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Frequently Asked Questions - Education

New and Accepted Student: for Schools

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Where can I find the New/Accepted Student Roster? Is this the same as a graduate roster? When is the end of month report sent?
Who determines what qualifies someone as a new/accepted student? The person who used to receive the end of month reports is no longer with our program. Can you send me reports for the past 6 months?
Who at my school will receive the information regarding when we can take the next step? Does a blue card mean there isn’t anything regarding this particular student that the BON would need to review?
What if we forgot to provide a contact person/email address on the roster? My student already knows that something is going to show up on his/her background check. Can he/she mail the documentation before the BON has the CBC results?
To whom do we send the rosters and by what method? When will my student hear back regarding the D.O. he/she was asked to submit?
How will I get the Fast Pass to provide to my students? Will my student receive a blue card if the D.O. review is approved?
How quickly will my students be able to schedule their fingerprint appointment? Is there a fee associated with the eligibility review?
My school has been following this process for a while, and I have a Service Code Form from before. Do I have to wait for the email from the BON before giving them the Service Code Form? My student is having difficulty obtaining some of the documentation since the incident(s) happened so long ago. How should I advise them?
What happens if a new/accepted student gets fingerprinted before being entered in the BON system? Just to be on the safe side, I’ve asked all of my students to submit a D.O. Petition to the BON even if they are answering ‘no’ to all of the eligibility questions. That’s okay isn’t it?
What do my students do with the Service Code Form once they have scheduled the fingerprinting appointment? Does this get mailed in with the DO? Will my students have to repeat the background check process before graduation?
How will I know if my students are receiving a blue card or being asked for a Declaratory Order? Can my school make it a requirement for students to provide the outcome?
The student received a blue card in the past, but misplaced it. How can they obtain another? A student is transferring to my program and has an outcome letter dated from two years ago. Is this still valid?
The student(s) received approval through the D.O. process. This means they can now answer “no” to the eligibility questions on the NCLEX application, correct? What happens if my student had a review in the past and then he/she submits an NCLEX application online?

Where can I find the New/Accepted Student Roster? Is this the same as a graduate roster?

The roster can be located at the following link: http://www.bon.texas.gov/forms.asp under “For Schools.” This is NOT the same as a graduate roster and the two should not be used interchangeably. Submitting the incorrect roster could delay processing by the Board of Nursing (BON).

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Who determines what qualifies someone as a new/accepted student?

The definition of an accepted or new nursing student will be up to each school of nursing to determine. You may submit any list of accepted or new students, even if they are on a waiting list or considered alternates.

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Who at my school will receive the information regarding when we can take the next step?

An email is sent to the person designated on the roster.

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What if we forgot to provide a contact person/email address on the roster?

The roster will be returned to the school which will delay processing.

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To whom do we send the rosters and by what method?

Rosters should be emailed to Rosemary Riojas: Rosemary.Riojas@bon.texas.gov. If mailed or faxed, they should be to the attention of Rosemary Riojas

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How quickly will my students be able to schedule their fingerprint appointment?

The BON makes every attempt to enter the rosters within ten (10) business days. We will send an email notification when the information has been entered. The school must wait for the emailed Fast Pass before advising the students to schedule their appointment.

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How will I get the Fast Pass to provide to my students?

It will be attached to the email sent to the designated contact once the roster has been entered.

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My school has been following this process for a while, and I have a Service Code Form from before. Do I have to wait for the email from the BON before giving them the Service Code Form?

YES! Providing the Service Code Form before receiving the confirmation email from the BON will delay processing and could interfere with the BON receiving the transmission of CBC results.

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What happens if a new/accepted student gets fingerprinted before being entered in the BON system?

Most likely, MorphoTrust will not allow the student to make an appointment. However, should the student succeed in getting fingerprinted, it could interfere with the BON receiving the transmission of CBC results. If this happens, the student may be asked to repeat the process.

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What do my students do with the Service Code Form once they have scheduled the fingerprinting appointment? Does this get mailed in with the DO?

No. The Service Code Form is for the students to use when scheduling their fingerprint appointment. They are no longer required to take this form with them to their appointment. They should not mail this information to the Board.

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How will I know if my students are receiving a blue card or being asked for a Declaratory Order?

Based on the information provided on the end of month report, you will see one of the following three scenarios listed: 1) CBC complete, 2) DO requested, or 3) DO complete.

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When is the end of month report sent?

The BON compiles the data the first business day of the subsequent month, and strives to email the reports no later than the third business day of the subsequent month. This allows for all activity for the preceding month to be included.

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The person who used to receive the end of month reports is no longer with our program. Can you send me reports for the past 6 months?

We can, but it will take some time to compile. The BON recommends having the designated staff member create a folder and save the end of month reports to a shared drive. This way your school should be able to access the information in the event that your staff changes

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Does a blue card mean there isn’t anything regarding this particular student that the BON would need to review?

Not necessarily. Remember, blue cards are sent to individuals whose CBC was clear, but it is possible that the student did have criminal activity in the past and the jurisdiction has not reported the information to the TX DPS. In addition, the eligibility section of the D.O. has questions of a non-criminal nature. It is highly recommended that you have all of your potential students read the ENTIRE section of eligibility questions to determine if a D.O. would still need to be submitted.

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My student already knows that something is going to show up on his/her background check. Can he/she mail the documentation before the BON has the CBC results?

The students may write the letter of explanation and start accumulating the necessary documentation. However, he/she should wait until receiving a letter from the BON to ensure that all incidents are addressed. Not following this order could delay the processing.

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When will my student hear back regarding the D.O. he/she was asked to submit?

Within ten (10) business days of the BON receiving a completed Declaratory Order Petition, statement, and supporting documentation, staff will submit the documentation to the Director of Operations for the initial review (given that the CBC results have already been received by the Board). The initial review can take up to 30 days. The student will be sent correspondence regarding the outcome of the initial review and whether additional action is necessary on their part.

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Will my student receive a blue card if the D.O. review is approved?

No. Blue cards are only mailed to individuals whose CBC was clear. An individual requested to submit a D.O. will receive an Operations outcome letter.

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Is there a fee associated with the eligibility review?

If the nature of the issue can be resolved within the delegated authority of the Operations Department, there will be no charge, and the Operations outcome letter will be mailed accordingly.....Toggle Expand/Collapse Text

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My student is having difficulty obtaining some of the documentation since the incident(s) happened so long ago. How should I advise them?

Applicants need to make every attempt to obtain certified supporting documentation related to the incident(s) in question. The appropriate legal jurisdiction should be able to provide something on letterhead stating that no records are found, if that is indeed the case.

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Just to be on the safe side, I’ve asked all of my students to submit a D.O. Petition to the BON even if they are answering ‘no’ to all of the eligibility questions. That’s okay isn’t it?

No. Receiving needless paperwork delays processing time all around. Students that are legally able to answer ‘no’ to all eligibility questions and have received a blue card, should not submit D.O.

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Will my students have to repeat the background check process before graduation?

Any student who has completed a DPS/FBI CBC after March 2006 will not have to do it again prior to his/her graduation.

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Can my school make it a requirement for students to provide the outcome?

The BON cannot require the students to provide the results of the criminal background checks to the schools. The BON suggests that you consult your school legal department and see if, by policy, you may require the student to provide the BON postcard to the school for school use. Since the Declaratory Order outcome is a public record, requesting a copy of the outcome letter should not be a problem.

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The student received a blue card in the past, but misplaced it. How can they obtain another?

The BON mails the original blue card to the address provided by the school on the New and Accepted Student Roster. One additional courtesy copy can be mailed to an address the student specifies. A request can be emailed to webmaster@bon.texas.gov The student should include his/her full name, date of birth, and last four digits of the SSN (if applicable), and confirm which address to mail the courtesy copy. Please make the subject line of the email: BLUE CARD COPY

Any additional blue cards, after the first two, would require a new roster from your nursing program.

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A student is transferring to my program and has an outcome letter dated from two years ago. Is this still valid?

Yes. So long as no new offenses have occurred, the approval would stand, even if the letter is outdated.

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The student(s) received approval through the D.O. process. This means they can now answer “no” to the eligibility questions on the NCLEX application, correct?

No. Having a previous review on file does not negate the need for honesty on the eligibility questions. Have your students complete the paper version of the application and include a statement that the information has been previously reviewed by the BON and, if applicable, that no new offenses have occurred. They may also submit a copy of the previous approval letter.

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What happens if my student had a review in the past and then he/she submits an NCLEX application online?

With the exception of expunged offenses, this situation is considered ‘non-disclosure’ and the file will be transferred to Enforcement

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For more information on these and other topics, use the search field at the top right corner of the page. Should you have further questions or are in need of clarification, please feel free to contact the Board.