Location: Geffen Hall, Suite 200 Telephone Number: 310-206-0434 Fax Number: 310-794-9574 Email Address: email@example.comOffice Hours: M - F; 8:00am-5:00pm Closed on Thursdays 10:00am - 11:15am for staff meeting
US Mailing Address: David Geffen School of Medicine at UCLA Student Affairs Office Geffen Hall, Suite 200 885 Tiverton Drive, Box 951720 Los Angeles, CA 90095-1720
Processing time of document requests take 3 weeks, upon receipt, depending on time of year and volume of requests. This office does not verify Post Graduate Training or employment positions (Please refer to the GME Credentials Verification for this information).
The David Geffen School of Medicine at UCLA requires that all incoming students obtain a health clearance from the UCLA Student Health Service for personal protection and community health reasons. The health clearance requirements include a physical examination including diagnostic tests; positive hepatitis B antibody test; and demonstration of immunity to tetanus, diphtheria, rubella, measles and mumps (including re-immunization with measles, mumps, and rubella if the immunization occurred prior to 1980; and proof of a tetanus/diphtheria booster within the last 10 years.) A pertussis with the tetanus/diphtheria booster (DPT) is strongly recommended. In addition, all students must be monitored for tuberculosis (skin test) annually during all years.
Students must have everything except the hepatitis B vaccines and titer completed by the first day of class otherwise, they may not be allowed to start classes. Additionally, if starting or continuing a hepatitis b series, this must be completed before the first day of the first year spring semester or will not be eligible to continue the second semester.
Ashe Student Health Center
Fees and Eligibility
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CSO Evening Chaperones are available as walking escorts each evening. For more information visit the UCLA Police Department website or contact (310) 794-WALK.
If your UCLA Bruincard is not working, please be sure to check your BruinBill to make sure your fees are paid. An outstanding balance will prevent you from having access to University buildings and services.
If your card will not let you in to CHS or the outer doors to the LRC, please email DGSOM Faculties with your name, title and UID#.
If your card will not let you in to the individual study rooms in the LRC, please email Phil Klein for further instructions.
If you are experiences issues with Proximity Card Access in UCLA Medical Centers, please contact Prox Card Access with your name, title, UID#, Prox#, Expected Graduation/End Date, and access you are requesting.
If you are experiences issues with access to the Biomedical Library or the Graduate Reading Rooms, please contact Juan Jaime with your name, title, UID#, and Expected Graduation Date.
If you are experiences issues with access to Linen Services and Scrub Machines in UCLA Medical Centers, please contact Materials Management or your clerkship coordinator for assistance.
Access to the Wilson Student Lounge, Wooden Center and other Recreation Facilities should be automatic when your fees have been paid. Please contact the Student Affairs Office for further assistance if your card is not working in one of these locations.
If you have lost your ID card, please contact the Student Affairs Office so that a form can be prepared for you. After you pick up the form, you will need to pay the hospital cashier the lost ID fee, and then take the form and the receipt to the Photo ID Office, B8-153 Semel. Their hours are 8:30-11:30 and 1:00-4:00 on Monday through Thursday, and only 8:30-11:30 on Fridays.
All UCLA students are automatically assessed for and enrolled in the University of California Student Health Insurance Plan (UCSHIP) as a condition of registration at UCLA. Continued enrollment in a qualified medical/health insurance plan must be maintained during all registered terms.
The UCSHIP fee is billed each term along with other UCLA fees. UCSHIP fulfills all of the requirements mandated for a qualified medical/health insurance plan as defined by the University. The Ashe Student Health and Wellness Center is the primary healthcare provider for UCSHIP and is where all nonemergency medical care must be initiated for UCSHIP claim payment consideration. See http://www.studenthealth.ucla.edu.
Cost of Services at Ashe Center
UC SHIP Coverage Dates
UC SHIP Waiver Information
UCLA Non Registered Students (Insurance Information)
PLEASE NOTE: Jury Duty is a legal obligation, and our general guidelines do not supersede the processes of any jurisdiction. Court processes may vary, so please contact the number on your summons should you have any questions. While the DGSOM can compose a letter on your behalf, it is your responsibility to mail the form. Only a letter or notification from the court serves as an exemption.
First Time Receiving a Jury Summons Call - Call the Jury Service hotline telephone number listed on the summons to request a postponement of your service date. Select a date as far ahead as possible as all jurors are entitled to one postponement. On occasion, doing so will remove you from the jury pool altogether.
Second Jury Summons - If you receive a second summons, or were informed that you will not receive a second summons, request a Jury Duty Exemption Letter one month prior to your service date. Complete and submit a Document Request Form with the pertinent information from your summons. The completed form may be returned via email to firstname.lastname@example.org, via fax (310) 794-9574 or by placing it in the Registrar mailbox (Geffen Hall, Suite 200). Processing time is 3-5 business days depending on time of year and volume of requests.
You will receive an email, from the School of Medicine Registrar, when the letter is available to pick up from the SAO.
After the Jury Summons and Exemption Letter has been mailed, call the original Jury Service hotline telephone number, listed on the summons, and ask to speak with a court specialist to explain your situation and request to have your summons placed on "hold' while the Exemption Letter is processed by the court system.
You MUST speak with a court specialist. Your service will be placed on "hold" for 30 days. This should be adequate time for the court system to process the Exemption Letter. The process of reaching a court specialist over the phone is tedious and can take up to a 30 minute telephone hold time. If your jury duty service in not placed on "hold" while the letter is being process it could result in a re-summoning to jury duty, and you could be considered as a "failed to appear in court" if your assigned or selected jury duty service date has passed.
A leave of absence is defined as being away from the curriculum for more than a six week, consecutive period of time. A student may be granted a leave of absence (LOA) of one year with possible extension for one additional year. All leaves will be for a specified period of time and must be approved by the Senior Associate Dean for Student Affairs.
During a leave of absence, students will not receive credit for work (e.g., MBA/MPH/MPP/PhD programs, research, etc.) completed away from the David Geffen School of Medicine at UCLA.
Procedures and Forms:
Leave of Absence Checklist/Procedures Leave of Absence Request Form Leave Extension Request Form Medical Leave of Absence (MLOA) Request Form
TIME OFF FROM CURRICULUM
Any student who requires more than one week but less than six weeks of time off from the curriculum may request "Time Off" by submitting a "Time Off From Curriculum Request Form" to the Student Affairs Office (See https://medschool.ucla.edu/current/Pages/Forms). There may be a variety of reasons for granting this request, as determined by the Associate Dean for Student Affairs. Students interested in taking time off from the curriculum must first contact the Associate Dean for Student Affairs, who will consider the merits of each individual case and work with the individual student and appropriate faculty.
APPROVED LEAVE OF ABSENCE (LOA)
An approved Leave of Absence (LOA) is defined by an absence from the curriculum of more than six consecutive weeks. Students on an approved Leave of Absence for any reasons other than an Academic Leave of Absence do not pay registration fees, are not permitted to enroll in required or elective medical school Blocks, Courses or Clerkships, and will not receive credit for any completed coursework (i.e., M.B.A., M.P.H., M.P.P., Ph.D. programs, research, etc.).
The maximum period for an approved Leave of Absence for any reasons other than an Academic Leave of Absence is one academic year, which may be extended for one additional academic year upon review on an individual basis by the Committee on Academic Standing, Progress, and Promotion (CASPP). If the student is not ready to return after two years, the student may be administratively withdrawn from DGSOM by CASPP.
The student requesting a Leave of Absence must provide the reasons for the leave and a plan to return in writing to the Associate Dean for Student Affairs, who will then present the request to CASPP. CASPP is responsible for reviewing and determining whether to approve a student's request for a Leave of Absence.
An approved Leave of Absence may be for academic, medical, personal, and/or administrative reasons:
NOTE: Students participating in the Medical Scientist Training Program (MSTP) will require an approved Academic Leave of Absence greater than two years in order to complete the requirements of the MSTP program, and are not subject to the two year maximum leave interval as indicated above.
An approved Academic Leave of Absence is generated by the student, and provides students with the necessary time to complete an academic pursuit and is not subject to the two year maximum leave interval as indicated above. Examples of an approved Academic Leave of Absence include but are not limited to:
An approved Medical Leave of Absence may be generated by the Dean's Office, the student's physician, or the institution. A student's treating physician and/or an independent evaluator must attest to the student's inability to participate in the curriculum. Examples of an approved Medical Leave of Absence include but are not limited to:
An approved Personal Leave of Absence is generated by the student in order to attend to emotional, economic, or other factors that affect the student’s ability to participate in the curriculum. Examples of an approved Personal Leave of Absence include but are not limited to:
An approved Administrative Leave of Absence may be generated by several institutional entities including: an Academic Performance Committee (APC); the Committee on Academic Standing, Progress, and Promotion (CASPP); Associate Dean for Student Affairs; and the Dean's Office. Examples of an approved Administrative Leave of Absence include but are not limited to:
REINSTATEMENT FROM AN APPROVED LEAVE OF ABSENCE
With the exception of students participating in MSTP, the maximum period for an approved Leave of Absence is one academic year, which may be extended for one additional academic year upon review on an individual basis by the Committee on Academic Standing, Progress, and Promotion (CASPP). If the student is not ready to return after two years of an approved LOA, the student may elect to withdraw from DGSOM, the student may petition CASPP for an extension of their LOA, or based on individual circumstances may be dismissed from DGSOM by CASPP.
There is a 4-week maximum duration per permit Permits must start on a Monday and end on a Sunday
Procedure for Letter of Good Standing and/or Enrollment Verification Letter or Transcript request:
First, access your Letter of Good Standing and/or Enrollment Verification Letter or Unofficial Transcript request through the Student Document Portal: https://studentdocs.dgsom.ucla.edu/. For Official Transcript requests, please complete and submit a Document Request Form.
Should you have access issues with the Student Document Portal, please let us know, and submit a Document Request Form. The completed form may be returned via email to email@example.com, via fax (310) 794-9574 or by placing it in the Registrar mailbox (Geffen Hall, Suite 200).
Processing time is 5-10 business days depending on time of year and volume of requests.
Payment Link Pager and Mobile Device Support MITS IT Help Desk UCLA Health System Services & Solutions
All third and fourth year medical students are required to carry a UCLA issued pager; outside pagers are not accepted.
Paging Office Locations:
P-123 RRUMC open 24/7 (P-123 is a floor below the basement of the main hospital and requires badge access)
A7-180 CHS Monday - Friday 7:00am-12:00pm & 1:00 -3:00pm
3rd Year Medical Students:
The initial "rental" fee must be paid electronically. Pager distribution will occur at a designated time during Clinical Foundations.
Pager User Guide
4th Year Medical Students:
Returning of Pagers:
Students do not own the pager and are required to return it, to the paging office, and bring the receipt to the SAO two weeks prior to graduation or before going on a leave of absence
P-123 RRUMC open 24/7 (P123 is a floor below the basement of the main hospital and requires badge access)
Below are the general guidelines for parking. All students will receive an updated version every quarter that will include updated pricing for each academic year July 1-June 30. Be advised that there is no discount for buying a longer-duration permit; prices are calculated by the number of weeks at the current UCLA price. Quarter and annual permits are prorated if you star mid quarter/year as long as you request the end date to be the same as the end of that quarter or academic year (June 30).
Student Permit Periods
Instructions for Parking Requests for UCLA Medical Students
All requests must be submitted at least one week in advance of the date when parking is needed.
To request an application, please follow these instructions (easiest to copy and paste the section below):
Fees: Be advised that there is no discount for buying a longer-duration permit. Prices are calculated by the number of weeks at the current UCLA price. Students receive an updated version every quarter with updated pricing.
Quarter Permit = $237 for entire quarter
Annual Permit = Price varies by date range/request
Approximately cost = quarter price x number of quarters applicable to request
Purchasing Your Permit:
Take the form and payment to the Parking Services office at 555 Westwood Plaza (the Strathmore Building - next to Lot 8) to purchase and pick up your permit. Parking Services is open 7:45 AM - 5 PM and handles all financial aspects of the permit.
Processing by the SAO: You will receive an email when your application has been processed by the SAO. Processed applications will be placed in a file box in the SAO (Geffen Hall, Suite 200) and can be picked up between 8 AM and 5 PM, Monday - Friday.
Information for Carpool permit requests:
The School of Medicine does not offer part-time status.
All medical students are required to pay for a minimum of eight semesters and one summer session. Students are required to pay, in full, for each semester or summer session for which they are enrolled in at least one course and/or clerkship. A fifty percent workload (12 weeks) per semester is required to be eligible for financial aid. Students who have not met their financial obligations to the medical school will be placed on an administrative leave.
Fee Assessment and Payment Due Dates
2016 – 2017 School of Medicine Annual Fees
2016 – 2017 School of Medicine Term Fees
Health Science 2016 Summer Fees
Student Accounts (access to Bruin Bill)
Returning from Leave of Absence Checklist/Procedures Returning from Leave of Absence
Residence Contact - Contact the UCLA residence deputy and the UC Office of General Counsel residency analyst
Statement of Legal Residence (SLR) - Required if leave is 6 months or greater