Skip to Content

Immunizations Required

  • TB screening
  • Hepatitis B vaccination or signed declination waivers
  • Flu or decline waiver signed
  • COVID-19 + booster

Immunizations Records Submit to and Date:

  • Please make sure you are able to provide copies of these immunizations if requested.

Documentation Required

  • Please review the Health Professions Trainee Welcome Handbook.
  • VA Long Beach Paperwork (click on link) is due SIX WEEKS prior to rotation start date 
    • First page – Required Information for VA Trainees
    • Signed/dated Without Compensation Letter (signature needed on the bottom)
    • Application for Health Trainees 10-2850 (signatures needed on page 3 and 4)
    • Random Drug Testing Form 1400 (signature needed on the bottom)
    • Declaration for Federal Employment OF 306 (signature needed on page 3, section 17a)
  • Please review and acknowledge (sign/date) the Long Beach VA Student Absence Policy and submit with paperwork.
  • Fingerprinting: Due to a Federal mandate, students must be fingerprinted prior to their arrival at VA Long Beach. You can be fingerprinted locally at VA San Francisco or VA Martinez.
    • You can get fingerprinted at the San Francisco VA on a walk-in basis:
      • The SFVA PIV (Personal Identification Verification) Office is accepting “walk-in appointments” now.
      • The office hours are Mondays through Fridays from 8 a.m. – 11 a.m. and 1 p.m. – 3 p.m.
      • Enclosed is a blank Fingerprinting form. Please complete the form and include these SOI and SON numbers (SON 1513 and SOI VAG6 for VA Long Beach) to identify the VA that you will be taking the fingerprints for. Most numbers can be found in the clinic manual under the requirements for that VA site.
      • Please bring 2 original and current forms of ID (one must be a Government-issued photo ID) and your completed Fingerprinting Form to your appointment.
      • The PIV Office is located in Building 4, 2nd Floor, Room 2A-103 (San Francisco VA Medical Center, 4150 Clement Street, San Francisco, CA 94121). Click for map of VA San Francisco PIV Office.
    • VA Martinez is another location that you can go to for fingerprinting.
      • VA Northern California Health Care System Martinez – PIV Office, 150 Muir Road, Bldg. 21 Rm 219, Martinez, CA 94553, (925) 372-2000, ext. 6755. The PIV office is located inside Bldg. 21 on the second floor in room 219.  Customer parking is located in the large gravel parking lot, across the street from Bldg 21. Click for map of VA Martinez PIV Office.
      • Open Monday through Friday 8:30 to 11:30 a.m 1-3 p.m. Closed for lunch between 12 and 1 p.m.
      • You can make an appointment by emailing In the subject line, please indicate for “Fingerprinting.” In the message, please provide:
        • first name and last name
        • phone number
        • email address
        • three dates and times that work for you.
      • They will reply to confirm the date of your appointment.
      • You can also do walk-in fingerprinting on Wednesdays from 8:30 a.m to 11:30 a.m. to 1-3 p.m. Wait times vary.
      • What Documents to Bring to VA Martinez: 
        • Bring two pieces of identification with you.  1) one government identity source document ID with photo and your full legal name (including middle name); 2) one government identity source document ID (photo or non-photo) with your full legal name (including middle name). For example, you may use your state issued Driver’s license and a Social Security card, Passport, Voters Registration Card, Birth Certificate, School ID card or PIV card. Expired IDs are not acceptable.
    • If you are in the Southern California area, you may use these instructions for TRVAMC Fingerprints.
    • Click here for Acceptable IDs.
    • The completed fingerprinting form. Please ask Dr. Edward Chu for the SOI and SON numbers to identify the VA where fingerprint results should be sent to.
    • Fingerprinting must be done NO GREATER within 90 days and no later than 30 days before the start date of your rotation.
    • Inform your Trainee Coordinator of VA faculty member of your fingerprint date and location


    Documentation Submit to and Date:

    Please complete and return documents to Dr. Edward Chu at no later than SIX WEEKS prior to the start of your rotation.

    Absence Policy

      1. Any leave must be requested at least 1 month in advance of desired day off and be pre-
        approved by Dr. Chu. Requested leave will be granted only at the discretion of Dr. Chu.
      2. Granted personal days off may require an assignment: PowerPoint presentation (in addition the presentation required for all trainees), summary of assigned journal articles on particular topic, or an AAO style case report. The type of assignment will be determined by Dr. Chu.
          1. Boards: No additional assignments for the day of testing
            1. NBEO part 1 and 2: travel days NOT approved as these tests are offered locally. 
            2. NBEO part 3: externs are encouraged to schedule test on Monday or Friday to limit days of clinic missed. One travel day is allowed either 1 day prior to or 1 day after the date of the Part 3 examination.
            3. Law Test: student is requested to schedule test in the morning so that he/she is
              able to return for clinic in the afternoon
            4. Days off to study for Boards will not be granted. Externs should study on weekends and prioritize clinical experience.
          2. Religious holidays: No additional assignments
          3. AAO, AOA, SECO: No additional assignments. Only 1 conference per rotation per student. Additional meeting attendance will be at discretion of Externship Coordinator.
          4. Residency Interviews: Given current COVID-19 pandemic, virtual interviews are encouraged unless extern is applying locally in southern California and site is allowing for in-person visits. In this case, multiple interviews should be scheduled on same day to limit clinic time missed. There will be 1 additional assignment per day missed for residency interviews.
          5. Personal or Sick Leave. 2 additional assignment for each personal day taken off. Time off for vacation will not be granted. Externs need to prioritize clinical experience during LBVA rotation. There will be 1 additional assignment given for each sick day taken.
          6. Death in the immediate family or personal childbirth: No additional assignment.
          7. More than 5 missed clinic days will result in incomplete grade for quarter.
          8. If you have any questions, please discuss with Dr. Edward Chu immediately.