Health Sciences Immunization Program (HSIP)

Updated February 10, 2023

The Health Sciences Immunization Program (HSIP) ensures students enrolled in health sciences academic programs comply with the requirements detailed in the University’s affiliation agreements with clinical and practicum training sites. These affiliation agreements require students to complete and document immunizations and tuberculosis (TB) screening as recommended by the Centers for Disease Control and Prevention for healthcare personnel. The requirements reduce the risk of exposure to communicable diseases for students and their patients/clients.

Please note:

Pre-health sciences students do not participate in HSIP.
UW Bothell: Health sciences students follow their program’s guidelines, rather than participating in HSIP.
UW Tacoma: Social Work and MEDEX students participate in HSIP. Other Tacoma health sciences students follow their program’s guidelines.

Students enrolling in these UW health sciences programs that require clinical or practicum training to complete the degree should expect to receive notification from academic program staff of the HSIP requirements:

Seattle campus HSIP Programs
- Medicine (MED)
- MEDEX – Seattle, Tacoma, Anchorage, Spokane, and Hawaii
- Medical Laboratory Science/Laboratory Medicine
- Rehab Medicine (DPT/MOT/P&O)
- Genetic Counseling
- Dentistry (DDS and most post-doctoral students)
  Endo/OralB/OralM/Ortho/Perio/Pros
- Pharmacy Doctorate (PharmD)
- Nursing (BSN/ABSN/DNP/Certificate)
- Social Work (BASW/MSW)
- Public Health (MPH/Nutrition)
- Speech & Hearing Sciences (SPHSC)
  CoreSLP/MedSLP/EdSLP/AuD/AuD-PhD

Tacoma campus HSIP programs
- Social Work (BASW/MSW)

Bothell campus HSIP programs – None; all Bothell students must follow the UW General Immunization Requirement and/or any additional requirements set by their program.

CastleBranch

HSIP contracts with a vendor, CastleBranch, to track immunization and TB testing compliance. Each health sciences school or program sends instructions to accepted students for creating their CastleBranch account, including deadlines for meeting HSIP requirements.

The tuition students pay quarterly includes an HSIP fee, which covers the cost of overall HSIP program administration.

Exemptions
Please refer to the Medical Waivers section of the Health Sciences Immunization Program Policy for details about exemptions to HSIP requirements. Refer to the section below regarding medical exemptions to the COVID-19 vaccination requirement.

COVID-19 vaccine information for students

Students enrolled in HSIP-participating programs must upload documentation of an initial COVID-19 vaccination series into their CastleBranch account. Students will be denied access to health care practicum sites and will not be able to register for courses until their COVID-19 vaccination is verified by CastleBranch/HSIP or their medical exemption request is approved by the University. Due dates are as follows:

MARCH 30: All summer quarter (June) entry students

JUNE 1: Autumn quarter (September) entry students in

School of Pharmacy
Occupational Therapy
Physical Therapy
Prosthetics & Orthotics
Genetic Counseling in the School of Medicine
School of Nursing
School of Public Health-Nutrition
School of Social Work (Seattle & Tacoma)

JUNE 15: Autumn quarter (September) entry students in

Medical Laboratory Sciences
Laboratory Medicine
School of Public Health (other than nutrition)
School of Speech and Hearing Sciences

No information concerning COVID-19 vaccinations will be shared with practicum facilities other than to verify a student’s vaccination or exemption status. Students will have access to their COVID-19 vaccination records or exemption documents on their MyCB account on the CastleBranch website. The school or program will have access to COVID-19 vaccination records or exemption documents through administrative access to the CastleBranch website.

Students who submit false or inaccurate information during the verification process are subject to disciplinary procedures that can include dismissal from the University.

IMPORTANT NOTE FOR UNVACCINATED STUDENTS: Practicum facilities may deny unvaccinated students access to their site, which may result in an inability to fulfill academic requirements. If you have questions about academic requirements, please contact your school or program.

Although COVID-19 booster vaccines are not currently required by HSIP, several practicum sites including UW Medicine facilities, are requiring the updated mRNA bivalent booster dose as a practicum site requirement. The mRNA bivalent booster vaccine became available in the fall of 2022. Any mRNA booster dose given after September 1, 2022, was a bivalent dose. In the likelihood that HSIP students will be required to meet practicum site COVID-19 bivalent booster vaccine requirement to participate in most health care settings, it is recommended that you receive a COVID-19 bivalent booster vaccine dose and submit it along with your initial vaccine series. If you receive the COVID bivalent booster vaccine dose after you have submitted the initial COVID-19 vaccine series, please contact HSIP at myshots@uw.edu to have an additional action created for you to upload your booster vaccine dose in CastleBranch or send your documentation to myshots@uw.edu and HSIP will assist in getting the document uploaded into your CastleBranch account.

If COVID-19 booster vaccines become an HSIP requirement in the future, students in HSIP-participating schools/programs will be notified. At that time, anyone who has not already submitted the mRNA bivalent COVID-19 booster dose to their CastleBranch account would be required to do so.

BIVALENT COVID-19 BOOSTER ELIGIBILITY (Refer to the CDC COVID vaccine and booster website for additional information):

Initial COVID-19 Vaccine Series	Recommended Up to Date Booster	CDC Spacing Guidelines
Pfizer, Moderna, Novavax or Johnson & Johnson	*Bivalent mRNA booster* of either Pfizer or Moderna	Booster dose 2 months after completion of an initial series or previous booster

Below are the three options for acceptable vaccination documentation:

Image of a CDC COVID-19 vaccination record card (if your vaccination is on the back side of the card, both the front and back of the card are required)
Documentation of vaccination from a health care provider, including an electronic health record
State immunization information system record

Records must include full name, type of vaccine/manufacturer, dates of administration, and name of entity administering the vaccine(s).

The COVID-19 Vaccination Medical Exemption Form (Word) is available to all students. The form must be completed by a licensed healthcare provider (MD, DO, ND, ARNP, or PA). The provider completing the form must be licensed in the state of Washington if the HSIP student’s practicum sites are within Washington state.

Submission instructions are provided on the form.

Medical exemption forms are due no later than March 30 for incoming summer students and no later than June 1 for incoming fall students.

Information for students

You must be compliant with HSIP immunization and TB-screening requirements before you begin coursework. Students who are “in process” with a series are considered compliant as long as they continue to meet each new deadline.

Immunization requirements: The HSIP requirements checklist contains a detailed description of immunization requirements and a link to suggested health care resources.

TB screening: Please follow your school/program’s timeframes and instructions, as specified in your CastleBranch account, to ensure screening occurs within the guidelines for your school or program. TB screening completed outside your school/program’s required timeframes may not meet compliance requirements.

You must initially complete two-step TB skin testing (PPDs) or the IGRA blood test (e.g., QuantiFERON-TB Gold). You may use this optional form to document the four visits involved in the two-step PPD testing process.

If you have a history of a positive TB screening, please follow the instructions, and download and complete the forms in your CastleBranch account.

Influenza immunization: You must receive the annual flu vaccine within the timeframe required by your school/program. If you do not meet your school’s deadline, which will be sometime between August 15 and October 31, you may not be able to register for that year’s winter quarter.

Your flu vaccine documentation must include:

your name
date vaccination given
vaccine type (including year)
vaccine administrator’s office information

When submitting your flu shot documentation, if you do not see the “upload file” button in your CastleBranch account, contact their customer service (the chat feature may be the quickest method) to request “early renewal of your requirement with same-day population.” After you contact CastleBranch, it may take 24 hours for the “upload file” button to appear; then you can upload your documentation.

Waivers: Waivers are permitted only for medical contraindication. You must submit HSIP’s waiver letter, completed by a healthcare provider, which you can find in the influenza section of your CastleBranch account. Egg allergy is no longer a contraindication; egg-free vaccine is available.

Questions: CastleBranch customer service staff can answer questions about document submission procedures and HSIP requirements. Please review the HSIP requirements checklist and/or consult with CastleBranch customer service at 888-723-4263.

If you still have questions, send an email to myshots@uw.edu and HSIP staff will get back to you as quickly as possible.

If you sustain a bloodborne pathogen (BBP) exposure during a clinical or practicum experience, and if your personal insurance does not cover the full cost of the expenses related to treating the exposure, HSIP can reimburse you for uncovered expenses.

HSIP assistance with medical expenses is only for BBP exposure; it does not include other types of injuries or illnesses that may be related to your clinical or practicum experience.
HSIP does not cover after-insurance reimbursement for exposures related to international travel. Students are strongly encouraged to obtain and carefully review the terms of supplemental travel insurance prior to each trip.
Health sciences students are not considered employees while they are engaging in education-related activities at clinical sites and are, therefore, not covered by workers’ compensation.
Students are eligible for the reimbursement described in this section only if they are enrolled and have paid the HSIP fee.

If your insurance does not cover all the costs associated with post-exposure care, or if you have questions about reimbursement for expenses related to a BBP exposure, needlestick or sharps injury, please contact HSIP staff by email at myshots@uw.edu and note in the email subject line: “Reimbursement Question.” Alternatively, you can leave a voice mail message at 206.616.9074.

For more information about what to do after a BBP exposure, needlestick or sharps injury, see the Bloodborne Pathogen Exposure webpage.

Health Fee

Once you enter a participating health sciences school or program, you will pay the HSIP fee to cover the cost of administering the Health Sciences Immunization Program.

The amount of the fee is subject to change on a yearly basis and is attached to your tuition account for as long as you remain in your UW health sciences school or program.

Read the 2022-2023 Annual HSIP Fee (PDF) for specific details about how the health fee was calculated for the current school year.

Please note that the health fee is not health insurance. More information about getting health insurance coverage can be found on the Hall Health Center website.

We recommend students learn what health services are offered at the student health center on their “home” campus and in the community. Our Health Care Resources information sheet may also be of assistance for students who need initial or ongoing services in the WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho).

Frequently Asked Questions (FAQ)

The most common reasons for TB document rejection are:

The entering student submitted only one PPD. A blood test or two-step PPD is required for initial testing. Here is a link to CDC information about two-step testing for health care workers.
The student’s PPD is missing a required element: Date Placed, Date Read, or Results in mm. Use the optional form in Requirement 1 (or on HSIP’s website) to assist with documentation.
The IGRA (blood test for TB) is resulted on an immunization summary. Ask your provider to print out the actual lab report showing your result.
The TB Questionnaire/TBSS did not upload correctly. Carefully follow submission instructions on the TBSS form for a positive screening.
A chest x-ray (alone) is unacceptable unless accompanied by documentation of a positive TB screening. The CXR does not substitute for the TB test. Download the “positive TB” form from Requirement 1 of your To Do List and discuss options with your provider.

Look for the Upload File button in your immunization account, within each To Do List requirement. You will see an “in process” notation when you begin uploading a file. The message becomes “file submitted” when the document has finished uploading.

Some students have more than one CastleBranch account (e.g., one for immunizations and one for background checks; or one for University of Washington and one for another school). The login/ID for your UW immunization account is the email address used during tracker purchase. Contact CastleBranch customer service and give them permission to combine multiple UW accounts; choose one login/ID or the other. Then all your immunization and background check requirements will appear in one To Do List.

Try these tips:

For lab tests, including TB blood tests and titers, check the tests, or results section:
1. Click on the correct test.
2. Find the printer icon, usually in the top right corner.
3. Right click and “print to adobe” or “print to desktop”.
4. Save the copy and upload this to your To Do List.
For proof of vaccine administration:
1. Check the visits section for the AVS (after visit summary) on the visit date. The summary may have your name, the “date of service”, and an area that states “vaccines given”. Print/Save per above instructions. OR
2. Find the Immunization Summary or Immunization/Injection Administration List. Print/Save per above instructions.
For PPD skin tests:
1. Check the letters section. Click on the letter that shows the date placed, date read, and results in mm. OR
2. Check the result/test section as above to find the date read and results in mm. Then, go to the visits section for an AVS (after visit summary) that shows the placement date. You’ll need to combine the two documents to show all required elements (placement/read/result) for a PPD.

Current students can access the “Immunization Summary Sheet/Results Document” from their CastleBranch account. If the written instructions seem confusing, look at the Video FAQ:

Go to Document Center on the side bar
Select “Clinical Requirements”
Select “Results” by scrolling through the long list of chronological documents; look at the end of the list; the document may have a lot of numbers and follow the word “Results” or “merged”, i.e. results3428574629393958638.
Click the “Need Help” button if you can’t find it.
Select the Video FAQ titled “Compliance Summary Report”.

Here are three ways to contact CastleBranch customer services team:

Call at 888-723-4263 (preferred contact method; you can leave a number for them to call back in order call was received)
Live chat during business hours – chat option is available by clicking on the “Need Help?” menu on the top right side of the CastleBranch website once you’re logged in.
Email at customerservice@castlebranch.com

CastleBranch Hours of Operation:

Monday – Thursday: 8am – 8pm ET

Friday: 8am – 6:30pm ET

Sunday: 10am – 6:30pm ET

HSIP participants last enrolled prior to summer quarter 2018 should email HSIP at myshots@uw.edu to request an immunization summary. Please include your: health sciences program, dates attended, name during attendance, UW student ID number (if you recall) and/or date of birth.

Carefully follow the instructions provided for the Hepatitis B requirement.

Upload any previous documented doses of Hepatitis B vaccine (for most, a 3-dose series). If you didn’t finish the series, or didn’t upload a titer, you’ll be assigned “Hepatitis B 2nd Action” in your To Do List.
1. For a series in process: upload documentation of each item as you complete it. You’ll continue to see new requirements in the To Do List. You are compliant as long as you stay on track with the CDC’s standard timeline for receiving each dose and the follow up titer.
2. If you didn’t initially upload a titer: obtain the required blood test, then upload the lab report, even if the result was negative.
A negative titer prompts an additional requirement called “Hepatitis B Booster/Repeat Vaccine + Second Titer Action 1” in the To Do List. Obtain ONE “BOOSTING” dose of either the traditional vaccine or the new Heplisav B vaccine; upload documentation to the requirement.
The next requirement, called “Hepatitis B Booster/Repeat Vaccine + Second Titer Action 2”, will be added to your To Do List. A month after the boosting dose, repeat the quantitative HSAB blood test, then upload a copy of the lab report that shows your result.
1. You only need the remainder of the 2nd series if your repeat titer is negative. The algorithm (chart) showing this CDC guideline is in the FORMS requirement of your To Do List.

If you’ve never had the series before, start as soon as possible after admission; the CDC recommends completion prior to patient contact. Upload EACH DOSE as you receive it. A newer vaccine is now available consisting of two doses given a minimum one month apart.

Yes, you need both. HSIP follows current CDC guidelines which define Hepatitis B immunity as a positive titer PLUS documentation of the complete vaccine series. Verbal histories are not acceptable for health care personnel. These guidelines ensure lasting immunity.

Email and Records Security: Students submit most forms and supporting documentation to their CastleBranch account. Detailed information about records and security systems, documentation and storage is available on the CastleBranch website. CastleBranch meets all of UW’s security requirements for contractors who handle student records and data.

We recommend students use their UW NetID email address (XXXX@uw.edu) to create their CastleBranch account, and to increase the security of electronic communication when emailing HSIP at myshots@uw.edu. We reply using students’ UW email addresses whenever possible.

Confidentiality: Information students submit to CastleBranch or HSIP is discussed, communicated and shared with their schools/programs, and practicum/clinical training sites on a need-to-know basis prior to and during placement.

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