people consulting

FAQs for students

Finding placements in NSW Health

You need to contact your Education Provider and ask them to source and book the placement on your behalf.  This is because the Education Provider knows which Health Services they have a Student Placement Agreement with and they can then find out which of those Health Services has availability.  In the past, students have sourced their own placements only to then find out that the placement cannot go ahead because there was no Student Placement Agreement in place between their Education Provider and the Health Service.

Compliance and verification

Contact your Education Provider to find out the process for getting your documents verified as each Local Health District/Specialty Health Network (Health Service) has a slighly different process.  (Compliance documents are generally not sent to HETI.)  You should allow at least a couple of weeks to get the results of your assessment from the time you submit your documents. Documents are usually verified and processed in the order that they are received.

The NSW Health staff who verify student documents are extremely busy.  They also normally verify students in the order that the documents were received.  If you haven't heard anything back after a significant period of time and you have double checked your email account that you sent the documents from (and junk mail) then you should contact your Education Provider to discuss. They can also look to see whether your compliance information has been entered into the ClinConnect system.

To ensure your documents are verified as quickly as possible, you want to make sure that there is no reason that they will be sent back or that you will need to provide more information. If you have to re-submit any documentation, it will likely go back to the bottom of the queue waiting for assessment.  It is important to do the following:

1. Go to your doctor as early as possible to ensure your vaccinations are up to date and to ensure all of your vaccination documentation is complete

2. Apply for your police check as early as possible.

3. Submit all of your documentation (including student card) in one email with one PDF attachment.

4. Ensure the email is being sent from your Education Provider issued email address or the one you have registered with your Education Provider.

5. Ensure you can be clearly identified by your email. Include your student ID, Education Provider and full name.

It is only the Health Protection documentation that needs to be verified during first year (though it is recommended to hae your police check and Code of Conduct declaration verified as early as possible too).  This is to identify compliance issues early that could impact you being able to attend a placement later and therefore being able to complete your course.  The exception to this is where students are studying a double degree and where the 'health' part of the degree falls later in the course. E.g: a student studying a Bachelor of Arts/Social Work could either be verified during their final year of Arts (2nd year university) or their first year of Social Work which is technically the 3rd year of University but the first year of studying a health occupation.

Yes.  NSW Health staff need to re-sign the NSW Health Code of Conduct and have their Health Protection documents reassessed.  Staff are not required to purchase a Police Check.  These students can send a coloured copy of their NSW Health employee ID and student ID cards to HETI who will be able to enter their NSW Health police check details into ClinConnect.

SONIA and INPLACE and other Student Systems are systems that belong to your Education Provider - they are not NSW Health systems.  These systems are not necessarily updated in real-time.  It may take 24 hours for the data to be transferred from ClinConnect to these systems.  If you are worried, you will need to discuss this with your Education Provider.

Students who choose to change their name need to prove that they are the 'same' person.  Students can either provide a copy of their change of name / marriage certificate or purchase a new police certificate in their new name. The documents will need to be verified by NSW Health.

Students don't have access to ClinConnect. Compliance documents are not stored in the ClinConnect system.  Please contact your Education Provider to find out the process for having your documents verified.  If your Education Provider is unsure of the process, they can contact HETI.

Yes. You can re-submit the same documentation (with your new student ID card) as long as it is still valid.

Students should be keeping copies of these but if you have lost them and need to track them down, contact your Education Provider who may be able to request a copy of your documents from the Health Service who verified them.  Please note - if your documents were assessed more than 7 years ago, it is likely they have been destroyed.

Contact your Education Provider. They can look up your details in ClinConnect.

No, you don't need to be re-verified before every placement if you are already Compliant.  However you will need to be re-verified if your police check/dTpa/HepB/TB expires or you need to provide evidence of an annual influenza vaccination.  In these cases, you usually only need to supply the new/updated information.

As per NSW Health policy, you may be asked to get a new police check within the 5 year period because:

- you purchased your police check earlier than October 2018 (the new policy allowing for 5 year police checks was implemented in January 2019.  Before this, police checks were only valid for 3 years.)

- you are attending a placement in an Aged Care or National Disability Insurance Scheme service

- your police check is due to expire before the end date of your placement - police checks must be valid for the entire duration of the placement.  This means that if you have a placement that goes from March - December and your police check is due to expire in November, you will be required to get a new police check before you start in March.

No, students are not required to have a First Aid Certificate or Working with Children's Check to attend a placement in NSW Health.

StaffLink IDs and emails

A StaffLink ID is a NSW Health employee number. Only students attending placements in NSW Health facilities will receive a StaffLink ID. Your ID will be activated for each placement as it allows you to access NSW Health systems such as My Health Learning.

You will receive your StaffLink ID via email 13 days before your first ever placement in a NSW Health facility. The email will be sent to your email address that your Education Provider has given you or the one that you have registered with your Education Provider. You will keep the same StaffLink ID for life - it will not change. It will be re-activated for each of your NSW Health placements.

If you are a current NSW Health employee, volunteer or contractor, you will already have a StaffLink ID which you will continue to use for your student placements. Employees, volunteers and contractors will not receive an email with their StaffLink ID and password creation link because they already have an active StaffLink ID and password.

It is a good idea to keep your StaffLink ID in a safe place so you can find it easily.

No, you will continue to use your existing StaffLink ID.  If you do by accident receive a 2nd StaffLink ID, contact HETI.

If this is your first placement in NSW Health, and you are not also a current employee/volunteer/contractor in NSW Health, you can expect to be given a StaffLink ID and a password creation link via email. If this is your second, third or fourth etc placement or you are a current employee/volunteer/contractor, you should not expect to receive an email with these details as you will already have a StaffLink ID and password.

If you qualify for the email, you need to check the email address that was issued to you by your Education Provider or the one you have registered with your Education Provider.  Also check the junk mail folder.

Reasons why you did not receive the email:

 Your placement is not in a NSW Health facility. Your placement might be at a private hospital, Aged Care residence, GP clinic, Non-Government Organisation or in a hospital in another State/Territory.

 You are a NSW Health employee, volunteer or contractor who already has an active StaffLink ID and password.

 Your placement starts more than 13 days from today.

 Your placement has not yet been set up in the ClinConnect system. (You will need to check with your Education Provider about this.)

If you should have received the email but cannot find it, then you need to do the following:

 Ask your Education Provider to look up your StaffLink ID in ClinConnect. You also may be able to find it in your student system e.g. Sonia/Inplace.

 If you have your StaffLink ID, contact the State-Wide Service Desk on 1300 28 55 33 and ask them to send you a password creation/reset link.

 Log into My Health Learning with your StaffLink ID and password.

 Keep your StaffLink ID in a safe place so you can easily find it for later placements.

You should not expect to receive an email with your StaffLink ID and password reset link for each placement. Most students only receive this email before their first placement.

If you do not remember your StaffLink ID or can't find the original email, do the following:

 Ask your Education Provider to look up your StaffLink ID in ClinConnect. You also may be able to find it in your student system e.g. Sonia/Inplace.

 Go to My Health Learning

 Enter your StaffLink ID and then click the Forgot Your Password link on the password entry page. If you have set up your NSW Health security profile before, you can change your password using your secret questions and answers. If you have not set up your security profile, forgotten the answers to your questions or this just isn't working, you will need to contact the State-Wide Service Desk on 1300 28 55 33 and ask them to send you a password creation/reset link.

Contact your Education Provider.  They can look up ClinConnect to see if you have been issued a StaffLink ID.

Every person in NSW Health (student/employee/contractor/volunteer) should only have one StaffLink ID.  Contact HETI to have your StaffLink IDs merged and the duplicate terminated.

Depending on your Education Provider's curriculum, students within one class or subject can find variety in where and when they are assigned to placements. Some students may be assigned to placements within NSW Health facilities whereas other students may not. Some students may have placements sooner whereas others may have placements later. If this is your first placement in NSW Health, and you are not also a current employee/volunteer/contractor in NSW Health, you can expect to be given a StaffLink ID and a password creation link via email.

If you qualify for the email, you need to check the email address that was issued to you by your Education Provider or the one you have registered with your Education Provider.  Also check the junk mail folder.

Reasons why you did not receive the email:

 Your placement is not in a NSW Health facility. Your placement might be at a private hospital, Aged Care facility, GP clinic, Non-Government Organisation or in a hospital in another State/Territory.

 You are a NSW Health employee, volunteer or contractor who already has an active StaffLink ID and password.

 Your placement starts more than 13 days from today.

 Your placement has not yet been set up in the ClinConnect system. (You will need to check with your Education Provider about this.)

 This is your 2nd, 3rd, 4th etc placement in NSW Health.

If none of the above apply to you and you should have received the email but cannot find it, then you need to do the following:

 Ask your Education Provider to look up your StaffLink ID in ClinConnect. You also may be able to find it in your student system e.g. Sonia/Inplace.

 If you have your StaffLink ID, contact the State-Wide Service Desk on 1300 28 55 33 and ask them to send you a password creation/reset link.

 Log into My Health Learning with your StaffLink ID and password.

 Keep your StaffLink ID in a safe place so you can easily find it for later placements.

My Health Learning and the eLearning modules

You need to make sure that the details you are entering are the ones shown in the email sent to you with your StaffLink ID and password link. For example, if your email includes your first and middle name then you need to enter your first and middle name as your first name in the online form.  If you have no legal first name, then you need to enter a fullstop in the first name field.  Make sure that you are entering your date of birth in the DD/MM/YYYY format.  If your Education Provider has entered your details incorrectly, then you will need to contact HETI.  HETI will require a copy of your student ID card and police check to update your details.

Students receive access to My Health Learning 13 days before each student placement in a NSW Health facility.  If your placement is in a hospital or facility outside of NSW Health or your placement starts more than 13 days away, you will not have access to My Health Learning and will therefore not be able to login.

Here are some things to check and do:

 Is your placement in a NSW Health facility?

 Does your placement start within 13 days or has it already started?

 Launch Google Chrome

 Clear your browsing history

 Go to http://myhealthlearning.health.nsw.gov.au

 Use your StaffLink ID as your login

 Enter your password. If you can't remember your password, you can try changing it via the Forgot Your Password link available on the Password entry page, otherwise contact the State-Wide Service Desk on 1300 28 55 33.

Common error messagesWhat to do
'Sorry, the identification you entered was not recognized. Please try again.'Clear browsing history.
Go to My Health Learning and try logging in again.
If it still doesn't work, contact the State-Wide Service Desk on 1300 28 55 33 and ask for a password reset.
'You are not authorised to login.'Check that you are using the correct login details.
If you believe you should have access to My Health Learning, contact your Education Provider to check your placement has been set up in ClinConnect.
'Account authentication failed'This is a technical issue that should resolve itself overnight. You just need to wait and try again tomorrow morning.
'There was some technical error processing your request. Please try again.'This is a technical issue that should resolve itself overnight. You just need to wait and try again tomorrow morning.
'You have no application account set up. Please enter a valid username and password to link an account or contact the system administrator.'Clear browsing history.
Go to My Health Learning and try logging in again.
'Your account has been locked. Please contact the Administrator.'This is a technical issue that should resolve itself overnight. You just need to wait and try again tomorrow morning.
'Invalid username and/or password.'This is a technical issue that should resolve itself overnight. You just need to wait and try again tomorrow morning.
'Account expired'This is a technical issue that should resolve itself overnight. You just need to wait and try again tomorrow morning.

Troubleshooting issues with logging into My Health Learning.

Best computer and device settings for using My Health Learning.

Reasons why you your StaffLink ID may be inactive:

 You don't have a current placement in a NSW Health facility.

 You are about to go on placement (or you are on placement) but your placement is not in a NSW Health facility. Your placement might be at a private hospital, Aged Care Facility (non NSW Health), GP clinic, Non-Government Organisation or in a hospital in another State/Territory.

 Your placement in NSW Health starts more than 13 days from today or has finished.

 Your placement has not yet been set up in the ClinConnect system. (You will need to check with your Education Provider about this.

What to do: If your StaffLink ID should be active (as determined by the reasons above), contact your Education Provider to discuss where and when your placement will be. If your Education Provider confirms that your placement has been set up correctly in the ClinConnect system, then contact HETI.

Reasons why you your StaffLink ID may be inactive:

 You don't have a current placement in a NSW Health facility.

 You are about to go on placement (or you are on placement) but your placement is not in a NSW Health facility. Your placement might be at a private hospital, Aged Care Facility (non NSW Health), GP clinic, Non-Government Organisation or in a hospital in another State/Territory.

 Your placement in NSW Health starts more than 13 days from today or has finished.

 Your placement has not yet been set up in the ClinConnect system. (You will need to check with your Education Provider about this.

What to do: If your StaffLink ID should be active (as determined by the reasons above), contact your Education Provider to discuss where and when your placement will be. If your Education Provider confirms that your placement has been set up correctly in the ClinConnect system, then contact HETI. Once HETI have organised for the necessary fixes, you can re-contact the State-Wide Service Desk on 1300 28 55 33 to request a password reset.

No, you do not need to repeat them even if you're attending a placement in a different hospital or Local Health District/Specialty Health Network.  However, some modules like Hand Hygiene and Cyber Security do need to be repeated after a certain number of years so it is a good idea to regularly check your My Health Learning account before each placement to make sure your eLearning is up-to-date.

No, you do not need to repeat them.  However, some modules like Hand Hygiene and Cyber Security do need to be repeated after a certain number of years so it is a good idea to regularly check your My Health Learning account before each placement to make sure your eLearning is up-to-date.

Unfortunately you won't be able to access the My Health Learning system and complete the modules. You will need to discuss this with your education provider.

No, you only need to complete the 5 modules that students are required to complete.

This is the same for everyone - you can still complete the Hand Hygiene module even though it has 'expired'.

You need to search for the module in the My Health Learning catalogue.  Once you find it, click Enrol and then Play.

Note: only Nursing, Midwifery, Medicine and Allied Health students have access to an eMR training module in My Health Learning.

Students ONLY have access to the 5 mandatory training modules and Respecting the Difference in My Health Learning (and the eMR training module for Nursing and Midwifery, Medicine and Allied Health students).  Students do not have access to any other modules in My Health Learning and cannot be given access to any other modules.

Students may use the external facing HETI Moodle site to complete these modules.

Students only have access to the 5 mandatory training modules, Respecting the Difference and the eMR training modules (Nursing, Midwifery, Medicine and Allied Health).  You won't be able to find and complete any other modules in My Health Learning.

Unfortunately no.  Accounts are only activated around the time of your placement.

Ideally, you should download and keep copies of your module completion certificates whilst you have access to My Health Learning during the time of your placement.  If you haven't done this, you can email HETI.

This may be because you completed the modules in the HETI Moodle system. Unfortunately HETI Moodle and My Health Learning are two different systems that do not communicate with each other. Contact HETI.

Clinical applications (eMR/CHOC/Titanium/PowerChart/eRic/CBORD etc) and computer access

It depends on the Local Health District/Specialty Health Network (Health Service) that you are attending placement in. Each Health Service has a different process for providing students with access to these applications. Some Health Services require students to complete forms pre-placement, others don't. Unlike access to My Health Learning which is granted automatically pre-placement, access to clinical applications and computers isn't. Your student supervisor will be the best person to contact once you start placement.

Unlike My Health Learning which you can access pre-placement, clinical applications can only be accessed during placement. Clinical application and computer access isn't always set up prior to placement. In some Health Services, students need to complete forms to obtain access. Just because you might have been able to log into an application or the computer last placement, doesn't mean you will be able to login for this placement without reapplying for access.

What to do when you get to placement:

 Try logging into a clinical application using your StaffLink ID and password.

 If that doesn't work, contact the State-Wide Service Desk on 1300 28 55 33 to find out whether you have an active account or not or whether it is a login/password issue.

 If you do not have an active account, you will need to apply for one. This is usually done by completing a form, probably available on the Health Service's intranet or on the NSW Health SARA system. Your student supervisor should be able to help you with this.

 You may need to complete multiple forms for different applications or network access.

Once your placement ends, your access to all NSW Health systems is terminated.  Just because you might have been able to log into an application or the computer last placement, doesn't mean you will be able to login for this placement without reapplying for access.

What to do:

 Try logging into a clinical application using your StaffLink ID and password.

 If that doesn't work, contact the State-Wide Service Desk on 1300 28 55 33 to find out whether you have an active account or not or whether it is a login/password issue.

 If you do not have an active account, you will need to apply for one. This is usually done by completing a form, probably available on the Health Service's intranet or on the NSW Health SARA system. Your student supervisor should be able to help you with this.

 You may need to complete multiple forms for different applications or network access.