SHPEP 2024 Portal

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.
 

View Current UCLA COVID Guidelines.