DROPPING AND ADDING UCLA ELECTIVE CLERKSHIPS

ESS “Course Available” is not accurate.

Rules for Making Schedule Changes

• All elective changes ( both DROPS and ADDS) must be made with an Elective Drop/Add Form
• ALL scheduling CHANGES MUST BE DONE 30 DAYS PRIOR TO THE START OF THE ROTATION
• No retroactive credit will be granted. You must add the elective before starting it. This includes Research, Away, and Special electives.
• Failure to appear for an elective without submitting a signed Elective Drop/Add Form may result in a FAIL.

Please follow these instructions when making changes to your schedule:

ADDING ELECTIVES:

1. Contact the student coordinator by phone or e-mail to check availability.
   • DO NOT fax over the form without speaking to the student coordinator first.
   • Don’t forget to ask the coordinator for his/her fax number. Fax numbers are not listed in the handbook or online.
   • The online version of the Handbook of Courses for Fourth Year Medical Students has the most current contact information.
2. Once availability has been confirmed, fax the Elective Drop/Add Form to the student coordinator for the signature approval of the course chair or student coordinator.
3. Allow at least two weeks for the student coordinator to return the approved form to the SAO. You can check your schedule on ESS to verify that the Student Affairs Office has received the Elective Drop/Add Form from the student coordinator and the requested change has been made.

DROPPING ELECTIVES:

1. Contact the student coordinator by phone or via e-mail to inform her/him that you are dropping the elective.
   • DO NOT fax over the form without speaking to the student coordinator first.
   • Don’t forget to ask the coordinator for his/her fax number. Fax numbers are not listed in the handbook or online.
   • The online version of the Handbook of Courses for Fourth Year Medical Students has the most current contact information.
2. Fax the Elective Drop/Add Form to the student coordinator for the course chair's signature appoval. Yu are not officially dropped from the elective until the couse chair signs and returns the Elective Drop/Add Form to the Student Affairs Office.
3. Allow at least two weeks for the student coordinator to return the approved form to the SAO. You can check your schedule on ESS to verify that the Student Affairs Office has received the Elective Drop/Add Form from the student coordinator and the requested change been made.

PETITIONING A SCHEDULE CHANGE AFTER THE ONE MONTH DEADLINE:

Scheduling changes made after the one month deadline must be approved by Dr. Parker PRIOR to submitting an Elective Drop/Add Form.

1. UCLA and UCR/UCLA students submit a completed Petition to Drop/Add Clinical Elective after the Deadline Form to Linda Cuesta, in the Student Affairs Office.
   
   Drew/UCLA students students submit a completed Petitio to Petition to Drop/Add Clinical Elective after the Deadline Form to Teresa Cook in the Drew SAO.
2. You will be notified via e-mail once your petition has been approved or denied.
3. If the petition is approved, submit a completed a Clinical Elective Drop/Add Form to the student coordinator of the elective.

Reasons Why Changes are not Appearing on your ESS Schedule

• The Student Affairs Office has not recieved the Elective Drop/Add Form.
• The SAO could not add the elective because you already have an elective during the same time period.
  
  You cannot be enrolled in two courses at the same time. The SAO does not automatically drop an elective when an Elective Drop/Add Form has been received with the same date.
• The SAO received the Drop/Add Form, but it was not signed by the course chair or student coordinator.
• Remember to allow at least two weeks for the student coordinator to return the approved form to the SAO.