This page outlines the on-boarding requirements in which you must UPLOAD to a UCLA BOX Folder shared by our coordinators before you sign up for your On-Boarding Appointment. NOTE: You will NOT receive an email with a UCLA BOX Folder invite if you did NOT receive an "Approval" email to start the clearance process. 

Please do NOT attend or sign up an on-boarding appointment if you are missing anything. Email us if you have any questions: [email protected]. 

Please do NOT drop off or email your application packet to our office unless specifically instructed in your "Approval" email. "Approval" emails are required to proceed to the STEP 2.

Forms and Training Certificates must NOT be older than 6 months of your Onboarding Appointment, otherwise you will be asked to reschedule and re-complete them. 

UPDATE (1/11/2022): Please note the following changes/impacts: 

• On-Boarding Appointments and Final Session Orientations will be PAUSED between 1/14/2022-1/21/2022 as we are transitioning to a new Database System. 
• All onsite volunteering have been paused until Jan 28, 2022 (aligning with campus guidelines).
• NOTE UCLA SRP STUDENTS ONLY: As long as you are currently being on-boarded with the program AND you offcially enrolled in the course, you may start your SRP course work. Please remember to complete your on-boarding as soon as you can. 

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Paperwork and Forms | Training Certificates | Immunizations/Health Clearance Requirements

Paperwork and Forms

THIS IS UNDER MAITENANCE AS WE ARE TRANSITIONING TO A NEW DATABASE SYSTEM. 

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Training Certificates

THIS IS UNDER MAITENANCE AS WE ARE TRANSITIONING TO A NEW DATABASE SYSTEM. 

EXPECT the following Trainings to be completed as part of your Onboarding Appointment:

1. HIPAA Privacy and Information Security Training
2. CICARE Annual On-Line Training
3. Safe Patient Handling Training
4. Volunteer Services Training
5. Radiation Safety: Radiation Hazard Awareness Training
6. Encryption Policy: Use of Mobile Devices and Removable Media Policy Attestation
7. COVID-19 Return to Volunteer Service Training
8. Volunteers Cyber Security Training (How to Generate a Certificate)
9. Laboratory Safety Fundamentals Training from UCLA EH&S (Only if you will be in a lab or with lab experiments)

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Immunization/Health Clearance Requirements

THIS IS UNDER MAITENANCE AS WE ARE TRANSITIONING TO A NEW DATABASE SYSTEM. 

EXPECT the following Health Clearance Items to be completed as part of your Onboarding Appointment:

UCLA Students are required to PROVIDE medical documentation (proof) of their:

1. TB test results (see #1 below for more details)
2. Flu (Influenza) Vaccine (during Flu Season only, see #4 below for more details
3. COVID Vaccine(s) (see #7 below for more details)
4. AND provide a Health Clearance Letter from UCLA Student Health Ashe Center. (NOTE: You will be asked to reschedule if you are MISSING ANYTHING.)
   • Please read the instructions on how to obtain that letter: Instructions for completing UCLA Health – Volunteer/SRP Health Clearance Requirement
     • Example of the Ashe Clearance Letter 
   • NOTE: Your Health Clearance Letter from UCLA Student Health Ashe Center should already include clearances for immunizations #2, 3, 5, and 6.
   • NOTE: If you do NOT have UCSHIP, virtually requesting this letter will NOT incur charges if you have ALL health clearance items uploaded (#1-6).
   • THIS LETTER IS REQUIRED, we cannot complete your Health Clearance step without this letter. 

NON-UCLA STUDENTS/NON-STUDENTS are required to PROVIDE medical documentation (proof) of their:

1. TB test results (see #1 below for more details)
2. Flu (Influenza) Vaccine (during Flu Season only, see #4 below for more details)
3. COVID Vaccine(s) (see #7 below for more details)
4. AND provide a Health Clearance Letter from your PCP (Primary Care Physician). (NOTE: You will be asked to reschedule if you are MISSING ANYTHING.)
   • Health Clearance Letter Download 
   • NOTE: Your Health Clearance Letter from UCLA Student Health Ashe Center should already include clearances for immunizations #2, 3, 5, and 6.
   • THIS LETTER IS REQUIRED, we cannot complete your Health Clearance step without this letter. 

Medical Documentation must:

• Be in the form of an OFFICIAL health/medical record, immunization record, printed/electronic version of a secure message from an official health record portal (i.e. Ashe Center, myUCLAHealth, etc.), or a copy of your lab results.
• Include your full legal name, your birth date, and the provider/clinic information.
• NOTE: Please do NOT bring any doctor's note, hand written notes, hand written/printed letters NOT from a secure message from an official health IT portal, unofficial health/medical records, or illegible/untranslated documents.

Health Clearance Items

Please read over the requirements carefully as UCLA Health has very specific standards regarding health screenings/immunizations.

1. Tuberculosis (TB) Screening (Please read carefully)

• If you have always tested NEGATIVE for TB, please provide:
  • Medical documentation of a negative QuantiFERON Gold blood test result (also known as t-spot) completed within 3 months of your On-Boarding Appointment. 
  • NOTE: We are no longer accepting TB Skin Tests. 
• If you have previously tested POSITIVE for TB via BLOOD TEST (NOT SKIN Test), please provide:

  • Documented proof of a positive TB BLOOD TEST RESULT, (also known as QuantiFERON Gold or t-spot)(documentation of positive TB Blood Test from any date will be sufficient)

    AND

  • Medical documentation of a Chest Radiograph Report (Chest X-Ray) indicating negative TB results within 3 months of your On-Boarding Appointment.

2. Measles, Mumps, and Rubella (MMR)

• Medical documentation of TWO MMR vaccinations

OR

• Medical documentation of ONE BLOOD TITER indicating immunity (positive result) to MMR

NOTE: Disease history of MEASELS, MUMPS, and RUBELLA will NOT be accepted.

3. Varicella (Chickenpox)

• Medical documentation of TWO VARICELLA vaccinations

OR

• Medical documentation of ONE BLOOD TITER indicating immunity (positive result) to VARICELLA

NOTE: Disease history of VARICELLA (CHICKEN POX) will NOT be accepted.

4. Influenza Vaccine (Flu)

• Medical documentation of ONE Influenza (Flu) Vaccine administered AFTER August 1 of the calendar year. (Only required during Flu Season, effective November 1 to March/April.)
• Flu Vaccine Documentation is required for those attending On-Boarding Appointments between mid-October and April.

5. Tetanus, Diphtheria, Pertussis Vaccine (Tdap)

• Signed Tdap Declination Form (please complete this form even if you are immunized)

6. Hepatitis B Vaccine (Hep B)

• Signed Hepatitis B Declination Form (please complete this form even if you are immunized)

7. COVID-19 Vaccines

• Proof of COVID-19 Vaccinations are required in order to complete the On-Boarding Process (as of December 13, 2021).
• Proof of COVID-19 Vaccine Booster will be required  in order to complete the On-Boarding Process as of January 31, 2022.
• For acceptable COVID Vaccines, please visit: https://www.who.int/emergencies/diseases/novel-coronavirus-2019/covid-19-vaccines/advice)