Arctic PQ Process
Some participants must complete a Physical Qualification, or PQ review as required by the National Science Foundation. The goal of this page is to provide an overview of the steps participants will take to complete the PQ process through the University of Colorado (CU) Polar Medicine.
Who Needs to PQ?
Personnel deploying to the following locations in the Arctic are required to go through the PQ process to manage medical risk to the program.
- Summit Station in Greenland: Everyone deploying to Summit Station for more than the duration of the flight period of the Air National Guard must PQ.
- Remote Field Camps in Greenland: Everyone deploying to a remote field camp for more than 30 days must PQ.
- Personnel who may be reassigned to roles at any of the above locations should PQ ahead of time to ensure eligibility, particularly contractors working in Kangerlussuaq, Greenland.
- Personnel working in other remote field locations, on rare occasions as determined by NSF, may be required to PQ.
Why Do Participants Need to PQ?
Arctic fieldwork can both expose participants to challenging environments and may take place far from advanced medical care. In the event of a severe injury or medical emergency, transportation to a modem hospital or clinic may take several days or longer. The nearest medical facilities may have limited diagnostic and therapeutic capabilities. Environmental conditions in the Arctic Regions may be harsh. Temperatures range from 100 degrees above to 85 degrees below zero Fahrenheit. Some field locations are at high altitude, including Summit Station. Participants may live in close quarters for extended periods of time in constant daylight or darkness.
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.
Starting the PQ Process
To begin the PQ process, the participant’s Battelle ARO science project manager (for researchers) or hiring manager (for employees) will submit a request to Polar Fields Services (PFS) for a PQ packet to be generated. CU will then send the participant an email outlining the process. This email includes the forms necessary to complete the PQ Packet, and an informational pamphlet with process guidance and answers to common questions.
CU will then send the participant an email that includes three PDF files which contains the forms necessary to complete the PQ Packet as well as informational pamphlets to answer all participant questions and provide instructions on how to complete the packet correctly.
Medical History Review Phone Call
Once the PQ packet email has been received, participants have the CU Program Manager, Kellie Schiller, available as a resource to answer all questions and review their packets with them. Participants may call Kellie if they would like to do a Medical History Criteria Review phone call to check what additional testing, procedures, or documentation they meet criteria for BEFORE they attend their appointments with their doctor, dentist, and lab collection.
Lab Collection
We highly recommend that participants go to any LabCorp facility near them to receive their lab tests as they will be billed and ordered under CU’s LabCorp account and the results will be sent directly to CU.
Participants may go to LabCorp at any time that is convenient for them- they do not have to wait until after their doctor’s appointment. After receiving labs at LabCorp, participants may sign up for a LabCorp Patient Portal where they will be able to review their results.
If a participant does not have a LabCorp facility near them, they may have their physician that does their physical exam order and obtain the labs themselves. Participants will need to collect the results of the labs from their physician and include them when they submit their PQ packet.
Doctors Appointment – Physical Examination
Participants will need to make a doctor’s appointment so their physician can complete the ‘Arctic Physical Examination’ forms in the PQ Packet. The PQ packet will include instructions/information to the doctor for how to complete the forms correctly, as well as a list of tests that may be needed, which can be reviewed with our Program Manager beforehand to determine if participants meet criteria to receive any of them. At the appointment, the participant’s doctor will complete a physical examination, vision exam, vital signs, and any additional testing/procedures necessary.
Participants are encouraged to visit their own doctor, but if participants don’t have a primary care physician or if they cannot accommodate, urgent care clinics are a good place to start looking to getting these appointments completed.
Dentist Appointment – Dental Examination
Participants will also need to make a dentist appointment – the dentist will complete the ‘Arctic Dental Examination’ Form. The PQ packet will include instructions/information about the dental exam and required documentation. At the appointment, the dentist will complete a full dental examination, and dental x-rays.
Reimbursement
Reimbursement requires itemized receipts from all providers detailing services and showing payment. Only the tests requested in this packet are reimbursable. If CU determines that a participant requires additional testing in order to be issued a PQ clearance, the cost of those tests is voluntary and is not reimbursable. However, completion of any additional testing will be necessary to continue with the PQ clearance.
Please reach out to your reimbursement manager to discuss specifics of reimbursement. CU Polar Medicine is not involved in the reimbursement process.
Submitting Your PQ Packet
Once all exams and labs/testing are completed, compile all results and all pages in the PQ Packet and submit to CU by any of the following transmission methods (in order of preference):
- SharePoint File Upload: When participants are ready to submit the PQ packet, email arcticsupport@cuanschutz.edu to notify them of this. CU will then email a link to a secure SharePoint folder. Scan PQ packet and upload the file to the secure file upload link.
- Fax your packet to 303-724-5649.
- Mail your packet:
If shipping by USPS (preferred mailing service):
CU Polar Medicine
Attn: Kellie Schiller
Mail Stop C328
1263 E 17th Ave, Room 2509
Aurora, CO 80045
If shipping by FedEx, UPS, DHL or any other mailing service:
CU Polar Medicine, Dept of Emergency Medicine
Attn: Kellie Schiller
Mail Stop C328
1263 E 17th Ave, Room 2509
Aurora, CO 80045
802-275-6367
Please email arcticsupport@cuanschutz.edu to notify when the PQ Packet has been submitted by any of the submission methods (file upload, fax, or mail).
PQ Packet Processing
CU asks that participants anticipate processing time of several weeks after submitting a completed PQ packet. When a packet is received, participants will receive a confirmation email and will be kept updated throughout the review process. It is highly recommended that participants submit their PQ Packets as early as possible to account for potential delays if information is missing, or additional testing/procedures/documentation is requested. Once a PQ decision has been made, participants will receive an official email indicating their PQ status.
We look forward to working with you!
CU Polar Medicine