Background Checks, Drug Screens, and Health Records
Clinical Program/Practicum Students
Welcome to Mercy College of Ohio! Please bookmark this page as it contains important information for students and is updated when new information is available.
Once you have been officially accepted into the clinical program (or a practicum with health records and background check requirements):
- Review the information regarding prerequisites which must be completed prior to participation in the clinical/practicum.
- Begin collecting your medical records to determine what must be completed (review the Basic Requirements Information below).
- Schedule an appointment with your physician if you have not had a recent physical. Physical exams older than 6 months will be rejected by CastleBranch, but if given within the past 12 months, please contact firstname.lastname@example.org to see if it is admissible. Documentation does not have to be on our form if a physical has already been completed within the acceptable timeframe.
You will create an account with CastleBranch to store your documentation, and their reviewers will ensure that the information you have provided meets your program's requirements.
Students who return/are readmitted to a clinical program after an absence follow Policy 530 Criminal Background Check and Drug Screen to determine what steps must be taken to ensure compliance prior to clinical placement. Please refer to Students Returning to Clinicals under the FAQs and Tips section below.
Do not schedule fingerprinting/background check or drug screening until after your CastleBranch account has been created. You must use the fingerprinting and drug screen forms and instructions in your CastleBranch account. We cannot accept results from other parties.
When you are ready to order your Castlebranch account
- Print the Student Checklist to help you stay on track.
- Open the Program Codes and Deadlines for the appropriate Academic Year to locate the applicable program code and deadline and write it on your checklist. Day and Evening Nursing programs offered in Toledo and Youngstown have different package codes, so make sure you select the correct package code for the program and semester you are starting.
- Make sure you know your EMPOWER number or Student ID number.
- Have a credit card/payment method to pay for your CastleBranch account (payment includes associated fees for fingerprinting/background check and/or drug screen, if they are part of your package).
- Go to the ordering portal to proceed
There are four components of your CastleBranch account - all must remain compliant while you are in the clinical program/practicum to maintain eligibility for clinical participation. Additional details are found under the Basic Requirements Information:
- Health records
- Drug test
- Background check
Documentation for health records includes various vaccination requirements. Students unable to receive vaccinations due to permanent or temporary circumstances should refer to Students Unable to Receive Vaccines under the FAQs and Tips section below. Requests for extensions or waivers are not automatic, must include physician documentation, and should be requested a minimum of two weeks prior to the due date to allow time for processing.
In most circumstances, criminal background checks and drug screens are only performed after a student has been accepted into a health program (or is ready to begin the clinical/practicum/field experience portion of their program). However, some agencies require current fingerprinting and drug test results from students prior to clinical placement at that site.
If updated results are required, students will be notified by a program administrator that an updated fingerprint/drug test package must be ordered. These special package codes are designated with “fpdt” - for instance, MW05fpdt is the fingerprint/drug test package code for the Youngstown ASN Evening and Weekend program.
Attention Youngstown Students
If fingerprints are scanned at a Fast Fingerprints mobile unit during orientation and the CastleBranch account is not created within 24-48 hours, you must contact CastleBranch to ask whether the results have already been received (if results are returned before an order is placed there is nowhere to upload the results).
If you have questions, please contact email@example.com and include your full name and the program in which you are enrolled.
Document .pdfStudent Checklist
Complete this checklist of general requirements for all clinical studentsDownload
Document .pdfCastleBranch Codes and Program Deadlines (Fall 2018 - Summer 2019)
A list of programs and their corresponding codes and deadlines in CastleBranchDownload
Document .pdfHealth Requirements Overview by Program
Clinical health records and requirements for students per programDownload
Basic Requirements Information
Document .pdfBackground Check and Fingerprinting
Requirements for fingerprinting and background checks for clinical studentsDownload
Document .pdfDrug Screen Requirement
Information on completing the drug screen requirements for clinicals.Download
Document .pdfHealthcare Provider BLS
Health records requirements per the American Heart Association for healthcare provider Basic Life Support (BLS)Download
Document .pdfHepatitis B
Documentation information for Hepatitis B health records requirementsDownload
Documentation information for proof of influenza vaccinationDownload
Health records documentation information for MMR (Measles/Mumps/Rubella) vaccinationDownload
Document .pdfTDAP (Tetanus, Diphtheria and Pertussis)
Documentation information for TDAP (Tetanus, Diphtheria and Pertussis) vaccination requirementsDownload
Document .pdfTuberculosis (TB)
Documentation information for tuberculosis vaccination requirementsDownload
Documentation information for varicella (chickenpox) vaccination requirementsDownload
Additional Program Specific Requirements
Document .pdfHeartsaver Certification - Community Health Worker Students Only
Health records requirements for Community Health Worker studentsDownload
Document .pdfProfessional Licensure - Medical Imaging Students Only
Health records requirements and professional licensure verification for Medical Imaging studentsDownload
Document .pdfState RAD Licensure - Medical Imaging Students Only
Health records requirements for current state radiologic licensure for medical imaging studentsDownload
Document .pdfState RN Licensure - Master of Science in Nursing Students Only
Health records requirements for current state RN licensure, relative to the Master of Science in Nursing programDownload
Document .pdfHealth Survey
Health survey to be completed by current studentsDownload
Document .pdfPhysical Examination
This physical examination form must be filled out by Physician or Primary Care Practitioner (PCP)Download
Document .pdfTuberculosis (TB) Symptoms Review
This document is a TB checklist only for use with Chest X-ray reportDownload
Document .pdfTuberculosis (TB) 2-step and TB Renewal
Complete this form for two-step and one-step TB vaccination renewalDownload
Document .pdfStudent Acknowledgement
The health programs at Mercy College of Ohio require you to complete 530-B Student Acknowledgment.Download
Document .pdfStudent Consent
Complete this form to consent to the release of criminal background check and drug screen results relevant to the program requirementsDownload
Document .pdfStudent Disclosure
Students of the Mercy College of Ohio health programs are required to disclose any convictions, charges, and/or probation/diversion.Download
FAQs and Tips
Document .pdfAutomatic Bars for Obtaining Nursing License Ohio Board of Nursing (PDF)
A list of automatic bars for obtaining a nursing license in Ohio, relative to criminal backgroundDownload
Document .pdfCastleBranch FAQs for Students
Questions and answers for CastleBranch studentsDownload
Document .pdfCastleBranch Package Prices
A list of pricing for CastleBranch services, including fingerprinting, drug screens, and background checksDownload
Document .pdfPrinting the CastleBranch To-Do List (TDL) Summary
Step-by-step instructions for printing a To-Do list on CastleBranchDownload
Document .pdfStudents Returning to Clinicals
Expectations, requirements, and instructions for students returning to clinicalsDownload
Document .pdfStudents Unable to Receive Vaccines
Students who are unable to receive vaccines due to temporary or permanent reasons must follow these instructions.Download
Document .pdfStudents Without a Local Physician
Tips for vaccinations for students without a local physicianDownload
Document .pdfUploading Documents to CastleBranch
Instructions on how to upload documents to CastleBranchDownload
Document .pdfUploading TDL Summary to Canvas for Clinical Verification
Instructions on how to upload To-Do List (TDL) Summary to Canvas for clinical verificationDownload
Document .pdfInstructions for Scanning Items - Mercy College Toledo
Directions for scanning, specific to Toledo Campus library usersDownload
Document .pdfInstructions for Scanning to USB from MFD - Mercy College Toledo
Toledo campus document with photos and instructions for how to scan to a USBDownload