Graduate Student Handbook
VI. General Information
A. Loan Deferments
Undergraduate and graduate student loans can be deferred
while attending graduate school. Students must be enrolled as at
least half-time in order for the loans to be deferred. Most
Ph.D. students will be enrolled full-time (according to the
rules of the graduate research fellowship at the Health Center).
A student’s enrollment status is determined by the definitions
set forth by the University. Deferments are given for four
periods throughout the year: September 1 through August 31,
September 1 through December 31, January 1 through August 31 and
January 1 through May 31. During the months prior to the Fall
semester, deferments are not processed until the student has
registered for the Fall courses. Deferment forms are processed
through the Office of Records/Registration.
B. Emergency Loans
Emergency loans are available to all graduate students who
are enrolled as full-time students at the Health Center. These
no interest loans are made on a short term basis. Students who
fail to pay back the loan in a timely manner will have their
fellowship stipend withheld until all monies have been
recovered. For information on obtaining these loans, please
contact Janice Gilkes in the Office of Records/Registration.
C. Emergency Closing Policy
To determine whether the school is open or closed due to
inclement weather, contact the Health Center operator at
860-679-2000. The policy of the Health Center states that unless
officially notified otherwise, all Health Center units,
including John Dempsey Hospital, maintain normal operations
during snow storms.
D. International Office (860-679-4430)
The Office of International Students and Faculty provides
assistance to foreign students, faculty, research scholars and
visitors to the Health Center and its affiliated hospitals. It
provides immigration support and is responsible for issuing
necessary documentation for obtaining visas and keeping
international persons in status while they are associated with
the Health Center. The office serves as the immigration
record-keeping center answerable to the Immigration and
Naturalization Service, and operates under federal regulations.
The Office is located in the Human Resource Department in the
Administrative Services Building.
E. Graduate Student Organization
The graduate students run the Graduate Student Organization.
This body oversees a budget, plans social and scholastic
activities and interacts with the Graduate Programs Committee.
Student representatives from all AoC represent the executive
committee of the GPC. All students are encourage to be involved.
F. Lyman Maynard Stowe Library at the Health Center
The Library is centrally located opposite the Academic
Entrance to the Health Center and occupies space over three
floors. It contains approximately 186,500 volumes, including
133,500 bound journals, and has current subscriptions to 1,683
journal titles. The health science audiovisual collection
numbers more than 3,800 titles. A collection of 430
non-circulating microcomputer software programs is also
available.
The University of Connecticut Health Center Library has
served as the Regional Medical Library in New England in the
National Network of Libraries of Medicine funded by the National
Library of Medicine, since 1991. This designation recognizes the
quality of the Library's staff, services and collection.
The Library's automated system LYMAN (Library Management and
Access Network) provides access to the books, journals, computer
software and audiovisuals in the Library's collection. LYMAN
terminals, found throughout the Library, give up-to-date
information as to whether an item is available, checked out, or
on hold for another user. LYMAN is also accessible through any
microcomputer equipped with the appropriate network connection
and software. The leading medical databases are also available
via this same network. Access to Lyman and the medical databases
is also available at http://library.uchc.edu. Apply for a password to search the databases (via the Internet)
by calling 860-679-2942.
Books circulate for two weeks and are renewable once for an
additional two weeks. Most journals do not circulate.
Audiovisual materials circulate for two weeks and are not
renewable. Reference materials, computer software and indexes do
not circulate. The hours are as follows:
This collection is divided into three parts, all located on the
main floor of the Library. Open Reserve, consisting mainly of
assigned class readings, is open and uncontrolled. Closed
Reserve, consisting primarily of basic texts and high-use
materials, is shelved at the Circulation Desk and may be checked
out for two hours use within the Library. Both Open and Closed
Reserve materials may be checked out for overnight use two hours
before closing, and are due back within one hour of opening the
next day. Audiovisual Reserves are shelved in the Open Reserve
Section and must be used in the Library. They are
non-circulating.
Upon receipt of the student ID card, students must go to the
Library and register for borrowing privileges. The student ID,
with the addition of a unique bar code strip, identifies the
student for the automated circulation system.
Information Service personnel staff the Information Desk
(860-679-2942) from 8:30 a.m. to 4:30 p.m. Monday through
Friday. They will assist students in accessing and using the
collection.
Information Service staff do searches of computerized
health-related databases upon request. There is a modest charge
for this service. Students can search many health-related
databases themselves either in the library or via the Internet
using a pre-assigned password.
Materials not owned by the Library are often available
through interlibrary loan. This service may be requested at the
Information Desk by filling out the green form. This service is
free for students.
The Computer Education Center CEC is a department of the
Lyman Maynard Stowe Library. Its mission is to support the use
of computers in the curricula of the schools, and life-long
learning skills. Non-circulating software is available to help
satisfy class requirements and to provide an alternative method
of study. A UConn Health Center ID is required.
The Library currently has six photocopiers. Copies are
$.10 each using cash or students may purchase VendaCards for
reduced photocopy rates.
A variety of other services are maintained including a file of
past examinations which is kept at the Circulation Desk and a
Leisure Collection containing fiction/nonfiction books for
enjoyment and relaxation. A suggestion box for creative
suggestions and recommendations of book and journal titles for
the Library's collection is available near the Information Desk.
G. Mail Services and Federal Express
The Mail Room is located on the ground floor in the extreme
north end of "L" Building. The main responsibility of the Mail
Room is to distribute mail within the Health Center. Most
departments receive mail once a day, usually in the morning, but
some receive mail twice a day. Graduate students are assigned
mailboxes by their AoC in one of the basic science departments
in which they reside. Students should check boxes daily. If you
change your Health Center residence during the academic year,
please contact the Office of Records/Registration with your
correct mail code. The Health Center Mail Room does not handle
any personal outgoing mail, however, US mailboxes are located at
the Academic and Hospital Entrances of the Health Center. Stamps
are sold from a coin operated machine in the Food Court Lobby.
There is also a Federal Express drop off at the Academic and
Hospital Entrances.
H. Office of Health Career Opportunity Programs
(860-679-3483)
The Office of Health Career Opportunity Programs, formerly
known as the Office of Minority Student Affairs, was established
to enhance the recruitment and retention of minority students to
the Schools of Medicine and Dental Medicine. The Associate and
Assistant Deans for the Office of Health Career Opportunity
Programs implement recruitment strategies and provide support
systems for qualified minority students currently
underrepresented in the health professions. HCOP is located in
Room AG-013, across the hall from the Dean of the School of
Dental Medicine. Students are encouraged to visit the Office
Health Career Opportunity Programs and meet with the Associate
and Assistant Deans.
I. Counseling
Free confidential counseling is available for all graduate
students. Student who may want to talk with a counselor about
academic or personal issues may contact Debra Johnson or Pamela
Skerker in the Department of Psychiatry at 860-679-6700.
Students who are employed as graduate assistants may also
contact Elizabeth Robinson through the Employee Assistance
Program at 860-679-2893.
J. Public Safety, Escort Service, Parking (860-679-2511)
The Public Safety Department consisting of the University Police
and the University Fire Departments are manned 24 hours per day.
All police matters, fires, accidents and injuries should be
reported in the Police Control Room located on the ground floor
at the south end. For Lost and Found items, call 860-679-2121.
In case of EMERGENCY, dial 7777 from any Health Center phone.
The University Police control access to all buildings and
rooms after the normal work day. Parking stickers, room keys and
ID photo cards are available at the Public Safety Administration
Office on the ground floor in Room #LG041.
A police officer will accompany students or employees to their
vehicles after hours.
Parking for students at the Health Center is by permit
only. Parking stickers are required to park on the road or in
the various lots on the complex. Parking is available on a
first-come, first-served basis in the lots, with a few
exceptions:
a. The A, B, C and D parking lots, adjacent to the Academic
Entrance; marked reserved lots and rows at Dowling North and
South; all of the Administrative Services Building spaces
(except six visitor spaces) and marked spaces in the Lower
Complex are reserved for pay parkers. The upper section of L
lot, located below the parking booth adjacent to the hospital
lots is reserved for individuals working off site who come here
occasionally, as well as for Visiting Clinicians and community
physicians. Special permits are required. It is very unlikely
that a student would receive permission to park in any of these
lots unless he or she had a Department of Motor Vehicles
Handicapped permit. Carpooling is encouraged, two or more people
may register in a carpool with Public Safety and may then park
in lot D near the Academic Entrance.
b. The lots adjacent to the clinic or hospital entrance and
the Emergency Department lot are restricted for patients.
Patient parking at the Dowlings and in the Lower Complex is also
marked and reserved for that use.
c. All roadside parking; lots J, K, M; levels 1-3 in the
parking deck (except for marked reserved section on Level 3 for
Periop Physicians). Limited spaces in Dowling South and the
Lower Complex; all of shuttle lots 2, 3 and Circle Road are
available to anyone except where posted otherwise.
d. There is shuttle bus service that runs from 7 a.m. to 7:30
p.m. on weekdays. Service is by request between 9:30 a.m. and
3:30 p.m. for all sites on campus. Off campus sites are always
by request.
Parking infractions carry fines which range from $15.00 to
$25.00. Fines double after fourteen days and quadruple after
twenty-one days. Cars parked illegally may be towed at the
owner's expense. Repeat offenders or non-payers are subject to
"booting" which carries a $50.00 surcharge in addition to fines
and penalties.
Parking tickets may be appealed. Appeal forms are available
on line in Public Safety shared folders or at the police
department or Public Safety Administration.
Bicycle racks are located at the Police Department entrance to
"L" Building. Employees/students are encouraged to chain their
bicycles to the racks to further safeguard them from theft.
Bicycle riding or parking bicycles in any Health Center building
is prohibited.
K. Public Transportation
Connecticut Transit Company operates city buses regularly on
weekdays from 5:40 a.m. to 7:40 p.m. After 8 a.m. buses run on
half hour intervals. Limited service is also available on
weekends. A route connects the Health Center with the Farmington
Avenue line running from Unionville to the center of Hartford
(Main and State Streets). Bus passes are available for $38.00
which are used from the first of each month through the end of
the month. One way fares are $1. For more information contact
Connecticut Transit Information Center, 53 Vernon Street,
Hartford, CT 06106, phone 860-525-9181.
L. Student Lounge
Located near the first year Green Lecture Hall, the Student
Lounge is a large area specifically dedicated to students. There
are pinball and electronic game machines which provide a source
of income for the Medical and Dental Student Governance Fund.
The Lounge is designed as a social spot where students can enjoy
their free hours. Access to the lounge is restricted by use of a
combination lock system. The combination is changed monthly and
available to students in the Offices of Records/Registration,
Dental Student Affairs and Medical Student Affairs.
M. Veterans (860-486-2442)
Veterans may be eligible for benefits under the GI Bill. The
Veteran's Affairs Office at the Storrs campus has the necessary
information as well as enrollment verification forms needed for
these programs. In addition, the office provides literature from
various organizations helpful to veterans. Veterans of the
Vietnam era, children of Vietnam era veterans who are missing in
action, and veterans engaged in combat or combat support during
the Peace Keeping Mission in Lebanon, the Grenada Invasion or
Desert Storm qualify for a reduction in tuition.
N. Bookstore (860-679-2332)
The Bookstore is located in the Academic Building on the
ground floor, adjacent to the student lounge and is open
weekdays from 8 a.m. to 5 p.m. Required and recommended
textbooks, reference materials, and other medical and dental
textbooks are in stock, as well as dissecting kits,
stethoscopes, medical bags, lab coats and rubber gloves. A
service for special ordering books not in stock, and the sale of
sundry and UConn logo clothing and scrubs are also available.
O. Food Court (also known as the Cafeteria)
A new modern spacious cafeteria is located on the main floor
of the hospital building. It is available to students, faculty,
employees, and guests of the Health Center.
P. Housing
The Health Center campus of the University of Connecticut
does not have housing available to students. Many students,
faculty and fellows live in the surrounding towns of West
Hartford, Farmington and New Britain. The commute is generally
under 20 minutes by automobile. Many students share apartments
which help bring the cost down. There is a bus line from
Hartford/West Hartford which runs on a regular basis during the
day and early evening.
Q. Change in Residence from Out-of-State to In-state for
Tuition Purposes
Upon acceptance into the Graduate School, a student is
assigned as either an in-state or out-of-state resident for
tuition purposes. This is determined by the Residence Affidavit
which is filled with the admission application. Failure to
submit a Residence Affidavit will result in an automatic
out-of-state status (by default). Once a student is regarded as
out-of-state, a Change in Residence form must be filed to change
this status. This form is available in the Office of
Records/Registration and must be filed before the first day of
classes of the semester in question. Students must be able to
meet the three pronged test of domicile, emancipation and
financial independence. Relevant criteria to be applied shall
include year-round residence, voter registration, place of
filing tax returns, property ownership, driver's license, car
registration, marital status, place of vacation, employment, and
sources of financial assistance.
R. Leave of Absence
Requests for medical leave should be made in writing jointly
to the Director of the Area of Concentration and the Associate
Dean of the Graduate School, Dr. Lawrence Klobutcher. A
physician's medical certificate is required for a request to be
considered. For students with GPC graduate assistantships,
medical leave with pay can be granted for up to a maximum of 3
months after review. Medical leave beyond 3 months will be
without pay. In the case of medical leaves of three months or
less graduate assistantships will be retained following the
leave provided the student remains in good academic standing.
Requests for non-medical personal leave should be made in
writing jointly to the Director of the Area of Concentration and
the Associate Dean of the Graduate School. Personal leave will
be without pay. In the case of personal leave, while every
effort will be made to renew financial support for students in
good academic standing after they return, such support is not
guaranteed.
S. Deferral of Admission
Students may opt to defer admission into the University of
Connecticut for a period of eleven months after formal
acceptance. If it is impossible to matriculate during this
eleven month period, a student must reapply to the program with
no certainty of being re-accepted.
T. Local Newspapers
The Hartford Courant is the local newspaper for the Greater
Hartford area. It is printed daily and is circulated state wide.
The Hartford Advocate is a local paper with alternative news and
club happenings. Both papers, as well as the New York Times, can
be found in the Academic and Hospital Entrances.
U. Photocopying
There are several photocopying machines throughout the Health
Center. Each floor in the laboratory building as well as the
Library have machines available to students. Most machines
require a VendaCard. VendaCards can be purchased for $.60 (for
a new card) plus $.05 per copy from the Copy Center which is
located on the Basement Floor. A new card can be purchased from
the Library for $1.00 which will give 9 copies. Refills on VendaCards are $.05 per copy in increments of $1.00, $5.00, $10.00 or
$20.00 from the Library and the Copy Center. The Copy Center is
also available for extensive copying. A week is required for
most work but the charges are lower at a rate of $.03 per page.
V. I.D. Badges
All students, faculty and staff at the Health Center are
required to carry identification badges while at work or school.
These badges are obtained from the Office of Public Safety (see
hours for Public Safety above). All entering students will
receive these badges during the Orientation period in August.
Special arrangements can be made for students who are unable to
attend the Orientation. I.D. badges carry the Library card
information which allows students to take out books. There is an
expiration date on the badges. Please keep it up to date.
W. Radiation and Safety Training
All persons working in laboratories at the Health Center are
required by law to attend a Radiation and Safety Training
Program. This program runs for approximately four (4) hours. A
brief introduction is made during graduate student orientation
in the Fall. All students working in a laboratory must continue
the extended training session before they can work in the
laboratory.
X. Obtaining an Official Transcript of Graduate Work
Official transcripts can be obtained from the Storrs
Transcript Office at 860-486-3328 or requested via the student's
PeopleSoft account. In the former case, this request must be
sent in writing and include: name, Social Security Number, dates
of attendance, addresses of transcript recipients, student
signature. These requests should be faxed to 860-486-4199.
Unofficial transcripts can be obtained from the Office of
Records/Registration by request at 860-679-3125 or via the
student administration system on the web. Requests must contain
the same information as above and should be faxed to
860-679-1902.
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