FERPA

FERPA (Family Educational Rights and Privacy Act), the California Information Practice Act, and the California State Constitution protect the privacy of paper and electronic records containing confidential student information.

Quick Guide to Privacy of Student Records (PDF)

Refer to: UC Davis Policy and Procedure Manual (PDF) for UC Davis policies on records that provides information on: All staff of the UC Davis School of Medicine have received FERPA training and are committed to protecting the privacy of confidential student information.  The Student Records office will assist you with any questions.

Privacy Acts

Refer to “Privacy” under the UC Davis Office of the University Registrar.

U.S. Dept. of Education Family Educational Rights and Privacy Act (FERPA) of 1974.

University of California Policies Applying to the Disclosure of Information from Student Records.

UC Davis Privacy of and Access to Personal Information

Grade Change

All grades are final when filed by the Instructor of Record. "A grade may be changed only for the correction of clerical or procedural error.”

Refer to: School of Medicine Bylaws & Regulations (PDF) Section 70(G) for additional information on grade changes and appeals.

Health Insurance Requirement

The University of California Regents mandates that all students have health insurance. This is a non-academic condition of admission to the School of Medicine M.D. program.

UC Davis School of Medicine provides Western Health Advantage Insurance Plan to meet this requirement. If you have comparable insurance, you may waive out of the Western Health Advantage Plan.

For more information about student health insurance plans and rates, please visit the Registrar’s Office. Insurance plans and rates are subject to change.

Disability Insurance Requirement

Disability insurance fees are mandatory and apply to M.D. students only. The annual disability insurance fee will be assessed to medical student accounts every fall quarter. The School of Medicine M.D. Degree Program Student Fee Schedule includes information concerning disability insurance fee rates and availability, which is offered during orientation.  Please email hs-studentrecords@ucdavis.edu for more information on disability insurance.

Health Immunization Requirements

All medical students must have the following immunization and infectious disease/immunity screening performed before attendance at UC Davis School of Medicine. This form must be completed by your health care provider.

Please note: Vaccination records/labs alone are not sufficient.

Refer to: Health Requirements (PDF)

Planned Educational Leave Program

The Planned Educational Leave Program (PELP) is defined as a voluntary, temporary, planned interruption or pause in your regular full-time education.  The purpose is to enhance the prospect of successful completion of your academic program by allowing time for you to pursue other activities that will assist you in clarifying your educational goals (e.g., job opportunities and experience away from campus; research, and time to resolve personal or medical problems).  PELP makes it possible for you to suspend your academic work for a time and resume your studies with minimal procedural difficulties.

There are three options available for taking a leave of absence from the UC Davis School of Medicine:
1.) Planned Educational Leave Program (PELP)  2.) Non-PELP Leave  3.) Time-Off Leave.  Medical students are required to file leave paperwork with the School of Medicine's Registrar's Office for any leave of absence. For more information, visit the Registrar's Office.

Required Online Training

HIPAA Certification

All students are responsible for complying with UC Davis School of Medicine and Health System policy to complete an annual HIPAA module and turn in proof of same to the School of Medicine.  The School of Medicine Registrar’s Office tracks your HIPAA compliance.

Refer to: Please check back for access the HIPAA module quiz.

UC Davis Bloodborne Pathogens Online Training  

All students are responsible for completing the UC Davis Bloodborne Pathogens Online Training annually. 

The HIPAA Certification and Bloodborne Pathogen training are both available through LMS.

MEDICAL STUDENT COMPLIANCE WITH ADMINISTRATIVE TASKS

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

SETTING
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 immunizationand training/administrative task requirements of the University, which are based on,among others, Employee Health Services (EHS) policies, and Association of AmericanMedical Colleges (AAMC) and Center for Disease Control and Prevention (CDC)guidelines.
  2. This policy outlines required immunization and administrative compliance items.
  3. Immunization requirements include:
UC Davis School of Medicine
Requirement Occurrence MS1 Class MS2 Class MS3 Class MS4 Class
Required
Tuberculosis (TB) screening Annual Complete with PCP. Upload evidence of completion to MyRecordTracker. Complete with PCP or during the designated timeframe where students can visit Employee Health Services (EHS). Upload evidence of completion to MyRecordTracker. Complete with PCP or during the designated timeframe where students can visit Employee Health Services (EHS). Upload evidence of completion to MyRecordTracker. Complete with PCP or during the designated timeframe where students can visit Employee Health Services (EHS). Upload evidence of completion to MyRecordTracker.
MMR or Individual Measles, Mumps, and Rubella One-time upon matriculation Complete with PCP. Upload evidence of completion to MyRecordTracker.
Varicella (chicken pox) One-time upon matriculation Complete with PCP. Upload evidence of completion to MyRecordTracker.
Tdap (tetanus, diphtheria, pertussis) One-time upon matriculation Complete with PCP. Upload evidence of completion to MyRecordTracker.
Hepatitis B with titer One-time upon matriculation Complete with PCP. Upload evidence of completion to MyRecordTracker.
Recommended, but not required
Hepatitis C One-time upon matriculation Complete with PCP. Email evidence to the UCDSOM Registrar’s Office staff.

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

UC Davis School of Medicine
Requirement Occurrence MS1 Class MS2 Class MS3 Class MS4 Class
Privacy and Security (HIPAA) Training Program Annual Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker. Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker. Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker. Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker.
Bloodborne Pathogens Training Program Annual Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker
Cyber Security Training Program Annual Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker Complete online training through UC Learning Center and upload evidence of completion to MyRecordTracker
BLS/CPR Certification Biannual Complete on your own and upload certificate of completion to MyRecordTracker Complete on your own and upload certificate of completion to MyRecordTracker
Mask Fitting Biannual Complete prior to beginning third year clerkships. Curriculum Office will notify students of process.
Sexual Harassment Training One-time Complete online training assigned by UCD Harassment & Discrimination Assistance and Prevention Program

DEFINITIONS

Tuberculosis (TB) screening – 1st PPD within the last 365 days and 2nd 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

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 uponacceptance into the MD program via the Admissions portal and again a few timesvia correspondence from the Office of Student Development and the Registrar’sOffice. All requirements are also posted on the UCDSOM Registrar’s Office webpages.
  2. All compliance items (immunizations and trainings) are tracked through themyRecordTracker© service. The Registrar’s Office staff provide access tomyRecordTracker© via their UC Davis student email account. Incoming studentscannot sign up for myRecordTracker© until their UC Davis email address is active.Continuing students will use myRecordTracker© for renewable compliance itemsthroughout the remainder of their time in the MD program.
  3. Students must always remain current with all compliance requirements. Failure tocomplete compliance items on time may lead to registration, verification, andtranscript holds, referrals to the Director of Student Development, Dean ofStudents, the Professionalism Improvement Committee (PIC) or the Committee onStudent Promotions (CSP). Lapses in compliance may be reported on the MedicalStudent Performance Evaluation (MSPE).
  4. Students holding leadership positions (co-directors of student clinics, classpresident, student representative, etc) who are found to be out of compliance willbe required to step down from those leadership positions.

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 due.
  2. Students receive additional reminders to complete their online trainings from the UC Learning Center.
  3. Students are required to upload evidence of completing their required item to their myRecordTracker© account by the item’s due date or expiration date.
  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 reminder from the “Compliance” email account. The student will have 5 calendar days from the date of the email to complete their overdue compliance item.
  5. The Registrar’s Office staff will copy the Associate Dean of Students, the Director of Student Development, the student’s coach, and the student’s track leader (as applicable).
  6. If the overdue compliance item is not complete by the extended deadline provided by the Registrar's Office staff, the student will be referred to the PIC for a Professionalism Consultation to help identify and address root causes that may contribute to the delay in completion of tasks. A copy of the resultant consultation summary report will be given to both the student and the Student Affairs office.
  7. Reports from the PIC will be reviewed by the Student Affairs office and filed in a secure drive.
  8. Students who remain out of compliance after their PIC meeting or have additional lapses in compliance, will be required to meet with the Director of Student Development. This meeting may lead to a referral to the CSP. Failure to meet with the Director of Student Development within the specified timeframe, will lead to an automatic referral to CSP.

RESPONSIBILITY

Registrar’s Office
Dean of Students

REFERENCES
Registrar’s Office web pages
https://health.ucdavis.edu/mdprogram/registrar/

2175 Employee Immunization Program
https://ucdavishealth.ellucid.com/documents/view/1585
https://intranet.ucdmc.ucdavis.edu/ehs/PDF/Outside_Clearance_Form_FINAL_2017_1117.pdf

myRecordTracker©
www.myrecordtracker.com

Professionalism Improvement Committee (PIC)
https://health.ucdavis.edu/mdprogram/curriculum/Faculty%20Resource/Professionalism%20Improvement.html

Association of American Medical Colleges (AAMC)
https://www.aamc.org/professional-development/affinity-groups/gsa/cosr/immunization-form

POLICY OWNERS

Registrar*
Dean of Students

REVIEWED BY

Registrar
Dean of Students
Vice Dean for Medical Education

REVIEW DATE and REVIEW CYCLE

December 9, 2020, 3-year review cycle