The Office of the Vice President for Commonwealth Campuses and academic programs share responsibility for ensuring student/university compliance with the terms of the clinical site as documented in the affiliation agreement.
The academic program shall notify its students of their obligation to comply with all policies and procedures of the clinical/internship site, including criminal background, child abuse, fingerprinting reports; health and immunization records, CPR training requirements; and including those governing the confidentiality of medical records and the use and disclosure of individually identifiable health information under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). For clinical programs that consistently require students to submit health and background information, the requirements should be documented in the Undergraduate Bulletin, program websites, and program handbooks, in addition to being communicated tat recruitment events, orientations and advising appointments.
Prior to beginning any clinical rotation, students must meet clinical site requirements as stipulated in the affiliation agreement. The requirements will be submitted and stored by students in CastleBranch, a university approved third- party background screening vendor that is accredited by the Professional Background Screening Association (PBSA). Students approve the release of the information to the University and to clinical site where they will be placed prior to submission of documentation in CastleBranch.
What University policy applies?
At Penn State, we are committed to safeguarding the privacy and confidentiality of all student information. Our policies are designed to ensure that student records and personal data are protected in accordance with federal and state regulations. The following policies outline the university's approach to maintaining confidentiality and privacy:
- AD11 Confidentiality of Student Records: This policy governs the confidentiality of student records and establishes guidelines for handling and disclosing student information in compliance with legal requirements.
- AD53 Privacy Policy: This policy focuses on the protection of personally identifiable information (PII) and sets forth guidelines for maintaining privacy across various university operations.
- AD95: This policy addresses the university's approach to data governance and the ethical handling of sensitive information.
Together, these policies reflect Penn State's dedication to respecting and protecting the privacy and confidentiality of all students.
Who establishes the clinical requirements that are communicated to students through Castlebranch?
The OVPCC has established individual accounts in CastleBranch for health programs whose students routinely must provide health and background information to a clinical site. The clinical coordinators work directly with CastleBranch annually to set the student requirements and introduce the CastleBranch platform to students.
What if my academic program does not have a CastleBranch account?
OVPCC has established a general account for any campus academic program that might have an occasional student who needs to provide background and health information. Please contact OVPCC at [email protected] for information as needed.
How do campuses request access to student records in CastleBranch?
Access to the documents submitted by students in CastleBranch is limited to OVPCC compliance staff and the respective campus/program clinical coordinator if they agree to accepting access. The OVPCC and program clinical coordinator will confirm that all clinical requirements have been submitted and are completed in CastleBranch prior to the student’s first day in the clinical rotation.
Who is responsible for completing attestations that verify university and/or student compliance?
When specifically directed in the affiliation agreement, only the OVPCC is authorized to sign an attestation confirming that all documents required by the clinical sites have been submitted and completed by the student(s) assigned to that site. All student requirements as stipulated in the affiliation agreement must be completed in CastleBranch before OVPCC will sign an attestation. If there are potential concerns about any of the documents submitted, the OVPCC will consult with a representative of the clinical agency to determine whether the student can complete the clinical rotation in the setting. The OVPCC will also consult individual students as needed.
What is the University’s responsibility if an attestation is not required?
Often the terms of affiliation agreements direct students to submit their health and background information directly to the clinical site. In these cases, the university plays no rule in attesting to compliance and the student will communicate, submit documents and resolve issues directly with the internship/clinical site.
How to request an attestation of student compliance?
- Confirm student compliance (green checks) in CastleBranch and consult with OVPCC on concerns regarding red checked requirements.
- Submit attestation requests to [email protected] at least three weeks prior to the clinical start date.
- All information required in the site-specific form(s). Forms vary by site and may include student name/signature, address, email, photo, external training materials, clinical dates, etc.
- Site contact information (name, email, phone number)
- Students clinical/internship beginning and end dates.