annually. We recommend completing the modules during July or August, as you will need to renew them before the start of the next year.

The CPNW website also includes links to site-specific paperwork and onboarding requirements for some clinical sites. If your site is not listed in CPNW, wait to hear from your clinical instructor.

DNP students

DNP students are only required to create a CPNW account if their clinical site requires it. Clinical practice begins in the second year of the program during spring quarter. Once you receive confirmation from your Clinical Placement Coordinator, check your clinical site’s Canvas page to see if a CPNW account is needed. If CPNW is not mentioned, you do not need to create an account.

Register online

Register for a CPNW account using the appropriate access code above. Allow 48–72 hours for account approval.

For technical support, email support@cpnw.org or nscomply@uw.edu.

Additional requirements may be introduced by UW, HSIP or clinical sites to uphold professional and safety standards. Students must meet all requirements to remain enrolled and eligible for clinical rotations.

Even though renewal periods are listed above, you may need to renew up to three months early to stay compliant.

• Clinical sites require proof of completion six to eight weeks before the quarter starts.
• Document review by both the School of Nursing and the sites can take another two weeks.

Because of this, compliance deadlines typically fall six to eight weeks before the quarter begins. Deadlines are strictly enforced by clinical sites. Late renewals can delay or prevent your placement.

Check the compliance deadlines in your quarterly reminder document and on this web page to stay on track.

All compliance items must remain current through the last day of each quarter, which is the final day of exam week. Review the UW Academic Calendar for quarter dates.

Renewals must be completed by the compliance deadlines listed in your quarterly reminder document and on this web page.

At this time, Exxat users are not yet able to complete background checks through the system. The required tools and licensing are still in development.

Students do not need to take any action at this time. The Compliance Team will notify you directly once access is available and next steps are ready.

If this delay affects published deadlines, official updates and any necessary adjustments will be communicated through the Compliance Team.

Contact Tyraina Berry, Clinical Programs Systems Administrator, at sonocp@uw.edu for assistance.

Students who entered the program in Fall 2025 or earlier are required to create and use a CastleBranch account to complete compliance requirements.

Students entering the program in Fall 2026 and later are required to create and use an Exxat account.

Follow the instructions provided for your assigned platform to complete registration and compliance tracking.

Students are not required to complete the Clinical Passport themselves. The passport is available for reference purposes only. It is intended to help you understand what is included in your requirements and why maintaining compliance at all times is important.

Clinical sites use the passport to verify that you have met all requirements in accordance with site policies and CDC guidelines. Please ensure that you remain compliant at all times. Your Compliance Team will complete and submit the passport to the appropriate personnel on your behalf.

Clinical placements and compliance are separate processes, with each team handling different responsibilities.

• Clinical Placements Team: Arranges your placement by working with clinical sites and curriculum specialists to secure clinical hours. Contact sonocp@uw.edu.
• Compliance Team: Ensures you meet site-specific requirements, such as trainings, immunizations and onboarding, including items beyond CastleBranch and CPNW. Contact nscomply@uw.edu.

In short, placements determine where you go and compliance ensures you are cleared to be there.

Clinical sites review student onboarding documents six to eight weeks before the quarter begins. They must confirm that your immunizations, trainings and certifications will remain valid for your entire rotation.

Renewing early helps sites meet legal and safety standards and gives them time to process documents for students across multiple schools. This advance planning keeps your onboarding on track and ensures you are ready for your clinical placement.

• ABSN and BSN students: Yes. A CPNW account is always required because you will rotate at a consortium site during your program.
• DNP students: Only if your site’s Canvas onboarding instructions tell you to create one. Clinical rotations begin in spring of your second year. When you receive your placement confirmation email, check your site’s Canvas page right away to see if CPNW is required.

Allow up to 72 hours for account approval after registration and give yourself enough time to complete the CPNW eLearning modules. Clinical sites will not review your onboarding until all modules are finished and current.

If you take a leave of absence (LOA), follow these steps:

1. Notify us by email. After your LOA is approved by your DNP adviser, email nscomply@uw.edu and CC dnpclinicals@uw.edu. Include:
   • Your cohort year
   • The quarter and year your LOA begins
   • The quarter and year you plan to return
   • Confirmation that you will not be enrolled in nonclinical courses during your LOA
2. Compliance during your LOA: You do not need to keep your compliance items current while on LOA.
3. Important distinction: An LOA is different from simply not completing a clinical rotation. If you remain enrolled in any courses, even nonclinical courses, you must keep all compliance requirements current.

Students are required to maintain compliance at all times. Failure to renew required items by the established deadlines will result in a compliance hold.

A compliance hold may delay clinical placement eligibility, prevent progression into clinical rotations and affect program progression until all requirements are met.

Students should complete the background check based on their primary place of residence during the past year. If you have primarily resided in Washington state for the past year, a Washington state background check is sufficient, even if you have made limited trips to another country.

Students coming from another country should complete both an international background check and a state background check, as these checks cover different jurisdictions.