Summer 2023 Research Program Administration

Find out about criteria and establishing campus affiliate access for approved summer research programs for Summer 2023.

Program Criteria

Summer Research Programs taking place in-person, on-campus, are at least 4 weeks long and satisfy the criteria below will have health needs and COVID related requirements supported by UC San Diego Student Health. Research programs less than 4 weeks long will be permitted provided they independently organize services and support to meet UCSD health policies and guidelines. 

Criteria for UCSD Student Health assisted Summer Research Programs (4+ weeks long)

• Must be at least 4 weeks long
• Conducted by a campus PI (and campus partners)
• Involves undergraduates, most of whom are from campuses other than UC San Diego
• The program students focus on doing research in faculty labs; there are usually some group activities and perhaps some modules or short-courses

 Criteria for Programs with independently contracted health services (Less than 4 weeks long)

• Conducted by a campus PI (and campus partners)
• Program sponsor must contract for external COVID testing as dictated by UC San Diego. Sponsor is responsible for enforcement and reporting.

1. Voluntary Activity Waiver + New Lab Worker Checklist

All students participating in summer research programming are required to sign a Voluntary Activity Waiver; new lab worker checklist and submit this to their program coordinator. These documents are provided to PIs/program coordinators/dirctors via email with the MOU.

2. Sign and Return MOU

MOUs will be distributed directly to the point of contact who completed the 2023 Summer Program Inventory. Regardless of length, an MOU for summer 2023 will need to be signed by:

1. PI or Faculty Lead
2. Department Business Officer or MSO or Chief Administrative Officer
3. Divisional Dean’s Office Representatives (Dean or Assistant Dean)

Return signed MOUs to summerplanning@ucsd.edu. 

Research programs that are less than 4 weeks long stop here.

Establishing Affiliate Access for Research Programs 4+ Weeks

Summer research students must be set up in advance of their arrival with AD accounts, EPIC IDs and Campus Affiliate ID Cards in order to access the required COVID-19 testing and symptom screening applications, as well as other campus services (UCLC lab safety training, library services, shuttles, campus recreation) during their time at UC San Diego. They also need to fill out a voluntary activity waiver. This process may take up to two weeks to complete, thus it is critical that program coordinators begin this process well in advance of their student cohort’s arrival. This process is not available to REUs less than 4 weeks.

1. Submit the campus affiliate access form:

• Fill out this downloadable Excel form to initiate the creation of AD accounts, EPIC IDs and Campus Affiliate Cards for your student cohorts.
  • If you have incoming/continuing UCSD students participating in your program, please mark "UCSD" in Column A to avoid duplicate account creation.
• Email one completed form per program to: ITS-REUAccountCreation

Tips on filling out the form:

• Red fields are required.
• Yellow fields aren't required but are nice to have, e.g. mobile phone.
• White fields aren't required but are useful in cases where the student might already have an Epic account.
• Green fields are system-generated.
• ID Card Affiliate Number: Research students will not be given an ISIS PID. The ID Card Affiliate Number will serve in lieu of the PID for research students.
• SSN: This field is optional, however, if the research student already has a record with UC San Diego Health, not providing the SSN will result in the creation of a duplicate EPIC health record.
• Address: If a research student is in residence on campus for the duration of the program, use the standard campus address. If a student is not residing on campus, EPIC prefers that the home address be used.
• ID Card Affiliate Classification: Choose “Visiting Scholar”.
• 1st Attendance Date: Choose a date 2 weeks prior to actual start date of the program.
• Member Effective To Date: Choose a date 1 week following the end date of the program.
• ID Card Project COA and ID Card Task COA: Enter the appropriate chartstring project and task numbers for the cost of the Affiliate ID cards. Pending confirmation: Summer 2023 card costs are projected to be $25.

2. ID Card Photos

Each research program coordinator needs to provide a photo for each student for their ID card. You can do this in 2 ways:

• Upload photos to Google Drive and share the link with Mariana Beltran and Pa Chia Vue of the Campus Cards Office (preferred)
• Email the photos Mariana Beltran and copy Pa Chia Vue .

Photo tips: 

• Plain, white background
• Even lighting
• Color photo 
• No hats or sunglasses
• No one else in photo
• .jpeg or .png file type