Clinical UCLA Health Sciences Volunteer Requirements

UPDATE (3/7/2022): Please note the following changes/impacts: 

  • New Applicants: We have implemented a new Database System. Please see below for the new process.
  • Clinical UCLA Health Sciences Volunteers may resume onsite activities within the following limited clinical spaces and activities according to their approved scope of duties:
    • Low Risk Clinical setting and areas ONLY such as clinic waiting rooms, clinic offices, etc. (No patient/exam rooms)
    • Direct contact with non-COVID patients and/or study participants in the above areas (i.e. surveys, provide study information, greet/guide, etc.).
    • Additional approvals are required for: Access to the hospital, medical center, patient floors, patient rooms, or treatment spaces in which a patient is being seen such as exam rooms. These are reviewed and approved case by case depending on needs and compliance.
    • NOT Permitted: Access to isolation rooms or areas in which suspected COVID positive individuals are being held.
    • Requirements to be onsite:
      • Volunteers must be currently registered and maintain “active” status under the faculty/staff’s assignment (faculty/staff will be notified of who is under their supervision today).
      • Volunteers must wear their UCLA Volunteer ID Badge at all times WITH the COVID/Flu Badge buddies and Booster Sticker attached in order to be onsite. Our office handles the badging and sticker process.
      • Volunteers must adhere to current UCLA Health COVID Guidelines and Protocols such as masking, physical distancing, hand hygiene, symptom tracker, and any updated requirements (i.e. Booster stickers, etc.).
      • Volunteers are required to complete all training and health updates prompted by our office’s new database system. Please remind your volunteers to complete their expired/missing requirements as soon as possible.

Overview of the Entire Process:

  1. Read the Volunteer Eligibility Requirements to make sure they qualify for volunteer status
  2. Apply as a new volunteer (or existing volunteer adding the new assignment) through the Opportunity link (Inviting Supervisors should have these to send to you via email)
  3. Complete the rest of the Volunteer Application via the Volunteer Dashboard (Click here for visual guide)
  4. Wait for confirmation email from the system to start the rest of the steps (our staff review the prescreening questions which are based on the eligibility criteria)
  5. Complete the rest of the steps (Paperwork and Forms, Background Check, Training Certificates, and Immunizations/Health Clearance Requirements)
  6. Attend On-Boarding Follow-Up Appointment with our coordinator
  7. Complete Orientation and Quiz
  8. Obtain clearance email and link to obtain an ID Badge from our office

 

Paperwork and Forms

EXPECT the following Paperwork to be completed as part of your Onboarding Process (via DocuSign):

  1. UCLA Health Sciences Volunteer Agreement
  2. Elder, Child, and Domestic Abuse Reporting Forms
  3. Patent Acknowledgement Form
  4. Election for Worker's Compensation Form
  5. Code of Conduct Attestation
  6. Sexual Harassment Attestation
  7. NOTE: Minor Volunteers will be required to sign additional forms with their parents/guardians. 

Training Certificates

EXPECT the following Trainings to be completed as part of your Onboarding Process (via your Volunteer Dashboard):

  1. HIPAA Privacy and Information Security Training
  2. CICARE Annual On-Line Training
  3. Safe Patient Handling Training 
  4. Radiation Safety: Radiation Hazard Awareness Training
  5. Encryption Policy: Use of Mobile Devices and Removable Media Policy Attestation
  6. Volunteers Cyber Security Training
  7. UCLA Health Equity, Diversity, and Inclusion (EDI) Training Modules
  8. Clinical UCLA Health Sciences (CUHS) Volunteer Program Training
  9. Laboratory Safety Fundamentals Training from UCLA Environmental, Health & Safety (EH&S) (Only if they will be in a lab or with lab experiments)

Immunization/Health Clearance Requirements

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

UCLA STUDENTS are required to PROVIDE:

  1. UCLA Health - Volunteer/SRP (Student Research Program) Health Clearance Letter from UCLA Student Health Ashe Center. 
    • Please read the instructions on how to obtain that letter:
      1. Gather all of your Immunization Records and have ready for uploading.
      2. Log in to the Ashe Patient Portal and click "Appointments" 
      3. Select "UCLA Health-Volunteer/SRP Health Clearance Requirement" and complete the form
      Click Here for an Example of the Ashe Clearance Letter 
    • 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. 

ALL OTHER INDIVIDUALS are required to PROVIDE:

  1. The Non-UCLA Student Volunteer Health Clearance Letter from your PCP (Primary Care Physician). (NOTE: You will be asked to reschedule if you are MISSING ANYTHING.)
    1.  Click Here to Download the Health Clearance Letter
    2. THIS LETTER IS REQUIRED, we cannot complete your Health Clearance step without this letter. 

Health Clearance Items

Please see additional information regarding the requirements 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 resultwithin 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 On or 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 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

For any additional questions NOT listed in our FAQs, please contact us.