Welcome to SHPEP 2023 Scholar Portal!
This website will have all the information you will need to prepare for SHPEP 2023.
- Congratulations on being accepted to the UCLA/CDU SHPEP 2023 Cohort! We are excited to meet you!
- See below for steps to prepare for SHPEP 2023
Step 1: Waivers and Agreements
When it will be available: SHPEP staff will send it to you on March 27, 2023
What it covers:
- SHPEP 2023 Contract
- General – Waiver of Liability, Assumption of Risk, and Indemnity Agreement
- Virtual Waiver
- Photo Waiver
- Housing Agreement
- Facilities Waiver
- Confidentiality Statement
- Course Materials Agreement
Where to find it: Sent via email. Email subject is: "Complete with DocuSign: WAIVERS and AGREEMENTS" from "DocuSign."
Due: Monday April 3, 2023 at Noon PST
Step 2: Onboarding Survey
When it will be available: SHPEP staff will send it to you on March 23, 2023
What it covers:
- Basic Scholar Information
- Program Needs
- Accommodations and Medical Needs
- Emergency Contacts and Insurance information
Where to find it: Onboarding Survey
Due: Monday April 3, 2023 at Noon PST
STEP 3: UCLA Log-on and ID forms
When it will be available: SHPEP staff sent on April 11, 2023
Part A: Create a UCLA Logon ID
- Go to https://accounts.iam.ucla.edu/register.
- Read and agree to the “Terms of Service”.
- Click “I have a 9 digit UCLA ID Number (UID).
- Next you will be asked for your First Name, Last Name, Date of Birth, & UCLA ID number. Use the personalized information below.
- You personalized information was sent directly to your email.
- Follow the next steps to create a UCLA Logon ID and Activate Multi-Factor Authentication (MFA).
- If asked: Select “UCLA Summer Session Only Student (new, current, or former)”
Part B: Get a New Photo ID Card (BruinCard)
- Go to https://secure.bruincard.ucla.edu/bcw/secure/bruincardphotoid/photoinstructions.aspx
- Sign-in using your UCLA Logon ID (The one you created in Part A)
- Read the photo requirements and then click “Proceed”
- Read the BruinID Terms and Conditions and click “I Accept” and then click “proceed”
- Upload a photo that meets all the requirements. Think Passport Quality Photo:
- My photo has a solid white background.
- No patterned backgrounds (like tiles or a door).
- My photo was taken in a well-lit area.
- I am looking straight into the camera.
- No side or angled shots.
- My photo does not include other people, pets, or props.
- This is a recent photo of me.
- My photo is in color.
- I am not wearing any accessories in this photo.
- Includes headbands, sunglasses, etc.
- Exception made for religious clothing items.
- My photo is in JPG format and is no more than 5MB in size
- I am not making a funny face in the photo.
- My photo has high resolution and is not blurry.
- They only accept .jpeg
- Do Not upload from your iPhone. .HEIC is not accepted
Part C: Send Us the Follow-up Email Once the Photo is Approved
- A confirmation email will be sent automatically once you submit your photo – Do not send us this email.
- After 2-3 days: BruinCard will send you a 2nd email notifying you if your photo was approved or rejected. Please forward this email to our office (firstname.lastname@example.org). Send us this email.
- If your photo is rejected, please repeat part B with a new photo that meets the requirements.
Part D: Sign the DocuSign Item
- You will receive an email from DocuSign: Complete with DocuSign: SHPEP 2023 Photo ID Form
- Make sure to check your junk/spam email.
- Your information will automatically be populated. No need to change anything.
- All you need to do is sign and date electronically.
Due: Wednesday, April 19, 2023 at 12 p.m. PST
Travel Assistance Application
When it will be available: Now
What it covers:
- Travel assistance will be provided to participants traveling more than 50 miles that are also in financial need.
- Travel assistance will not exceed $500.
- Travel assistance will only be provided for round trip coach airfare, bus/train ride, and personal car travel mileage over 50 miles from UCLA site.
- UCLA/Drew will need copies of receipts confirming cost of travel
- Reimbursement may take up to 6 weeks from the beginning of the in-person portion of SHPEP.
Where to find it:
Due: Wednesday, April 19, 2023 at Noon PST
Step 4: COVID Vaccination and Medical Clearance Forms - UCLA Health Shadowing
When it will be available: SHPEP staff sent email to you on April 24, 2023
What it covers:
Part A: COVID Vaccination Information
All SHPEP participants must be up to date on COVID-19 vaccinations or submit a written religious or medical exception request.
You are considered up to date on vaccines when: You have received a vaccine booster shot once you are eligible (as defined by the CDC). You are currently eligible for a booster if five months have passed since you received the second dose of a Pfizer–BioNTech, Moderna or other WHO-approved vaccine, or two months have passed since you received the Johnson & Johnson vaccine. OR request a religious or medical exception
- Upload your COVID-19 Vaccination Card or submit a written religious or medical exception request.
Part B and Part C
Please download the PDF for the instructions for Part B and Part C
Due: Friday, June 16, 2023 at 12 p.m. PST
- When submitting the Health Clearance Forms, it says “NOTE: Proof of each medical clearance items must be sent to the coordinator in addition to this form.” Please disregard this, you do not need to submit additional proof. However if asked for it, you should be able to provide it.
- Flu shots: Flu vaccines are NOT required at this time. It is only required during flu season which is October – March.
- Onboarding Session: There is a mandatory onboarding session needed for your potential shadowing clearance. This is already scheduled for you. This will be during our SHPEP schedule.
SHPEP Contact Information
SHPEP Office: (310) 825-3575 (Monday - Friday 9am - 4pm)
SHPEP Program Dates
June 20, 2023 - July 28, 2023
Virtual: June 20, 2023 - June 23, 2023
In-Person: June 26, 2023 - July 28, 2023
- Move-in: June 25, 2023
- Move-Out: July 29, 2023 by 11 a.m.
More Information to Come
This section of the website will be available closer to the beginning of SHPEP.
Absence Notification Form
To notify staff of planned or illness (same day) absence.
Gryphon (needs updating)
Shared resources and individual box folders
Staying Overnight Outside The Dorms (needs updating)
If you plan to stay somewhere else for the night (outside of the dorms). For emergency purposes only.
UCLA Dorm Information (needs updating)
Address, shipping information, and other helpful information about the Dorms
Getting Around UCLA and LA
Information on the different transportation options for UCLA and Los Angeles
UCLA Police Department
The UCLA Police Department Communications Center receive calls from 9-1-1 and the non-emergency business lines, and assign police officers, firefighters, paramedics/EMTs, CSOs and parking enforcement officers as appropriate.
Phone: (310) 825-1491
Address: 601 Westwood Plaza, Los Angeles, CA 90095-1364
Emergency Reporting System (ERS) Telephones
An ERS telephone is a customized telecommunications device (call box) designed to be used by anyone in an emergency situation. It provides immediate access to the UCLA Police Department. All ERS call activations come into the UCLA Police Department’s Communications Center as a 9-1-1 call and will list the location of the call box that that call came from. There are a number of different call box-types on campus. The older ERS telephone station can be recognized by its bright blue hood. All parking structures have ERS call boxes in their stairwells and at numerous locations on each level of the parking structure. In and around the residence hall areas, call boxes have a tower-like look.
Community Service Officer (Evening Escorts)
CSO escorts are available free of charge to walk with students, faculty, staff or visitors 365 days a year from dusk until 1 a.m. between campus buildings, local living areas or Westwood Village within the approximate boundaries of Sunset Boulevard to the north, Hilgard to the east, Wilshire to the South, and Veteran to the west. Here’s how it works: Fifteen minutes before you need to leave, call (310) 794-9255. You will be connected to a police dispatcher who will ask you:
- Where you are,
- Where you need to go, and
- Your name and a call-back number.
After you hang up, the dispatcher will radio a roaming CSO to come to your location and pick you up. Once you start to walk, the CSO will inform dispatch that the escort has begun. When you reach your destination, the CSO will likewise inform dispatch that you have reached your destination safely.
UCLA Health Security (Ronald Reagan UCLA Medical Center, CHS, Geffen Hall)
The function of the Security & Parking Services Department is to provide 24-hour security services to the Ronald Reagan UCLA Medical Center, UCLA Santa Monica Medical Center, Resnick Neuropsychiatric Hospital, Center for the Health Sciences, and 100/200/300 Medical Plazas.
Phone: (310) 267-7100
9-8-8 Suicide & Crisis Lifeline
988 has been designated as the new three-digit dialing code that will route callers to the National Suicide Prevention Lifeline (now known as the 988 Suicide & Crisis Lifeline), and is now active across the United States. When people call, text, or chat 988, they will be connected to trained counselors that are part of the existing Lifeline network. These trained counselors will listen, understand how their problems are affecting them, provide support, and connect them to resources if necessary.
Full engagement in mandatory activities, including attendance, is a core principle promoting the professional development of health care professions students and is in line with the expectations for students as they mature into fully-functioning, independent health care providers. In accordance with this philosophy, all students are expected to adhere to the following policies
- Students are expected to attend and participate in all aspects of the Pathway Program, unless explicitly stated that it is optional.
- Scholars will have a maximum of three (3) absences, excused or unexcused, during the duration of the program.
For any absence, the Program Coordinator(s) will determine how missed class/activity can be remediated to fulfill program requirements.
How To Report Absences
Students must notify staff via the Absence Notification Form. Once you submit the form, our staff will notify you via email within 2 business days if your request is approved or if additional information is needed for our review.
- For prescheduled absences: staff must know no later than 5 days prior to the first date of absence
- For unplanned absences: staff must know no later than 8:00am the day of.
Examples of Excused Absences
- Illness affecting one’s ability to report to the scheduled session or health care appointments cannot be rescheduled. Please note that if a student is absent for three or more consecutive days, the student must submit a note from a clinician to the Program Coordinator(s) attesting to the student’s ability to resume participation in the curriculum.
- Personal Emergency (for example, illness of a loved one or loss of a loved one)
- Religious Observances
- Jury Duty. For information regarding Jury Duty, please let the Program Coordinator(s) know about your scheduled Jury Duty date(s). Once reviewed and approved, any missed day(s) related to Jury Duty will not affect your number of absences.
As a SHPEP Scholar and future health professional, we expect you to demonstrate exceptional professionalism. All students shall adhere to the Honor Code and Code of Conduct for the School of Medicine and the University; however, our expectations of your professional behavior extend beyond these oaths. The following are our expectations for the demonstration of professional behavior for all students entering the medical profession. Any violation of these professionalism expectations will be treated seriously. (Please see “Professionalism Concern Process” below.)
Professional Responsibility and Judgment
- Meet all educational and administrative responsibility in a timely fashion (i.e. completion of homework).
- Continuously seek feedback from program staff in order to continually improve the program experience, including the development of knowledge and clinical skills.
- Recognize limitations and seek help when in situations where expertise, knowledge, or level of experience is inadequate to manage the situation.
- Contribute to an atmosphere in the classroom, team building activities, problem-based learning sessions that promotes optimal, respectful, and interactive learning.
- Attend to your physical and emotional well-being, and work to support peers and other members of the community during difficult times in their academic, professional, and personal lives.
- Refrain from using any substance and/or medication in a manner that may compromise judgment, safety, or the ability to contribute to safe environment for all.
- Maintain attire appropriate for the professional setting.
Honesty, Integrity, and Confidentiality
- Treat students records and any communications as confidential and follow compliance and confidentiality guidelines for social media and conversations in public places.
- Assume responsibility for mistakes made in a mature and honest manner and develop productive strategies for correcting them.
- Demonstrate academic and scholarly honesty.
- Provide constructive feedback to others to facilitate ongoing improvement of the curriculum and learning environment.
- Adhere to DGSOM’s Honor Code, Technical Standards, University policies, and UCLA Student Conduct Code.
Respect and Compassion for Others
- Be respectful of everyone, including lecturers, faculty, peers, interns, staff, and volunteers, with respect to their time, rights, values, religious, ethnic, racial, and socioeconomic backgrounds. There is no tolerance for any behavior that discriminates against another individual or group of individuals.
- Communicate respectfully, respecting everyone’s right to hold differing opinions.
- Maintain appropriate relationships with lecturers, faculty, peers, interns, staff, and volunteers Demonstrate care and compassion for others.
- Seek to constructively approach conflict resolution with others.
Assessment of our professionalism begins with first impressions we make, including how we dressed. All students are expected to dress in professional manner and maintain a professional appearance at all times. In general, this means students should be dressed neatly and modestly.
General Clothing Appearance Guidelines
- Clothes should be clean and scholars themselves should demonstrate good personal hygiene.
- Students are expected to maintain a professional appearance and are asked to wear clothes that are appropriate for a professional academic environment.
- Very short shorts/skirts, tank tops or muscle tee-shirts, sweatpants, work-out attires, provocative or overly revealing clothes, graphic tees with profanity, or other similar casual clothing is considered inappropriate.
- Specific events/activities would require a business casual clothing dress code.
- Hats, bandannas, sweatbands or headgear may only be worn indoors if required for medical, safety, religious or cultural reason.
- Appropriate footwear is expected
ID Badges are considered part of the required dress for all students.
- All students are expected to wear their identification badges during scheduled classes, events, and activities.
- ID Badges are to be worn on the upper third of the body, with the person’s picture and name easily readable.
- Badges are not to be worn with the name and/or picture turned away from view. Badges shall not be defaced with stickers, pins or any other items as these can deactivate the badge proxy function.
An integral aspect of the pathway program is the Longitudinal Mentor connection. Scholars will be paired with a professional in the Healthcare Field for pathway program and beyond.
- Scholars will meet bi-weekly with their mentor during the pathway program. Scholars cannot schedule meetings during or miss any section of the pathway program to meet with their mentor. All meetings must happen after or before designated Pathway Program sections.
- After the pathway program, it is expected that mentees and mentors meet once a semester.
- Communication. We expect scholars to be proactive with communication and respond to communication in a timely manner.
- Should any issues arise, please contact the Office of Outreach and Pathway Staff for options.
You will be paired with a mentor based on your Pre-Health goals. Mentors will not have a 100% match to all aspired traits. However, all mentors will be able to provide you with guidance, support, and institutional knowledge that will support scholars along their journey. As such, mentor switches will not be accommodated, unless absolutely necessary.
When anyone (faculty, staff, interns, etc.) identifies a lapse in student professionalism, they may notify the Program Manager and/or Principal Investigator (PI). The Program Manager or PI’s may choose various courses of action. They may choose to provide the student with feedback on the specific behavior, and they may also choose to formally document and report the lapse using the Professionalism Concern Reporting Form.
Professionalism Concern Reporting Form
If the lapse in professionalism falls within the parameters of the University disciplinary system (e.g. plagiarism, falsification of documents, verbal or physical or sexual assault, or sexual harassment), the student will be referred to the appropriate University Disciplinary Body.
After a Professionalism Concern Reporting Form is filed, the student will first meet with the Program Manager or PI’s to discuss the concerns and together, they will make a plan for remediation.
Persistent lack of professionalism of the group/individual both on campus and at the dorms will be addressed through a system of consequences. For those students that are doing their part and taking full advantage of the program we hope to provide you with a strong letter of recommendation in the future.
System of Consequences for Lack of Professionalism
- One infraction will lead to warning
- Two infractions will lead to a reprimand which will impact your ability to receive a letter of recommendation
- Three infractions will result in dismissal from the program at your own expense to go back home
Outline below are some examples (not limited to) below but it’s up to the discretion of the TAs, RAs, interns, and SHPEP staff to interpret cases of lack of professionalism.
- Unexcused absences
- Excessive lateness (15 minutes or more) to any of the scheduled SHPEP events/activities (More than 3 instances)
- Sleeping in class
- Behaving disrespectfully in the hallways which includes cursing in front of staff and visitors, and talking loudly when there is signage asking to keep voices down
- Leaving the middle of a session/class for a long period of time and or not coming back
- Disregarding quite hours at the dorms
- Showing disrespect to any of the SHPEP TAs, RAs, interns, staff or faculty