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Policy 3.2: Clinical Compliance and Onboarding  

Applies to ABSN, BSN, DNP, and GCPAPN students. Modified requirements apply to CIPCT and PhD students as noted below:

  • CIPCT (MS): Exempt from SoN compliance and health fee requirements; must comply with the University measles requirement.
  • PhD: Exempt unless enrolled in a research practicum requiring onsite clinical placement, in which case full compliance requirements apply. Please note that some clinical sites may require full compliance even if the student is not on-site.

I. Policy Statement

The University of Washington School of Nursing (SoN) requires all students engaged in clinical or practicum learning experiences to maintain continuous compliance with University, School, and clinical partner onboarding requirements. Compliance is a condition of both admission and ongoing enrollment for students in clinical programs.

Compliance protects students, patients, faculty, and clinical partners and is a mandatory prerequisite for participation in clinical education. Students who are not in full compliance by established deadlines will not be cleared for clinical placement and will be administratively withdrawn from associated courses. Noncompliance may result in program delays and additional tuition or fees.

Compliance is managed within the Office of Clinical Placements (OCP), in collaboration with HSIP.

II. Process

A. Compliance Requirements

1. General Requirements (All Students in Clinical Placements)

  • Health Sciences Immunization Program (HSIP) clearance.
  • Criminal background check and, if required, drug screening.
  • Current American Heart Association Basic Life Support (BLS) for Healthcare Providers certification.
  • Signed School of Nursing and site-specific guidelines and policy agreements.
  • Completion of additional site-specific onboarding and orientation modules.

2. Undergraduate Requirements (A/BSN)

  • OCP, in collaboration with CastleBranch, Med+Proctor, and HSIP, monitors trainings, guidelines, policy agreements, background checks, and immunizations.
  • OCP monitors compliance quarterly. Students must meet all deadlines; failure may result in cancelled clinical placements and/or registration holds.
  • Undergraduate students must maintain an active Clinical Placements Northwest (CPNW) account and complete all required annual modules and trainings, and ensure they are renewed before they lapse.

3. Graduate Requirements (DNP/GCPAPN and other clinical rotations)

  • Must hold and maintain an unrestricted WA or Multistate RN license (WAC 246-840-522).
  • Must complete external modules (e.g., CPNW, MyClinicalExchange) if required by their clinical site.
  • Students must maintain compliance at all times with CastleBranch, Med+Proctor, OCP, HSIP, and clinical site requirements—regardless of whether they are patient-facing or currently active in clinical. The only exception is for students on an approved leave of absence (LOA). These students are responsible for updating all required documentation upon their return to the program, in accordance with the compliance deadlines for their anticipated quarter of return.

B. Deadlines and Renewals

  • Students must be fully compliant at least six weeks prior to the start of the quarter (based on the UW Academic Calendar) to allow sufficient time for onboarding.
  • Compliance items that will expire during a quarter must be renewed before the quarter begins to ensure continuous eligibility. Some items (e.g., TB testing, CPR) may require early renewal (approximately 9 months after prior submission).
  • Students must renew by the earliest deadline communicated by HSIP, OCP, or compliance staff.

C. Compliance Monitoring

  • CastleBranch provides alerts before expiration dates.
  • HSIP verifies immunizations and screenings.
  • OCP sends quarterly reminders and notifies students of deficiencies.
  • Students are responsible for monitoring their status, responding to alerts, and ensuring no item becomes overdue.

D. Clinical Site Requirements

  • Students must also meet site-specific requirements (e.g., fingerprinting, drug screening, EMR training, orientation modules).
  • Costs for site-specific drug screening are the responsibility of the student or clinical site; the SoN does not administer, pay for, or review results.
  • Verification of compliance is sent to clinical sites quarterly. Students with outstanding items will not be permitted onsite and may lose placements.
  • Students entering sites for observation, data collection, or projects must also meet all site-specific requirements.

E. Health and Wellness Requirements

1. Immunizations:

  • ABSN, BSN, DNP, GCPAPN students, and others completing clinical rotations must meet and maintain HSIP immunization requirements throughout enrollment. HSIP follows CDC and OSHA guidelines.
  • Required immunizations include (but are not limited to):
    • Measles, mumps, rubella (MMR: two doses or positive IgG antibody titers; IgM not accepted)
    • Hepatitis B
    • Tetanus-diphtheria-pertussis (Tdap)
    • Varicella (chickenpox)
    • Annual influenza vaccine
    • Tuberculosis (initial screening, annual risk assessment, and additional testing as required)
  • New requirements may be implemented at any time during a student’s program or clinical rotation. Students must comply with all updated requirements in order to maintain compliance eligibility.
  • Students may request medical and/or religious exemptions; however, approval of an exemption does not guarantee that a clinical site will accept it. If you are assigned to a site that does not accept exemptions, you will be required to obtain the necessary immunization(s) by the deadline provided by OCP. Failure to do so will result in ineligibility to participate in your clinical rotation. There will be no opportunity for alternative placement.

2. Student Account Holds

  • Students who do not meet immunization or compliance requirements will have a hold placed on their account by HSIP and OCP, preventing registration and clinical participation.
  • Holds will remain in place until all required documents have been properly submitted and approved by the appropriate reviewers.

3. Health Fee

  • ABSN, BSN, DNP, GCPAPN, PhD and other students enrolled in onsite clinical experiences pay an annual HSIP health fee (appearing on tuition bills).
  • The fee covers follow-up and counseling for positive TB conversions, and counseling/testing/treatment for course-related blood-borne pathogen (BBP) exposure (after insurance is billed).
  • The fee does not cover immunizations, titers, or proof of immunity. Students must obtain these independently and at their own expense.
  • CIPCT students are exempt from the health fee.

4. Health Insurance

  • Health Insurance: Some clinical partners require proof of personal health insurance.
  • All nursing students are strongly encouraged to maintain continuous health insurance.
  • If you are assigned to a site that requires personal health insurance, you must obtain coverage in order to remain eligible for the rotation. There will be no opportunity for alternative placement.

F. Professional Liability Insurance

  • Nursing students are covered by UW professional liability insurance when engaged in SoN-approved activities at contracted agencies under faculty supervision.
  • Coverage extends only through the academic quarter. DNP students approved for clinical activities outside the regular quarter (see School of Nursing Policy 3.1) must demonstrate registration in the next clinical practicum course to maintain liability coverage.
  • Registered nurses enrolled as students may carry their own professional liability insurance in addition to University coverage.

G. Consequences of Noncompliance

Students who are not fully compliant will:

  • Have account holds placed, blocking registration.
  • Be prohibited from attending clinical activities.
  • Be administratively withdrawn from associated clinical courses.
  • Risk cancellation of clinical placements and progression delays.
  • Be subject to program review, which may include an Academic Notification or Alert under School of Nursing Policy 1.1: Academic Performance and Progress.

Students are expected to monitor email daily for compliance-related updates.

H. Accommodations and Exemptions

  • Students who believe they require accommodation related to compliance requirements work with the UW Disability Resources for Students (DRS) office.
  • Exemptions and/or accommodations from immunization or screening requirements are managed through HSIP.
  • Clinical partners have the right to accept or deny placement based on compliance status, regardless of exemption status.
  • Students are encouraged to notify OCP and their Academic Adviser promptly if they anticipate challenges in meeting compliance requirements.

III. Roles and Responsibilities Summary

Activity Student Course Faculty CC/SD OCP (Compliance) Preceptor Adviser
Submit and maintain HSIP compliance R I A I
Submit background check/drug screen R I A I
Maintain CPR certification R I A I
Monitor & track compliance R/I I R/A I
Notify students of deficiencies I I R/A I
Clinical site onboarding R I I R/A I I
Verification of compliance to sites I I R/A I
Course participation eligibility R A C I I I

CC = Course Coordinator (A/BSN)
SD = Specialty Director (DNP)
OCP = Office of Clinical Placements (includes Compliance)

RACI Legend:

  • R = Responsible: Performs the task
  • A = Accountable: Ultimately answerable
  • C = Consulted: Provides input
  • I = Informed: Kept up to date

Related Policies & References

Last updated: September 2025