The PQ process is designed to identify personnel who are physically qualified for assignments in Antarctica and the Arctic. The PQ process is necessary to identify the presence of any physical or psychological condition that would threaten the health or safety of the candidate or of other program participants, that could not be effectively treated by the limited medical care capabilities in the Arctic and Antarctica. For these reasons, all documentation is reviewed against a rigorous set of established Medical Clearance Criteria, which are regularly reviewed by qualified medical personnel. The physical qualification process is outlined in 45 CFR 675.

Participants who are physically qualified to deploy, under the auspices of the U.S. Antarctic Program or the NSF Arctic Program, may make multiple deployments to the Arctic or Antarctic or between the Arctic and Antarctic within the 12-month effective period of the PQ determination.

The short-duration process is only applicable to USAP deployers. Arctic deployers are only required to PQ if going to remote field camps greater than 30 days or Summit Station outside of a flight period. A USAP participant is eligible for the short-duration process if: 

• The PQ process is conducted by The University of Texas Medical Branch/NSF. 
• Deployment is anticipated for 14 days or less. 
• The individuals are not deploying under active awards; and 
• The individuals are not expected to engage in strenuous labor.

Non-disclosures will lead to a Not Physically Qualified (NPQ) decision. If a participant is given an NPQ determination due to non-disclosure or falsification of documentation, the participant may be eligible for a waiver. The employer or principal investigator will be notified of the NPQ cause in order to make an informed decision regarding the employer endorsement. If the participant receives endorsement, NSF will make the final determination of the waiver based on available information. Lastly, depending on the nature of the non-disclosure, the participant's file may be forwarded to the NSF Office of General Counsel for further inquiry and action.

Your medical history includes ALL medical information dating back to birth. Failing to document your medical history in its entirety, will result in an automatic Not Physically Qualified (NPQ) for non-disclosure. Please be honest and thorough so we can ensure your health and help you through the process.

Examinations and tests shall be performed in the U.S. by a physician (MD/DO) or licensed mid-level practitioner (NP/PA).

U.S. citizens whose permanent address is other than in the U.S. shall consult with The University of Texas Medical Branch (UTMB) (Antarctic) or University of Colorado (Arctic) to determine whether they may complete their PQ tests and exams outside of the U.S. Non-U.S. citizens from countries with which the NSF Office of Polar Programs does not have a reciprocal agreement (see Section 5.3 of the Safety and Occupational Health Policy) or who cannot PQ through their national program should contact UTMB to discuss options for completing the required examinations and tests. Examinations and tests shall be performed in the U.S. by a physician (MD/DO) or licensed mid-level practitioner (NP/PA).

Tests and examinations used in reaching the PQ determination may not be more than six months old. The NSF Office of Polar Programs will not reimburse for the cost of tests and examinations that must be repeated due to the expiration of results.

The requirements are based on Center for Disease Control recommendations, host country requirements and recommendations by the Office of Polar Program (OPP) Medical Review Panel. Candidates will be provided with requirements in the PQ packet.

If you use oral contraceptives, please mark the box for other conditions in the gynecology section and list the medication by name and contraception or non-medical as the explanation. We cannot assume that a listed medication is being used for what we think is the most likely indication. We do need to document the reason for any medication even when not used for a medical condition. We understand that contraception is not considered a condition, and the current PQ form is under revision.

The PQ criteria are outlined in the PQ guidelines, which are embedded in Volume 2 of the NSF Office of Polar Programs Safety and Occupational Health Policy. The guidelines were created using guidance from the Department of Defense, NASA and other U.S. governmental agencies that deploy individuals to austere environments with limited medical capabilities. Additionally, the Medical Review Panel (MRP) provides recommendations based on current medical research and trends observed within the NSF Office of Polar Programs. The PQ guidelines are reviewed annually by the MRP and by contractors providing medical support.

Once completed, PQ packets are submitted to the University of Colorado Polar Medicine, The University of Texas Medical Branch or the U.S. National Science Foundation, the packets are evaluated using the PQ guidelines. Participants are then provided a determination based on the PQ criteria. Participants are informed of the PQ determination via an approval/disapproval letter. See the Antarctic and Arctic PQ process pages for more information.

Waiver documents and directions are attached to the initial PQ determination letter. All waiver applicants must have an employee endorsement and an employer endorsement signed by the employer or organization supporting the deployment.

Contact information will be found in the initial PQ packet emails/documentation.

It is anticipated to take eight weeks for a participant to complete the PQ packet. This time may vary depending on medical appointments. Once a packet has been submitted, a final determination may take up to eight weeks. Additional time will be needed if the participant applies for a waiver. The standard recommendation is to submit a completed PQ packet no less than 12 weeks before deployment.

Individual participants are required to inform contract or medical staff of all medical or health changes, including changes in medication, that occur after submitting the PQ documentation and/or following receipt of a PQ determination. U.S. National Science Foundation staff shall notify the NSF Office of Polar Program's chief medical advisor.

Staff members with the associated medical subcontract (The University of Texas Medical Branch and University of Colorado Polar Medicine) and/or the OPP medical program staff can see the information. Once submitted, PQ packets are the property of NSF. However, only NSF personnel responsible for medical recommendations and program management can access medical documentation.

For participants in the U. S. Antarctic Program, copies of PQ packets can only be provided by the examining provider. It is imperative that the participant maintain a copy of the submitted PQ packet. For Arctic participants, copies of submitted packets can be retrieved via MyChart.

OPP shall pay for the initial examinations and tests required by the standard PQ process for OPP research awardees and contractors. Most payments are made in the form of reimbursements from the prime contractor to participants or, in the case of LabCorp, direct payments from the prime contractor to the vendor. Additional tests, such as those that may be required to submit a waiver application, are the individual's responsibility and will not be reimbursed by the government. Grants from OPP include funds for the cost of initial examinations and tests. Grantees from other federal agencies are responsible for paying all costs associated with the PQ process.

Yes. PQ determinations are valid for 12 months from the date of issue or until the participant departs from the Arctic or Antarctic. For individuals deploying under an approved waiver, the PQ determination will be valid for 12 months from the date of the Not Physically Qualified determination. Tests and examinations to reach the PQ determination may not be over six months old.

Candidates 45 years of age and younger are allowed to undergo the full PQ process only every other year (exceptions may include individuals on waivers or restricted clearance). However, if you intend to deploy to the South Pole for the winterover period during your second year, you must repeat the complete PQ process. Approval under this exception requires that candidates deploy in the first year of their authorized PQ period to be eligible to deploy under the abridged process in their second year. Additionally, a pilot program for expansion of the two-year PQ is under review. Eligibility is detailed below. 

Pilot Program: Expansion of Two-Year PQ Program 

• Deployment to NSF McMurdo Station summer only (7 days or less trips to pole and field camps within a day trip are authorized). 
• If a participant is planning to winterover, they should not participate in the abbreviated PQ process since the majority of the lab work cannot be completed at the McMurdo Clinic, and a complete PQ process would be required. 
• Have one prior deployment within the last three years to any U.S. Antarctic Stations AND did not require a medical waiver. 
• Age 65 or under. 
• BMI less than 30 (consistent with the Centers for Disease Control and Prevention definition of overweight and below). 
• Confirm no change in health status since the last PQ. 
• Position is mostly administrative in nature.

A PQ determination can be valid for all seasons and locations. The decision is based on whether the participant meets the PQ guidelines for unrestricted clearance. Participants may also deploy on a restricted clearance, and the limitations of the deployment will be provided in the approval letter received by the participant.

Yes. OPP has implemented the PQ website and is engaging various stakeholders for recommendations on process improvement. The U.S. Antarctic Program is working on transitioning to an electronic PQ submission process, and the Arctic has transitioned to using an electronic health record.

JPEGs of your dental X-rays can be emailed to us at arcticsupport@cuanschutz.edu.

Seasonal contractor employees with accepted offers of employment prior to leaving the ice may complete the PQ examinations and tests in New Zealand or Chile. Submissions in languages other than English must be accompanied by a certified translation.