Congratulations and welcome to the UCLA/CDU SHPEP 2024 Cohort! 

Announcements

  • This website will have all the information you will need to prepare for SHPEP 2024.
  • See below for steps to prepare for SHPEP 2024

Mandatory Meetings

Welcome Meeting (via Zoom)

You must RSVP and attend ONLY 1 of the following two meetings:

Monday, April 1, 2024, Noon - 1pm PST

OR

Tuesday, April 2, 2024, 4pm - 5pm PST

Onboarding Meeting (via Zoom)

You must RSVP and attend ONLY 1 of the following two meetings:

Monday, May 20, 2024, Noon - 1pm PST

OR

Tuesday, May 21, 2024, 4pm - 5pm PST

Onboarding Instructions 

Step 1: Waivers and Agreements

When it will be available: 

SHPEP staff will send it to you on March 22, 2024

 

What it covers:

  • SHPEP 2024 Contract 
  • SHPEP 2024 Professional Responsibilities and Expectations
  • General – Waiver of Liability, Assumption of Risk, and Indemnity Agreement
  • Virtual Waiver
  • Photo Waiver
  • Housing Agreement
  • Confidentiality Statement
  • Course Materials Agreement

Where to find it: 

Sent via email.  Email subject is: "Complete with DocuSign: SHPEP 2024 WAIVERS and AGREEMENTS" from "DocuSign."

 

Due: Monday April 1, 2024 at Noon PST

Step 2: Onboarding Survey

When it will be available

SHPEP staff will send it to you on March 22, 2024

What it covers:

  • Basic Scholar Information
  • Program Needs
  • Accommodations and Medical Needs
  • Emergency Contacts and Insurance information

Where to find it:

 Sent via email.  Email subject is:  "SHPEP 2024 Scholar Onboarding Survey"

 

Due: Monday April 1, 2024 at Noon PST

STEP 3A, 3B, 3C, and 3D: UCLA Log-on and ID forms

When it will be available:

SHPEP staff will send on April 12, 2024

 

Part A: Create a UCLA Logon ID


  1. Go to https://accounts.iam.ucla.edu/register.
  2. Read and agree to the “Terms of Service”.
  3. Click “I have a 9 digit UCLA ID Number (UID).
  4. Next you will be asked for your First Name, Last Name, Date of Birth, & UCLA ID number. (Your personalized information was sent directly to your email.)
    • Note: Do Not use your SHPEP ID. This number will not work.
  5. Follow the next steps to create a UCLA Logon ID and Activate Multi-Factor Authentication (MFA).  
  6. If asked: Select “UCLA Summer Session Only Student (new, current, or former)”

 

Part B: Upload your official photo for the  Bruin ID Badge (This is different than the other photo you uploaded)


  1. https://bruincard.ucla.edu/submit-photo
  2. Click "Submit Photo"
  3. Sign-in using your UCLA Logon ID (The one you created in Part A)
  4. Browse and upload your photo
    • Upload a photo that meets all the requirements. Think Passport Quality Photo:
      • Plain white background with no patterns
      • Bright lighting with no shadows
      • No accessories (religious items exempt)
      • No other people or pets
      • Normal color photo (no filters please)
      • Clear, high resolution image
      • The  photo must be JPG format and is no more than 5MB in size
      • Do Not upload from your iPhone .HEIC is not accepted
  5. Read the photo requirements and then check “My photo meets all the criteria.”  
  6. You will then need to crop your photo
    • The solid green rectangle represents the minimum area needed for your BruinCard photo. Make sure your photo fills the entire space inside the green rectangle and crop it so that only your head and upper shoulders are in the picture.
  7. Read the BruinID Terms and Conditions and click “I Accept” and then click “proceed”
  8. Enter your Email and verify your Email
  9. Click "Submit"

 

 

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 business days: BruinCard will send you a 2nd email notifying you if your photo was approved or rejected. Please forward us this email to uclashpep@mednet.ucla.edu
  • If your photo is rejected, please repeat part B with a new photo that meets the requirements.

 

Part D: Sign the DocuSign Item  


  1. You will receive an email from DocuSign: Complete with DocuSign: SHPEP 2023 Photo ID Form
    • Make sure to check your junk/spam email.
  2. All you need to do is sign and date electronically.

    • Your information will automatically be populated. No need to change anything.

     

 

 Due: Friday, April 19, 2024 at Noon PST

Travel Assistance Application

When it will be available: March 22, 2024

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.
  • Scholars will have two options: 
    • Option 1: UCLA will coordinate, schedule, and pay directly for your travel. 
    • Option 2: You will purchase your own travel and will be reimbursed for the travel
      • UCLA/Drew will need copies of receipts confirming cost of travel
      • Reimbursement may take up to 6 weeks from the end of the SHPEP program. 

Where to find it: 

Travel Assistance Application

Option  #1 Deadline: Wednesday, May 1, 2024 at Noon PST

Option #2 Deadline: Saturday, June 1, 2024 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 March 22, 2024

What it covers:

COVID Vaccination Information

All SHPEP participants must be up to date on COVID-19 vaccinations or submit a written religious or medical exception request. 

UCLA students, faculty, staff and others who work, live or study on campus or at other UCLA facilities need to be fully vaccinated (and up to date on boosters) — with limited medical exceptions and accommodations based on disabilities or religious beliefs, as well as temporary deferrals for those who are pregnant or have recently had COVID-19 by June 1, 2024. You are considered up to date on vaccines when you have received an updated COVID-19 vaccine recommended by the Centers for Disease Control and Prevention:

  • People aged 12 years and older who got previous COVID-19 vaccine(s):
    • People aged 12 years and older who got COVID-19 vaccines before September 12, 2023, should get 1 updated Pfizer-BioNTech, Moderna, or Novavax COVID-19 vaccine.

 

Upload your COVID-19 Vaccination Card or submit a written religious or medical exception request:

  • If you have multiple cards, please consolidate the pictures onto one word document and submit them as only 1 Document. 
    • Your name should be clear in the photos

Submit Covid-19 Vaccination card or religious or medical exemption here 

 

Due: Monday June 1, 2024 at Noon PST

SHPEP Program Dates

June 17, 2024 - July 26, 2024

Virtual: June 17, 2024 - June 21, 2024
In-Person: June 24, 2024 - July 26, 2024

  • Move-in: June 23, 2024
  • Move-Out: July 27, 2024 by 11 a.m. 

UCLA SHPEP Scholar GroupMe

SHPEP Contact Information

SHPEP Office: (310) 825-3575  (Monday - Friday 9am - 4pm)

Email: uclashpep@mednet.ucla.edu
 

Policies

SHPEP Scholar Handbook

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. 
    • Students must notify staff via the Absence Notification Form prior to the absence. 
  • Excessive lateness (15 minutes or more) to any of the scheduled SHPEP events/activities (More than 3 instances) will count as an absence.

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. 

For any absence, the Program Coordinator(s) will determine how missed class/activity can be remediated to fulfill program requirements. 
 

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 scholars in the Pathway Programs.  Any violation of these professionalism expectations will be treated seriously. (Please see “Professionalism Concern Process” section.)

Professional Responsibility and Judgment

  •  Scholars are expected to be on time and attend all SHPEP mandatory activities 
  • Maintain attire appropriate for the professional setting.
  • Contribute to a positive atmosphere in the classroom, team building activities, problem-based learning sessions that promotes optimal, respectful, and interactive learning.
  • Full engagement and attention in all workshops, meetings, and panels. No utilizing phones or computers for non-SHPEP notes or work. 
  • Meet all educational and administrative responsibilities and deadlines in a timely fashion.
  • 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.
  • 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.

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.

Professionalism Concerns

  • Students may be subject to dismissal from the program by the Office of Outreach and Pathway Programs for disruptive or unprofessional behavior, repeated absences, or significant tardiness for course sessions.  Demonstration of exemplary or poor professionalism may also be reflected in student performance evaluations and any recommendation request in the future. 
     

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

     

I.D. Badges

I.D 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. 
  • I.D 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. 

Expectations

  • 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. 

Note
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. 
 

 

Scholars will be placed two people per room. Every two rooms shares a bathroom, so the scholars will share a bathroom with up to 3 other people. 

Scholars will receive 3 meals a day for the duration of the program, except move-in and move-out day. 

 

When program representatives (faculty, staff, interns, etc.) identifies a lapse in student professionalism, they will notify the Program Manager and/or Principal Investigator (PI) who will determine the course 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. Once a Professionalism Concern Reporting Form is filed, the student will first meet with the Program Manager or PI to discuss the concerns and together, they will make a plan for remediation.

System of Consequences for lack of professionalism:

Persistent lack of professionalism of the group/individual both on campus and at the dorms will be addressed through a system of consequences.  

  • 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
  • If the infraction is serious enough, the proper level of adjudication will be determined and may skip the system of consequences.

 

Outlined below are examples of reasons why a scholar would be documented via the Professionalism Reporting Form, this is not an exhaustive list. It is up to the discretion of the program representatives 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 program representatives, tutors, on-call student workers interns, staff or faculty

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.
 

More Information to Come

This section of the website will be available closer to the beginning of SHPEP.

Important Resources

Information Coming 

Absence Notification Form
To notify staff of planned or illness (same day) absence. 

Gryphon (needs updating)
SHPEP Schedule

SHPEP Box 
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 Interactive Map
Interactive Map of the UCLA Campus

Center for Health Sciences (CHS)
Address and Map of CHS

Geffen Hall
Address and Map of Geffen Hall 

Factor Building (Aka School of Nursing)
Address and Map of the Factor Building

Emergencies call 9-1-1

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
Email: info@ucpd.ucla.edu
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: 

  1. Where you are, 
  2. Where you need to go, and 
  3. 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.
Phone: 988

 

UCLA Bruins Safe Online and BruinAlert

UCLA Policy 130 : Emergency Notifications 

UCLA Health Office of Emergency Preparedness