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FAQs

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 Education Providers have access to the NSW Health student placement booking and management system (ClinConnect).  This System will guide them to any available placement opportunities in NSW Health facilities.

Please discuss this with your Education Provider as the usual process is for the Education Provider to source placements on a students behalf. This is because Education Providers have access to the NSW Health student placement booking and management system (ClinConnect).  This System will guide them to any available placement opportunities in NSW Health facilities.

Your first step is to enter into a Student Placement Agreement with one of our Health Services. Please see the information about Student Placement Agreements.

Once a Student Placement Agreement is in place, HETI will provide you with access to the NSW Health Student Placements System, ClinConnect. Through ClinConnect, you will be able to identify placement opportunities within the Health Services you hold Student Placement Agreements with.

Information about the Placements Process.

Yes. At this time, NSW Health is supportive of the continuation of safe, risk assessed student placements in NSW Health facilities and affiliated organisations wherever possible.

Student placements are an essential element of educating and training our future health workforce. It is important that health students can commence and continue their placements to ensure they can meet their registration and accreditation requirements. However, additional considerations may be necessary from time to time as risk profiles change within the health system.  Given the seriousness of the COVID-19 virus, NSW Health may need to make decisions to pause placements for a limited period in certain facilities to manage risk to both students and patients. We will ensure that education providers are notified as early as possible, noting that these decisions may need to be made with immediate effect at times.

For students to attend their placements in NSW Health health facilities, the Clinical Placements in NSW Health Policy still applies.

Patient, staff and student safety, well-being and quality of care is to be prioritised in all situations.

Decisions around the continuation and safety of student placements should continue to be based on risk assessments and consideration of local circumstances. In terms of risk assessment, students should be treated in the same way as existing staff and not unnecessarily excluded.

The COVID-19 screening requirements for NSW Healthcare facilities should be referred to for full details of the necessary screening procedures.

Where NSW Health clinical services are reduced or suspended for safety reasons, weighing up the capacity of clinicians to manage students and the ability for students to achieve learning outcomes may be necessary.

Education Providers are asked to consider how they may assist hospitals to facilitate student placements, particularly if supervision concerns or time of placements are raised.

It may be possible to facilitate students in alternative placement settings. Where appropriate and necessary, the relevant NSW Health service is encouraged to identify any alternative placement arrangements in consultation with Education Provider partners.

The National principles for clinical education during the COVID-19 pandemic support and encourage student placements to continue where this is safe and possible to do so. They set out national principles to guide the decisions of professions, accreditation authorities, education providers and health services about student clinical education during the COVID-19 pandemic response. This includes safety principles to protect patients, students and staff working in health services while supporting the delivery of high quality care to patients during COVID-19.

Compliance and verification

Please visit the Student Compliance section of this website. You can also contact your Education Provider.

Yes. Students attending clinical placements are required to have three doses of a TGA approved or recognised COVID-19 vaccine. Students will be allowed to start placement if they have had two doses of a TGA approved or recognised COVID-19 vaccine AND completed all other vaccination requirements AND submitted a written undertaking to complete the COVID-19 vaccination requirements for dose three within six weeks of the dose 3 due date. Students will not be allowed to continue their placement if they have not had their third dose within 19 weeks after their second dose.

For more information, please see Student Compliance.

Yes you can but first you MUST redact or remove your Individual Health Identifier (IHI number). This means that you must permanently cover or remove the IHI before you send it in for assessment. This is a requirement under Privacy Legislation.

Central Coast Local Health District have developed a YouTube video to assist with removing an IHI.

Contact your Education Provider to find out the process for getting your documents assessed 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 have a lot of student assessments to get through and they normally verify students in the order that the documents were received.  If you haven't heard anything back after a significant period of time (4+ weeks) and you have double checked your email account that you sent the documents from (including junk mail) then you should contact your Education Provider to discuss. Your Education Provider has access to our ClinConnect system so will be able to see whether your compliance status has been entered or not.

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.

Under NSW Health policy, your Health Protection documentation needs to be verified during first year (it is recommended to have 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.

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.

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.

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.

We're happy to update a student's name in our system but students will also need to inform their Education Provider of the change. Students who 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 and send to the HETI-StudentPlacements team.

You should keep 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.

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

The teams verifying documents are extremely busy. Students need to ensure that they send in documents are early as possible and that the documents are completed correctly and all information (e.g. serology) has been included when required. If information is missing or forms have not been completed correctly, the documents will likely be returned to their owners for updating. This could result in compliance delays. If you have questions or concerns, please contact your Education Provider.

Possible reasons for verification issues/delays include:

  • documents are not sent from the student's education provider issued email address (or the one they've registered with their education provider) - this makes it harder for NSW Health to verify identity
  • the email doesn't include the student's education provider card - this is necessary for identification
  • the scanned documents weren't sent in colour
  • documents were not completed correctly - students must read the forms to ensure that all boxes are ticked/not ticked where required
  • the documents weren't sent as a complete set (where required)
  • the documents weren't sent as a PDF - NSW Health can't open documents that are sent from University sharedrives/sharepoint, SONIA/Inplace, drop box or other document storage systems
  • students have submitted the wrong forms or are missing documents
  • the vaccination card doesn't include a GP's signature or stamp for each section (where a vaccination card is required)

The Electronic Transactions Act 2000 (NSW) has been permanently amended to include a remote witnessing pilot scheme (Part 2B of the Act). For NSW Health this means that NSW statutory declarations can continue to be witnessed by audiovisual links such as videoconferencing (eg Skype, WhatsApp, FaceTime, Zoom). The witness must see the signatory sign the document in real time, attest or otherwise confirm the signature was witnessed by signing the document or a copy of the document, and endorse the document by specifying how the document was witnessed and that the document was witnessed in accordance with section 14G of the Electronic Transactions Act 2000 (NSW).

The categories of people authorised to witness NSW statutory declarations continue to include those who may witness Commonwealth statutory declarations until 1 January 2023. For further information on who can witness a statutory declaration, see the Federal Government Guidelines at https://www.ag.gov.au/legal-system/statutory-declarations/whocan-witness-your-statutory-declaration.

These provisions apply to overseas students applying for placement in NSW Health where they are required to provide a NSW statutory declaration regarding any criminal charges or convictions. NSW Health will also apply the above provisions to relevant Commonwealth statutory declarations, in line with current advice from the Federal Attorney-General’s Department such as the Aged Care Declaration.

Yes. While there is a legal requirement in place for Healthcare workers and students that work in a State Government residential aged care facility to have an annual influenza vaccination, Policy PD202_030 Occupational Assessment, Screening and Vaccination against Specified Infectious Diseases mandates that these workers must be vaccinated.

Workers or students working in a State Government residential aged care facility that are unable to receive the influenza vaccine due to a medical contraindication as per the online Australian Immunisation Handbook must provide evidence from their doctor or treating specialist. During the influenza season these workers must wear a surgical/procedural mask while providing patient care or be deployed while the legal requirement is in place.

Workers or students working in a State Government residential aged care facility who refuse annual influenza vaccination must not work in the facility while the legal requirement is in place.

Please follow the information on the NSW Health website.

Follow the information on the NSW Health website. If you have to islolate and cannot attend placement, please inform your Education Provider.

Yes, students attending placement in specific areas (determined by the health service) will be required to be fit tested for a P2/N95 respirator. It is the education provider's responsibility to undertake or ensure student fit testing.

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.

You won't get a new StaffLink ID. You will keep your existing StaffLink ID for all of your placements and work. 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.

If this isn't your first placement or you aren't already a NSW Health employee, contractor or volunteer, this is normal. If you have already been issued a StaffLink ID and set up your password, then you won't receive a new one. You will use the same StaffLink ID for life.

If you do not remember your StaffLink ID or can't find the original email, 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 previously logged into My Health Learning, then you can do the following:

To log into the My Health Learning system and/or to change your password, please follow these steps:

  1. Launch Google Chrome
  2. Clear browsing history
  3. Go to https://myhealthlearning.citc.health.nsw.gov.au (make sure you’re not using a bookmark or favourite as it could be going to a different link)
  4. Enter StaffLink ID
  5. Enter password

If you have never logged into the My Health Learning system (or another NSW Health system) before, then you will need to call the State-Wide Service Desk on 1300 28 55 33 to ask them to send you a password creation link. They will send this to your education provider issued email address, or the one you've registered with your education provider.

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 attending 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 to update your details. 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 you will not be able to login.

Here are some things to check and do:

 Is your placement in a NSW Health facility? If no, you won't have access to My Health Learning.

 Does your placement start within 13 days or has it already started? If no, you won't have access to My Health Learning.

 Launch Google Chrome

 Clear your browsing history

 Go to My Health Learning

 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.

Here are some common error messages to help you:

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 (because you are on a placement or will be starting in 13 days), 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. Please 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. Please 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. Please wait and try again tomorrow morning.
'Invalid username and/or password.'This is a technical issue that should resolve itself overnight. Please wait and try again tomorrow morning.
'Account expired'This is a technical issue that should resolve itself overnight. Please 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 are not currently on a placement in a NSW Health facility or have one starting within 13 days.

 Your placement is in 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 in 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 are not currently on a placement in a NSW Health facility.

 Your placement is in 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.

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 complete the modules now.  Your My Health Learning account access will be reactivated 13 days before your next placement in a NSW Health facility.

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.

This may be because you completed the modules in the HETI Moodle system. Unfortunately HETI Moodle and My Health Learning are different systems and not linked. You can send your certificates to HETI who can enter your completions into My Health Learning.

Students only have access to 8 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.  For security reasons, 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.

If this isn't your first placement in NSW Health, it is highly likely that your My Health Learning account is already active. Students don't always receive emails telling them that it is active. (Usually emails are only received for your first placement.) Please try the following:

To log into the My Health Learning system and/or to change your password, please follow these steps:

  1. Launch Google Chrome
  2. Clear browsing history
  3. Go to https://myhealthlearning.citc.health.nsw.gov.au
  4. Enter StaffLink ID
  5. Enter password

If you can’t remember your password, please repeat steps 3 and 4 and then try resetting it via the Forgot Your Password link available on the password entry page.

If that doesn’t work, you will need to call the State-Wide Service Desk on 1300 28 55 33 and ask them to reset it for you.

If you are not currently on a placement in a NSW Health facility, then this is the message that you will be given and you won't be able to access any NSW Health systems such as My Health Learning.  If you will be starting a placement in 13 days or are currently on a placement (in NSW Health), then please contact HETI. Please note: we can't access My Health Learning accounts for students not on placement.

Students have not been permitted to have access to that module. Please contact your Education Provider.

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, it 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.