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Graduate Student Handbook

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 thru August 31, September 1 thru December 31, January 1 thru August 31 and January 1 thru 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.

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 Cliff Sargis in the Office of Records/Registration.

To determine whether the school is open or closed due to inclement weather, contact the Health Center operator at 860-679-2000 or listen to one of the following AM radio stations: WTIC (1080), WDRC (1360), or WPOP (1410). 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.

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. The web address for the GSO is http://grad.uchc.edu/student_organization.html

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 via the Internet 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:

1. Reserve Collection
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.

2. Library Card
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.

3. Questions/Assistance Information
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.

4. Computer Searches Information
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.

5. InterLibrary Loan
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.

6. Computers
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. UCHC ID is required.

7. Photocopiers
The Library currently has six photocopiers. Copies are $.10 each using cash or students may purchase Vendacards for reduced photocopy rates.

8. Other Services
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.

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.

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.

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)

1. Public Safety Department
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.

2. Escort Service
A police officer will accompany students or employees to their vehicles after hours.

3. Parking
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.

4. Bicycle Parking Policy
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.

Connecticut Transit Company operates city buses regularly on weekdays from 5:40 am to 7:40 pm. After 8:00 am 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.

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.

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.

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 venda card. Venda cards 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 venda cards 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.

Official transcripts can be obtained from the Storrs Transcript Office 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 (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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