Background Checks, Drug Test, and Health Records

Clinical Program/Practicum Students

Welcome to Mercy College of Ohio!

Please bookmark this page to help you locate important information needed for your journey as a Mercy College clinical/practicum student. Here you will find answers to your questions regarding your clinical health requirements, background check/fingerprinting and drug test, and other helpful information.

Step #1: Gather Requirements Documentation

Share the Physical/Health Screening and Clinical Requirements document with your Provider to determine what titers (blood tests) are needed to prove immunity; as well as any additional tests that must be completed. If local Provider not available, see Resources for Obtaining Health Requirements under FAQs and Tips below.

NOTE: Tuberculosis (TB) skin test can be done on the same day as live vaccines (MMR, Varicella) but if not given on the same day, the TB skin test must be delayed at least 4 weeks after the live vaccines (live vaccines can reduce immune response to the TB skin test).

  • Students unable to receive vaccinations due to temporary or permanent circumstances should review Exemption or Due Date Extensions for Clinical Requirements posted under FAQs and Tips below. Requests require additional documentation and should be made a minimum of two weeks prior to the due date to allow processing time.
  • Exemption/due date extension requests are not automatically approved. If a clinical site that will accept the exemption/waiver request cannot be found, student will not be able to complete the course – and may not be able to continue in the program. Requests are subject to acceptance/denial each semester as clinical sites change

Step #2: Castlebranch Overview and Placing Orders


CastleBranch is the depository for clinical documentation, and CastleBranch reviewers ensure that information submitted meets the program requirements.

The CastleBranch instructions and forms for completing the fingerprinting and drug test must be followed; results from other parties are not accepted. Items within the CastleBranch account must remain current to maintain eligibility for clinical participation.

Because most clinical sites are in Ohio, on-campus students complete FBI and OHIO fingerprinting (Michigan fingerprints are not accepted). This may vary for out-of-state or online students or those whose clinical/practicum sites have different requirements.

The CastleBranch account contains:

  • Clinical Health Requirements
  • Drug Test (results automatically uploaded to student account)
  • Fingerprinting (normal processing time can take up to a month; fingerprint reports are uploaded to student account within two business days of receipt)
    • Student must:
      • Acknowledge receipt of instructions/fingerprint registration form
      • Enter date fingerprinting was scheduled and/or completed
  • Background Check (processes automatically once the CastleBranch order is placed) Results are uploaded to student account when complete


CastleBranch FAQs regarding order placement can be found here:

Mercy College of Ohio program package codes and deadlines can be verified under FAQs and Tips. Place orders by accessing the CastleBranch Custom Ordering Portal:

access the CastleBranch custom ordering portal

A comprehensive video library of frequently asked help topics is available in CastleBranch.

Other Tips

Information provided under FAQs and Tips is updated whenever new resources are available.

  • Upload PDF documents to CastleBranch for best results (photos become blurry). Use a phone scanning app for convenience.
  • Students may be asked to provide a CastleBranch To-Do List (TDL) Summary to verify eligibility to attend clinicals (refer to Printing the CastleBranch To-Do List (TDL) Summary and Uploading Clinical Verification to Canvas - TDL Summary under FAQs and Tips).
  • “Compliant” is a temporary status. The TDL Summary is modified whenever new documentation becomes due/is submitted/approved and the “Compliant Until” date is updated.
  • CastleBranch emails reminders when renewal items are due; however, the space to upload renewal documents will not appear until 21 days before current document expires.

Returning Students

Clinical students follow Policy 530 Clinical Compliance Policy.

Students returning to clinicals within three semesters must ensure that all CastleBranch information is compliant and that any new requirements have been met. Students who have been absent for longer than three semesters must purchase new CastleBranch accounts.

For help with questions not answered here, please contact CastleBranch or reach out to the program contact identified in Mercy College Contacts by Program under FAQs and Tips below.

Related Resources

  • Document .pdfCastleBranch Codes and Program Deadlines

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


Clinical Requirements Information

  • Document .pdfBackground Check and Fingerprinting

    Requirements for fingerprinting and background checks for clinical students

  • Document .pdfDrug Test Requirement

    Information on completing the drug test requirements for clinicals.

  • Document .pdfHealth Requirements

    Overview of Health Requirements

  • Document .pdfPhysical/Health Screening and Clinical Requirements

    Form can be completed and shared with Provider to determine action steps for health requirements. Document will NOT be uploaded to CastleBranch

  • Document .pdfConfirmation of Physical Exam and Clinical Requirements Clearance

    Provider's confirmation of physical (this document not required for Fall 2020 if student has uploaded a recently completed physical to CastleBranch)

  • Document .pdfHealthcare Provider BLS

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

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

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

  • Document .pdfTuberculosis (TB) Symptoms Review

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


Additional Program Specific Requirements

  • Document .pdfHeartsaver Certification - Community Health Worker Students Only

    Heartsaver CPR AED Requirements for Community Health Worker Students Only

  • 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 .pdfNational Incident Management System (NIMS) Certificate Verifications - EMT and Paramedic Students Only

    Certificate verification for EMT and Paramedic students


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 Codes and Program Deadlines

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

  • Document .pdfCastlebranch Help

    A summary of multiple ways for students to receive assistance answering questions about Castlebranch health and background check requirements

  • Document .pdfCastleBranch Turnaround Times

    CastleBranch Turnaround Times

  • Document .pdfExemption or Due Date Extensions for Clinical Requirements

    Information regarding Exemption or Due Date Extensions for Clinical Requirements

  • Document .pdfMercy College Contacts by Program

    Contacts by Program

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

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

  • Document .pdfResources for Obtaining Health Requirements

    Tips on Where to go for Physical, TB Test, Titers and Vaccinations

  • Document .pdfUploading Documents to CastleBranch

    Instructions on how to upload documents to CastleBranch

  • Document .pdfUploading Clinical Verification to Canvas - TDL Summary

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