Reports & Clinical Rosters

Timing of student visibility

1. Students and faculty appear in the Reports view six weeks prior to their assignment start date.
2. Two weeks after the assignment end date, the record automatically drops off both tabs so you only see active or near-term rotations.

Passport tab overview

The Passport tab is your central compliance dashboard. Each column communicates a different status:

• Approve/Reject column (far left): click to accept or decline a clinical rotation assignment directly from the table. When rejecting an assignment, please provide a rejection reason so the student will know what to complete to be back in compliance. Once a student resolves any issues, you can change this back to accepted.
• Student Name: opens the student’s contact panel with phone, email, program, and cohort details.
• Docs: launches the student’s document folder containing every upload from Clinical Passport, education, and healthcare requirements.
• CPNW / ED / HC: each column displays an icon representing the overall requirement completion status for Clinical Passport, education, and healthcare requirements respectively. A “+” icon means every requirement is complete, a "-" icon represents at least one incomplete requirement remains; click it to open a popup with individual requirement statuses so you know what's missing at a glance.
• OIG & SAM: show screening outcomes pulled from the education review. Green icons confirm the student is cleared; other icons indicate follow-up may be required.
• BGC & WATCH: report the status of the background check (independent vendor or Checkr) and WATCH check (independent or CPNW WATCH service).
• Type: identifies whether the record is a student or faculty member.

Clinical Roster tab

Switch to the Clinical Roster tab to view a schedule-centric grid for every confirmed placement:

• Columns include Student Name, Assignment Location, Start Date, End Date, School, Program, and Account Type.
• Use this table as your working roster for preceptor assignments, and orientation planning.
• Remember the six-week visibility rule: if a student isn’t shown yet, their rotation is still outside the reporting window.

Tips for keeping tabs on compliance

• Filter or export from the Passport tab to share status updates with unit stakeholders or educators.
• If you see a “-” icon in CPNW/ED/HC columns, this represents that there is at least one incomplete requirement. You can click on the "-" to view the status of each individual requirement in a popup window.
• Leverage the Docs folder to double-check paperwork before approving the assignment.