Attending a workplace experience or clinical placement is an exciting part of your program. These health-related placements let you experience what it’s like to work as a professional in real-life workplace settings and are an integral part of your learning.
Please expand and review all the Preparing for placement tabs for specific and detailed information about your health-related placement. Further Additional information, including who to contact, is detailed below.
If you are completing a health-related program, you must meet mandatory NSW Health Student Compliance requirements for:
Evidence of you meeting these requirements must be provided. UOW will forward your evidence to NSW Health and they will verify your compliance. This must be done prior to you attending a placement within a NSW Health Facility.
UOW has produced a one page “checklist” that outlines what is required.
Further details of the specific requirements can be found on this web page.
Full details and some FAQ’s can be found on the NSW Health student compliance page of the Health Education and Training website (HETI). Students should also review the HETI website to acquaint themselves with the NSW Health Policy document Occupational Assessment, Screening and Vaccination Against Specified Infectious Diseases.
It is strongly recommended that all students (including future students) start collating immunisation & vaccination evidence as soon as possible. Some vaccination courses can take several months to complete (e.g., a full course of Hepatitis B can take 5 months).
It is your responsibility to comply with these requirements and to maintain your compliance throughout your course. If you do not, you may be prevented from attending placements.
1. Immunisation and vaccination details
You must provide evidence of all vaccinations as stipulated in the NSW Health Policy. This includes:
NOTE: If you have not received all your required vaccinations, discuss options of receiving these ASAP with your GP / health care provider.
Evidence of immunisation / vaccination
The best form of evidence of your immunisation and vaccination status is a copy of your Immunisation history statement from Medicare Australia (for COVID-19, a copy of your COVID-19 Digital Certificate will meet requirements).
Important privacy note: Older copies of immunisation history statement OR COVID-19 digital certificate documents include an Individual Health Identifier (IHI). As this number is a personal identifier, you must remove (redact or black out) this number before providing it to UOW or NSW Health. To remove your IHI either print your document to PDF & use the ‘Redacting’ tool in ADOBE or follow the instructions on the video from the HETI Website student compliance page. Newer versions of these documents, i.e. from early 2023, will not include your IHI and will not need to be modified. Please ensure the most up-to-date evidence is provided.
If your immunisation history statement does not capture your full immunisation / vaccination history, you will need to provide additional evidence. Download a copy of the NSW Governments Vaccination Record Card for Health Care Workers and Students and have your GP or health care provider complete it (use the current version from this link as older versions will not be accepted). Ensure your GP/health care provider sign, date, and use a practice stamp for all entries made on the form.
Other acceptable forms of evidence could be a childhood immunisation record (e.g., Baby Blue Book (or similar)); a school vaccination card; or other vaccination records.
For COVID-19 vaccines administered in Australia, the only acceptable evidence of vaccination is either, a Medicare Australia Immunisation History Statement (IHS), a COVID-19 and Influenza IHS or a COVID-19 digital certificate.
For COVID-19 vaccines administered overseas, overseas COVID-19 vaccination records are acceptable evidence if the NSW Health assessor is satisfied that the evidence is from a legitimate source, the vaccine is approved for use or recognised in Australia by the Therapeutic Goods Administration (TGA), and it was received on or after 1 March 2020. Any vaccination records recorded in a foreign language must be translated to English using a translation service.
If you have a medical contraindication to any COVID vaccine, you will need to provide specific evidence of your circumstances to NSW Health. Full details of the requirements are listed under the COVID-19 vaccination heading on the HETI website student compliance page.
Minimum Vaccination Requirements for Temporary Compliance
If you have recently commenced your Hepatitis B vaccine regimen OR are part way through, you meet the minimum vaccination requirement for Hepatitis B compliance. The full requirements for Hepatitis B can take five (5) months (see the table below detailing the acceptable Adult Hepatitis B regimen).
If you meet the minimum requirement, you will likely be granted Temporary Compliant status and will be able to attend a health-related placement. To be given this status you must also have met ALL OTHER vaccination requirements as stipulated on the NSW Governments Vaccination Record Card for Health Care Workers and Students and have completed ALL declaration forms and Police Check processes as specified.
Temporary compliance will have an expiry date. It is important to note that this will be 6 months after your initial assessment date by NSW Health and not necessarily 6 months after you were deemed temporary compliant. Irrespective, within this period, you must complete your Hepatitis B vaccine regimen to gain full compliance.
Hepatitis B vaccine regimen
To meet the full Hepatitis B requirements, you must include evidence of (at least) age-appropriate Hepatitis B vaccine doses (i.e., infant 4 x doses [3 x infant doses may also be accepted]; adolescent (11-15yrs) 2 x doses; adults (16+yrs) 3 x doses) PLUS serology (a blood test) proving immunity.
The following table defines the acceptable minimum timeframes between adult Hepatitis B doses (as extrapolated from the Australian Immunisation Handbook).
|
Options |
Day Zero / Month 0 |
Day 28 / |
Day 56 / Month 2 |
Day 84 / Month 3 |
Day 112 / Month 4 |
Day 140 / Month 5 |
|
Option 1 |
Dose 1 |
Dose 2 |
|
|
Dose 3 |
Serology |
|
Option 2 |
Dose 1 |
|
Dose 2 |
|
Dose 3 |
Serology |
NB: Accelerated Hepatitis B dosage regimes that are shorter than the above timeframes will not be accepted by NSW Health.
A Hepatitis B Vaccination Declaration form is available if you do not have evidence of your vaccinations. Section A of the Hepatitis B Vaccination Declaration form should be completed and signed. NSW Health staff will complete Section B (there is no need to have an independent assessor complete section B).
Non-responders to hepatitis B vaccine are recommended to receive further doses and serological testing.
A non-responder is a person who:
People who do not respond to the age appropriate vaccination course, and in whom chronic hepatitis B virus infection has been excluded, should be offered further doses.
People can receive a single booster dose (for adults this will be a 4th dose) of vaccine. Serological testing should be performed at least 4 weeks after this booster dose to confirm non-responder status.
People who are non-responders after receiving the booster should be tested for hepatitis B virus infection. If negative, they are recommended to receive 2 more doses of hepatitis B vaccine 1 month apart. The person should be re-tested via serology for anti-HBs levels at least 4 weeks after the last dose. Full details can be found in the Australian Immunisation Handbook.
NSW Health will advise of appropriate protocols for students who are deemed persistent non-responders.
Some vaccinations require a serology report (blood test) to confirm your immunity (e.g., for Hepatitis B, a serology must be provided). A serology report will only be accepted if the serology test was performed at least 28 days after your last age-appropriate dose of a vaccine.
For other vaccinations (e.g., MMR, Varicella), if you have proof of the required doses, a serology report is not required. However, if your GP documents any serology results on your Vaccination Record Card as proof of immunity / vaccination (i.e., Hepatitis B, MMR, Varicella or TB), you must also provide a copy of these serology report/s as evidence, irrespective of the number of vaccine doses you have recorded and received. If in doubt, if you have a serology report, include it with your evidence.
Download each of the following NSW Health forms from the HETI Website and answer ALL questions. You must personally sign each document as a “typed” electronic signature will not be accepted by NSW Health. NB: The Blood Borne Virus (BBV) form is only for Medical students:
All students (both local and international) must provide a valid Australian National Police Certificate (NPC). A valid NPC is one that is:
A NSW Police or other state based police service check is preferred as these are automatically valid for five (5) years. If you are planning to do a health placement within the Australian Capital Territory (ACT), it is recommended that you specifically obtain your NPC through either the NSW Police or the Australian Federal Police (and not a listed ACIC accredited body) as ACT Health have slightly different requirements.
NOTE: Once verified by NSW Health, all NPC’s are valid for five (5) years from their purchase/assessment date. NPC’s must remain valid for the duration of your program.
Disclosable Outcomes
If your NPC contains any disclosable outcomes (i.e., a charge or conviction etc.), you must independently apply for a Risk Assessment. The application process is detailed on the HETI Website and you will need the assistance of your placement coordinator. You can contact your placement coordinator.
International Students
If you are an international student, you must also provide either:
NOTE: Providing suitable police check documentation can be complex. To assist, HETI have provided some frequently asked questions (FAQ’s) on their website.
A copy of your UOW student ID card must also be provided as part of your documentation (UOW ID Cards are only available after you have enrolled at UOW).
Use this quick checklist to self-assess your readiness for NSW Health to verify you as being compliant (or temporary compliant).
SONIA is the UOW Student Placement System. SONIA is an online portal for all things related to placements, it is also where you must upload your evidence.
After enrolling at UOW you will be provided with an email address and login specific to UOW. You will also be granted access to SONIA. Detailed instruction on how to upload your evidence can be found in the How to upload “check” evidence and how to navigate the Check Tab within SONIA guide (PDF). The process is very easy, simply:
After you have uploaded your evidence, it will be checked for completeness by the UOW Verification Team. If additional evidence OR corrections are required, you will be notified of the same via both an email to your UOW email address and via the information link on the SONIA Checks tab. It is important that you follow up on these requests as soon as possible so that your evidence can be sent as a package to NSW Health for verification.
NOTE: Your documentation package can only be sent to NSW Health for verification once we have received at least the minimum vaccination requirements and ALL required Health documentation, including police check information.
Further information can be found from the FAQ’s - NSW Health Student Compliance and verification (PDF:173 KB) or from the UOW Verification Team uow-verification@uow.edu.au.
It remains mandatory for students placed within NSW Health facilities to be appropriately fitted for P2 or N95 masks or respirators prior to attendance; this also applies to most private facilities.
Masks must be worn whenever a patient under airborne precautions is being treated or if aerosol generating procedures are anticipated. Whilst masks may not be required if you are placed in a lower risk area, you must still be fit tested and ready to don (i.e. put on) a mask should circumstance change. You may be refused entry to your placement facility if you have not been fit tested prior.
What is mask fit testing, and how often should I be tested?
Mask Fit testing determines which mask is right for you. The right mask will appropriately seal around your mouth and nose, preventing you from being exposed to airborne particles within the environment.
Fit testing (or retesting) must occur at least every 12 months. Retesting should be conducted within that time if there has been a significant change to your facial characteristics or a change to the availability of a previously fitted mask. Testing may involve several different masks, and the correct mask for you may be different to that of your peers. It may also be different to what you were tested for previously.
Who can conduct testing?
UOW is the primary fit testing organisation for UOW students. However, many other organisations, including public and private health facilities as well as WHS organisations, can conduct testing. At UOW, testing is conducted from various campuses and is currently provided free of charge.
If within the last 12 months, you have been fit tested elsewhere (e.g. your work, or on a previous placement), you may not need to be retested straight away. You must share your test results with UOW. We will update your student profile within the NSW Health system to advise NSW Health of your status.
How do I book a mask fitting appointment?
To ensure timely access to mask fitting appointments, priority is given to those students with a pending placement; bookings are therefore by invitation only. Please contact your placement coordination team who will liaise with the UOW Verification Team to coordinate appointment times. You will then be given instruction on how to access the booking system within Sonia.
What else do I need to know about mask fitting?
Before attending a mask fit test appointment, you must meet the following criteria:
*Exceptions can be made if you have facial hair for religious or cultural observance purposes or due to a documented medical condition. Whilst UOW is unable to perform these tests locally, we will liaise with ISLHD to facilitate specialist assessment. Please contact the UOW Verification team for more details.
Commencing students are required have the following documents ready by the scheduled orientation session in January. These Additional Required Checks are expected to remain current for the duration of your enrolment. These documents will also be uploaded in SONIA. Further instructions will follow regarding uploading of these documents, do not email them to the Graduate School of Medicine unless requested.
This is a compulsory requirement for all students, regardless of prior learning or experience. These should be completed at the start of each year during medical school and for the rest of your clinical career.
Examples of relevant courses are:
No exceptions will be made to this requirement for entry regardless of previous work experience or qualifications. The cost of a First Aid course is the student's responsibility.
The modules are delivered by the Australian Commission on Safety and Quality in Health care as part of the National Hand Hygiene Initiative. (NHHI)
Phase 1 Instructions:
Note: Please review the documents “Social Media and Medical Students: a guide to online Professionalism for medical students in Graduate School of Medicine” and “Code of Practice – Work Integrated Learning (professional experience)" prior to signing these forms.
For further questions regarding additional required checks contact refer to your Subject Outline upon commencement or GSM curriculum team.
All placement information will be provided to students once they commence their studies.
Inherent requirements for the UOW MD course are guided by the Medical Deans of Australia and New Zealand (MDANZ) Inclusive Medical Education guidance note which refers to the following:
Communication skills – verbal, non-verbal and written
Medical students will be expected to communicate effectively and sensitively with a range of different people to establish rapport, involve patients and carers in decision making, and practise in a culturally safe way to deliver high quality, safe care. This applies to listening, speaking, reading, writing, and the capability to use these different modes to elicit information from people, often under pressure and in difficult situations.
Professionalism
Medical students will be expected to demonstrate capabilities consistent with those of a medical professional, including a commitment to making the care of patients their priority, and to practise safely and effectively, treat people with dignity and respect, and be aware of the limits of their own knowledge, skills, and health. They will also be required to comply with the law, regulations and any other university codes or policies.
Insight into their own health and behaviour
Medical students will be expected to demonstrate an ability to recognise when they experience poor health and put in place effective processes to ensure their own health or behaviours do not pose a risk to others.
Cognition, critical thinking and problem solving skills
Medical students will be expected to have an aptitude for problem solving, based on scientific principles to understand and solve the complex medical needs of patients, whilst also considering the context of the patient’s circumstances and the health system they are working in.
Teamwork
Medical students will be expected to work willingly and cohesively as part of a team, taking responsibility for their actions as well as recognising and respecting the skills of other professionals.
Physical and observational capabilities
Medical students will be expected to demonstrate their ability to acquire information, carry out a range of procedures suitable to their level of capability, and understand and carry out their role in assisting during a medical emergency.
Sustainable performance
Medical students will be expected to demonstrate both physical and mental performance at a consistent and sustained level to perform multiple tasks in an assigned period of time that provides safe and effective care without compromise.
Diversity and Inclusion
UOW and the GSM seeks to provide an inclusive and supportive environment for all students, including those with a disability. The School encourages students who anticipate they may need particular support to participate in the medical program to make early contact with the GSM for a discussion regarding the requirements of the course and the potential for reasonable accommodations.
It should be recognised that there may be cases where students will not be able to meet the requirements of the program, even with reasonable accommodations.
If you believe you do not meet the inherent requirements for studying medicine, please contact Dr Darryl McAndrew, Head of Students, via email at head-of-students-gm@uow.edu.au as soon as possible.
The University has in place policies and practices which outline what is expected of you whilst you are on your placement.
If you have any difficulties whilst on your placement, please contact your relevant placement coordinator for assistance.
Please view the policies and practices which apply to students when on placement.