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Record retention period for clinical placement records

A new Health Sector (Corporate Records) Retention and Disposal Schedule was authorised by the Queensland State Archives on 4 November 2020.

The Department of Health and Hospital and Health Services manage Student Placement Deeds and associated Department-generated documents as per the General Retention and Disposal Schedule for Administrative Records (GRDS) and the newly approved Health Sector (Corporate Records) Retention and Disposal Schedule.

The GRDS requires that student placement records for students must be retained for 25 years after the qualification is awarded to the student OR 25 years after the student withdraws from the course, whichever is later. Student records may include, but are not limited to, the Student Placement Deed, Schedules, orientation lists, roster and supervision details, correspondence, observation, evaluations, assessments and reports.

New record keeping requirements will be included in any legal instruments for the clinical placements program commencing in 2022. In the interim, it is recommended that education providers align their placement record retention with the Health Sector (Corporate Records) Retention and Disposal Schedule.

Record keeping for students under the age of 18 years

Students under the age of 18 years are classified as ‘vulnerable persons’ under the GRDS, requiring additional, proactive protections of their legal rights and entitlements. It is recommended that education providers and Queensland Health staff complete, collect, and retain placement records relating to students under the age of 18 separately to other students, so that they are easily identifiable.

COVID-19 vaccination for clinical placement students

Additional information regarding the roll-out of COVID-19 vaccination for students attending clinical placements with Queensland Health has been released (24 March 2021). Please refer to the COVID-19 and clinical placements page for details.

New checks for students undertaking placements with NDIS registered service providers

From 1 February 2021, new worker screening laws apply in Queensland in relation to services delivered through the National Disability Insurance Scheme (NDIS). Students engaged by an NDIS registered provider in a risk-assessed role will require an NDIS worker screening clearance. Students engaged by a State-funded provider delivering disability supports or services will require either an NDIS or Queensland Disability worker screening clearance. It is the responsibility of the NDIS service provider to know whether a student requires a clearance for the role they will be undertaking.

Students who are required to be screened are subject to a “no card, no start” requirement and cannot start placement until they have a clearance. Students are treated as volunteers under the new worker screening requirements and will not be charged a fee for the check.

If students already hold a valid yellow card or yellow card exemption, they won’t need to get an NDIS worker screening check straight away. The existing card can be used until it expires, is suspended, or is cancelled.

To apply for an NDIS worker screening check or find out more information on screening requirements visit the Disability worker screening website.

Schedules for 2021

As arrangements are being made for clinical placements occurring in 2021, parties are reminded that the Group A and Group B Deeds have an end-date of 31 December 2021. While Schedules may have previously been completed for periods up to 24 months, Schedule terms should not exceed the overall Deed agreement end-date. Schedules covering clinical placements in 2021 should have an end-date that falls on, or before, 31 December 2021.

Student orientation requirements for 2021

Please note that the minimum orientation requirements for clinical placement preparation have been updated. These requirements can be viewed on the Preparing for your clinical placement website. The Student Orientation Checklist has been updated to reflect these course requirements.

Last updated: 12 April 2021