Frequently Asked Questions
What is onboarding?
Onboarding is a set of compliance requirements students must complete to be compliant and approved for graduate courses and undergraduate courses when sites require onboarding. Examples of onboarding requirements include background screens, drug test, health requirements, immunizations, insurance, required trainings, etc. Students must complete Walden’s onboarding requirements in CastleBranch by the deadline. Practicum sites may also have onboarding requirements and processes so students must check with their practicum site for onboarding. Review more information about CastleBranch and onboarding in the Onboarding Guide and the Onboarding webpage.
What is CastleBranch?
CastleBranch is the vendor that Walden utilizes to track onboarding requirements. Students must order a package through CastleBranch and complete Walden onboarding requirements by the deadline. Review more information about CastleBranch and onboarding in the Onboarding Guide and the Onboarding webpage.
What is the deadline to complete onboarding requirements?
The deadline to have all onboarding requirements complete and compliant is the first day of the month three months before the term. Deadlines are posted on the Field Experience website.
When should I start CastleBranch?
Students must have all onboarding requirements complete and compliant in CastleBranch for the term by the onboarding deadline. It is recommended to begin working on the onboarding requirements a couple months before the deadline to avoid delays because it may take time to obtain required documentation to meet the requirements, obtain vaccinations, complete health requirements, complete training, and allow time for background checks/screens because some take several weeks or months to complete.
Where can I find a listing of Walden’s onboarding requirements?
The list of onboarding requirements are listed on the Field Experience website on the Onboarding webpage.
How do I sign up for a package with CastleBranch for the first time?
Go to the Walden portal for CastleBranch. Review Section 2 in this guide for step-by-step instructions.
What resources are there if I need help with completing my onboarding requirements?
We have resources on the Field Experience website. Here are some resources:
- Attend a Roundtable Session
- Review the Onboarding Guide
- Watch video tutorial in “Resources & Documents”
- Watch videos in myCB
What is Walden’s package code for CastleBranch?
Walden University students do not need a package code for signing up for the first time. Students need to register for an account and package by going to the Walden portal for CastleBranch. Review the Onboarding Guide for instructions on how to order your first package through CastleBranch.
What is myCB?
myCB is the portal for CastleBranch where you manage your account and requirements after you set up your account and order your package. You access myCB online at: myCB.
Do I need to complete CastleBranch before I submit my application in Meditrek?
Students may submit a practicum application in Meditrek before the application deadline and not have onboarding requirements complete in CastleBranch. However, students must have onboarding requirements complete and compliant by the onboarding deadline.
My practicum site does not require me to complete a background check, drug test, or immunizations. Do I still need to complete CastleBranch?
Yes, onboarding requirements in CastleBranch is a requirement of Walden University for students to complete prior to beginning practicum. Regardless of what your practicum site may require, completion of onboarding requirements in CastleBranch package is required.
Can I just send all my documents directly to Walden University and not do CastleBranch?
No, Walden University cannot directly accept any personal health documentation, training documentation, background checks, or drug tests. All requirements for onboarding must be completed through CastleBranch..
Do I need to complete onboarding requirements in CastleBranch if I completed it at another school or organization?
Yes, you must sign up for a package under Walden’s portal because we do not have administrative access to other accounts with other schools or organizations and other schools/organizations may have different requirements.
Do I need to do another background check and drug test if I already completed a background check or drug test through my employer or another school?
Yes, you must complete a background check and drug test through CastleBranch for Walden University. We are unable to accept background checks or drug tests from another source.
Do I need to complete onboarding requirements in CastleBranch if I am an employee of the practicum site?
Yes, you must complete all Walden’s onboarding requirements through CastleBranch even if you are an employee of the practicum site. Being an employee of your practicum site does not exempt students from Walden’s onboarding requirement.
What information do I need to complete my onboarding requirements through CastleBranch?
You must review the list of onboarding requirements on the Field Experience website on this webpage for the criteria of the requirements and gather the appropriate documentation. You must obtain your vaccination records, obtain health records, complete required training, obtain required insurance, and follow directions to complete the drug test and background check.
Are my health records, documents, background check, and drug test safe, secure, and confidential in CastleBranch?
CastleBranch provides a safe, secure, and confidential system. All information in CastleBranch is secure.
How do I upload documents in CastleBranch for my requirements?
Review the Onboarding Guide for instructions on how to upload and submit documents in CastleBranch.
What file format is acceptable to upload documents?
The most common file types are .jpeg, .png, .doc, PDF. There is a maximum file size of 5mg.
What if I have one vaccination record document for all my vaccinations or one document that includes multiple requirements?
If you have one vaccination record or one document with multiple requirements, you must upload the vaccination record to each requirement separately to each individual requirement. CastleBranch reviews one requirement at a time so the documentation must be uploaded to each requirement separately for the review to be completed.
How do I upload multiple documents to fulfill a requirement?
You have two options as follows:
- Combine all documents to include in one file before uploading the one file.
- To upload multiple documents, open the requirement, click on the “Browse” button, and attach your first document. Click the “Browse” button again to attach additional documents. Click “Submit” when all documents have been uploaded and the files will be merged.
Who reviews and approves my documents and how often are they reviewed?
A dedicated team at CastleBranch reviews and approves your documents. Documents are reviewed in the order in which they are submitted. It takes between 3-7 business days for CastleBranch to complete reviews of uploaded documents.
Why did CastleBranch reject my documentation that I uploaded for a requirement?
CastleBranch will notify you via email when a requirement is rejected. You must review the message in the “Message Center” to review the message to determine why a requirement was rejected and what to do to resolve the issue. You can also review the reason a requirement was rejected in the “To Do List” by clicking on the blue plus icon by the rejected requirement.
What are commons reasons for CastleBranch to reject documentation for a requirement?
CastleBranch may reject documents for the following common reasons:
- Document is illegible and can’t be read.
- Document is blurry or too small and can’t be read.
- Document was uploaded to the wrong requirement.
- Document does not meet the criteria for the requirement.
- Document does not have dates for the requirement.
- Document is not in an acceptable format.
Do I need to obtain a new onboarding package each term for each practicum course?
You do not need to order a new full package each term. You will renew expiring requirements directly in your “Clinical Requirements” To Do List.
However, you may need to order a new background check and drug test package if they are over 12 months old because background checks and drug tests must be completed annually within 12 months of the start of the term. Review the Onboarding Guide for instructions on how to renew your background check and drug test.
Do I have to do a background check and drug test annually?
Yes. Students must complete a background check and drug test annually within 12 months prior to the start of the term. CastleBranch will not notify you when you need to complete a new background check or drug test. It is your responsibility to renew your background check and drug test. See the Onboarding Guide for instructions on how to renew a background check and drug test in CastleBranch.
Do I need to do anything for the background check process?
Yes. You must follow all instructions through CastleBranch for background check packages. You must also sign a disclosure consent release form in order for CastleBranch to begin the background check. If you do not sign the consent form, CastleBranch cannot begin the background check. It is very important to read and follow all instructions in CastleBranch to avoid delays with the background check and screen process.
Do I need to do a new background check if I am doing a practicum in a different state?
Yes. You must have a new background check package for the state where you are doing the practicum experience. Many states have specifics checks or screens so you must have a new background check package for the specific state where the practicum will occur. See the Onboarding Guide for instructions on how to order an additional background check.
Will I be given reminders when I have a requirement that will be expiring?
Yes, you will be sent an email reminders from CastleBranch 60 days and 30 days before the requirement due date for requirements that are due to expire in your “Clinical Requirements” To Do List. The renewal requirement will be added to your “To Do List” about three weeks before the due date for you to upload updated documentation to renew the requirement.
See the Onboarding Guide for instructions on how to add a renewal requirement to your “To Do List” early if you must renew the requirement by the onboarding deadline for an upcoming term.
NOTE: CastleBranch will not send a reminder to renew your background check and drug test.
What happens when my requirements expire in CastleBranch?
It is your responsibility to ensure all requirements are up to date in CastleBranch.
During the term of a practicum course, you must update requirements in CastleBranch when they expire.
For practicum approval for an upcoming term, you must renew and update requirements that are due to expire before the start of the term by the onboarding deadline. NOTE: CastleBranch will not send a reminder to renew your background check and drug test.
How do I add renewal requirement early to my “To Do List” so I can renew and update a requirement by the onboarding deadline for practicum application approval?
You must email customerservice@castlebranch.com to request them to add your renewal requirement to your “To Do List” early. See the Onboarding Guide for instructions on how to add a renewal requirement to your “To Do List” early if you must renew the requirement by the onboarding deadline for an upcoming term.
CastleBranch told me Walden could override a requirement, how can I have a requirement overridden?
All onboarding requirements in CastleBranch are requirements of the College of Nursing for nursing students taking practicum courses. Walden sets specific criteria and standards for each requirement. Students must complete all requirements as outlined in CastleBranch. Walden will not override requirements in CastleBranch. If students have unique circumstances, they should contact Field Experience.
I must provide my immunization records, background check, liability insurance, or drug test to my practicum site. How do I do this?
See the Onboarding Guide for instructions on how to send your information and documentation from CastleBranch to your practicum site.
What if my practicum site requires Walden to complete onboarding processes or forms for the site?
Send an email to nursingfield@mail.waldenu.edu with your request and the Office of Field Experience will provide you with further instructions and next steps.
What is a titer and why do you require one if I do not have the correct documentation of my vaccination?
Titers are blood tests that check your immune status to vaccinations or diseases you may have received in the past. If your titers results are positive, it means you have adequate immunity to a particular disease. If your titer is negative, it means you are not immune and you need to obtain the vaccination.
If you are uploading titer results, the lab report must include reference ranges and what the results mean. E.g. Rubella, Result = 78, Reference Range = 10-500, Non-Reactive = <10 IU/ml, Reactive = > 10 IU/ml.
Do I have to complete the influenza (flu) vaccination requirement?
You must complete the influenza (flu) requirement annually for the new flu season during the flu season. The influenza (Flu) requirement will be added to your “To Do List” every year for the new flu season by the middle of August.
Review the criteria for the Influenza (Flu) requirement on the list of onboarding requirements to determine which terms that you must complete the requirement and the criteria for the requirement.
What if I have not completed the Hepatitis B vaccine yet? It takes 6 months to complete the vaccine series. How can I meet this requirement?
Hepatitis B series is 3 vaccinations done at different specified times. If you have not previously had the Hepatitis B series, begin the first vaccination as soon as possible. You will then complete the second and third vaccination following the schedule by your health care provider. If you are just starting the series, upload documentation of each item as you complete it. You will be assigned a “Hepatitis B 2nd Action” requirement in your “To-Do List”. You will remain in compliant status if you stay on track with receiving each dose.
What if I can’t renew my physical exam by the onboarding deadline because I can’t get an appointment or my insurance will not pay for it?
If you can’t get an appointment by the deadline or if your insurance will not pay for your exam, you have other options to complete the requirement. Many facilities like CVS, Minute Clinic, Walgreens, or other retail clinics offer affordable physical exams and have immediate flexible appointment availability. If you are unable to complete a physical exam, you can upload a signed letter from your primary care provider attesting that you are in good health to complete practicum that is dated and signed within the last 12 months.
How do I get Professional Liability Insurance for practicum?
Students must obtain Professional Liability Insurance as an onboarding requirement for practicum. While Walden does not endorse a particular insurance provider because students are free to research a policy that meets their needs, students often obtain insurance from companies such as Nurses Services Organization (NSO), Healthcare Providers Service Organization (HPSO), Marsh, and Mercer.
You must review the criteria for the Professional Liability Insurance on the list of onboarding requirements to ensure you get the correct coverage type and coverage amounts for the insurance.
You must upload the official Certificate of Insurance in your “To Do List” in CastleBranch. The documentation must include your name, address, date of the policy coverage, coverage amounts, coverage type and expiration date.
What if I can’t renew my Professional Liability Insurance early before the onboarding deadline because the company won’t allow me to renew it early or because it is auto-renewing?
You must renew your liability insurance by the onboarding deadline if it due to expire and won’t be valid for the term. Insurance companies will allow students to renew their insurance policy early. It may require paying for your insurance policy early. You should contact your insurance company about renewing your policy early to get an updated Certificate of Insurance to cover the term. If you have an auto-renewing policy, you may have to pay for your insurance early to get an updated insurance policy to renew it before the onboarding deadline.
What if I have not completed HIPAA or OSHA training?
If you have not completed HIPAA or OSHA training, you can complete any course that would meet the criteria for the requirements. If you are unable to identify a training that meets the requirements, you can complete training through an e-learning module through CastleBranch.
See the Onboarding Guide for instructions on how to order an additional package for HIPAA and OSHA Training. Here are the package codes:
- HIPAA Training: WN42hipaa
- OSHA Training: WN42osha
How do I get a photo ID name badge if my practicum site requires a badge?
See the Onboarding Guide for instructions on how to order an additional package for Photo ID Badge through CastleBranch using the following package code:
Photo ID Badge: WN42ph
What if I have a medical reason for not being able obtain a vaccination?
See specific instructions for each vaccination below:
MMR: Send an email to nursingfield@mail.waldenu.edu to request an exemption to determine if you are eligible for the appeal process.
Varicella (Chicken Pox): Send an email to nursingfield@mail.waldenu.edu to request an exemption to determine if you are eligible for the appeal process.
Hepatitis B: Follow instructions for the Declination Form that is in your “To Do List” and upload the Declination Form in CastleBranch.
Tdap: Send an email to nursingfield@mail.waldenu.edu to request an exemption to determine if you are eligible for the appeal process.
Influenza (Flu): Follow instructions for the Declination Form that is in your “To Do List” and upload the Declination Form in CastleBranch.
COVID-19:
If you ordered your package in CastleBranch after December 15, 2022: Select “No” to receiving the COVID-19 vaccination and the requirement will be marked as complete.
If you ordered your package in CastleBranch before December 15, 2022, select the “Testing for COVID-19” or email nursingfield@mail.waldenu.edu to request an exemption through the appeal process.
The appeal process involves a two-step process. The first step is going through the appeal process through Walden. If your appeal is granted through Walden, the second step is obtaining a waiver from the practicum site. You must follow the directions for the appeal process.
What if I have a religious objection to a vaccination and I have not received the vaccination previously?
You must send an email to nursingfield@mail.waldenu.edu to request an exemption for a vaccination(s) through the appeal process. The Office of Field Experience will send you instructions on the appeal process to be exempted from an immunization requirement. The appeal process is a two-step process to be exempted from an immunization. If your appeal is granted by Walden, you will be sent instructions on the waiver process for the practicum site.
What if I have a disability and I need an accommodation for an onboarding requirement?
You must send an email to Office of Student Disability Services to initiate the accommodation request process. More information can be found on their website.
Who can I contact if I have questions about onboarding requirements and the process?
For questions about the onboarding process and requirements, contact the Field Experience Office.
Who can I contact if I need help with CastleBranch?
For support from CastleBranch, log into your myCB portal and click the “Need Help” link in the top right corner or Contact CastleBranch to see contact options for CastleBranch.