Due to the Safer at Home orders in California and partial University closure, the DGSOM Student Affairs Office staff are telecommuting. Staff are available via email addresses found on the Student Affairs Contact Information Page. For general non-urgent inquiries, call (310)206-0434. 

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.

Name Change or Correction (Current Students Only)

Name changes are processed for current students only. Complete both DGSOM Name Change Form and UCLA Name Change Form.

• All former names are retained in student records.
• All current and former student names are included on the academic transcript.

Housing Information for DGSOM Medical Students:

The UCLA Housing Application for graduate and family housing opens in Spring of each year for the following academic year.

Students may access the application and updated information via the UCLA Housing website. To apply, select “Apply for Housing.” Students with no UID will only be able to apply once a UID is assigned. If a student is having trouble applying, please email the Housing Office at uclahousing@housing.ucla.edu.

The Graduate Housing Timeline may be useful in providing an overview of the application and offer process.

Additional Details regarding DGSOM’s Priority Allocation  

DGSOM’s departmental priority allocation from UCLA Housing is only used for incoming medical students. Students who complete their SIR/SLR and their housing application by the priority deadline in mid-May will be included in the priority allocation.  This allocation will give priority for an annual housing offer, which for Single Graduate Housing can be extended for up to 2 additional years (3 years total).  Please visit UCLA Housing’s web site and Housing offers/contracts for the for most complete and up-to-date information. 

Please note that, while the School of Medicine makes every effort to secure housing for its incoming students, there is no guarantee for housing allotment.  Increasing your options (location, room type, etc.) will increase your chances of getting a spot in UCLA Graduate Student Housing. 

Unfortunately, current continuing medical students are not eligible for our departmental priority allocation.

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:

For additional information about medical student leave of absence, please visit https://medschool.ucla.edu/current-registrar-loa.

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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. All students will receive updated information every quarter that will include updated pricing for each academic year. Weyburn Terrace Residents should apply for parking with housing.

2021-2022	Summer	Fall	Winter	Spring
ePermit Quarter Dates	June 14 - September 12, 2021	September 14 - December 31, 2020	January 1, 2020 - March 21, 2021	March 22, 2021 - June 13, 2021
When to Purchase the ePermit	June 7, 2021	August 31, 2020	November 20, 2020	March 17, 2021

Instructions for Requesting Parking Allotments from DGSOM 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: 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.

• Weekly Permit = $30 per week
• Weekly permits are for 7 days and can start any day of the week.
• 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.

• Individual Quarter Permit = $258 ($129 per Summer Session)
• 2-person Carpool Quarter Permit = $216 ($108 per student)
• 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.

• 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.
• 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

Fee Refunds 

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Returning from Leave of Absence:

For additional information about returning from a medical student leave of absence, please visit https://medschool.ucla.edu/current-registrar-loa.

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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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