Office of Sponsored Programs: Key Functions

• A background check report must be conducted on all Prisma Health faculty, staff and scholars.
• Background check reports must be dated no more than 12 months prior to the initial Prisma Health educational experience start date. This report is valid for all future rotations at Prisma Health.
• Background check reports must contain the following information:
  • Social Security Verification
  • State Criminal History Search
  • Sexual Offender Registry
  • Officer of Inspection General
  • System for Award Management (previously known as Excluded Parties List System – EPLS)
  • Patriot Act
• All positive background reports must be submitted directly to your designated Student Affairs Administration representative for approval by the Executive Director, Student Affairs Administration. If denied, individuals have the ability to appeal such decisions directly to Prisma Health.

• A background check can be acquired in two ways:
  1. Your college/university: If your school has completed a background check for you during your enrollment and it meets the guidelines above, please obtain a copy of your background check report to upload into mCE.
  2. A background check company: We will accept any background check company as long as it reports on all areas listed in the above policy.
• For those seeking a company to conduct a background check report, we work closely with SR&I who will actually import your background check directly into mCE.
  1. Go to the SR&I website: www.srandi.com.
  2. Click on the “My Background Check” link at the top.
  3. Click on the large “Affiliate” button in the middle of the page.
  4. Enter the following Affiliate Program Code: P68LB2
  5. Click the blue “Next” button to then complete the information requested on the form. In order for your background check to automatically sync to mCE, you must use the same email address that is associated with your mCE account.
  6. Submit payment.
  7. Create an account so that you can access your background check report.
  8. If your background check report does not sync to mCE after you have received an email notification that it has been completed, please log in to SR&I to download your report and upload it to your mCE Compliance Checklist.
  9. If you have any questions about SR&I, please contact Matt Smith, our SR&I representative, directly at (864) 232-4144.

How to complete the compliance checklist:

• If you completed an SR&I background check using the same name and email address associated with your mCE account, your report should automatically sync to mCE once it has been completed.
  • If there is not a document attached, please upload your background check report under the “Supporting Documents” section.
• If you obtained your background report from a different background check company, please upload that document under the “Supporting Documents” section.
• Enter the date the report was completed under the “New Value” box.

 
What’s Required:

• A background check report must be conducted on all Prisma Health student learners 18 years of age and older.
• Background check reports must be dated no more than 12 months prior to the initial Prisma Health educational experience start date. This report is valid for all future rotations at Prisma Health.
• Background check reports must contain the following information:
  • Social Security Verification
  • State Criminal History Search
  • Sexual Offender Registry
  • Officer of Inspection General
  • System for Award Management (previously known as Excluded Parties List System – EPLS)
  • Patriot Act
• All positive background reports must be submitted directly to your designated Student Affairs Administration representative for approval by the Executive Director, Student Affairs Administration. If denied, individuals have the ability to appeal such decisions directly to Prisma Health.

• A background check can be acquired in two ways:
  1. Your college/university: If your school has completed a background check for you during your enrollment and it meets the guidelines above, please obtain a copy of your background check report to upload into mCE.
  2. A background check company: We will accept any background check company as long as it reports on all areas listed in the above policy.
• For those seeking a company to conduct a background check report, we work closely with SR&I who will actually import your background check directly into mCE.
  1. Go to the SR&I website: www.srandi.com.
  2. Click on the “My Background Check” link at the top.
  3. Click on the large “Affiliate” button in the middle of the page.
  4. Enter the following Affiliate Program Code: P68LB2
     • Note: For Prisma Health EMT or MedEx Academy students: Contact your coordinator or Student Affairs Administration for the appropriate code
  5. Click the blue “Next” button to then complete the information requested on the form. In order for your background check to automatically sync to mCE, you must use the same email address that is associated with your mCE account.
  6. Submit payment.
  7. Create an account so that you can access your background check report.
  8. If your background check report does not sync to mCE after you have received an email notification that it has been completed, please log in to SR&I to download your report and upload it to your mCE Compliance Checklist.
  9. If you have any questions about SR&I, please contact Matt Smith, our SR&I representative, directly at (864) 232-4144.

How to complete the compliance checklist:

• If you completed an SR&I background check using the same name and email address associated with your mCE account, your report should automatically sync to mCE once it has been completed.
  • If there is not a document attached, please upload your background check report under the “Supporting Documents” column.
• If you obtained your background report from a different background check company, please upload that document under the “Supporting Documents” column.
• Enter the date the report was completed under the “Value” column.

For students who are current or were previous volunteers at Prisma Health: Please complete the Volunteer Attestation form and email it to the email address listed on the document. Once it is returned, it is the student’s responsibility to upload the form to their mCE checklist as well as update the “New Value” boxes.

The following instructions are for current Prisma Health employees who are also participating in an academic experience.

To submit a background attestation form from Prisma Health HR:

• Complete the Employee as Student Background Attestation form and submit it using the instructions to open an HR case in the People Portal.
• Once the form is completed, it will be available in the People Portal for you to download and submit to your mCE compliance checklist.

To obtain Prisma Health employee immunization records:

• Complete the Employee as Student/Faculty Attestation Form for Immunizations and e-mail it to the appropriate affiliate’s Employee Health office listed on the document.
• An Employee Health representative will process the form and return it to you via email.
• Once returned, it is the employee’s responsibility to upload the form to their mCE checklist as well as list each immunization’s date in the “New Value” box in mCE.

Please Note: Employees are strongly encouraged to submit the Attestation Form a minimum of two weeks prior to their rotation in order to avoid a delayed start date. Please note that the processing of this form by Employee Health can be delayed during high-patient volume times (i.e. flu season).

• Enter the last five (5) digits of your SSN in the “New Value” box.
• DO NOT upload any documentation of your SSN in the “Supporting Documents” section.

• Enter your DOB (mm/dd/yyyy) in the “New Value” box.
• DO NOT upload any documentation of your DOB in the “Supporting Documents” section.

• TB (Tuberculosis) Screening:
  • What’s Required – First Time Students, Faculty, Staff and Scholars (one of the following upon initial clearance):
    • Two-Step TB PPD test, completed within the past year. The following is the standard process for completing a two-step TB PPD test:
      • Visit 1, Day 1: PPD antigen is applied under the skin.
      • Visit 2, Day 3: PPD test is read (within 48-72 hrs. of placement). If positive, it indicates TB infection and a chest x-ray and further evaluation is necessary.
      • Visit 3, Day 7-21: a second PPD skin test is applied (for those that test one was negative)
      • Visit 4, 48-72 hours after placement: the second test is read.
      • A positive 2nd test indicates TB infection in the distant past. Chest X-Ray and further evaluation will likely be necessary.
    • Annual TB PPD test: An annual test will only be accepted if you have previously received a two-step TB test and have maintained annual testing each following year. Documentation of the two step test plus all annual tests are mandatory.
    • QuantiFERON® or T-spot tests, drawn within the past year. A positive test indicates TB infection in the distant past. Chest X-ray and further evaluation will be necessary.
    • Chest X-ray: Only required when a person has a positive TB test. The chest X-ray must be done within 6 months prior to the start of the rotation.

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  • How to complete the compliance checklist:
    • Upload documentation of one of the above from your healthcare provider stating your receipt and results of the test(s) to mCE.
    • Enter the renewal date (one calendar year after last immunization) in the “New Value” box of mCE. For example, if your second step of the PPD was placed on 8/31/2019, the date entered into mCE should be 8/31/2020.
    • Note: TB PPD (skin) tests cannot be administered within 30 days of MMR or Varicella vaccine; live vaccines may cause a false positive for the TB PPD (skin) test.

• What’s Required: documentation from your health care provider stating the date of your CURRENT SEASON flu shot.
  • ONLY required during the designated flu season (Nov.-Apr.); you may leave this item blank outside of flu season.
  • If your rotation occurs during the flu season, you must have received the current season’s flu vaccination.

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• How to complete the compliance checklist:
  • Submit documentation of the current year’s flu vaccination.
  • Enter the renewal date (November 1 of the NEXT flu season) in the “New Value” box of mCE. For example, if you receive your flu vaccine on 8/31/2019, 12/21/19 or 1/15/20, the date entered into mCE should be 11/01/2020.

• What’s Required:
  • Note: Hep-B is recommended but not required.
  • If you decide not to waive the Hep-B vaccination, documentation of three vaccinations OR a positive titer is required.
    • Equivocal titer results are considered negative.
  • If you choose to waive your Hep-B vaccination, sign and date the waiver.

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• How to complete the compliance checklist:
  • Enter the date of your most recent vaccination or the date your titer was resulted in the “New Value” box.
  • For those who sign the waiver, upload it as an attachment in the mCE compliance checklist under Hep-B. Enter the date you signed the form in the “New Value” box.

• What’s Required:
  • Documentation of two vaccinations or a positive titer.
    • Equivocal titer results are considered negative.

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• How to complete the compliance checklist:
• Submit documentation from your health care provider stating the dates of your two vaccinations or your positive titer results.
• Enter the date of your most recent vaccination or the date your titer was resulted in the “New Value” box.
• Note: Prisma Health does NOT accept “history of having the chicken pox” as proof of immunity. You must have either two varicella vaccinations or a positive titer.

Learning Hub is a learning management system (used by all Prisma Health employees, contract workers, students and volunteers) that provides you with important healthcare modules required to begin your faculty, staff or scholar role (HIPAA, infection control, patient rights, etc.)

Prisma Health Student Affairs Administration will register you for Learning Hub and will email you information on how to log in.

Please note: Learning Hub will not be available to you until you receive an email from Student Affairs Administration about your account activation.

Learning Hub Website: https://prismahealth.csod.com/client/prismahealth/default.aspx
Username: Email address
Password: #Welcome1 (this is case sensitive)

Please note: You have a limited number of chances to pass the tests associated with the modules. You do, however, have the ability to view each test attempt to see which questions you missed prior to taking the test again. You may do this by selecting the dropdown arrow beside “Retake.” Select “Review” and then “View Training Details.”

Completing the compliance checklist:

• • Please enter the renewal date (one year past the date of curriculum completion) in the “New Value” box.
  • You will also need to upload your Learning Hub transcript to the “Supporting Documents” section.
    • To access your Learning Hub transcript, go to the left side of your Learning Hub home screen, and click the “View” link.

• • • Once you are on your transcript page, click the “Active” button and change to “Completed.” Click the “Due Date” button and change to “Completion Date.”
    • Click the […] button at the top right and choose “Export to PDF” to save your transcript. You will then upload it to your mCE compliance checklist. If your transcript is more than 3 pages long, you should chose the option to “Print Transcript” and then “Print to PDF” in order to capture all of the completed modules.

• Current BLS/CPR Certification documentation and expiry date
  • Enter the expiration date (2 years from issue date) of your current BLS/CPR validation in the “New Value” box
  • Upload your current BLS/CPR validation document in the “Supporting Documents” section
  • Prisma Health only accepts BLS/CPR certification from the American Heart Association
  • Please note: The AHA allows Training Centers to extend expiration dates for 60 days as we respond to the current health situation due to COVID-19.

• Enter the name of the college/university for which you work or attend in the “New Value” box.
• DO NOT upload any documentation in the “Supporting Documents” section.

If you are lacking any of the requirements above, the following locations may be able to administer the immunizations or titers you need:

• The student health center at your home university/college
• Your doctor’s office or an urgent/convenience care center like MD360
• Flu Shots and PPD/TB tests are available at CVS, Walgreens and other family pharmacy/drug stores
• Titers are available at commercial labs like Any Lab Test Now or Labcorp
• Prisma Health Center for Health and Occupational Services (CHOS), 1020 Grove Road Greenville, SC 29605, 864-455-2300
• Prisma Health Occupational Health Services Columbia, 1301 Taylor St., Suite 2H, Columbia, SC 29201, 803-296-3965
• Prisma Health Occupational Health Services Duncan, 500 Squires Point, Suite B, Duncan, SC 29334, 864-968-5123
• Prisma Health Occupational Health Services Seneca, 105 Omni Dr., Seneca, SC 29672, 1-833-890-2109
• Prisma Health Occupational Health Services Sumter, 250 W. Wesmark Blvd., Sumter, SC 29150, 803-774-8842

CITI training is required for students participating in research. If this item is not on your compliance checklist, you are not required to complete this training.

Click the following link for instructions: CITI Training

• Certified Nurse Anesthetist (CRNA): EPIC Elearnings ANES IP Provider 100 for Anesthesia
• Clinical Pastoral Education: EPIC Prerequisites CLINDOC Ancillary Users 100
• Genetics Counseling: EPIC Clinical View Only
• Licensed Practical Nurse (LPN): EPIC Elearnings CLINDOC Nursing Student 100
• Pharmacy: EPIC Clinical View Only and EPIC Prerequisites WILLOW Inpatient Pharmacist 100
• Pharmacy Technology: EPIC Clinical View Only and EPIC Prerequisites WILLOW Inpatient Pharmacy Technician 100
• Social Work (MSW): EPIC Prerequisites CLINDOC Case Manager 100
• Therapies (OT, OTA, PT, PTA, RT, ST): EPIC Prerequisites CLINDOC Ancillary Users 100 and EPIC Elearnings AMB Therapist 100
• Undergraduate Nursing: EPIC Elearnings CLINDOC Nursing Student 100

If your compliance checklist requires a date for your completion, of EPIC, please enter that information in the “Value” column.

• What’s Required:
  • Documentation of two vaccinations or positive titers.
  • – In cases of partial negative titers:
    • If only the rubella is negative, you need to receive one MMR vaccine.
    • If either the measles or mumps titer is negative, you must receive 2 MMR vaccines.
    • Equivocal titer results are considered negative.
  • Please note: MMR vaccines are given 30 days apart.

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• How to complete the compliance checklist:
  • Submit documentation from a health care provider stating the dates of your two vaccinations or positive titer results.
  • Enter the date of your most recent vaccination or the date your titer was resulted in the “New Value” box.

Your photo will be used for your Prisma Health identification badge. The photo must be saved in JPEG format and follow the same requirements as a passport photo:

• Plain blue/grey/neutral background
• No sunglasses, hats or headphones
• Full face directly facing the camera
• Natural facial expression

DO NOT use a picture of your ID or passport. These often have a hologram and do not print clearly. Selfies are acceptable as long as they follow the same requirements as listed above.


Note: If for any reason Prisma Health Badge Security Office decides the photograph uploaded is not acceptable, you will have to take a new photograph upon arrival to their department. Uploading a clear photo in mCE will save you time in the long run.

How to complete the compliance checklist:

• Upload your photograph in the “Supporting Documents” section in jpeg format only (not PDF or png).
• Enter the word “yes” in the “New Value” box.