Student Health Clearance (SHS) Online

You may complete your health clearance online or through a private physician. If you prefer to complete it through SHS online, follow the instructions below. If you prefer to see a private physician, refer to the Private Physician instructions.

* Students going to the following programs in Japan listed below have a window of time from Wednesday February 8, 2017 to February 15, 2017 to complete their online Health Clearances. This Window will be closing promptly at 4:30PM on Feb. 15th.

students for other programs will be given health clearance instructions by the middle of March.

 

Please note: If  you experience difficulties while completing the online clearance, please call the appointment line for assistance at 805-893-3371. (During normal business hours 8:00am- 4:30pm)

*Students going to the following countries cannot see a private physician and must do the SHS online option: Botswana, Ghana, India, Senegal, South Africa, and Tanzania.

WARNING: Students who do not follow these instructions, wait until the last minute, lose their forms without enough time to replace them, or otherwise miss the deadline will be dismissed from the program.

Timeline

Step 1

If you are planning on completing your clearance through Student Health, and you have been treated by a specialist for a medical or psychiatric condition* in the past year, or if you were seen at the UCSB Counseling Center within the last 6 months you will need to request a signed letter from your specialist or counselor approving your travel. Please have your specialist fax the letter to 805-893-4911, Attn: Kim Finegold.


*Examples: Any major surgery, Severe allergies or Severe asthma that cause you to see a specialist, Any chronic health concerns, ANY visits to a mental health specialist in the past year will require a letter.

Step 2

Determining your due date as it is very important. The due date for your paperwork is listed in your programs Pre-Departure Checklist.The deadline for your health clearance to arrive at UCEAP System Wide Office located at 6950 Hollister Ave. Suite 200 Goleta, CA. 93117-5823  is 60 days before your program start date. If you are unsure of your start date, look up your calendar here: http://www.eap.ucop.edu/participants/. Failure to submit your health clearance on time will lead to your dismissal from the program.

This process can take several weeks to complete so please be mindful of the deadlines and allow enough time for processing.

 

5 mins
Step 3

Gather your immunization records. This information can usually be obtained from your personal physician, your parents, or the high school you last attended.

1-3 days
Step 4

If you have never been seen at Student Health Services you will need to complete a Student Health History Form. The form can be downloaded from the UCSB Student Health website.  Please complete the form and take it to Granada clinic in Student Health (the green hallway) M-F between 9-11:30am and 1-4pm.  Do NOT drop the form off at the appointment desk. The medical assistant in Granada clinic will also check your vital signs (blood pressure, height, weight).  There is no charge for this visit.  The form and vital signs will be entered into your Student health chart for review by the clinician doing your health clearance.

1 hour
Step 5

Complete the online form. The online form will be available from February 8th, 2017 through February 15th, 2017 at 4:30pm (for programs in Japan listed above ONLY). If you do not complete the online form by the end of this period, Student Health will not complete your clearance, and you must see a private physician.

Online Health Clearance Instructions

To access the online form:

  1. Go to the Student Health Gateway to Secure Log-in at https://studenthealthoc.sa.ucsb.edu/login_directory.aspx.
  2. Log in: enter your net ID and Password
  3. If you have never been in Gateway before, you must acknowledge your forms on the left side panel before continuing.
  4. Select "Messages" on the left panel, then "New Message." DO NOT click on Appointments.
  5. Complete the form and print a copy for your records before submitting.
  6. Submit the form.
    **Note: you can still submit the form even if you do not have your immunization records readily available
30 mins
Step 6

SHS will review your form. The SHS clinician may require a follow-up email correspondence, an appointment, or additional documentation before a clearance will be issued. This can take longer if the student is under ongoing medical care. 

This will also take longer if the student does not disclose and explain EVERYTHING in their medical history. SHS has access to your medical records and discrepancies will cause them to contact you.

AT LEAST 10 business days (longer if follow-up is needed)
Step 7

When your health clearance in completed, SHS will email you to come pick up the form from the Sierra Clinic. Check your umail on a daily basis for a message from SHS.

Once you submit your online EAP Health History Questionnaire, please remember to log in to “Gateway to Secure Log-in” on the UCSB Student health website frequently to see if your clearance has been completed and to receive pick-up instructions. 

5 mins daily
Step 8

Pick up the signed clearance form and limited authorization form from SHS. Sign and date the pre-filled limited authorization form.

30 mins
Step 9

Mail health clearance form (send only 1 copy) and limited authorization form to UCEAP by your due date (60 days prior to your program start date)

1-3 days

Fees:
All charges will be billed to your BARC account.

Online Health Clearance…………………....................$50.00
Lost Form Replacement Fee....................................$15.00
If you are asked to come in for an in-person follow-up appointment:
Visit fee..................................................................$50.00 (Online fee may be waived)
      Late cancellation (less than 24 hrs. before appt.)........$25.00
      Fee for missed appointment……….........…................$55.00