SHPEP 2025 Portal
Congratulations and welcome to the UCLA/CDU SHPEP 2025 Cohort!
Announcements
- This website will have all the information you will need to prepare for SHPEP 2025.
- See below for steps to prepare for SHPEP 2025
Mandatory Meetings
Welcome Meeting (via Zoom)
These meetings have passed. Please see the meeting recording and pdf of the slides below:
PDF of Slides:
Onboarding Meeting (via Zoom)
You must RSVP and attend One (1) of the following two meetings:
Monday, May 19, 2025 at Noon - 1:00pm PST
OR
Onboarding Instructions
Step 1: Survey, Waivers, and Agreements
When it will be available:
SHPEP staff will send it to you via email on March 21, 2025
What it contains:
- SHPEP 2025 Contract
- SHPEP 2025 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 from DocuSign. Email subject is: "Complete with DocuSign: SHPEP 2025 WAIVERS and AGREEMENTS" from "DocuSign."
Due: Friday, March 28, 2025 at Noon PST
Step 2: Onboarding Survey
When it will be available:
SHPEP staff will send it to you on March 21, 2025
What it covers:
- Basic Scholar Information
- Program Needs
- Accommodations and Medical Needs
- Information for stipend (address and name)
- Emergency Contacts and Insurance information
Where to find it:
Sent via email. Email subject is: "SHPEP 2024 Scholar Onboarding Survey"
Due: Friday, March 28, 2025 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
- 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. (Your personalized information was sent directly to your email.)
- Note: Do Not use your SHPEP ID. This number will not work.
- 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: Upload your official photo for the Bruin ID Badge (This is different than the other photo you uploaded)
- Go to https://bruincard.ucla.edu/submit-photo
- Click "Submit Photo"
- Sign-in using your UCLA Logon ID (The one you created in Part A)
- 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
- Upload a photo that meets all the requirements. Think Passport Quality Photo:
- Read the photo requirements and then check “My photo meets all the criteria.”
- 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.
- Read the BruinID Terms and Conditions and click “I Accept” and then click “proceed”
- Enter your Email and verify your Email
- 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
- You will receive an email from DocuSign: Complete with DocuSign: SHPEP 2023 Photo ID Form
- Make sure to check your junk/spam email.
- All you need to do is sign and date electronically.
- Your information will automatically be populated. No need to change anything.
Due: Wednesday, April 16, 2025 at Noon PST
Travel Assistance Application
When it will be available:
March 21, 2025
What it covers:
- Travel assistance will be provided to participants traveling more than 50 miles that demonstrate financial need.
- Travel assistance will only be provided for round trip coach airfare, bus/train ride, and personal car travel mileage over 50 miles from UCLA’s Campus. This does not include checked
baggage, ground transportation to and from airports, or any additional costs incurred while traveling. - Travel assistance will not exceed $500.
- Scholars will have two options:
- Option 1: UCLA will coordinate, schedule, and pay directly for their round-trip travel up to $500.
- Option 2: Scholars will purchase their own travel and be reimbursed for tickets or mileage incurred while traveling to UCLA up to $500.
- UCLA will need copies of receipts confirming cost of travel.
- Reimbursement will be dispersed AFTER the program and may take up to 6 weeks to be credited to your account or receive a check in the mail.
Where to submit Travel Assistance Application
Option #1 and #2 Deadline: Wednesday, April 16, 2025 at Noon PST
Step 2: Payment Works (Stipend)
When it will be available:
SHPEP staff will send it to you between April 21, 2025 - May 2, 2025
What it covers:
Within the two weeks, scholars will receive an email from Payment Works. This platform is used to
release scholar stipend via Zelle or Check (Choosing Zelle may allow the stipend to show up in your
account faster than a check).
When signing-up with Payment Works, please make sure
- The scholar name and address exactly match as the information submitted via the
onboarding Survey. If it does not match, please the scholar needs to send an updated
name or address to Sheryl Diaz immediately. - The phone OR email address the scholar is nominating should be the same as the one
linked to their Zelle account
Where to find it:
Sent via email from "Payment Works"
Due: Friday, May 2, 2025 at Noon PST
Step 4: COVID Vaccination
When it will be available: SHPEP staff sent email to you on March 21, 2025
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, 2025. 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, 2024, 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: Friday, May 30, 2025 at Noon PST
SHPEP Program Dates
June 16, 2025 - July 25, 2025
Virtual: June 16, 2025 - June 20, 2025
In-Person: June 23, 2025 - July 25, 2025
- Move-in: Sunday, June 22, 2025
- Move-Out: Saturday, July 26, 2025 by 11 a.m.
UCLA SHPEP Scholar GroupMe
GroupMe Link: TBD
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 and arriving on time, are core principles that promote the professional development of healthcare professions students. This aligns with the expectations for students as they mature into fully-functioning, independent healthcare providers. In accordance with this philosophy, all Pathway Scholars are expected to adhere to the following attendance and participation guidelines:
Attendance Expectations:
- Scholars are prohibited from scheduling outside commitments such as work, school, or travel that could interfere with attending any part of the Pathway Program.
- Scholars are expected to attend and participate in all aspects of the Pathway Program unless explicitly stated that an activity is optional. Attendance will be strictly monitored.
- Scholars must be present for the entirety of each session, with a 10-minute grace period allowed only during the first two weeks of the program.
- Repeated instances of tardiness to any scheduled SHPEP event/activity will result in an absence. Repeated instances of excessive lateness may lead to further disciplinary action.
If a scholar feels unwell or has a fever, they must submit an Absence Notification Form. The Program Manager will follow up directly with the scholar.
Consequences for Attendance Violations:
Failure to meet attendance expectations will result in the following disciplinary actions as part of the Professionalism Concern Process:
- A warning will be issued.
- A reprimand will be issued. This may impact the scholar’s eligibility for a letter of recommendation or certificate of completion for the Pathway Program.
- The scholar will be dismissed from the program at their own expense, including forfeiting any stipend if dismissed before a scheduled stipend release date. If a scholar is dismissed from a Pathway Program they also forfeit eligibility for any further program assistance (i.e., LOR, Alumni Personal Statement Clinics, Mock MMIS, scholarships, etc.)
- If the infraction is serious enough, the proper level of adjudication will be determined and may skip the system of consequences.
How to Report Absences:
- Scholars must notify staff using the Absence Notification Form.
- After submission, staff will respond via email within 2 business days with either an approval or a request for additional information.
- The Program Manager will determine how missed activities/classes can be remediated to fulfill program requirements.
By adhering to this policy, scholars will help ensure a productive and professional learning environment for themselves and their peers.
As a SHPEP Scholar and future health professional, we expect you to demonstrate exceptional professionalism. 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 addressed accordingly.
Professional Responsibility and Judgment
- The UCLA/CDU SHPEP program is a full-time commitment. Participants cannot partake in any outside activities during my participation in the program. These activities include, but are not limited to, work, class, sports, conferences, activities, etc.
- Scholars are expected to be on time and attend all SHPEP mandatory activities. Scholars will have a maximum of three (3) absences, excused or unexcused, during the duration of the program
- 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. This includes abiding by the Longitudinal Mentor Policies.
- 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 student/scholar 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 integrity.
- Provide constructive feedback to others to facilitate ongoing improvement of the curriculum and learning environment.
Adhere to DGSOM’s Honor Code, Technical Standards, University and UCLA Housing 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, ethnicity, gender, sexual orientation, 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
- Scholars may be subject to dismissal from the program and removed from university housing 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 scholar 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.
Professionalism Concern Process
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.
- A warning will be issued.
- A reprimand will be issued. This may impact the scholar’s eligibility for a letter of recommendation or certificate of completion for the Pathway Program.
- The scholar will be dismissed from the program at their own expense, including forfeiting any stipend if dismissed before a scheduled stipend release date. If a scholar is dismissed from a Pathway Program they also forfeit eligibility for any further program assistance (i.e., LOR, Alumni Personal Statement Clinics, Mock MMIS, scholarships, etc.)
- 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 Pathway Program 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 Pathway Program Staff, Faculty, Representatives, Pathway Tutors, Student Workers, or HCC Interns.
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.