Graduate & Alumni Information:

Processing time of document requests take from 2 - 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). 

Graduates (MD) - Licensure/Verification
MIDUS: MSPE and transcript requests 

Continuous Registration Policy:

Students must be either registered and enrolled or on an official leave of absence every term until their degrees are awarded.

Registration in the Final Term:

If students are completing courses; using faculty time, library facilities, laboratories, or other University resources; or receiving University funds, they are required to register in the final term in which they expect to receive their degree.

Closure of Student Record:

The student record is closed to changes once a degree has been awarded.

The student record is closed to revisions in enrollment, grading, and academic actions upon award of a degree. Students are responsible for requesting review of their record prior to award of their degree. See UCLA Procedure 220.1 Student Grievances Regarding Violations of FERPA or University Policies on Privacy Rights Applying to Disclosure or Content of Student Records.

Jury Duty:

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.

Procedure:

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 registrar@mednet.ucla.edu, 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. 

• You are responsible for mailing the letter with the Jury Summons form.
• We recommend you make a copy of the letter and summons for your records. 

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.

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Leave of Absence:

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. 

A Leave of Absence may be for academic, medical, personal, and/or administrative reasons:

1. Academic Leave of Absence

   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:

   1. Pursuit of an additional degree, such as M.B.A., M.P.H., MPP, Ph.D., and J.D.
   2. Research (i.e., H.H.M.I.)  

   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.

2. Medical Leave of Absence

   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:  

   1. Acute illness
   2. Emotional, cognitive, or behavioral problems due to a psychiatric disorder
3. Personal Leave of Absence

   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:

   1. Death of a family member
   2. Caregiver for a family member
   3. Personal crisis
   4. Financial problems
4. Administrative Leave of Absence

   An 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 reasons for an Administrative Leave of Absence include but are not limited to: 

   1. Noncompliance with health clearance requirements
   2. Nonpayment of registration fees
   3. Violations of the DGSOM Honor Code
   4. Remediation plans as determined by the identified APC and/or CASPP
   5. Not meeting deadline requirements for USMLE Step 1 and/or Step 2
   6. Students experiencing academic and/or professional difficulty       

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Letter of Good Standing/Enrollment Verification or Transcript:

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 registrar@mednet.ucla.edu, 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.

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Parking:

Below are the general guidelines for requesting and purchasing Bruin ePermit parking for UCLA medical students who are not Weyburn residents. All students will receive updated information every quarter that will include updated pricing for each academic year.

2019-2020	Summer	Fall	Winter	Spring
ePermit Quarter Dates	June 17, 2019-September 15, 2019	September 16, 2019-December 31, 2019	January 1, 2020 – March 22, 2020	March 23, 2020 – June 14, 2020
When to Purchase the ePermit	June 3, 2019	August 26, 2019	(TBD)	(TBD)

Instructions for Parking Requests for UCLA Medical Students

All requests must be submitted at least 1 week in advance and no earlier than 3 weeks in advance of the date when parking is needed.

1. Apply for Parking:

• Fill out the Parking Application Survey to request a parking allotment.  All requests must be submitted at least 1 week in advance and no earlier than 3 weeks in advance of the date when parking is needed.

• For consecutive short-term permits, you only need to fill out the survey once (just include the last day needed). For nonconsecutive permits, you will need to fill out the Parking Application Survey each time you need parking.

2. Processing by the DGSOM SAO:

• You will receive an email when your application has been processed by the SAO, and your allotment assigned.

3. Purchase Your Permit:

• Log in to the Bruin ePermit website using your AD or UCLA Logon, click to view your permits, and click to purchase a permit. For short term permits, select the date range desired. Please be sure to add your car(s) to your online profile. You can associate 3 cars with your ePermit at one time. However, only one car can be parked in any UCLA lot at one time.

Fees: Prices are updated annually.

Short-Term Permits:

Short-term permits can start any day of the week. You can only purchase one permit at a time. For consecutive permits, you will be able to purchase each additional permit the day after your previous permit expires. You can mix and match weekly and monthly permits as needed.

1. Weekly Permit = $30 per week
   • Weekly permits are for 7 days and can start any day of the week.
   • There is a 3-week maximum duration per weekly permit.
2. Monthly Permit = $86 (~$21.50/week)
   • Monthly permits are for 30 days.
   • Monthly permits can start on any day of the week.

Quarterly Permits:

Prorated permits are available and the price varies by start date.  End date must be the end date of respective quarter (summer ends 9/15/2019, fall ends 12/31/2019).

1. Individual Quarter Permit = $258 for entire quarter
2. 2-person Carpool Quarter Permit = $216 ($108 per student)
3. 3-person Carpool Quarter Permit = $132 ($66 per student)

Parking Lot Locations (subject to availability):

• UCLA medical students can currently request either Lot 2 or Lot 8
• Lot 18 is temporarily unavailable for medical students

Information for Medical Student Carpool Permit Requests:

• All students must be medical students AND must meet UCLA Student Carpool requirements.
• All carpool members must complete the Parking Application Survey.
• Carpool permits are only available for quarterly permits (summer, fall, winter or spring). 
• After receiving an allotment all carpool members must log in to ePermit and select special permit and the carpool permit type (2 or 3 person)
• Make sure your addresses are up-to-date in MyUCLA to avoid requests being denied by Transportation Services.

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Registration & Fees:

• A medical student enrollment status is always classified as full-time; 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. Term fees (semester or summer session) are flat amounts assessed to all full-time students based on enrollment status (undergraduate, graduate, professional) and program, not on enrolled units.  Costs for housing, books, materials, etc. are not included.
• Leaving or returning mid-semester will require payment of registration fees, in full, for the entire term (semester or summer session).
• Enrollment is contingent upon payment of registration fees; courses may not be attended without the payment of registration fees.
• Going on leave of absence of absence or withdrawing may carry financial aid implications.  To learn more, please contact the DGSOM Financial Aid Office.

School of Medicine Fees:

Fee Assessment and Payment Due Dates

School of Medicine Annual and Term Student Fees (Updates Annually in July)

Health Science Summer Fees

Student Accounts (access to Bruin Bill)

Billing

Residence Requirements

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Returning from 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.  

1. REINSTATEMENT FROM AN APPROVED ACADEMIC LEAVE OF ABSENCE
   • Students intending to return to the DGSOM curriculum from an approved Academic Leave of Absence must complete and submit the required forms to the Registrar by January of the year in which they plan to return to the curriculum (i.e., students returning in summer or fall semesters must submit the required paperwork no later than the previous January).
   • Note that failure to follow the Leave of Absence guidelines and procedures outlined by the DGSOM Registrar may result in the student's administrative withdrawal from DGSOM by CASPP.
2. REINSTATEMENT FROM AN APPROVED MEDICAL LEAVE OF ABSENCE
   • When students are ready to return from an approved Medical Leave of Absence, they must submit appropriate documentation by their treating physician and/or an independent evaluator attesting to their ability to resume their studies and participate in the curriculum.  CASPP may refer students to the Medical Staff Health Committee and request a separate independent evaluation if there is uncertainty regarding the student’s readiness to resume their studies.
   • Students intending to return to the DGSOM curriculum from an approved Medical Leave of Absence must complete and submit the required forms to the Registrar no later than three (3) months prior to their return to the curriculum.
   • Note that failure to follow the Leave of Absence guidelines and procedures outlined by the DGSOM Registrar may result in the student's dismissal from DGSOM by CASPP.
   • CASPP will determine whether the student is eligible to return to medical school, based on the student’s previous academic performance and documentation of medical fitness. 
3. REINSTATEMENT FROM AN APPROVED PERSONAL LEAVE OF ABSENCE
   • Students intending to return to the DGSOM curriculum from an approved Personal Leave of Absence must complete and submit the required forms to the Registrar by January of the year in which they plan to return (i.e., students returning in summer or fall semesters must submit the required paperwork no later than the previous January).
   • Note that failure to follow the Leave of Absence guidelines and procedures outlined by the DGSOM Registrar may result in the student's administrative withdrawal from DGSOM by CASPP.
4. REINSTATEMENT FROM AN ADMINISTRATIVE LEAVE OF ABSENCE
   • Students intending to return from an Administrative Leave of Absence must first be approved by the Committee on Academic Standing, Progress, and Promotion (CASPP).  A student's return from an approved Administrative Leave of Absence must be in accordance with prior remediation plans, if available, as developed by the Academic Performance Committee and/or CASPP.
   • Students intending to return to the DGSOM curriculum from an Administrative Leave of Absence must complete and submit the required forms to the Registrar by January of the year in which they plan to return (i.e., students returning in summer or fall semesters must submit the required paperwork no later than the previous January).
   • Note that failure to follow the Leave of Absence guidelines and procedures outlined by the DGSOM Registrar may result in the student's dismissal from DGSOM by CASPP.

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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.  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.

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