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. Student and Academic Services (SAS) quarterly monitors:
- student training
- 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 6 weeks prior to the start of the quarter 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.)
2022-23 compliance renewal deadlines
|Quarter||Compliance items expire before…||Due date|
|Autumn 2022||December 16, 2022||Monday, August 15, 2022|
|Winter 2023||March 17, 2023||Friday, November 18, 2022|
|Spring 2023||June 9, 2023||Friday, February 10, 2023|
|Summer 2023 (if participating in clinicals)||August 18, 2023||Friday, May 5, 2023|
Holds will be placed on student accounts when a requirement’s expiration date has passed. Contact your compliance specialist at firstname.lastname@example.org 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 email@example.com.
Students access and submit their School of Nursing Compliance forms and immunization and test result documentation to a web-based system called CastleBranch (CB). The School of Nursing will send instructions for creating the CB account to accepted students, along with deadlines for meeting requirements.
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).
All nursing students
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 firstname.lastname@example.org 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.**
BSN, ABSN, and DNP students ONLY
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
- 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 email@example.com with questions about immunization records or rejections by CastleBranch after submitting immunization records.
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 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 for a CPNW account using the appropriate access code below. Allow 48-72 hours for account approval.
For technical support, email firstname.lastname@example.org or email@example.com.