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 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
access Castle Branch ordering portal

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
  • Fingerprinting
  • 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 and include your full name and the program in which you are enrolled.

Related Resources

  • Document .pdfStudent Checklist

    Complete this checklist of general requirements for all clinical students

  • Document .pdfCastleBranch Codes and Program Deadlines (Fall 2018 - Summer 2019)

    A list of programs and their corresponding codes and deadlines in CastleBranch

  • Document .pdfHealth Requirements Overview by Program

    Clinical health records and requirements for students per program


Basic Requirements Information

  • Document .pdfBackground Check and Fingerprinting

    Requirements for fingerprinting and background checks for clinical students

  • Document .pdfDrug Screen Requirement

    Information on completing the drug screen requirements for clinicals.

  • Document .pdfHealthcare Provider BLS

    Health records requirements per the American Heart Association for healthcare provider Basic Life Support (BLS)

  • Document .pdfHepatitis B

    Documentation information for Hepatitis B health records requirements

  • Document .pdfInfluenza

    Documentation information for proof of influenza vaccination

  • Document .pdfMMR

    Health records documentation information for MMR (Measles/Mumps/Rubella) vaccination

  • Document .pdfTDAP (Tetanus, Diphtheria and Pertussis)

    Documentation information for TDAP (Tetanus, Diphtheria and Pertussis) vaccination requirements

  • Document .pdfTuberculosis (TB)

    Documentation information for tuberculosis vaccination requirements

  • Document .pdfVaricella

    Documentation information for varicella (chickenpox) vaccination requirements


Additional Program Specific Requirements

  • Document .pdfHeartsaver Certification - Community Health Worker Students Only

    Health records requirements for Community Health Worker students

  • Document .pdfProfessional Licensure - Medical Imaging Students Only

    Health records requirements and professional licensure verification for Medical Imaging students

  • Document .pdfState RAD Licensure - Medical Imaging Students Only

    Health records requirements for current state radiologic licensure for medical imaging students

  • 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 program



  • Document .pdfHealth Survey

    Health survey to be completed by current students

  • Document .pdfPhysical Examination

    This physical examination form must be filled out by Physician or Primary Care Practitioner (PCP)

  • Document .pdfTuberculosis (TB) Symptoms Review

    This document is a TB checklist only for use with Chest X-ray report

  • Document .pdfTuberculosis (TB) 2-step and TB Renewal

    Complete this form for two-step and one-step TB vaccination renewal

  • Document .pdfStudent Acknowledgement

    The health programs at Mercy College of Ohio require you to complete 530-B Student Acknowledgment.

  • Document .pdfStudent Consent

    Complete this form to consent to the release of criminal background check and drug screen results relevant to the program requirements

  • Document .pdfStudent Disclosure

    Students of the Mercy College of Ohio health programs are required to disclose any convictions, charges, and/or probation/diversion.


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 background

  • Document .pdfCastleBranch FAQs for Students

    Questions and answers for CastleBranch students

  • Document .pdfCastleBranch Package Prices

    A list of pricing for CastleBranch services, including fingerprinting, drug screens, and background checks

  • Document .pdfPrinting the CastleBranch To-Do List (TDL) Summary

    Step-by-step instructions for printing a To-Do list on CastleBranch

  • Document .pdfStudents Returning to Clinicals

    Expectations, requirements, and instructions for students returning to clinicals

  • Document .pdfStudents Unable to Receive Vaccines

    Students who are unable to receive vaccines due to temporary or permanent reasons must follow these instructions.

  • Document .pdfStudents Without a Local Physician

    Tips for vaccinations for students without a local physician

  • Document .pdfUploading Documents to CastleBranch

    Instructions on how to upload documents to CastleBranch

  • Document .pdfUploading TDL Summary to Canvas for Clinical Verification

    Instructions on how to upload To-Do List (TDL) Summary to Canvas for clinical verification

  • Document .pdfInstructions for Scanning Items - Mercy College Toledo

    Directions for scanning, specific to Toledo Campus library users

  • Document .pdfInstructions for Scanning to USB from MFD - Mercy College Toledo

    Toledo campus document with photos and instructions for how to scan to a USB