SJU Logo School of Nursing and Allied Health
SJU Logo School of Nursing and Allied Health

Required Documentation For On-Site Experiential Learning

Overview

The School of Nursing and Allied Health and our clinical partners require that certain documentation is collected prior to a student participating in on-site experiential learning. The information on this site was compiled to help your transition from strictly classroom learning into the clinical experience.

Important Terms

  • Certiphi:  An outside-party vendor that conducts drug screens and background checks
  • Exxat Approve: The service that provides compliance review. A team of reviewers from Exxat review each document submitted and either approve the documentation or provide feedback regarding corrections.
  • Exxat Prism: Clinical management platform in which students can view their clinical placements; submit clinical paperwork/activities, patient logs, and time sheets; and conduct clinical site evaluations.
  • Drug Screen: A 10-panel drug screen that is ordered through Certiphi. Depending on your program, you may be required to complete more than one.
  • Clearances
    • Child Abuse History Clearance: Pennsylvania Clearance for working with/around children
    • Department of Human Services (DHS) FBI Fingerprint Clearance: Pennsylvania Clearance checking for federal criminal history. How to Complete Fingerprint Clearance
    • PATCH (PA Access To Criminal History): Pennsylvania Clearance checking for state criminal history

Exxat Student Video Tutorials

Student Navigation (5:21)

Completing the Student Profile (9:39)

Submitting Compliance Documents(6:50) 

Instructions for Uploading Clinical Requirements Once Invited to Exxat

  1. You will receive an email from Exxat inviting you to the system.
  2. Login to the Nest 
  3. Under “Quick Links” click “EXXAT”
  4. Login using your SJU credentials.
  5. Once logged in, click “Compliance” in the top right of the Dashboard
  6. Upload the required clearances and documents.
  7. Once you upload your clearances, the clearance  will show as “Pending” until “Approved” or “Not Approved”
  8. Please see the Exxat Student Video Tutorials (listed in the preceding section) for more detailed instructions. 
     

What documentation will need to be submitted to Exxat?

New clinical students enrolling in their first clinical course will need to complete several documents prior to being permitted to attend clinicals. These documents are completed within or submitted to Exxat for review and approval. Below is a list of all potential documents that would be required to be submitted to Exxat. Each requirement has a set of Guidelines for Students that can be found within Exxat.

Depending on the length of your program, some documentation will require renewal. This will be reviewed at your program orientation.

STUDENTS WITHOUT APPROVED CLINICAL REQUIREMENTS CANNOT ATTEND CLINICALS 
(You will not be permitted to attend clinical on-campus or off-site without approved requirements) Please note: These clearances may take 4-6 weeks to complete.

Fall Clinical Start. Compliance Due Date: August 1st.
Spring Clinical Start: Compliance Due Date: December 1st.
 

RequirementInstructions/Documentation RequirementsExamples/Helpful Links
Physical
  • Must be from the last 90 days. Due annually for some programs.
  • Must use the SJU form that is provided. Document must be completely  filled out (program, emergency contact, etc.)
     

Physical Form

* Please use your SJU credentials to view this document

TB Screening

Entry Tuberculin Skin Testing (TB test)

2-step. This process takes approximately 4 weeks. (Requires 4 visits)

  • Test 1 placement date; Test 1 read date (48-72 hrs to have assessed). Test 2 placement date; Test 2 read date (48-72 hours to have site assessed).
  • Test 2 placement date; Test 2 read date (48-72 hours to have site assessed).

OR

Quantiferon Gold OR T-spot blood test. (This process takes approximately 1 week to complete). Must provide a lab report in Exxat of a negative result

Subsequent testing/ Annual testing for some programs

Annual Tuberculin Skin Testing (TB test)

1- step. This process takes approximately 1 week. (Requires 2 Visits)

  • Test 1 placement date; Test 1 read date (48-72 hrs to have assessed).

OR

Quantiferon Gold OR T-spot blood test. Must provide a lab report in Exxat of a negative result. This process takes approximately 1 week to complete.  Must provide a lab report in Exxat of a negative result.

Tuberculosis PPD Screening Form

* Please use your SJU credentials to view this document

Immunizations

Hepatitis B

  • Childhood 3-dose series, adult 2-dose series, or positive titer.
    • Lab results must include name, DOB, date drawn/collected, reference range, and result
  • Note: There is no booster for this vaccine, if you have a negative titer, you will need the repeat series.
     

MMR (Measles, Mumps, Rubella) 

  • 2 dose series or positive titer
    • Lab results must include name, DOB, date drawn/collected, reference range, and result


Varicella

  • 2 dose series or positive titer
    • Lab results must include name, DOB, date drawn/collected, reference range, and result
       

TDap

Last dose within last 10 years
 

COVID-19

Vaccination or exemption

  • Medical exemption: requires letter from provider
  • Religious exemption: requires letter from clergy person
     

Flu

Vaccination or exemption

  • Medical exemption: requires letter from provider
     
 
Drug Screening

A 10-panel drug screen that is ordered through Certiphi. Depending on your program, you may be required to complete more than one.

  • If your results are a negative dilute, the facility will require a second drug screen to be completed.
 
BLS Card
  • Must be American Heart Association Basic Life Support for Providers
    • RQI IS accepted
    • Other vendors NOT accepted

You can find BLS courses on the following sites:

FIT Test
  • This requirement is completed on campus during your first off-site clinical course.
 
DHS FBI Fingerprint Clearance
  • SJU does not cover the cost of this clearance ($24.95).
  • Must be from the last 90 days.
  • Identogo Website to register and schedule your fingerprints: https://www.identogo.com
  • Service Code: 1KG756
     

DHS Fingerprint Results Example

* Please use your SJU credentials to view this document

Pennsylvania Access to Criminal History (PATCH) Clearance
  • This requirement is completed through Exxat via our partner, Certiphi. Instructions will be available in Exxat.
  • Must be from the last 90 days. 
     

PATCH Example

* Please use your SJU credentials to view this document

Pennsylvania Child Abuse History Clearance
  • This requirement is completed through Exxat via our partner, Certiphi. Instructions will be available in Exxat.
  • Instructions will be available in Exxat.
  • Must be from the last 90 days. 
     

Child Abuse History Clearance Example

* Please use your SJU credentials to view this document



 

Please Note: The DHS Fingerprint Clearance, PATCH, and Child Abuse Clearances are THREE different clearances. They are NOT the same clearances and all three MUST be completed.

 

School of Nursing and Allied Health students with Exxat specific questions may contact either:

If you have questions related to your educational track, please reach out to your program director and/or clinical coordinator.