Clinical Student Compliance
The Clinical Student Compliance team, within the Experiential Learning Office (ELO) department, supports clinical onboarding and eligible out-of-area student housing for designated academic programs at Macon & Joan Brock Virginia Health Sciences at Old Dominion University. The team collaborates with academic programs, students, faculty, and clinical partners to facilitate compliance with university and clinical-site requirements before clinical experiences begin.
Programs We Service
Clinical Student Compliance services vary by program. The programs below receive onboarding coordination, housing support, or both, as applicable.
School of Medicine
- Doctor of Medicine (MD) — clinical clerkships and electives
- Visiting medical students
School of Health Professions and Other Supported Programs
- Counseling and Art Therapy (MS)
- Pathologists’ Assistant (MSHPA)
- Surgical Assisting (MSA)
- Occupational Therapy (OTD)
- Physician Assistant (MPA)*
- Visiting health professions students
Ellmer School of Nursing
Undergraduate Programs
- Bachelor of Science in Nursing (BSN)
Master’s Programs
- Family Nurse Practitioner (FNP)
- Pediatric Nurse Practitioner (PNP)
- Neonatal Nurse Practitioner (NNP)
- Psychiatric-Mental Health Nurse Practitioner (PMHNP)
- Clinical Nurse Specialist (CNS)
Doctoral Programs
- Doctor of Nursing Practice (DNP) — Advanced Practice
- Doctor of Nursing Practice (DNP) — Nurse Executive
- Nurse Anesthesia (CRNA)*
* Housing services only. Clinical Student Compliance does not coordinate onboarding for the marked programs.
Clinical Student Onboarding
Students participating in clinical rotations must complete onboarding requirements before starting at a site. Each health system sets its own submission deadlines, which ELO abides by. Most clinical sites require documentation approximately 4–12 weeks before the rotation; some government facilities may require as much as six months of advance processing. Students should begin promptly when instructions are issued rather than waiting for the rotation start date.
Clinical Student Compliance Coordinators facilitate annual/core compliance monitoring, site-specific onboarding, review of submitted documents, follow-up on missing or expiring requirements, and coordination with academic programs and clinical affiliates. Requirements may be renewed during the academic year. Students and applicable clinical faculty must monitor communications, complete assigned training and forms, attend required appointments, and provide documentation by the communicated deadlines. A completed university requirement does not necessarily satisfy an individual clinical affiliate’s requirements.
Training Modules
- HIPAA
- Bloodborne Pathogen
- Title IX
- Ethics Training
Health Screenings
- Flu Vaccine (for the current flu season)
- Covid -19 Vaccination
- TB Test (QuantiFERON-TB Gold Plus within the past year)
- MMR
- TDAP
- Hepatitis B
- Varicella
Identity Screenings
- Criminal background checks
- Urine drug screenings
- University student ID
- Government-issued ID
- CV
Skill Certifications
- Basic Life Support (BLS) Certification
- Advanced Cardia Life Support (ACLS) Certification
- Respiratory Fit Training & Mask Sizing
Site-specific documentation
- Clinical applications
- Fingerprinting
- Attestations
- Confidentiality agreements or acknowledgments
These are examples, not a universal checklist. The exact items, acceptable proof, expiration periods, and submission procedures depend on the academic program and assigned clinical facility. Students should follow the instructions issued by their coordinator or clinical site.
Clinical Student Compliance coordinates onboarding requirements for designated programs within the School of Medicine, School of Nursing, and Health Professions on behalf of the students. Our team works closely with students, academic programs, and affiliated clinical sites to ensure required documentation, training, screenings, and other onboarding activities are completed before students begin their clinical experiences.
Students receive instructions and deadlines specific to their academic program and assigned clinical site through the Experiential Learning Framework (ELF). Requirements may include annual compliance activities, immunization documentation, background checks, drug screenings, facility-specific training, electronic medical record (EMR) access, identification badges, and other site-specific requirements.
Clinical affiliates may also communicate directly with students regarding additional forms, training, appointments, or access requirements. Students are responsible for monitoring their university email, responding promptly to requests, and completing all requirements by the established deadlines. Students should contact the Clinical Student Compliance team if they need assistance or clarification.
Certain compliance requirements, including influenza vaccinations, tuberculosis screenings, certifications, and site-specific authorizations, may require periodic renewal. Students are responsible for maintaining current documentation throughout their clinical education and completing any necessary renewals before expiration.
Students are encouraged to schedule health appointments and required screenings well in advance, as results, vaccinations, and follow-up testing may take additional time. The Clinical Student Compliance team does not have direct access to student health records. Students must submit updated documentation through the designated onboarding process.
Criminal background checks and drug screenings are required as part of the clinical onboarding process. Requirements vary by academic program and clinical affiliate, including the type of screening and testing panel.
Students must follow the instructions and approved ordering procedures provided by the Clinical Student Compliance team. Previously completed screenings may not satisfy the requirements of every clinical site, and additional or updated screenings may be necessary before beginning a rotation.
Students should not independently order background checks or drug screenings, as results obtained outside the approved process will not be accepted.
Frequently Asked Questions
Complete requirements as soon as assigned. Many sites have deadlines 4–12 weeks before the rotation, and some government facilities require up to six months. The deadline is generally the date by which required materials must reach the facility, not the student’s first day on site. Allow time for appointments, screening results, reviews, and corrections.
Missing a deadline may delay or cancel a clinical placement, affect academic progression or graduation timing, and lead to action under the applicable program’s professionalism or compliance policies.
For MD students, the School of Medicine Student Compliance & Onboarding Policy (MEC-approved September 9, 2026) provides for consequences that may include professionalism action, referral to the Student Review and Advisory Committee, and other measures as applicable. Students should promptly respond to all onboarding emails.
Background checks and urine drug screens are required for clinical rotations. The onboarding team provides the authorized ordering link and instructions.
Some annual/core documents can be reused if current and accepted, but each site may require its own applications, modules, badge or EMR access, fingerprinting, immunization verification, or additional testing. A clearance at one hospital does not automatically clear a student at another.
No. Students must satisfy applicable onboarding and clearance requirements and receive appropriate authorization before beginning clinical activities.
Students requesting a medical or religious exemption should contact the office that serves their program:
- Legacy-EVMS School of Medicine and School of Health Professions students: Contact the VHS Student Health Clinic at vhs-studenthealthclinic@odu.edu for instructions on submitting the necessary documentation for exemption review and approval.
- School of Nursing students: For a medical immunization exemption, obtain documentation from your primary care provider (PCP). ODU Student Health does not handle immunization exemptions for Nursing students. Students requesting a religious exemption should submit a written letter to the onboarding team for their file explaining their request.
Students requesting disability-related academic or clinical accommodation should contact the office that serves their program:
- Legacy-EVMS School of Medicine and School of Health Professions students: Contact Student Disability Services at VHS-StudentDisability@odu.edu and submit the SDS Accommodation Form and supporting documentation.
- School of Nursing students: Follow the Office of Educational Accessibility (OEA) registration and accommodation request process.
Once approved, students should provide their accommodation or exemption approval to the applicable onboarding team so it can be included in their file. Clinical sites may have additional requirements; university approval does not automatically establish clinical-site acceptance.
For MD and Health Professions onboarding, email VHS-StudentOnboarding@odu.edu. For School of Nursing onboarding, email NursingStudentOnboarding@odu.edu. Please allow two business days for a response or less.
Out-of-Area Clinical Rotation Student Housing
Macon & Joan Brock Virginia Health Sciences at Old Dominion University maintains partnerships with healthcare facilities across the country that provide clinical educational experiences. For students enrolled in programs participating in the Off-Site Education Fee, the Experiential Learning Office (ELO) department coordinates housing when the academic program assigns an eligible student to a required out-of-area clinical rotation. Housing for elective rotations are not facilitated by the university.
The Housing Supervisor evaluates available accommodations for proximity and accessibility to the clinical site, coordinates reservations and housing assignments, and communicates housing information to students. Housing availability is limited by participating programs’ housing-fee funding and approved rotation needs. Assignments are generally coordinated 6 to 12 weeks before the rotation start date, subject to placement confirmation and availability.
Housing is coordinated for eligible VHS-sponsored rotations in participating programs, including Physician Assistant, Pathologists’ Assistant, Surgical Assisting, and Nurse Anesthesia (CRNA). Housing requests are submitted by the academic program, not directly by students, to confirm eligibility and rotation needs. Arrangements may include furnished leased residences or hotels, including extended hotel stays when appropriate.
Housing locations and property arrangements are subject to change based on clinical placements, availability, and program needs. The following locations reflect current arrangements:
Hotels
- Virginia: Charlottesville, Mechanicsville, Farmville, Roanoke, Woodbridge, Williamsburg
- North Carolina: Wilson/Smithfield
- South Carolina: Charleston
- Arizona: Phoenix
- Florida: Gainesville, Tampa
- Ohio: Columbus
- Texas: Dallas, Houston
Long-Term Leases
- Virginia: Richmond, Falls Church
- North Carolina: Winterville
- New Jersey: Maplewood/Newark
Leased residences are furnished, and students may be assigned a bed in a shared dwelling. Depending on the property, accommodations may include single- or double-occupancy bedrooms, and students from different academic programs may share the same residence. Room assignments consider applicable housing guidelines and approved accommodations. Students should bring personal belongings, clothing, study materials, electronic devices and chargers, food, toiletries, and other consumable supplies.
Students generally receive an assignment email approximately 1 to 2 weeks before the rotation. This communication includes the residence or hotel details, parking information, key pickup or arrival instructions, and any housing agreement or acknowledgment that must be completed and returned.
For long-term leased residences, the standard schedule is check-in on Saturday before 4:00 p.m. and check-out on Saturday at any time, unless the assignment communication provides different instructions. Hotel check-in and check-out times are governed by the individual property and will be communicated with the reservation details.
- Guests: Overnight guests are prohibited in university-arranged leased residences. Students are responsible for their visitors and their conduct and must comply with property-specific guest rules.
- Pets and service animals: Pets are not permitted in leased residences. Approved service animals and disability-related accommodations are addressed through the applicable university accommodation process and property requirements.
- Students must follow the housing agreement and all property policies, maintain the accommodations appropriately, and promptly communicate housing-related concerns through the designated contact.
For eligible participating programs, the housing fee supports authorized round-trip travel between the student’s point of departure and assigned rotation housing location, including applicable mileage and tolls for the initial move-in and final move-out trips. Routine daily commuting, gasoline, or toll expenses during the rotation are not covered under this provision.
Students must follow university reimbursement instructions and retain required original receipts. The existing housing guidance requires receipts to be submitted to the Experiential Learning Office in Waitzer Hall, Suite 1002c, mailed, or emailed Google Maps to the Housing Supervisor within 60 days of travel per the IRS regulations. Students should confirm current submission procedures and eligibility with the housing team before submitting expenses.
The Housing Supervisor works with academic programs, property managers, and students to coordinate housing arrangements. For questions about an assignment, students should follow the instructions in their housing email or contact the Housing Supervisor, through the designated housing mailbox at VHS-StudentHousing@odu.edu.
Contact Us
| Programs | |
|---|---|
| MD and Health Professions | VHS-StudentOnboarding@odu.edu |
| Ellmer School of Nursing | NursingStudentOnboarding@odu.edu |
For general Out-of-Area Clinical Student Housing inquiries, email VHS-StudentHousing@odu.edu.
