Compliance & Clinical Onboarding

COVID-19 symptom checklist

When in-person clinicals resume, please review the COVID-19 Symptom Screening and Tracking Guidance document prior to attending any clinical site.

Nursing students must meet Health Sciences and School of Nursing compliance requirements before the start of the program and throughout enrollment. The Office of Clinical Placements (OCP) quarterly monitors:

Student training
Licensure
Policy agreements
Background checks, and
HSIP immunizations

You will be alerted to pending expiration dates so you can renew immunizations/licensure/etc. and minimize interruption to your research or clinical rotations. However, you are responsible for ensuring that compliance items do not become overdue or are incomplete.

You must be fully compliant at least 6 weeks prior to the start of the quarter, following the UW Academic Calendar, to ensure clinical onboarding can be completed.

Compliance items that require renewal include CPR, TB, TDAP, health insurance, UW Privacy Agreement, and background check and disclosure. If an item expires part way through the quarter, you must renew it before the quarter begins. (This means items like TB may be renewed after only 9 months.)

2024-2025 Compliance Renewal Deadlines

Quarter	Compliance items that expire on or before…	Renew by
Fall 2024 Start Date: September 25, 2024 End Date: December 13, 2024	December 12, 2024	Friday, August 9, 2024
Winter 2025 Start Date: January 6, 2025 End Date: March 21, 2025	March 20, 2025	Friday, November 15, 2024
Spring 2025 Start Date: March 31, 2025 End Date: June 13, 2025	June 12, 2025	Friday, February 14, 2025
Summer 2025 Start Date: June 23, 2025 End Date: August 22, 2025	August 21, 2025	Friday, May 9, 2025

Account Holds

Holds will be placed on student accounts when a requirement’s expiration date has passed. Contact your compliance specialist at nscomply@uw.edu for questions regarding account holds.

Please add “HOLD on LNAME ACCOUNT” in the subject line so we can respond to you faster.

Health Sciences Immunization Program (HSIP)

The Health Sciences Immunization Program (HSIP) ensures students enrolled in health sciences academic programs comply with the requirements detailed in the University’s affiliation agreements with clinical and practicum training sites.

Please refer to the HSIP website here for more information about Immunization requirements and FAQ. If you have any questions in regards to Immunization forms, records, rejections from CB, please contact 206.616.9074 or myshots@uw.edu.

Castle Branch

Students access and submit their School of Nursing Compliance forms and immunization and test result documentation to a web-based system called Castle Branch (CB). The School of Nursing will send instructions for creating the CB account to accepted students, along with deadlines for meeting requirements.

You will be instructed to create 2 trackers with the 2 package codes that will be provided to you. Once you create both accounts, you can access the required compliance forms. All forms should be completed within CB (no paper/email copies need to be sent to the School of Nursing unless requested).

Tracker #1: School of Nursing – Trainings and Certificates

To create your School of Nursing Compliance CastleBranch account:

Go to: https://portal.castlebranch.com
Click Place Order
Enter the appropriate code:
- UQ79 if you are an undergraduate student (enrolling into ABSN or BSN program) OR
- UQ78bg if you are a graduate student (enrolling into DNP, PhD, MS, Certificates)
Castlebranch will guide you through creating your account and ordering your national/state background check, as well as the process of submitting your other compliance requirements.
Email nscomply@uw.edu if you have any questions or rejections made by CastleBranch to any compliance material.
There will be a one-time $96 account setup fee that includes your initial background check. Annual background check renewal will cost $24 and will be good for one year.**

Tracker #2: HSIP – Immunizations

BSN, ABSN, and DNP students must create a second CastleBranch account for tracking immunizations. You should use the same email for both accounts:

Go to: https://portal.castlebranch.com/ux50
Ensure it says University of Washington – Health Sciences Portal at the top
Select “Place Order”
Select the proper department – Nursing – and select the package UX64im: Nursing student
Follow the rest of the prompts
There will be a one-time $43 account set-up fee**
Read through the HSIP Requirements Checklist

**Please contact HSIP at myshots@uw.edu with questions about immunization records or rejections by CastleBranch after submitting immunization records.

Visit the UW HSIP page HERE for for further information regarding your immunization requirements.

Clinical Placements Northwest (CPNW)

Undergraduate students will register for an account with Clinical Placements Northwest to complete additional training modules for clinical sites. Training includes, but is not limited to, bloodborne pathogens, patient rights/safety, and standard precautions.

You will need to complete eLearning modules annually. We prefer that you take the modules during July-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.

There is a one-time account setup fee of $100 for A/BSN students and $75 for DNP students.**

DNP students

DNP students are only required to create a CPNW account if your clinical site requires it. You will start your clinical practice in the second year of your program during spring quarter. Upon receiving confirmation from your Clinical Placement Coordinator, you should refer to your clinical site’s Canvas page to confirm if your site requires you to have a CPNW account. If there is no mention of CPNW on your site’s canvas page, that means you do NOT need to create a CPNW account. You must check every quarter upon being assigned to a new clinical site for the duration of your program.

Register online

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

	ABSN Codes	BSN Codes	DNP Codes
Student	86-36	85-36	235-36
Faculty	86-27	85-27	235-27

How to fill out the CPNW Clinical Passport

Please visit our CPNW Clinical Passport page to learn how to correctly fill out your clinical passport.

Frequently Asked Questions

Please visit our FAQ page for commonly asked questions regarding compliance & clinical onboarding.

Need further assistance?

General compliance and CB UQ78/79 questions – nscomply@uw.edu
Immunizations and CB UX64 questions – myshots@uw.edu
Castle Branch technical support – 888.723.4263 or visit their website HERE.
CPNW technical support – support@cpnw.org