School of Allied Health Sciences Faculty Orientation Program Vision Ultimately, an institution is measured not by its bricks and mortar but by the legacies of its faculty, whose expertise and experience prepare students to shape society in positive and productive ways for the decades to come. If the most cherished assets of a university are its faculty, then a commitment to faculty development ought to be prominent in the activities supported by its leadership. An effective faculty development program serves this commitment by creating programs of support that encourage and enable faculty to perform at their best. The faculty and administration of the School of Allied Health Sciences endorse the philosophy, principles, and guidelines articulated within the Position Statement on Faculty Development developed by the Faculty Senate of the University of Texas Medical Branch. The faculty orientation program is one of several initiatives that foster faculty development. Goals The goals of the faculty orientation program are: (1) to provide new faculty with in-depth information about the multiple resources that are available on campus to support their teaching, service, and research; (2) to encourage new faculty to become familiar with the campus culture and the traditions and rich history of Galveston and The University of Texas Medical Branch, (3) to provide new faculty with a sponsor who facilitates segments of the orientation process; (4) to offer new faculty a faculty mentor, and (5) to provide opportunities for experienced faculty to learn about new programs and become mentors to new faculty. Additionally, the program offers all faculty members multiple opportunities to meet and interact in a relaxed, collegial environment both within and outside of their departments. While many institutions have one- or two-day orientations for new faculty, the SAHS program is designed to provide ongoing orientation activities throughout the faculty member’s first year and beyond. Program Principles The orientation program strives to plan program activities according to the following principles: • • • • • • •

Orientation should be viewed as an ongoing process, not an event. Orientation should begin before the new faculty member arrives on campus and extend throughout the first year and beyond. Orientation activities should focus on the individual and potential interactions with the university, school, and home department. Wherever possible, orientation activities should attempt to achieve synergy by involving multiple schools and units. University and school-level orientation should be coordinated wherever possible. Orientation should have a quality assurance process to continuously upgrade and refine the program and gather regular feedback from users. The orientation process should be flexible enough to accommodate varying needs and to provide reasonable convenience for participants.

Organization To accomplish the goals of the program according to the principles set forth above, orientation activities must be planned, scheduled, implemented, and evaluated according to a specified plan. It is useful to organize activities according to certain phases in the orientation process. These can be described as the (a) the pre-arrival phase (for newly hired faculty) during which information about the campus and region that will be useful for relocation is provided, (b) first

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month activities, during which pragmatic issues of office space, security, payroll, and access to services are addressed; and (c) ongoing networking, during which socialization and familiarization activities are ongoing. Basic activities for these various phases are described below. The process of identifying and proposing useful activities originates with the faculty, and can come from individuals, departments, or groups to the faculty assembly to be assigned to standing or ad hoc groups. Responsibility for coordinating, communicating, implementing and evaluating activities rests with the school administration working in conjunction with other campus offices. Orientation Activities Pre Arrival Phase Activity

Purpose

Newly hired faculty member is assigned a sponsor from outside the department.

To serve as an informal contact for faculty member, to provide social support, and to facilitate introductions.

Department head sends welcome letter and information packet to new hire. Newly hired faculty member is apprised of an on-line Faculty and Staff Handbook that can be accessed throughout the orientation process

To provide information on the region to assist with family relocation. To provide an avenue for self-paced inquiry into operations and resources

When Implemented Within two weeks of a new faculty member’s official acceptance of a position. As soon as possible after position acceptance. As soon as possible after position acceptance

Responsible Party Department head initiates request and individual is chosen in sequence from list maintained by Office of the Dean. Department head requests and dean’s office fulfills. Dean’s Office sends notice and link

First Month Phase Activity

Purpose

Campus HR orientation.

To provide basic inprocessing requirements necessary for payroll, security, parking. To familiarize the new faculty member with school offices, services and personnel

School Orientation, to include department, academic resources, dean’s office, academic resources, and tour of school.

When Implemented First day on the job.

During first two weeks.

Responsible Party Department administration schedules with HR. Department head requests and dean’s office schedules

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Self-initiated exploration of the Faculty and Staff Handbook Walking Tour of campus Temporary mentor assignment

New faculty welcome luncheon New Faculty Orientation Series

Self-regulated use of an orientation checklist

To serve as an information source that supplements face-toface orientation To orient new faculty to campus facilities To provide advice and counsel on questions regarding teaching, scholarship, service, promotion. To familiarize new faculty with campus wide initiatives and personnel To familiarize new faculty with campus wide initiatives and personnel and to encourage collaboration across campus To provide new faculty with a list of important resources to investigate at a personally comfortable pace

Continuous, from the point of hiring

Individual faculty

Upon arrival

Assigned Sponsor

Upon arrival.

Department head.

Quarterly

Organized by SOM, and invitations are sent based on lists provided by schools Organized by SOM and all faculty invited via daily announcements

Monthly

First week through the first month

Individual faculty

Ongoing Orientation and Familiarization Activities Virtual orientation PowerPoint presentation

Faculty Assembly reception for new faculty

Mentoring Arrangements

UTMB Junior Faculty Association (under development though Faculty Senate)

To provide an overview of information and links to further information as an online resource of introductory orientation information. Informal social wine and cheese to welcome new faculty and enable them to network with other faculty in school To provide guidance on career development in teaching, research and clinical interest.

Continuous

Maintained by dean’s office.

As needed but at least annually.

Planned by faculty assembly leadership in conjunction with Office of the Dean.

As needed and arranged.

Planned by new faculty member along with department char and facilitated by school and department. Membership elective but is encouraged.

Continuous To provide ongoing support and development activities for faculty beginning careers in the academy.

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SAHS NEW FACULTY ORIENTATION CHECKLIST Faculty Member:

Sponsor: Received / Completed

Immediate Needs & Information Campus Parking Compliance Training On-line (Required) Computer Access/ “L” Drive: SAHSALL and Departmental Directories Departmental Keys / ID Badge for SAHS Access E-mail use and restrictions Employee Health Leave Request Forms Mail Drop-off/Pick-up Office / Fax Numbers Phone System Operation/ Personal Telephone Use/ Long Distance Code Photocopying Codes & Procedures SAHS Phone List/ Hurricane Phone Tree Telecommunications Help Desk (X25200) UTMB Emergency Numbers UTMB Employee Acknowledgement Form UTMB Telephone Directory Department Resources Admissions/recruitment information Curriculum Scheduled / Recurring Meetings Student advisement system Student photos Departmental Policies Departmental website Room Scheduling/Audiovisual Aids/Computer Labs Faculty Resources Faculty Assembly Faculty Assembly folder (Bylaws, minutes, Procedural Guide) Meetings Officers Faculty Evaluation System APT/PTR Guidelines On-Line Course Evaluations Faculty Evaluation Forms Productivity Reporting System Faculty profiles/ e-Portfolios/UTMB CV format Faculty Links Classroom Services in Levin Hall AV Equipment Reservation Process Computer lab booking process

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Common Course Syllabus ADA Policy Grading and Promotion Committee Grading System(s) at SAHS Faculty and staff handbooks Faculty Grievance Procedure – Office of Equal Opportunity and Diversity Moody Medical Library Website Library and searches Interlibrary Loan Records Retention Regential Rules Office of Sponsored Programs STARline SAHS Office of Admissions and Student Affairs ADA Liaison Student Referral and Counseling Services Student InfoDepot files SAHS Office of Academic Resources Student Grievance Procedure Student Awards SAHS Resources Audio Visual Equipment Reservation Process Computer Lab Booking Process Drop Box (Learning Resource Center) (LRC) IDEAL Office Office of Academic Affairs Office of Admissions and Student Affairs Office of the Dean Master Keys Payroll and Special Projects offices Offices of Registrar and Financial Aid Quick Copy Services SAHS Bulletin SAHS Computer Support Services SAHS Paper recycling/energy conservation processes SAHS Web Page SAHS Office of Educational Technology SAHS Learning Resource Center (LRC) SAHS News Weather alert site Webmaster’s Office SAHS Events Commencement (Summer/Winter) Faculty & Staff Awards (Annual) Personal Resources Bookstore, barber shop, chapel Employee Health

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Faculty Lounge with ice machine Greenhouse and ATM machine Hospital food service areas Impact Local lunch sites Office of Human Resources Holiday / Vacation Schedule UTMB Policies and Procedures University post office Professional Processes/Procedures Fraud abuse hotline Office of University Advancement guidelines Principles of Service Town Meetings You Count Surveys University Resources Bookstore, Barbershop, Chapel Bursar’s Office Campus Map Catering Classroom Services (Levin Hall) Daily Announcements Fraud & Abuse Hotline GEM Card Google (Search Engine) IMPACT On-line Appointments (Physicians) Office of Organizational Development and Training Principles of Service 7 Habits of Effective People Emotional Intelligence (EQ) Rumors and Trumors Shuttle Services Special Use Facilities (i.e. Levin Hall, Marie Hall, Rosenberg House) Swap Shop Texas Program Town Meetings UPS Express Shipping UT System Components UTMB Directory UTMB Home Page UTMB Jobs UTMB Police & Escort Services UTMB Post Office Weather Alert Site Yellow Pages

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