Medical Student Compliance with Administrative Tasks Policy

PURPOSE
To outline the compliance requirements with administrative tasks expected of all medical students

AUDIENCE
All medical students

LCME STANDARD
12.8 Student Exposure Policies/Procedures

POLICY

1. Medical students are required to remain in compliance with a variety of immunization and training/administrative task requirements of the University, which are based on, among others, Employee Health Services (EHS) policies, and Association of American Medical Colleges (AAMC) and Center for Disease Control and Prevention (CDC) guidelines.
2. This policy outlines required immunization and administrative compliance.
3. Immunization requirements include:

4. Training and administrative requirements include, but are not limited to:

DEFINITIONS

• Tuberculosis (TB) screening – 1^st PPD within the last 365 days and 2^nd PPD or Quantiferon within 90 days prior to start date. (For positive PPD or Quantiferon test, a chest x-ray is required within 90 days prior to start date)
• MMR or Individual Measles, Mumps, and Rubella – Two immunization dates (dated at least 28 days apart) OR positive titer
• Varicella (chicken pox) – Two vaccination dates (dated at least 28 days apart) OR positive titer Tdap (tetanus, diphtheria, pertussis) – one vaccine within last 10 years
• Tdap (tetanus, diptheria, pertussis) - one vaccine within last 10 years
• Hepatitis B – 3 injections with a follow-up positive titer. Titer must show numerical value or description of what a positive result is. If titer is negative, repeat series and titer required.
• Influenza – Annual influenza vaccine each fall

PROCEDURE

1. Students are notified of immunization and select training requirements upon acceptance into the M.D. program via the Admissions portal and again a few times via correspondence from the Office of Student Development and the Registrar’s Office. All requirements are also posted on the UCDSOM Registrar’s Office.
2. All compliance items (immunizations and trainings) are tracked through the myRecordTracker© service. The Registrar’s Office staff provide access to myRecordTracker© via their UC Davis student email account. Incoming students cannot sign up for myRecordTracker© until their UC Davis email address is active. Continuing students will use myRecordTracker© for renewable compliance items throughout the remainder of their time in the M.D.
3. Students must always remain current with all compliance requirements. Failure to complete compliance items on time may lead to registration, verification, and transcript holds, referrals to the Vice Dean for Medical Education, the Associate Dean of Students, the student's academic coach, and/or the Committee on Student Promotions (CSP). Lapses in compliance may be reported on the Medical Student Performance Evaluation (MSPE).
4. Students holding leadership positions (co-directors of student clinics, class president, student representative, etc) who are found to be out of compliance will be required to step down from those leadership

The following outlines the process for managing compliance:

1. All students receive three automated reminder emails from their myRecordTracker© account notifying them of their upcoming compliance requirement due date(s) and providing a link to access the items. Once an item is expired, students receive three additional automated reminder emails noting that their item is past.
2. Students receive additional reminders to complete their online trainings from the UC Learning.
3. Students are required to upload evidence of completing their required item to their myRecordTracker© account by the item’s due date or expiration.
4. If a student has not uploaded evidence of completing their requirements by the due date(s) or expiration date(s), the Registrar’s Office staff will send the student an overdue email reminder. The student will be given a deadline in the email to complete their overdue compliance item.
5. The Registrar’s Office staff will copy the student's academic coach and the student's track leader (as applicable).
6. If the overdue compliance item is not completed by the extended deadline provided by the Registrar's Office staff, the Vice Dean for Medical Education and Associate Dean for Students will be notified. The Vice Dean for Medical Education will then send an email to the student with a deadline to complete their overdue compliance item.
7. If the student remains out of compliance by the extended deadline, he/she will be required to meet with the Vice Dean for Medical Education to help identify and address root causes that may contribute to the delay in completion of tasks.
8. Documentation from the meeting with the Vice Dean for Medical Education may be shared with the Student Affairs office and filed in a secure drive.
9. Students who remain out of compliance after their meeting with the Vice Dean for Medical Education or have additional lapses in compliance, will be referred to the Professionalism Improvement Committee (PIC). Failure to meet with the Vice Dean for Medical Education within the specified timeframe, will lead to an automatic referral to PIC. Additionally, repeated referrals to the PIC for non-compliance may lead to referrals to the Committee on Student Promotions (CSP).

RESPONSIBILITY
Registrar’s Office
Vice Dean for Medical Education

REFERENCES
Registrar’s Office web pages
2175 Employee Immunization Program
myRecordTracker©
Professionalism Improvement Committee (PIC)
Association of American Medical Colleges (AAMC)

POLICY OWNER
Registrar*
Associate Dean of Students

REVIEWED BY
Registrar
Associate Dean of Students
Vice Dean for Medical Education

REVIEWED DATE and REVIEW CYCLE
July 29, 2021, 3-year review cycle