Frequently Asked Questions

What happens if I don't submit my documents?

If you don't submit your documents within the first 12 months of commencing with Western:

• you will not be ‘assessed’ and cannot attend any NSW Health placements at any time in your program
• you may not meet your accreditation requirements
• you may not meet your School placement deadlines
• your program progression may be affected

In addition, your School might set dates to become ‘Assessed’, 'Temporary Compliant' or 'Compliant', to be eligible for placement, pass specific subjects, or enrol in future subjects. Check the information provided by your School.

If you have extenuating circumstances that prevent you from submitting your evidence by the required date, you must notify Western at the earliest possible time outlining the reasons why you cannot comply.

Do I have to collect all of the documents you've listed?

Yes. Start collecting early – as soon as you enrol!

You don't need to obtain additional vaccinations before you are ‘assessed’. NSW Health will advise if you require any specific vaccinations or proof of immunisation.

What if my evidence isn't on a Medicare or vaccination card?

Collect what evidence you can find. Visit with a General Practitioner (GP), and take your Medicare card or IHI number, and evidence, and request the GP upload all your vaccination information into the Medicare app so you can download an Immunisation History Statement (AIR).

What happens after I have submitted my compliance documents for assessment?

Your documents are triaged by the Student Compliance team. You will be notified by email that either your evidence has been sent to NSW Health for assessment, or further evidence is required from you.

NSW Health may take up to 20 business days to assess your evidence. NSW Health’s outcome of their assessment will be forwarded to your student email account. You will receive one of the following outcomes:

• Compliant (eligible to attend placement) may require updating later
• Not Compliant (ineligible for clinical placement) clear instructions on steps required to become compliant will be included
• Temporary Compliant (1st year students only for up to a six (6) month period, with a nonextendable expiry date and clear instructions provided on how to become compliant)

Does my compliance expire?

Yes. Check the dates on all documents submitted, for example, your NPC may not be more than 5 years old. If your documents fall out of the date, you will automatically become ‘not compliant’ and no longer eligible for placement. Your flu shot is required after 1 March every year to stay compliant during flu season.

Do I need to get a yearly flu vaccination to be compliant?

Yes. NSW Health policy states all students attending clinical placements during the influenza season (1 June – 30 September) must have a current influenza vaccination administered on or after 1 March and recorded by the second Sunday in May each year. If you do not provide evidence of a current influenza vaccination by June 1 each year, you may become non-compliant, despite previously holding a compliant status.

Because receiving an influenza vaccination is an annual requirement, evidence of renewals is managed by your School. You must submit your flu vaccination evidence and supporting documents directly to your School via MyWestern, using the ‘Annual flu and/or COVID-19 vaccination evidence submission’ process.

How do I check my student compliance status in InPlace?

The University uses a software system called InPlace to mange Student Compliance and placements. This short guide outlines how to login to InPlace and check your compliance status.

What is an Individual Healthcare Identifier (IHI) and how do I apply for it?

An Individual Healthcare Identifier (IHI) is a unique 16-digit number that identifies Australian residents who do not have a Medicare number for healthcare purposes. International students need an IHI if they need to provide an Immunisation History Statement (AIR) for NSW Health Student Compliance, and receiving one will help you manage your vaccination evidence.

To learn more or to apply for an IHI, go: How to get an Individual Healthcare Identifier - Individual Healthcare Identifiers - Services Australia

On certain forms you will be asked to remove your IHI before submitting the form to the compliance team. The video below explains how you can do this.

Video guide for redacting/removing your IHI

My student ID doesn't match my other documents. Is that okay?

No. Your name must match across all your records/evidence. Remember – Your NPC must state your FULL legal name (including middle names). Make sure you include all names you are known by on your police check.

If your name is incorrect on your SID card, you will need to change your enrolled name with Western. Refer to Changing your personal details.

What will happen if I have a Disclosable Court Outcome on my National Police Check?

Disclosable court outcomes can impact your eligibility for placement at NSW Health facilities, therefore there are a few extra steps you must take to complete your compliance process. These include discussing the issue with your School, receiving Health Protection Clearance and submitting an Application for Authority.

The Compliance Team will contact you if your submission contains an NPC with a Disclosable Court Outcome to explain the process to you.

I previously studied at another university of TAFE. Can my old records be transferred to Western?

If you studied at another University or TAFE in NSW, you are required to be reassessed as a Western student. On the upside, you should already have all your documents ready to scan and upload.

Western Special Requirements

University Special Requirements are a requirement of the University that must be met in order to enrol in certain programs of study or subjects. The Handbook lists the Special Requirements for each program or subject within that program.

For example, some programs of study require students to provide a copy of their NPC to Student Services Hub. This is separate to NSW Health Student Compliance requirements, and you will need to provide your NPC to both NSW Health (via your compliance document upload) AND to Student Services Hub (via the Special Requirements form).

Visit the Special Requirements webpage for more information about Special Requirements.