Clinical Compliance for the PhD in Nursing Program

PhD Student Clinical Compliance Requirements

You are required to submit your clinical compliance documents electronically through the appropriate platform by the appropriate deadlines. Effective Spring 2023, PhD student clinical compliance is no longer tied to enrollment in NURS 735. Non-GRA/GTA PhD students’ need for clinical compliance is determined by their major professor/dissertation chair and Assistant Director for the PhD program on a case-by-case basis prior to the Qualifying Exam. Students needing clinical compliance must demonstrate compliance prior to entering DOCT 600 and maintain compliance until graduation. It is the student’s responsibility to maintain clinical compliance. PhD students who are also School of Nursing faculty members satisfy this requirement through the faculty compliance process and do not need to provide separate proof of compliance. 

The links at the bottom of this page provide detailed instructions and access to upload the required documents.

1. CPR Certification:
   Must complete CPR training through the American Heart Association or American Red Cross: BLS for Healthcare Providers.
   Requirement fulfilled by submitting a copy of the CPR card.
2. Student Consent and Release Form Available on the School of Nursing webpage: http://louisville.edu/nursing/academics/files/clinical-compliance-form Requirement fulfilled by submitting a copy.
3. Immunization Compliance:  This must be completed at the Campus Health Services office. Check with the immunization specialist at 502-852-2708 to confirm you are in compliance. For list of required immunizations go to:    http://louisville.edu/campushealth/information/immunizations/health-professional-students/health-professional-students-immunizations
   Requirement fulfilled through notification from Campus Health Services to the School of Nursing.  No document submission required by student.
4. Proof of Registered Nursing Licensure Requirement fulfilled by submitting a verification from the KBN registry or state/country where you are licensed.
5. Professional Liability Insurance Effective date of policy should be the first day of semester.  Student coverage with limits of $1,000,000 to $3,000,000 should be purchased. This requirement will be determined on a case-by-case basis by the PhD Program Director.  Determination of insurance needs will be based upon the research site(s) and research topic.
6. HIPAA Training Courses: Registering for HIPAA courses offered via the CITI platform (www.citiprogram.org) Requirement fulfilled by submitting a copy of the Completion Page.
   Registering on CITI for the first time:

• Go to CITI website: www.citiprogram.org
• From the home screen, click on Register under “Create an Account.”
• Select Your Institution or Organization:  Under Participating Institutions: select University of Louisville. Continue to Step 2.
• Personal Information: Enter your first and last name, as recorded with the university.  Under email use your U of L email (userid@louisville.edu) as the email address.  You can add another preferred address to the Secondary email address field, if you like.  If you do not use your primary U of L email address (not your PEA) in the first email field, your training results could be delayed in posting to iRIS.   Please note: the email addresses entered here are the ones that any future password requests will be sent to; you are encouraged to use addresses that are stable and make sure to enter them without any typos.  Continue to Step 3
• Create Your Username and Password:  Follow the instructions on the page regarding size and criteria. The username and password can be anything of your choosing that is accepted by the system. Continue to Step 4
• Gender, Ethnicity and Race:  Enter your answers to the questions on the screen.  While you are required to answer the questions, there is an option of no disclosure, if you prefer.  Continue to Step 5.
• Are you interested in the option of receiving Continuing Education Unit (CEU) credit for completed CITI Program courses?: You can sign up for these if you choose.  Please note: any fees associated with CME/CEU credits are paid by the individual, not the institution.  Can CITI Program contact you at a later date regarding participation in research surveys? Answer yes or no based upon personal preference.  Continue to Step 6
• Information requested by U of L:  Complete the demographic information. Fields that are marked by an asterisk are required by the system. If you have a University of Louisville ID (Employee or Student), please enter it in the Employee Number field. Continue to Step 7.
• Select Curriculum: The next set of screens will guide you through selecting the correct course.
  (You are to do the Information Privacy and Security (IPS) curriculum—Course Learner Group HIPAA Privacy-Students and Instructors   Stage 1- Basic Course.)
• Direct Selection: Click all of the checkboxes appropriate to your activities at U of L. (skip to item 6)
• Guided Registration: This path is designed to describe the activities you might participate in at U of L.  At each screen, answer the questions related to your role(s) and click NEXT.  Based upon your answers, the appropriate courses will be assigned.
• When you finish with the group assignment, you will be directed back to the main menu and the needed courses will be available for you to complete.
• Click on the course name to begin the training.  Modules are presented in a linear fashion.  Proceed through the modules listed on the gradebook. After agreeing to the assurance statement; Click on the name of the Module to start each module.
• Upon completion of all required modules and achieving 80% overall correct, a link will appear on the Grade Book page with your Completion Report. Print this report for your records. The Research Integrity Program will be automatically notified of your successful completion and the data will be transferred to the master database for access by the University reporting software.  Data updates are loaded each morning.  If you need help, please call 502-852-2454.

7. Bloodborne Pathogen Compliance:
   Course offered online by the university on the Department of Environmental Health and Safety DEHS website.  Provides a Certificate of Completion.  Requirement fulfilled by submitting a copy of the Completion Page.Required Yearly.
   Instructions for the on-line training:

Go to www.louisville.edu/dehs/training  This will take you to a log in page; use your U of L username and password to log in.

• Click on BioRaft.
• Under "on-line training courses" click on Bloodborne Pathogens.
• This will take you to a log in page; use your U of L username and password to log on.
• After you are logged in, click “Launch.”
• Review modules.
• Take quiz (if you miss any, it will take you back to those questions until you receive 100%).
• To get the certificate, you can go to www.louisville.bioraft.com, log in with your U of L username and password, go to “My Training”.  This will list all of the training you have taken that is provided by DEHS.  You can print a certificate from there.
  If you have problems contact DEHS at 502-852-6670.

8. Drug Screening:
   Please go to the following website for instructions on how to register for the test: https://portal.castlebranch.com/IP65. Use the same account that you used when you established your background check.  If you don’t know your account information, contact the CBC Customer Service Department at (888) 666-7788 ext. 7194.  Your package code for the Graduate Drug Test is VG77dt. Drug test required within six (6) months prior to the start of clinicals.
   Requirement fulfilled upon the SON receipt of test results from the Castlebranch company. All results will be kept confidential.
   Please keep your login and password in case it is needed for future use.  Students will be required to pay for the testing.
9. You will receive the results of your drug screen.  However, if you are unable to provide evidence of a negative drug screen, you will not be allowed to attend clinical and thus must withdraw from all clinical courses.  Please note that Kentucky Revised Statute (KRS) 314.031 has mandatory reporting requirements for licensed nurses that the SON must follow.

10. COVID Verification
    One of the following is required:

    • Proof of COVID-19 vaccination(s) documented on the CDC card. NOTE: The CDC COVID-19 Vaccination Record is the only acceptable vaccine documentation. Vaccine documentation must include the vaccine manufacturer. Provide COVID vaccine card (submit even if you have only received 1st of a 2-dose series, must re-submit updated card upon 2nd vaccination), 
      OR
    • An Exemption note approved by UofL Campus Health. Exemption Form available on Campus Health webpage.  Instructions for uploading the COVID immunization record (outside KY only) or Request for Exemption form to Campus Health are listed below.

    All students must also submit appropriate COVID vaccine documentation to the School of Nursing (see link below based upon enrollment.)

    Directions for submitting out-of-state COVID vaccine or exemption form to Campus Health:

    • Proceed to Campus Health patient portal:  https://louisvilleportal.pointnclick.com
    • Log into the site using ULINK@louisville.edu and ULINK password.
    • Confirmation page will open, enter your date of birth.
    • Patient portal will open.
    • Click on Immunization Upload at the bottom of the menu.
    • Click on Add Immunization Record button to upload vaccine records from outside Kentucky (if vaccinated in KY, you do not need to submit.) OR Click on Downloadable Form on the left side of the page.
    • Download COVID Vaccine Religious Exemption Form OR Medical Exemption Form.
    • Complete your exemption form.
    • On the Immunization Upload page, click the Add Immunization Form to upload your exemption form.
    • Once finished uploading your form, click SAVE.

Directions for submitting COVID vaccine documentation and clinical compliance documents to School of Nursing:
SUBMISSION OF CLINICAL COMPLIANCE

Upload your proof of compliance documents using the PhD Clinical Compliance upload form.