ALL SCHOOL ORIENTATION - GSBS Home

GRADUATE SCHOOL OF BIOMEDICAL SCIENCES 

(GSBS) SCHOOL ORIENTATION 

GSBS Office: 

409-772-2665 (4.429 William C. Levin Hall) 

Office of Enrollment Services: 409-772-1215 (2.110 Lee Hage Jamail Student Ctr) 

Department of Legal Affairs, International Affairs: 

409-747-8731 (4.254 Rebecca Sealy Hospital) 

University Student Services: 

409-747-9055 (2.110 Lee Hage Jamail Student Ctr) 

Campus Map: 

Parking: 

http://www.utmb.edu/map/ 

Free parking and transportation are indicated below. 

Lot at Holiday Drive & Winnie Street 

Shuttle schedule: 

http://www.utmb.edu/auxiliaryenterprises/ParkingFacil 

ities/ShuttleSchedule/index.htm 

or 

Island Transit bus (409-682-0818) 

Schedule: http://www.islandtransit.net/ 

Student parking permits are available from the UTMB Parking Office (2.206 

Administration Bldg; 409-772-1581). However, their staff will be at Moody 

Gardens on Saturday morning. Save time and pre-purchase your parking permit. 

Go to http://www.utmb.edu/auxiliaryenterprises/ParkingFacilities/index.htm 

and print out the Student Parking Permit Application. The link to it is in the 

column to the left. To pre-register, you will need to mail in that application and 

payment (check or money order) to the address below: 

UTMB Parking Facilities 

301 University Boulevard 

Administration Building 2.206 

Galveston, TX 77555-0118 

Then on Saturday morning, you just have to pick up your hang tags as opposed 

to waiting in line to buy. 

You must be registered as a full-time student and have your student id before a 

parking tag can be obtained. Access to contract garages or lot parking requires 

a UTMB ID badge [as well as to the Alumni Field House and Library resources]. 

GSBS Orientation August 2011 Pg 1 of 13 08.15.11

Immediately upon arriving in Galveston, take appropriate hiring 

documents. 

US Citizens Students: 

Visit the UTMB Welcome Center, Human Resources, 2.208 Administration Bldg., for I-9 

Verification & Drug Screening. Ask for Crina Nelson (409-747-4802). 

Items to Bring: 

Completed New Hire Packet and I-9 form (Crina will email 

this to you) 

Supporting documents for I-9 – two proofs of identification 

are required; for list of acceptable items, see url at 

http://www.uscis.gov/files/form/i-9.pdf 

Original social security card [Initialization Office must see it 

so be sure to bring the original to campus] for payroll 

purposes. 

Photo identification 

There is time in the schedule to handle this (on Monday) but best to take care of it early, 

if possible. 

International Visa Students: 

1) Send an email to request an appointment with our Financial Aid Officer so she 

can sign your visa paperwork. Her name is Carol Cromie (cacromie@utmb.edu) 

and she is in the Office of Enrollment Services. You will need to bring your I20, 

visa and I94 card with you when you meet with Carol. 

Once that is done, ask her to clear your F-1 hold, and then go online to register 

for Fall term courses via myStar. 

2) Must arrive before 3:00 pm. 

Go see Jackie Lynch in the Department of Legal Affairs, Division of International 

Affairs for I-9 Verification & Drug Screening. Take Completed New Hire Packet & 

I-9, along with your visa documentation, etc. (information to submit will be 

emailed to you from Jackie). You will need to go apply for a Social Security (SS) 

Number at 49 th and Seawall Boulevard, Ph (409) 766-3631, Hours: Monday- 

Friday 9-4pm (except holidays). Online forms at: http://www.socialsecurity.gov/ 

1-800-772-1213. 

3) Once you get your Social Security number in the mail, you must take the original 

SS card to the two offices above – 1) Jackie, so it can be entered into your 

employee records and 2) Carol, for your student records. 

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COMPUTERS AND PRIINTIING 

Public computers are located at: 

1) Moody Medical Library (MML), 2 nd floor (409-772-2372) 

http://library.utmb.edu 

M-Th: 7am–midnight, Fri: 7am–9pm, 

Sat: 9am–8pm, Sun: Noon–11pm 

2) Jamail Student Center, 3 rd floor 

M-F: 8am – 5pm; 24 hr/day access with student badge 

Print Card Readers: 

Printing available at $.05/page with copy card that can be bought at the 

MML Circulation Desk. Copying cards can only be purchased in the 

Library but can be used at either location above – same cost. 

NEW EMPLOYMENT AND IINCOME VERIIFIICATIION 

1) For student status – go to front desk of Enrollment Services, send an email, 

or request online via the myStar portal. 

2) For employment and income verification – use the free, automated service, 

called The Work Number at http://hr.utmb.edu/records/. 

If you have any questions regarding this service, please contact Employee 

Records at 409-747-7993. 

ADDRESS UPDATES 

Update your records with your new local address and phone number in two 

different areas noted below. Keep in mind address in these records are used for any 

correspondence mailed. 

1) Student – myStar (Student Center →Personal Information) 

myStar url: 

https://mystar.utmb.edu/psp/pprd/EM PLOYEE/EMPL/h/tab=PAPP_GUEST 

2) Employee – Click on “Emp Self Service / Paycheck” located on the left-hand 

side of UTMB home page http://intranet.utmb.edu/iutmb/. 

This is also the location to view your paystub. Your appointment as a 

Graduate Assistant is effective August 29, the first day of class if all hiring 

requirements are met. If on salary, you are paid on a biweekly schedule so 

the first check will be Friday, September 9 for one week’s worth of pay. We 

highly encourage you to sign up for direct deposit. 


WELCOME WEEKEND 

Saturday, August 20 

Mandatory for all incoming students 

8:30 am – 7:00 pm 

Moody Gardens Conference Center | Seven Hope Boulevard | Galveston, TX 77554 

Phone (409) 741-8484 | Toll Free (888) 388-8484 

Directions can be found at: http://moodygardenshotel.com/locations_directions/ 

*Families can get a group rate of $159.00/night + applicable taxes at the Moody Garden 

Hotel. For reservations, ask for the group name UTMB-Welcome Day Weekend. 

Continental Breakfast Provided 

8:30am – 10:00am - Check in – Foyers A, B,C and Registration Area 

GSBS – Foyer C 

Student Parking registration and tag pick up – Hall B 

10:00 am – 11:30 am - Morning Session - Hall C 

Welcomes, introductions and explanation of days events 

11:40 am – 1:00 pm - Parents and Spouses meet with Deans - Breakout rooms 

Parents and Spouses meet with SA Deans from their student’s school 

*parents are released after this session* 

11:30 am – 1:00 pm - Community Fair for Students - Hall A 

Student Organizations, local businesses, churches, banks, restaurants and other 

student interests from the community and campus 

1:00 pm – 2:00 pm – Student Lunch – Hall C 

Welcome from Student Life 

2:10 – 3:25 pm – Peer Roundtables with YOUR School – Breakout Rooms 

GSBS – Ivy 1 Room 

3:35 – 4:30 pm Small Groups - Hall A 

4:30 – 7:00 pm - Student and Spouses Casino Night and Dinner - Hall C 

Sunday, August 21 

Free Time 

For tomorrow: 

Your picture will be taken. This photo will follow you throughout your graduate career for 

course instructors, school Syndrome, badge, etc. so please dress appropriately. 

Note: Read tomorrow’s agenda ahead of time so you bring to campus the 

necessary documents and information. 


GRADUATE SCHOOL OF BIIOMEDIICAL SCIIENCES 

ORIIENTATIION:: 

Monday, August 22 

8:00 AM – 8:30 AM Pick up your GSBS orientation packet 

4.438 Levin Hall 

Students Last Names A through K: 

8:30 AM – 9:00 AM GSBS Photo Session 

Mark Kinonen, Imaging Specialist 

4.444 Levin Hall, Photo Studio 

[Name sheet located in your orientation folder] 

Students Last Names L through Z: 

9:00 AM – 9:30 AM GSBS Photo Session 

Mark Kinonen, Imaging Specialist 

4.444 Levin Hall, Photo Studio 

[Name sheet located in your orientation folder] 

================================================================== 

9:45 AM – 10:45 AM International Visa Students: 

(Spouses Invited) 

[You should have already turned in your completed New Hire 

Packet, I-9 verification documents, tax form, etc. to their 

office.) 

Presentation on Visas, Payroll, and Taxes 


Department of Legal Affairs, International Affairs 

Rosemary Frederickson, Jackie Lynch, Anne Githae, J.D., 

UTMB Finance-Payroll 

Leslie James Glaeser, CPA, MBA 

All Other Students: 

See page two of this schedule for items to bring. 

(If you did not do this when you arrived in Galveston) 

I-9 Employment Eligibility Verification 


Crina Nelson, Recruiter, Human Resources 

================================================================== 


11:00 AM – 12:00 PM Library Resources Information - Last names A through K 

Julie Trumble, MML Head of Reference 

Alex Bienkowski and Janet Burk, Reference Librarians 

238 Moody Medical Library, Online Training Center 

12:00 PM – 1:00 PM Library Resources Information - Last names L through Z 

Julie Trumble, MML Head of Reference 

Alex Bienkowski and Janet Burk, Reference Librarians 

238 Moody Medical Library, Online Training Center 

================================================================== 

Lunch on your own 

1:30 PM – 1:50 PM Student Wellness Orientation 

Cynthia DeSanto, MSN, RN, FNP-BC, Director 

2.212 Libbie Moody Thompson Auditorium, Basic Science 

Bldg 

1:50 PM – 2:00 PM synergy 

Susan Gerik, M.D., Director - synergy Interprofessional 

Education 

Brandon Hernandez, MLA, Assistant Director - synergy 


Bldg 

2:00 PM – 3:00 PM Student Center Orientation 

Shawn DeVeau, Interim Assistant Director, Enrollment 

Services and University Registrar 

Matthew Trana, Senior IT Training Specialist 


Bldg 

3:00 PM – 3:15 PM Break 

3:15 PM – 5:00 PM Essential GSBS Information 

Dorian Coppenhaver, Ph.D., Senior Associate Dean for 

Student Affairs 


Bldg 


For tomorrow: 

UTMB Standards of Conduct Guide - within your orientation folder, 

there is a handout that explains it, and a link to the electronic 

version, and a paper copy of the acknowledgment form. 

Please have read the information, sign the form and bring it with 

you in the morning. Holly will collect it during that time to save you 

from having to mail it. For Employee Title, it would be Graduate 

Assistant. 

Tuesday, August 23 

ONLY NEW INCOMING FALL TERM STUDENTS NEED TO ATTEND THE FIRST 

TWO TRAININGS. ALL OTHER STUDENTS, YOUR DAY BEGINS AT 11:30 AM. 

9:30 AM – 10:30 AM Compliance Training Module 1 – Sexual Harassment 

Bob Scott, Office of Education Training & Development 


Bldg 

10:30 AM – 11:30 AM Annual Required Training 

Holly Jolin, Office of Institutional Compliance 

General Compliance 

HIPAA 

Sexual Harassment 

EEO Law 


Bldg 

Turn in your signed UTMB Standards of Conduct Guide form 

– see bottom of the previous page. 

11:30 AM – 12:15 PM Information Security Training 

iSpace/Xythos Information 

Robert Shaffer, Director of Information Security 


Bldg 

12:30 PM – 2:45 PM Program Orientation/Luncheon and Registration Info 

Refer to the last page of this orientation schedule for some 

registration keypoints and deadlines. 

See flyer in your packet for location – some buildings require 

a coded badge to access. 


3:00 PM – 4:00 PM Graduate Student Organization 

Panel Discussion 

Honor Pledge Presentation and Board Signing 


Bldg 

ANOTHER PHOTO TAKEN TOMORROW MORNING!!! 

(A complimentary picture will be given to you soon after orientation. 

It will be a full standing portrait so please dress appropriately.) 

Wednesday, August 24 

9:00 AM – 10:30 AM Community of Scholars Ceremony 


Bldg 

---Your picture (full standing) will be taken with the Dean of 

the Graduate School during this event--- 

10:30 AM – 11:45 AM GSBS Open House – Lunch Reception 

4.429 Levin Hall, Graduate School Suite 

12:00 PM – 3:00 PM Online Compliance Training 

(Self Instructed*) 

238 Moody Medical Library, Online Testing Center 

(or your own personal computer) 

*Type http://training.utmb.edu/ into a browser. You will be asked to 

complete a survey first. Additional on-line training courses may be 

required depending on your specific lab duties. 

1) New Employee Orientation: Welcome & Overview of UTMB 

2) Standard Precautions Training 

3) Any other assigned courses on your transcript. You may see some 

trainings covered during orientation week --just skip them. 

Completion credit will eventually be entered if you attended the 

group session. 


Free Time 

5:00 – 8:00 PM Third Annual UTMB “Plazapalooza” 

All-Schools Social Event 

(sponsored by Student Life and Student Government 

Association) 

Ashbel Smith “Old Red” Plaza 

Note: For those eligible for benefits, please read tomorrow’s agenda ahead of 

time so you bring the necessary documents and information. 

Thursday, August 25 

Optional to attend but explanation of benefits will be covered; otherwise you can 

obtain information at the url below. This hour session is for employees who are stipend 

recipients. If you are on Without Salary appointment, you do not need to attend. 

9:00 AM – 10:00 AM Benefits Presentation / Questions and Answers 

Tony Edmond, Benefits Services Manager 

Veronica Collins, Senior Human Resources Consultant 


Bldg 

Home Page for Benefits Services Center: http://www.utmb.edu/benefits/ 

Within your folder is a Benefits Overview which will provide basic benefit 

information (Graduate Assistants are not eligible for retirement benefits). Please take 

time to review additional information on options or medical, dental, vision, and life 

insurance coverages and be ready to make your benefits selections during orientation. 

Dependent Information: If you will be enrolling your family members on any of 

your insurance plans, their information (Dependent’s social security number and date of 

birth) is required. In addition, UT System policy requires certification of dependent 

relationships. Therefore, you will need to provide marriage license and/or birth 

certificates for each dependent that you will be covering under any of the plans. For 

your convenience we have placed in your orientation folder a benefits election form 

along with dependent information sheet for you to complete and bring with you to 

orientation. 

Within 30 days of your hire date (by October 29, 2011): 

Submit benefit election forms to the benefits office / Employee Benefits Enrollment 

Phone: (409) 772-2630 or Toll Free: (866) 996-UTMB (8862); Fax (281) 554-5381 

Email: benefits.services@utmb.edu; Business Hours: Monday-Friday, 8am – 5pm 


Friday, August 26 

Free Time 

After 3:00 PM 

Finish any hiring procedures; update student and employee 

records of your new local address; get settled in your 

apartment; familiarize yourself with Galveston; complete 

compliance training; opt out of insurance, if applicable; check 

your course schedule, purchase textbooks, etc. 

Pick up your UTMB employee/student id badge 


REGISTRATION KEYPOINTS: 

Health Forms and Immunization Records 

Clearance is required for registration. Submit the three health forms (including 

vaccination history); Refer to information at 

http://www.utmb.edu/studentwellness/ [click on the “New Students” tab]. Note in 

particular the three series of shots for the Hepatitis B takes a minimum of 4 

months to complete. Documentation that the series has been initiated is needed. 

Returned directly to either UTMB Student Wellness or Enrollment Services 

BEFORE orientation; if in person, 6 th floor of University Hospital Clinic Bldg, next 

to Old Red or 1.112 Jamail Student Center, respectively. 

Insurance --- IMPORTANT TO AVOID $1,000 NON-REFUNDABLE FEE! 

To meet the requirements for enrollment, students are required to have 

insurance. Texas Education Code, Section 51.952 authorized a governing board 

to require health insurance on students enrolled in health institutions. A health 

insurance fee will be automatically assessed at the time of registration and if you 

do not have other health insurance coverage, you will be enrolled in the UT 

System Student Health Insurance by United Healthcare. If you already have 

health insurance coverage from another source, you must OPT OUT of the 

Student Health Insurance online (only way) through the MyStar program. This 

will be the only way to have the fee reimbursed if you have other health 

insurance. 

Each term you register at UTMB, you will be assessed the fee to be enrolled in 

the Student Health Insurance AND have the opportunity to OPT OUT if you 

choose. 


If you are an employee of UTMB and have the UTMB health insurance and are 

also a student, you will still need to go through the process of OPTING OUT by 

the deadline or you will not be credited the fee. You will need to do this 

every term. 

Failure to maintain health insurance coverage could jeopardize your 

enrollment at UTMB. 

BY NOT OPTING OUT, you are electing to be enrolled in the Student Health 

Insurance and your enrollment information will be sent to United Health Care. 

HOW TO OPT-OUT: 

1. First, you must be registered for the term. 

2. Log into MyStar from th UTMB public domain (www.utmb.edu). MyStar can 

also be accessed from the Enrollment Services under Education tab. 

3. Enter your user ID and password (same as with the library homepage) 

4. Click on Insurance Opt-Out on the left-hand side of the page. (You may need 

to sign-in again.) 

5. Read the embedded statement and follow the directions as indicated. 

6. Select to "Opt-Out" of the student insurance option. 

7. Select Employee Health Insurance below or provide your current provider 

information. 

8. Submit the form and you are DONE! Congrats. 

Medical students and other students who register once a year will be assessed 

the fee yearly and have the option to OPT OUT yearly. Yearly students, who 

OPT OUT, will be required to provide proof of insurance again in January of each 

year. Students who register every semester, will have the fee assessed every 

semester, and have the option to OPT OUT every semester. If a student chooses 

to OPT OUT, but does not do so by the deadline that will be set each semester, 

they will be charged with the non-refundable fee and enrolled in the Student 

Health Insurance. This includes employees, who are covered by the UTMB 

employee health insurance, who are also students. More information will follow 

soon on the process to OPT OUT through MyStar. 

Below is the time frame for Fall 2011 GSBS students 

Coverage Dates: August 29, 2011 - January 3, 2012 

For more information about this, go to 

http://www.utmb.edu/studenthealth/students/Welcome.html 


Registration 

Check with your program about course load, curriculum requirements, and 

whether you have been preregistered. Some programs may have already 

handled it for you. Any changes to current registration and payment of fees are 

done on-line using UTMB myStar. This is also the area to check and make sure 

all admissions documents have been received. Registration is not possible if 

there is a hold on your record (via myStar→Student Center→Academics). All 

international students must first check in with Enrollment Services before 

registering (via myStar→Student Center→Enrollment). 

Financial Aid 

Disbursements will be mailed unless you request the check be held. 

Payment Deadline 

By Friday, August 26 to pay tuition and fees without late fees, unless instructed 

otherwise. Methods: online or in person at the Bursar’s office, located on the 2 nd 

floor of the Administration Bldg. 

GSBS Term Dates 

Fall 2011 August 29, 2011 – December 16, 2011 

Spring 2012 January 4, 2012 – April 20, 2012 

Summer 2012 April 30, 2012 – August 10, 2012 

A full detailed academic calendar for the Graduate School is posted at: 

http://www.gsbs.utmb.edu/calendars/default.asp#gsbscal 

UTMB Bookstore 

Located at 10 th and Market Street 

1.106 Moody Medical Library, 409-772-1939 

Special Hours: 10am – 2pm for Saturday, August 27 

Normal Hours: 8am-5pm, Monday through Friday 


MY NOTES 

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