Environmental Health & Safety

Campus Animal OCC Health

Occupational Health Surveillance System

The Occupational Health Surveillance System (OHSS) offers an automated platform for performing risk assessments and coordinating medical evaluations for employees and researchers who are exposed to animal biohazards and other workplace or laboratory hazards. Effective November 1, 2024, OHSS will replace the previous Medical History Questionnaire (MHQ) process.

As part of this process, all participants listed for the first time on an Animal Use Protocol (AUP) are required to submit an initial Health Questionnaire through OHSS. This ensures appropriate medical surveillance and compliance with institutional and regulatory requirements.
 

RSS Workflow
  • Occupational Health Surveillance System (SOP)

    To assist you in navigating the Occupational Health Surveillance System (OHSS), please refer to the following standard operating procedure (SOP) for guidance.

    Occupational Health Surveillance System SOP

    If you encounter any issues while using OHSS, reach out to the Service Desk for support at service@riskandsafetysolutions.com.

    If you need assistance completing the OHSS form, you may contact Occupational Health at ehsocchealth@ucr.edu. We would be happy to schedule a Zoom meeting to guide you through the process.

  • Accessing OHSS
    OHSS Login

    A valid UCR NetID is required to access OHSS, available at https://ehs.ucop.edu/ohss 

    • Faculty and Staff: The UCR NetID is generated upon hiring, based on information entered into UCPath Payroll. Contact BearHelp at 951-827-4848 or visit BearHelp for assistance.
    • Students: After submitting the Statement of Intent to Register (SIR), students receive their UCR NetID in the acceptance letter. For support, contact the helpdesk at helpdesk@student.ucr.edu  or call 951-827-6495.
    • Non-employees (e.g., visiting students, volunteers): Sponsoring departments can assist in obtaining a UCR NetID. For help, contact BearHelp at 951-827-4848 or visit BearHelp.

    Introduction and Overview

    PI Supervisors HomePage and Tips

    OHSS Tips for Participants

  • PI Creating A Risk Assessment

    Risk Assessment Form

    The participant’s Principal Investigator (PI) completes the Risk Assessment form, which the participant then reviews and verifies. This form includes questions that help Medical Professionals assess potential risks in the participant’s work environment, such as:

    • Animal Contact
    • Biological Agents
    • Chemical Agents
    • Physical Agents
    • Blood Borne Pathogens
    • Exposure Control
    • Animal Exposures
    • General Safety Training

    PI Creating a Risk Assessment 

  • PI Copying a Submitted Risk Assessment

    PI Copying a Submitted Risk Assessment

    Describes how a Principal Investigator (PI) can duplicate a previously submitted Risk Assessment to streamline the creation of new assessments for similar roles or protocols.

    When is “PI Copying a Submitted Risk Assessment” needed?

    This feature is useful when:

    • A PI needs to create a new Risk Assessment for a similar research protocol or role (e.g., another student handling the same species and agents).
    • The research or exposure conditions have not significantly changed, and copying saves time compared to starting from scratch.
    • The PI is adding a new participant to an existing project that shares the same hazards and procedures.

    Benefit: Ensures consistency across similar protocols while reducing administrative workload.

    PI Copying a Risk Assessment

  • PI Archiving a Completed or Obsolete Risk Assessment

    PI Archiving a Completed or Obsolete Risk Assessment

    Outlines the steps for a Principal Investigator to archive Risk Assessments that are no longer active, ensuring records are appropriately managed and the OHSS system remains current.

    When is “PI Archiving a Risk Assessment” needed?

    This should be done when:

    • The research project is completed or terminated.
    • The Risk Assessment is outdated due to a change in protocol, hazards, or personnel, and a new version will be created.
    • The assessment was created in error and should no longer be active.
    • To help reduce clutter in the PI’s active Risk Assessment dashboard and maintain system organization.

    Benefit: Helps keep OHSS records current, prevents confusion with outdated assessments, and aligns with good documentation practices.

    PI Archiving and Deactivating Assessments

  • Participant Submitting the Risk Assessment

    Submitting the Risk Assessment 

    Once the PI submits the Risk Assessment, the participant will receive a notification to review and confirm or address any discrepancies. An email notification will be sent once the PI enters the Risk Assessment. If you do not see the email, please check your junk folder and add the application’s website to your safe senders list. You can also log in to the system at any time to check the status of your forms—an email is not required to access the system.
    If you encounter any issues using OHSS, please contact the Service Desk at service@riskandsafetysolutions.com for support.

    Participant Review a Risk Assessment

  • Participant Submitting the Health Surveillance Questionnaire

    Submitting a Health Questionnaire Form

    After completing a Risk Assessment, you will be directed to fill out the Health Questionnaire, which will be routed to a Medical Professional for review. You will receive a notification once the Medical Professional approves or requires changes to your Health Questionnaire.

    • Confidentiality: Only you and the Medical Professional will have access to the Health Questionnaire. Your PI will not see this form.
    • One-Time Completion: You only need to complete the Health Questionnaire once, and it can be reused for multiple Risk Assessments.
    • Time Limit: The form has a 30-minute completion window, so be sure to have all relevant medical information, especially vaccination history, on hand.

    Important Note: When completing the Health Questionnaire, ensure you have your vaccination records available. The Health Questionnaire does not auto-fill previous vaccinations or tests conducted by Occupational Health. If your vaccine history is incomplete on the form, the Medical Professional may recommend additional services before granting clearance.

    You can obtain a Digital Vaccine Record (DVR) from the California Immunization Registry (CAIR). If you cannot find this record, it may lead to an unnecessary appointment or delay in your clearance.

    Fill out the questionnaire as completely as possible. If you’re uncertain of vaccination dates, note that selecting "I don’t know" may result in a recommendation to update vaccinations before clearance.

    What the Health Questionnaire Covers

    The Health Questionnaire provides the Medical Professional with a summary of your medical history, including:

    • Vaccination records
    • General health history
    • Exposure risks
    • Biological hazards
    • Allergies
    • Prescription medications
    • Recent health status changes

    Completing the Health Questionnaire

    1. Accessing the Questionnaire: After agreeing to the Risk Assessment, you will be automatically directed to the Health Questionnaire. If you prefer to complete it later, you can access it at any time from the "Pending Actions" section on your home page.
    2. Reviewing or Updating: If a Health Questionnaire is already on file, you can review it and confirm if no updates are needed. If there have been changes in your health, click "Modify" at the bottom of the page to make updates.
    3. Finalizing: Once you have completed the Health Questionnaire, click "Save Health Questionnaire" to submit it.

    Important: Please fill out the Health Questionnaire thoroughly and accurately to help prevent delays.
    Once submitted, a Medical Reviewer will review both your Risk Assessment and Health Questionnaire and conduct a Medical Assessment if needed.

    PartiCipant Submitting the Health Questionnaire Form

  • Occupational Health Physician Reviewing the Medical Assessment

    Medical Assessment

    An Occupational Health Physician will review your risk assessment and health questionnaire and provide a medical assessment based on their findings. This assessment will be sent to you for acknowledgement. 

    Reviewing the Medical Assessment

    Once your risk assessment and health questionnaire are reviewed, the medical assessment will determine if any medical services or consultations are necessary before you can proceed with protocol work. Acknowledging the medical assessment in the system is required, whether or not services are recommended, to move to the next step.

    If Medical Services or Consultations are Recommended:

    • Contact the EH&S team for further guidance and email Occupational Health at ehsocchealth@ucr.edu for detailed next steps.
    • You may be referred to a local Occupational Health Clinic for specific services. 
    • Medical services related to this program are typically covered by EH&S, as long as they are obtained through UCR-approved vendors. Please not that services obtained through primary care providers will not be reimbursed.
  • PI Revisions to a Risk Assessment During Medical Review

    Revising a Risk Assessment

    During the medical review process, the PI may be required to revise the submitted Risk Assessment based on feedback from the reviewing occupational health professional. These revisions ensure that all identified health risks are adequately addressed and that the participant’s medical evaluation is based on accurate and complete exposure information. Copying a Risk Assessment from an existing one.

    Copying an existing Risk Assessment allows PIs to quickly create multiple assessments with similar hazards and risks. Additionally, copying a risk assessment allows to make quick revisions and updates without having to re-enter all of the information. Follow these steps to revise a Risk Assessment:

    PI Revisions to a Risk Assessment During Medical Review

    When this is needed
    • The Occupational Health Physician identifies missing or unclear information related to potential hazards, safety controls, or procedures.
    • The Risk Assessment does not include sufficient detail for medical clearance to be granted (e.g., undefined chemical exposures, unspecified biological agents, incomplete safety measures).
    • Clarification is required regarding the participant’s tasks or level of exposure.
    What the PI must do
    • Log into the OHSS system and locate the Risk Assessment flagged for revision.
    • Update the relevant sections based on the physician’s comments (typically found in the notification or returned form to the Participant). The Occupational Health team will contact the PI with the actions that need to be taken and areas that need to be amended.
    • Re-submit the revised Risk Assessment for continued medical review. 
    • Participants must recertify for continued medical review and amend their Health Questionnaire. 
    Notes
    • Timely revisions are essential to prevent delays in participant clearance.
    • Once resubmitted, the Occupational Health Physician will re-review the Risk Assessment to determine if additional action is needed.

    Examples of Common Revisions

    • Review the General Safety section or the Animal Exposure section with the Principal Investigator (PI) using the UCR Animal Researchers Occupational Health Guidance for Researchers.
    • Many topics in this section are also covered in the CITI training and the Vivarium Orientation provided by the Office of the Campus Veterinarian (OCV).
    • Update applicable questions in the General Safety and the Animal Exposure section to “Yes” and ensure a discussion.

    UCR Animal Researchers Occupational Health Guidance for Researchers 

  • Participant and Principal Investigators: Acknowledging a Medical Assessment

    Participant and Principal Investigators: Acknowledging a Medical Assessment

    1. Navigate to "Review Medical Assessments" under the "Pending Actions" heading.
    2. Open the "My Assessments" page, where assessments requiring attention will be flagged with a red marker.
    3. Click on the assessment date to review the details.
    4. After reviewing, click "I Have Reviewed My Medical Assessment" to confirm acknowledgment.

    Medical Assessment Review Outcomes

    • Complete: If no services are required, or if the recommendations are optional, you will be cleared in the system to proceed.
    • Incomplete: If services are required, you will receive instructions to contact Occupational Health at ehsocchealth@ucr.edu to complete the process.

    For phone consultations or additional medical services, contact Occupational Health for further guidance. They will provide directions to the appropriate clinic and ensure coverage of your medical services as applicable.

    Once all required services are completed, the Occupational Health team will update your record, and the information will be uploaded to the IACUC system during nightly updates. The IACUC system requires all forms to be complete before adding you to an animal care protocol. Please note that the review process may take several days, and certain facilities may require additional medical consultations or services before granting clearance

    Medical Assessment Summary

    The Medical Assessment, conducted by a medical professional and reviewed by the participant, provides the following information:

    • Clearance Status: Determination of fitness for work.
    • Required Follow-Ups: Any additional steps needed for completion.
    • Additional Requirements: May include:
      • Vaccinations, such as Hepatitis B or Tetanus.
      • Immunizations or diagnostic tests.
      • Specialist consultations.
      • Other specified medical needs.

    Participant Acknowledging a Medical Assessment

  • Occupational Health Surveillance System (OHSS) FAQs

    How do I fill out the form?

    • The PI begins the process by creating a Risk Assessment (RA) for the participant.
    • Login using your UCR NET ID and Password. (Please contact your PI or supervisor and ITS services to obtain a temporary UC Riverside account).
    • You will then receive an automatically generated email notification allowing you to review the Risk Assessment and proceed to the Health Surveillance Questionnaire.
    • You must complete the Health Surveillance Questionnaire. 
    • Once the forms are submitted, participants will receive an evaluation and recommendation letter via email from the reviewing Health Care Provider at Occupational Health.
    • Once you have recommendations you can call and make and appointment at Occupational Health for clearance to work with or enter an animal care area. If you have any questions you may also contact Occupational Health at ehsocchealth@ucr.edu.

    What medical information do I need to have when I access the application?

    • A copy of your medical history and immunizations dates is recommended.
    • Please provide as much information as possible. If you do not know when you had your vaccinations and select "I don't know," or you do not update the last date of vaccination on the Health Surveillance Questionnaire, the Occupational Health Physician may recommended getting those vaccinations before providing clearance.

    What are some of the things I can expect once I complete the application process? Either:

    • Approval to work will be granted in increments ranging from 6 months to 3 years, or up to 5 years, based on the outcomes of your medical assessment, health questionnaire, and risk assessment.
    • If a referral for consultation and further evaluation is needed as part of the clearance process, please contact ehsocchealth@ucr.edu. They will provide a referral to an approved occupational health clinic, where the necessary medical services will be fully covered.
    • Based on the participant’s risk assessment and health questionnaire, immunizations or additional services may be recommended. These services will also be covered under the occupational health program, provided they are rendered at the approved clinic.

    What are the steps after completing the process?

    • Clearance Period: Approval to work will be granted in increments ranging from 6 months to 3 years, or up to 5 years, based on the outcomes of your medical assessment, health questionnaire, and risk assessment.

    • Referrals and Recommendations: You might be referred for further consultation or recommended immunizations based on your health and risk history.

    What are the benefits of the OHSS?

    • Minimizes the risk of improper handling of Personal Identifiable Information (PII).
    • Ensures all mandatory information is captured in one centralized system.
    • Houses OHSS status information in one central location.
    • Streamlines the process of being integrated into a protocol.
    • This program is an integral part of Occupational Health Services and is designed to provide preventative medicine services and health-related education to those employees who have contact with live vertebrate animals in the course of their employment at UC Riverside.

    How can I access OHSS?

    To access OHSS, all personnel must have a valid UCR NetID, which serves as an online identity for accessing various UC Riverside services.

    Accessing the system:
    The system can be accessed at https://ehs.ucop.edu/ohss 

    Faculty and Staff: The UCR NetID creation process begins upon hiring. Information entered into the UCPath Payroll System will trigger the creation of a UCR NetID. For assistance, please contact BearHelp at 951-827-4848 or visit https://its.ucr.edu/support#gethelp

    •  Students: Once students submit their Statement of Intent to Register (SIR), a UCR NetID is generated and provided in their acceptance letter. For help with the UCR NetID, students can reach out to helpdesk@student.ucr.edu or call 951-827-6495.
    • Non-employees (e.g., visiting summer students or volunteers): A UCR NetID can be obtained through your sponsoring department. For guidance, contact BearHelp at 951-827-4848 or visit https://its.ucr.edu/support#gethelp 

OHSS Contact Information

IACUC - inquiries : iacuc@ucr.edu 
IACUC - Animal User Training: iacuctraining@ucr.edu 
Online system trouble shooting, OHSS process questions, health-related questions: ehsocchealth@ucr.edu  

Campus Resources

IACUC Resources
Animal Occupational Health Program