Consortium for Clinical Education and Practice – Student Passport Initiative
The intent of the CEP initiative is for each student to complete only one set of requirements that will meet the needs of all facilities within each of the following regional healthcare systems:
- Carolinas HealthCare System
- CaroMont Health
- Novant Health
- Wake Forest Baptist Medical Center
The clinical requirements and student information should be provided through an online vendor process. Students/faculty should check with their educational institution to determine the online vendor chosen by the school. The facility representative within the above healthcare systems will have access to these electronic records at any time for verification.
Note: All of the requirements for participation apply to students as well as any faculty who come on-site to any healthcare facility as part of the clinical experience.
CCEP Student Passport Requirements
Background Check including the following:
- 7 year criminal background check based on Social Security number, name, and address history
- National sex offender registry check
- Office of the Inspector General check
Urine Drug Screen to include:
- AMP amphetamine
- BAR barbiturates
- BZP benzodiazepines
- COC cocaine
- MTD methadone
- METH methamphetamines
- OPI opiates (including heroin)
- OXY oxycodone
- PCP phencyclidine
- THC marijuana
Immunizations to include:
- MMR: 2 doses or titers for Rubeola, Mumps, and Rubella
- Varicella: 2 doses or titer for Varicella
- Initial TB/PPD: 2 step process within the last 12 months or a IRGA Blood Test
- Annual TB test. (Note: If a PPD is positive, chest X-ray should be negative for TB disease; X-ray should be no older than 5 years and individual asymptomatic for TB)
- Hepatitis B: 3 doses or titer for Hepatitis B or formal declination of Hepatitis B
- DPT: 3 doses or Tdap within 10 years
- Influenza Vaccine consistent with the individual facility guidelines. The only exceptions are documented exemptions, or as defined by individual facility guidelines.
Student and Faculty Core Orientation
Additionally, an online core orientation must be completed by all students and faculty participating in the clinical experience. This orientation is only to be completed once and is applicable for all of the healthcare facilities listed above.
Instructions on completing the Core Orientation Training:
- If the link does not open to presentation mode, click save and it will download and then click open. Note that this does not work on mobile devices and tablets.
- Click the hyperlink on each slide to advance the slide
- Click the escape key to exit the presentation
- Core test questions are integrated into the power point
- Click the link on the final slide to access the MS Word document for the Certificate of Completion
- Insert your name, date on the certificate and print or upload certificate to appropriate database or academic site
Note: Additional facility-specific orientation may be required (parking, dress codes, etc.). Please check with the facility representative.
Frequently Asked Questions Requirements
Why so many different background checks and other requirements?
We have a moral and legal obligation to provide a safe work environment and therefore, knowing whether a potential Student has been involved in criminal activity (such as drug or other substance abuse, reckless behavior, dishonesty, theft, or dangerous and violent behaviors) allows us to determine if they are an appropriate fit for the work environment.
What do we do if a student has a positive result on the background check or drug screen?
For a positive background check, the charges are evaluated by individual facility for approval or denial of clinical access. For a positive drug screen:
a. Legal drugs: Valid prescription must be provided for any positive report. Medical Review Officer (MRO) review may be required at the facility level.
b. Illegal drugs: Clinical access denied by specific facility protocol.
c. Negative-Dilute or Out of Range Results (temperature, specific gravity and/or creatinine): Retest required
Why the two step TB test?
According to the Center for Disease Control (CDC) a person's ability to react to tuberculin may wane over time. "When given a Tuberculin Skin Test (TST) years after infection, these persons may have a false-negative reaction. However, the TST may stimulate the immune system, causing a positive, or boosted reaction to subsequent tests. Giving a second TST after an initial negative TST reaction is called two-step testing. Two-step testing is useful for the initial skin testing of adults who are going to be retested periodically, such as health care workers or nursing home residents. This two-step approach can reduce the likelihood that a boosted reaction to a subsequent TST will be misinterpreted as a recent infection."
Do I have to take the flu vaccine?
Flu Vaccination is a requirement at most Health Care Organizations and coupled with proper hand hygiene and strong infection prevention measures, we will effectively minimize patients' exposure to the influenza virus. We understand that there are individuals who will have medical conditions or religious beliefs that may prevent them from taking the influenza vaccine. If you believe you fall into one of these two categories you may request a flu exemption. Your request will be reviewed and if approved you will likely be required to wear a face mask when in patient care areas. If your request is denied you will be required to get the flu vaccination or you will be denied the opportunity to complete your educational experience. Flu Season runs October through March.
Facility Specific Questions
Is the Core Orientation the only requirement for all of the facilities?
Please check with the Director of Student Programs at each healthcare system for facility-specific orientation requirements.
What if I am also an employee at the same facility I will be completing my preceptorship? Do the same requirements apply to me?
A current student affiliation agreement must be on file between your school and facility to allow employees to complete clinical learning experiences. You will then need to follow the instructions provided by your specific employer for their student clearance process.
I'm just shadowing in your facility. Why do I have to provide all of this to you?
We require documentation on each and every student that comes into our facilities for an educational experience. This is in order to keep track of where students are in our facilities at all times and also to know the number of hours that our employees are giving back to our community by offering these educational opportunities.
Why must I wear an ID badge from my school and from your facility?
Each facility will have policy and guidelines to follow in relation to student identification. North Carolina law requires healthcare practitioners to be identified by name, license, and certification associated with protection of patient rights. Some facility ID badges provide physical access to the facility and facility parking locations in addition to student identification. Students are considered to be healthcare practitioners and are subject to facility rules in addition to rules of the academic institution, and corresponding state or federal laws.
Student Placement
The provider is a friend of mine/friend of my family. He/She has already agreed to accept me as a student. What's the big deal of all this paperwork?
We require documentation on each and every student that comes into our facilities for an educational experience. This is in order to keep track of where students are in our facilities at all times and also to know the number of hours that our employees are giving back to our community by offering these educational opportunities.
My school doesn't have a current affiliation agreement with your facility. Can't we just make a new one?
Yes, your school should contact the facility (ies) they desire to have a clinical affiliation with and discuss their process for educational agreements.
How far in advance should I request placement in your facility and/or with one of your providers for a student experience?
This will vary by facility and clinical departments within the facility. The first step in this process is to determine your school has a clinical student affiliation agreement with the facility you are seeking placement. This must be completed prior to requesting clinical site placements. As a general rule the more advance time you can provide the facility the better. Clinical placements are confirmed as the requested departments have the ability to accommodate the request and provide a preceptor or staff member for supervision in those situations where an instructor is not provided by the school. Some facilities plan clinical rotations with the academic partners up to a year in advance; whereas other facilities or departments may require at least six months advance notice. It is best for the academic partner to establish contact with the facility and/or clinical department leader responsible for coordinating the specific placements to determine how much lead time they require as well as the options available to the students during the specific desired timeframes.
I sent you my request. Why don't you have a preceptor for me yet?
The ability for a clinical department to accommodate a student request is dependent on the department's availability of staffing resources necessary to honor a commitment for a student or a group of students. We cannot guarantee placement but will work within our means to meet the needs of our educational partners. Vacancies and onboarding new staff members impact a department's ability to accept student placements. This may vary across the year as acuity and staffing levels may be affected by these needs. Additionally the requested department may have commitments with other students which will impact the ability to accept additional placements. Although we strive to accept all placements there may be occasions in which we may not be able to honor a request or provide an alternative solution. Sufficient lead time to make arrangements for placement helps facilities to better meet these needs.
Once I am approved and a preceptor is assigned to me, who will work out my schedule?
The student will coordinate his/her schedule in cooperation with the preceptor. The student should be prepared to work the days and hours of the assigned preceptor. Preceptors do not have flexibility to work alternate hours based on student preferred hours but will provide as much flexibility as possible within the allocated timeframe to schedule shifts comparable with the student’s academic schedule and availability.