Nutrition and Dietetics

If you are completing a health-related program, you must meet mandatory NSW Health Student Compliance requirements for:

• Immunisations and vaccinations,
• Code of Conduct, and
• Police check.

These requirements must be met with suitable evidence. NSW Health must also verify your evidence before you can attend a placement within a NSW Health Facility.

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.

This web page provides a summary of the NSW Health compliance requirements. Full detail of the requirements can be found on the NSW Health student compliance page of the Health Education and Training website (HETI). In addition to the following summary, students should review the HETI website to acquaint themselves with the detail within the NSW Health Policy Occupational Assessment, Screening and Vaccination Against Specified Infectious Diseases.

It may take you some time to find and collate your evidence, we recommend you start now. You may also establish that you have not received the required vaccinations. If so, arrange to have these administered ASAP by a GP (or equivalent) as some can take several months to complete (e.g., a full course of Hepatitis B can take 5 months).

Temporary compliance may be granted to you by NSW Health if you have not yet completed the vaccine requirements upon commencement of your course, particularly Hepatitis B. To be eligible for temporary compliance you must have received at least your first dose of the Hepatitis B vaccine PLUS you must have met ALL OTHER vaccination requirements as stipulated in the policy AND completed ALL declaration forms and Police Check processes as specified. Further details on the “minimum vaccination requirements” is set out below.

Whilst we recommend you start collating your evidence before commencing at UOW, you can only finalise collating your evidence after you have enrolled, as your UOW student ID card is a required component.

1. Immunisation and vaccination details

You must provide evidence of all vaccinations as stipulated in the NSW Health Policy. This includes:

• Diphtheria, tetanus, acellular pertussis (whooping cough) - dTpa
• COVID-19 – The minimum requirement is 2 doses (primary course)
• Hepatitis B (including evidence of immunity via serology (blood test))
• Measles, Mumps and Rubella (MMR); either 2 vaccine doses OR evidence of immunity via serology OR birth date before 1966
• Varicella; either age-appropriate dose/s OR evidence of immunity via serology

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).

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).

2. Evidence of immunity

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.

3. NSW Health documentation

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:

• Code of Conduct Agreement for Students – NB: You should read & familiarise yourself with the policy document listed on this form
• Student Undertaking / Declaration – NB: You should read & familiarise yourself with the policy document listed on this form, then appropriately answer Question 2, which requires either A or B to be acknowledged (depending on your circumstances).
• Tuberculosis (TB) Assessment Tool – NB: In additional to your personal details, this form has 3 sections. Please complete ALL questions in each section. If you have ever had a positive TB skin test (TST) or a blood test (IGRA or QuantiFERON TB Gold, please provide a copy of these reports with your form). After review, NSW Health will advise if additional screening is required.
• Blood Borne Virus Declaration – NB: This form is Medical Students only. Medical Students must sign this form as part of their evidence. Serology reports are not required.

4. Police Check documentation

All students (both local and international) must provide a valid Australian National Police Certificate (NPC). A valid NPC is one that is:

• Less than five (5) years old if it has been purchased through an Australian State or Territory Police Force.
• Less than three (3) months old when it is presented to NSW Health if it has been purchased through an Australian Criminal Intelligence Commission (ACIC) accredited body. After 3 months, these ACIC checks will no longer be valid.
• Less than two (2) months old when it is presented to NSW Health if it has been purchased through the Australian Federal Police (AFP). 

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:

• An Overseas Police Check (OPC) from your home country (and / or any country you have resided in since turning 18 years of age) OR
• A signed and witnessed Overseas Student Statutory Declaration form, as found on the HETI Website. NB: this Statutory Declaration can only be completed after arriving in NSW as it must be witnessed by an authorised person as detailed on the form.

NOTE: Providing suitable police check documentation can be complex. To assist, HETI have provided some frequently asked questions (FAQ’s) on their website.

5. Proof of student identity

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).

6. Check that you have everything

Use this quick checklist to self-assess your readiness for NSW Health to verify you as being compliant (or temporary compliant).

• Evidence of your vaccinations (e.g., Immunisation History Statement or a completed Vaccination Record Card for Health Care Workers and Students or other evidence.
• Evidence of your immunity status (i.e., copies of all relevant serology reports)
• Signed copies of the required NSW Health Documentation
1. Code of Conduct Agreement
2. Student Undertaking / Declaration
3. Tuberculosis (TB) Assessment Tool
4. Blood Borne Virus (BBV) declaration – Medical students only
• Police Check documentation – Your Australian National Police Certificate, and for International students, an Overseas Police Check OR a signed Statutory Declaration form.
• UOW student ID card

7. Upload your evidence to SONIA

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:

1. Login to SONIA
2. Navigate to the Checks tab
3. Upload your evidence to the appropriate check, ensuring your evidence is a PDF file no greater in size than 5 MB (NB: JPEG, PNG, DOCX and HEIC files can NOT BE ACCEPTED)

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:

• NO FACIAL HAIR* - You must be cleanly shaven for fit testing; facial hair (even stubble) may compromise the seal of the mask.
• LONG HAIR - Bring a hair elastic or similar, to keep your hair off your neck.
• NOT CONSUMED FOOD or DRINK within 30 minutes prior to the test (this includes chewing gum and coffee).
• NOT SMOKED within 30 minutes prior to the test.
• WEAR any corrective glasses (every day / reading glasses). These must be worn on your test to ensure they do not interfere with the mask seal OR that the mask does not interfere with your vision.

*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. 

Working With Children Check (WWCC)
WWCC is not usually required for Nutrition and Dietetics placements. However, some interstate and non-government organisations may require a WWCC. The placement organisation or dietetics clinical placement coordinators will notify students if they require a WWCC.

Students are required to sign that they have read, understood and agree to adhere to the NSW Health Code of Conduct and the UOW Code of Professional Experience.

As stated in the NSW Health Code of Conduct, students must dress in a way that is considered professionally appropriate for the work they do and complies with the placement site dress standards. More detailed information about dress standards can be obtained from the placement site.