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.

 

 

Community Service Officer (Evening Chaperones)

CSO Evening Chaperones are available as walking escorts each evening. For more information visit the UCLA Police Department website or contact (310) 794-WALK.

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UCLA ID Card Access Issues for Medical Students

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 you are experiencing issues with Proximity Card Access in UCLA Medical Centers or Geffen Hall, please contact Prox Card Access with your name, title, UID#, Prox#, Expected Graduation/End Date, and access you are requesting.

If your card will not let you in to CHS or the outer doors to the LRC, please email DGSOM Facilities 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 experiencing issues with access to the Biomedical Library or the Graduate Reading Room, please contact Juan Jaime with your name, title, UID#, and Expected Graduation Date.

If you are experiencing 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 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.

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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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Pagers:

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

DGSOM Medical Students:

• Students must return their pager, to the paging office, and bring the receipt to the SAO no later than May 18, 2018.
• Lost pagers are the responsibility of the individual student as is true for residents and faculty; the fee for a new pager (if lost or damaged) is $100. Please contact Mimi Vuong (310) 267-1104, or mvuong@mednet.ucla.edu for more information.

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Parking:

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.

2018-2019 Student Permit Periods	Quarter	Start	End
	SUMMER (current 17-18 permit holder)	7/1/2018	9/16/2018
	SUMMER (new permit holder)	6/18/2018	9/16/2018
	FALL	9/17/2018	12/31/2018
	WINTER	1/1/2019	3/24/2019
	SPRING	3/25/2019	6/16/2019
	Annual	7/1/2018	6/30/2019

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):

1. Email the Registrar from your Mednet Email account Registrar@mednet.ucla.edu
2. Subject line "Parking"
3. Include:
   • Full name
   • UID#
   • Medical Student Class (e.g. 2018)
   • Commuting address (Weyburn Terrace residents are not eligible for parking)
   • For MS3 & MS4 students, list lot choice (Lot 18 or Lot 8)
   • For MS1, MS2, and LOA students, lot is Lot 8
   • Requested date range for parking (see options 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 email every quarter with updated pricing.

1. Weekly Permit = $20.75 per week
   • There is a 3-week maximum duration per weekly permit
   • Weekly permits must start on a Monday and end on a Sunday
2. Monthly Permit = $83.00
   • Monthly permits are for 30 days and can start on any day of the week.
3. Quarter Permit = $249 for entire quarter
   • Prorated permit available: please note that prorated price varies by date range/request
     • End date must be the end date of respective quarter
     • Can request prorate application from the SAO in advance, but will not be able to purchase from Parking Services Office until or after the start date of the permit
4. Annual Permit for entire year = $966
• Prorated permit available: please note that prorated price varies by date range/request
  • End date must be 6/30/2019
  • Can request prorate application from the SAO in advance, but will not be able to purchase from Parking Services Office until or after the start date of the permit
• Approximately cost = quarter price x number of quarters applicable to request

• Classes of 2020 and 2019 = Lot 18 (default), Lot 8; Lot 8 is not available during the summer.
• Class of 2022 and 2021 = Lot 8 (Lot 18 available only if you request carpool permit with another medical student)

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:

• All students must be medical students AND must meet requirements specified at https://main.transportation.ucla.edu/campus-parking/students/student-carpool-permit-requirements
• Above information must be supplied for ALL carpool members, and their Mednet Emails MUST be cc'd on the email request.
• List lot choice:  Lot 18 is the only option.
• Carpool permits are only available for the entire quarter (fall, winter or spring).  Carpool permits are not available during the summer.
• 2 person - $207 ($103.50 per student)
• 3 person - $126 ($42 per student)

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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 Fees (Updates Annually in July)

School of Medicine Term 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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