Clearance to Attend Clinical (AKA Practicum)
Clinical agencies require nursing students to meet specific compliance standards before participating in clinical experiences.
The Ascension Via Christi–Wichita State University School of Nursing manages these requirements on behalf of our clinical partners. All required documentation is submitted, reviewed, and approved through Project Concert and SurScan.
Depending on your assigned clinical site, you may also be required to complete additional online forms or eLearning modules.
Students should not attempt to complete requirements independently. Detailed instructions and access to required systems will be provided after admission to the program.
Initial Clearance
Before your first practicum rotation, you must complete and submit all required documentation
to obtain initial clearance.
Ongoing Compliance
After your initial clearance, you are responsible for maintaining all requirements
and ensuring they are up to date before they expire.
Student Responsibility
It is each student’s responsibility to remain in compliance at all times. Students
who are out of compliance (their clinical requirements expire):
-
You will not be allowed to attend clinical and will receive a zero for each day missed. These absences cannot be made up.
- You will receive a clinical practicum performance improvement notice. Students who receive three performance improvement notices will be dismissed from the nursing program.
Important Deadlines & Consequences
- The School of Nursing must verify student clearance each semester in order to place students in clinical rotations.
- Clinical clearance may take up to 8 weeks to complete.
-
Students will have a brief period to order initial requirements and upload all necessary documents—please plan accordingly to ensure timely completion. The period will be open in the first few weeks of class. Exact dates will be communicated via email.
-
Failure to submit required documents on time—including during summer—may result in delayed program progression.
- Missed clinical days may also delay progression or result in dismissal.
- To be cleared, documents must be uploaded and approved. This process can take up to 30 days.
Out-of-Pocket Expenses
Most of the clinical requirement costs will vary based on your health insurance coverage
and which requirements you may still need to complete. Some of the requirements will
be paid directly to SurScan.
Required Fees Paid to SurScan
- Background check - $75.00/background check
- Urine Drug Screen of Abuse - $50.00/test
- HIPAA Training - $21.00
- OSHA/Blood borne Pathogen Training $20.00
Project Concert Fee
All students will be assessed the following fees through their WSU student account:
- Project Concert Fee $122.00 per year
- Project Concert Medical Validation Fee $50.00 one-time fee
Why are you paying these fees?
Project Concert is a student education management system used throughout the nursing program. Students will use Project Concert to complete and manage program requirements, including clinical compliance documentation.
Project Concert serves several important functions:
- Stores and tracks all required clinical compliance documents.
- Reviews and validates health and compliance documentation submitted by students.
- Ensures documentation meets the requirements of clinical partners.
- Approves or denies submitted documentation based on established requirements.
Background Check
Students are required to complete a criminal background check and may be subject to additional screening as required by the clinical partner. These checks are required by our clinical partner agencies and are necessary to ensure a safe environment for patients, staff, and students.
How Background Check Results May Impact Clinical Placement
Clinical agencies set their own standards for student participation. A flag or finding
on a background check—such as a misdemeanor or felony charge, pending case, or certain
infractions—may result in:
- Denial of access to clinical sites
- Restrictions on placement options
- Delays or inability to complete required clinical hours
Because clinical experiences are an essential part of the nursing curriculum, inability to obtain clinical clearance may prevent a student from progressing in or completing the program.
Impact on Licensure in Kansas
Students should be aware that background findings do not only affect clinical placement—they
may also impact eligibility for licensure as a Registered Nurse (RN) in the state
of Kansas.
The Kansas State Board of Nursing (KSBN) reviews applications for licensure and evaluates criminal history. Students are strongly encouraged to review the legal requirements and licensure eligibility criteria set by the Kansas State Board of Nursing's Legal Background Information Webpage.
Important Reminders
- Admission to the nursing program does not guarantee eligibility for clinical placement.
- Graduation from the program does not guarantee eligibility for licensure.
This resource provides the most current information regarding licensure requirements, background checks, and the evaluation process.
FAQs for Clinical Requirements
Estimated Cost: $75.00
Initial Deadline: Before your first clinical
Renewal:
- No ongoing renewal required.
- A background check can be requested at any time during the program.
Requirement Details:
- Social Security Number Verification
- Criminal Search (7 years or up to 5 criminal searches)
- Violent sex offender and predatory registry search
- HHS/OIG exclusion list
- GSA exclusion list
- OFAC SDN list
- Applicable State Exclusion List, if available
Estimated Cost: $50.00
Initial Deadline: Before your first clinical
Renewal: No renewal required
Requirement Details:
- A urine drug of abuse test can be requested at any time during the program.
- You must complete a drug test and have a negative result.
- Clinical sites may require additional drug tests.
- A positive result may prevent clinical participation.
- Drug testing is random.
Estimated Cost: Varies
Initial Deadline: Before your first clinical
Renewal: Annually
- You must complete a physical exam (sexual health is not required).
- A yearly exam is required.
- Use your provider's form or the Nursing Program form.
Estimated Cost: Varies
Initial Deadline: Before your first clinical
Renewal: Annually
You must show proof of ONE of the following:
- Negative 2-step TB skin test
- 2-step TB testing requires four provider visits.
- Step 1: Placement and reading within 48-72 hours.
- Step 2: Repeat within 7-21 days with reading within 48-72 hours.
- Negative blood test (IGRA)
- Negative chest X-ray
If you have a history of a positive TB test:
- Submit documentation of positive test, treatment, and negative chest X-ray.
- Complete annual TB screening.
Estimated Cost: Varies
Initial Deadline: Before your first clinical
Renewal: Expiration
- 2 MMR vaccines, OR
- Positive titers for all three diseases
Estimated Cost: Varies
Initial Deadline: Before your first clinical
Renewal: Expiration
- Tdap booster required within the past 10 years.
- If older than 10 years, a new vaccine is required.
Estimated Cost: Varies
Initial Deadline: Before first clinical
Renewal: Expiration
- Positive titer, OR
- Two vaccine doses at least 28 days apart
Estimated Cost: Varies
Initial Deadline: Before your first clinical
Renewal: Expiration
- Complete the full vaccine series (3 doses).
- The series must be completed before clinical clearance.
Estimated Cost: Varies
Initial Deadline: Before your first clinical
Renewal: Annually between September and March.
- Annual flu shot required.
- No FluMist/nasal spray.
- Dates will be communicated through Shocker email.
Estimated Cost: Varies
Initial Deadline: Before first clinical
Renewal: Annually or expiration
- Maintain active health insurance throughout the program.
- Upload a copy of your insurance card.
- Student insurance options are available through WSU Student Health.
Estimated Cost: Varies
Initial Deadline: Before first clinical
Renewal: Expiration
- Current CPR certification for infant, child, and adult.
- BLS for Healthcare Providers certification required.
- Online-only courses are not accepted.
- WSU CPR Sign up and Dates
Estimated Cost: $20.00
Initial Deadline: Before first clinical
Renewal: Annually
- Complete OSHA training.
- Training is delivered through an online module.
- Complete all modules by the specified deadline.
Estimated Cost: $21.00
Initial Deadline: Before first clinical
Renewal: No renewal
- Complete HIPAA training.
- Training is provided through an online module.
- Covers patient privacy requirements.
Estimated Cost: Varies
Initial Deadline: Before first clinical
Renewal: Varies by facility
- Some facilities require additional forms or documentation.
- Instructions will be sent through Shocker email.
Estimated Cost: No Cost
Initial Deadline: Before your first clinical rotation
Renewal: No renewal
- You must review and sign this form.
- Confirms understanding of infectious disease exposure risks.
Estimated Cost: No Cost
Initial Deadline: Before first day of class
Renewal: Annually in August
- You must review and acknowledge the Nursing Student Handbook.
- You are responsible for complying with all program policies.
- Failure to comply may result in disciplinary action or removal from the program.