Division of Public Health Sciences Department of Social Sciences and Health Policy Administrative Handbook
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Division of Public Health Sciences
Department of Social Sciences and Health Policy
Administrative Handbook
Providing department policy derived from the policies of the organization.
This document is revised twice yearly (last revision January 2009)
Table of Contents
Contents
MEDICAL CENTER POLICIES AND PROCEDURES...................................................4
MISSION STATEMENTS..................................................................................................5
APPROVAL PROCESS FOR STAFF SCHEDULES........................................................6
REPORTING TIME WORKED/TIME OFF......................................................................8
HIPAA WORKING OFFSITE/AT HOME GUIDELINES................................................9
BAD WEATHER PROCEDURE......................................................................................11
HEALTH AND MEDICAL LEAVE................................................................................12
RECRUITING, HIRING AND TERMINATING STAFF................................................14
CHANGES IN WORK HOURS, FUNDING OR STATUS.............................................16
BUDDY SYSTEM............................................................................................................18
REPORTING WORRYING ISSUES................................................................................19
ID BADGES......................................................................................................................20
PERFUME POLICY.........................................................................................................20
DEPARTMENT PERSONNEL FILES.............................................................................20
TEMPORARY SERVICES...............................................................................................21
CLERICAL ASSISTANCE...............................................................................................21
ICE MACHINE.................................................................................................................21
PEOPLESOFT...................................................................................................................21
WFUHS HOLIDAY SCHEDULE....................................................................................22
PHS DIVISION and SSHP DEPARTMENT COMMITTEES.........................................23
CONFERENCE ROOMS..................................................................................................25
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AUDIOVISUAL EQUIPMENT........................................................................................27
REQUESTING PROFESSIONAL DEVELOPMENT FUNDS.......................................29
FAXING PROCEDURES.................................................................................................30
RESEARCH MANAGEMENT.........................................................................................31
HOUSEKEEPING AND MAINTENANCE PROCEDURES..........................................33
TRAVEL PROCEDURES.................................................................................................34
INFORMATION SERVICES COMPUTING REQUESTS.............................................36
PURCHASING..................................................................................................................40
TELEPHONE SYSTEM and CELL PHONE USE...........................................................41
LIBRARY SERVICES......................................................................................................43
MAIL SERVICES.............................................................................................................46
SERVICE DEPARTMENTS.............................................................................................48
RESTAURANTS...............................................................................................................50
PUBLIC HEALTH SCIENCES LOCATIONS.................................................................51
WFUHS/PHS/SSHP ADMINISTRATION.......................................................................53
PHS SSHP OFTEN-USED ABBREVIATIONS...............................................................57
GLOSSARY OF GRANT TERMS...................................................................................59
GENERAL ACRONYMS AND ABBREVIATIONS......................................................63
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MEDICAL CENTER POLICIES AND PROCEDURES
Non-FacultyThe WFUHS Human Resources Policies and Procedures Manual can be found on the Intranet at http://intranet.edu/ (go to Departments, HR WFUHS Internal, Policy Manual). The Administrative Coordinator and the Finance Coordinator both have a copy that you may borrow on request.
FacultyThe Dean’s Office administers policies and procedures according to the Organization Policies and Procedures Handbook. It can be found on the web at http://www.wfubmc.edu/wfusm_hr/policy/.
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MISSION STATEMENTS
SSHP Mission StatementThe mission of the Department of Social Sciences and Health Policy is to improve the human condition through the application of social sciences and policy research to health and health care. Recognizing that health and healthcare represent complex challenges, we are committed to collaborative, multidisciplinary and translational approaches to our research, education and community involvement.
SSHP Administrative Staff Mission StatementTo provide professional support by working as an efficient and committed team while fostering mutual respect and a positive attitude.
Adopted September 2001
Scientific Sections within SSHPHealthcare Systems and PolicyHealthcare Systems and Policy focuses on understanding how to organize healthcare delivery so that is it safe, effective, efficient, equitable, affordable, accessible and patient-centered.
Social and Behavioral SciencesSocial and Behavioral Sciences focuses on improving individuals' health and quality of life through social and behavioral approaches.
Society and HealthSociety and Health focuses on the influence of families, communities and social forces such as civic engagement and discrimination on health, and the potential to improve health by influencing society.
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APPROVAL PROCESS FOR STAFF SCHEDULES
As a general rule, even when a staff member reports to a non-faculty supervisor, the ultimate responsibility for staff schedules is at the faculty level. Therefore, for most staff scheduling issues, faculty approval must be obtained.
Working out of the office/at homeIn general, staff will perform their duties at the workplace. Working at home due to special needs must be approved in advance by a faculty supervisor. Constraints are:
The work must be of a nature that can be performed out of the office. The employee must have all the equipment needed to perform out of the office.
SSHP will not purchase equipment in order for an employee to work out of the office.
The working relationship must be such that the supervisor trusts the employee to work outside of the office.
HIPAA regulations and any other relevant guidelines must be adhered to. The work must be measurable and progress shown on request.
Working overtimeBiweekly paid staff
Overtime for biweekly staff must be approved in advance by the supervisor and communicated to the Administrative Coordinator.
If the staff member recognizes the need to work overtime, the faculty supervisor for whom the work is to be completed should be notified and the approved request should be forwarded to the Administrative Coordinator.
If a faculty member requests that a staff member work overtime, the request should be copied to the Administrative Coordinator.
Note that WFUHS policy requires that all staff members of similar classification in the same work area should have the opportunity to work overtime and that hours offered and declined by employees should be tracked at the Division/Department level. For this reason, all requests should be by e-mail so that discrepancy patterns may be monitored.
Monthly paid staffWFUHS does not have a "compensation" time policy for exempt staff. If a monthly paid employee is required to put in additional time, this should be discussed with their faculty supervisor. If work demand consistently exceeds forty hours per week or the number of hours per week the employee is hired to work, the employee should discuss this with their faculty supervisor to help prioritize work demands or make other arrangements.
VacationAll requests should be made to the faculty supervisor by e-mail. For administrative staff, the staff member should then forward faculty approvals to the Administrative Coordinator. If the time off will not disrupt the smooth running of the Department, administrative approval will also be given.
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AbsencesThe regular office hours are 8 am to 5 pm. Administrative staff absences during these hours should be approved by the supervisor. If planning to be out of the office, contact your assigned faculty regarding their being assigned a back-up secretary. Contact the Administrative Coordinator if back-up arrangements are requested.
All staff requests for release time for courses, special events, or irregular work hours must be approved, in advance, by the employee’s faculty supervisor. If approval is obtained, it is up to staff to identify someone to cover for them during these times.
Sick TimeNotify assigned supervisor(s), faculty, and the Administrative Coordinator by delivering an e-mail, audix voicemail message or phone call to each. (Ask Administrative Coordinator if you need assistance with creating audix messages for multiple deliveries or see “Telephone System and Audix” later in this document).
Arriving Late Notify assigned supervisor(s), faculty, and the Administrative Coordinator by delivering an e-mail, audix message or phone call to each. (Ask Administrative Coordinator if you need assistance with creating audix messages for multiple deliveries or see “Telephone System and Audix” later in this document).
Leaving During the Day When you leave your desk during the day, leave details of where you are and your expected return time (e.g., lunch - back at 1:00 p.m., Wachovia Bldg - back at 3:00 p.m.). Obtain faculty permission before attending activities that require an absence from work.
Leaving Early If leaving early for the day, obtain permission from assigned faculty and leave details as above.
Family Sick TimeEmployees can use up to ten days of accrued sick time per year to care for an immediate family member.
Immediate family members are defined as your spouse, parents, and minor children. You may use this time to care for a child over 18 years of age if he/she is registered disabled.If you are a monthly paid employee using Family Sick Time, report the hours in the sick time area on the monthly attendance sheet and make a note that you were out with a family member.
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REPORTING TIME WORKED/TIME OFF
Exempt (monthly-paid) employeesAt the end of each month you will be asked to report any vacation, sick, travel, or excused hours, along with the dates, to Susan Harris, Administrative Secretary.
Biweekly (hourly-paid) employeesBiweekly employees working in the office log in and log out of work at their assigned computer using the Kronos timekeeping system. If unable to log in or out for any reason, complete a Time Form (signed by faculty supervisor or person designated by faculty supervisor) and submit to Susan Harris. Biweekly employees are required to log in/out whenever:
arriving at work leaving for lunch returning from lunch leaving for the day
You must also log out if you leave for any non-work related reason during the day. Sick and vacation hours are to be submitted to Susan Harris who will make the necessary adjustments.
Working at HomeIf you log-in to check e-mail or take care of other work items at home, you must log-in to Kronos or submit the time you spent working to Susan Harris. Federal law states that all non-exempt employees must be paid for time worked and checking work e-mail from home is to be included as time worked and to be paid. If this will cause you to be paid overtime, follow the overtime approval policy.
The WFUHS internet service is not to be used at home for internet access unless access is for work-related use.
Pay SchedulesBiweekly-paid employees are paid on alternate Fridays.
Monthly-paid employees are paid on the 26th of each month unless the 26th is a weekend or a WFUHS Holiday. If the 26th is a Saturday, employees will be paid on the Friday. If the 26th is a Sunday, employees will be paid on the Monday. For pay during a Holiday, see the Human Resources website for details.
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HIPAA WORKING OFFSITE/AT HOME GUIDELINES
Faculty and staff in the Division of Public Health Sciences have an ethical obligation to protect participants in research studies from unwanted and inappropriate disclosures or release of confidential information, especially personal identifiable health information. The objective of this Guideline is to minimize risk of unwanted or inappropriate disclosure or release of confidential information when departmental faculty or staff members remove research materials from the physical premises of Wake Forest University Health Sciences (WFUHS) in the course of working off-site. These guidelines are also intended to promote compliance with requirements established in state and federal regulations including the Health Insurance Portability and Accountability Act (HIPAA).
ScopeThis Guidance provides recommended steps for safeguarding the privacy of all research participants and to protect the confidentiality of participant’s health information when faculty/staff are performing work duties off site. It does not cover procedures for safeguarding the privacy of research participants while on the work site. This guidance applies to all employees in the Division of Public Health Sciences. It covers protecting research information whether it is in electronic, printed, written or verbal form.
PolicyIt is the Policy of the Division of Public Health Sciences that the guidelines provided in this document will be used as appropriate to assist in the associated activities.
DeviationsDeviations from these Guidelines are allowed if the deviations are justifiable.
Statement of AuthorityControlled documents generated within the Division of Public Health Sciences may be distributed in both paper and electronic form. In all cases, the authorized original of the documents will be the most current published electronic form that is stored in the Document Management System. It is the responsibility of the reader of distributed paper copies to ensure they are using the most recent authorized version of the Document Management System document.
GuidelinesAny removal of research materials (with or without protected health information) from WFUHS premises must have prior approval from the Principal Investigator of the project or a supervisor. If a Principal Investigator or supervisor authorizes an employee to remove materials to perform work off site, that work is considered an approved work function.
Whenever research materials are removed from WFUHS premises, care should be taken to limit the confidential or protected information to the minimum information necessary to complete the assigned work function. In some cases, risk of unwanted and
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inappropriate disclosures may be reduced by recoding certain variables. Examples might include converting date of birth to participant age or exam dates to a study interval such as days since enrollment.
If an employee is obtaining medical records, the records should be blinded by removing all identifiers in the medical record room prior to leaving the building, when possible.Special care and consideration should be used when employees are working with research information containing research participants’ social security numbers while off site.If transporting any PHI off site, employees should use a secured briefcase/container. PHI should also be secured in the briefcase/container when the employee is not working on it. When PHI is transported as electronic records, media should be password protected and encrypted if possible.
Current HIPAA rules regarding protected health information apply whether work is being performed on or off site. These regulations hold individual employees accountable for any breaches.
Those who have access to CareCast are reminded that the system is to be used to access study related participant or patient medical records ONLY for a business need to know. You are NOT allowed to access to the medical records of family, friends, yourself or any casual acquaintance.
Supervisors and employees should clearly understand these requirements.
Working at HomeIf you log-in to check e-mail or take care of other work items at home, you must log-in to Kronos or submit the time you spent working to Susan Harris. Federal law states that all non-exempt employees must be paid for time worked and checking work e-mail from home is to be included as time worked and to be paid. If this will cause you to be paid overtime, follow the overtime approval policy.
The WFUHS internet service is not to be used at home for internet access unless access is for work-related use.
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BAD WEATHER PROCEDURE
The official school policy is to remain open and continue operations during severe weather. Many critical functions must be staffed regardless of weather. The school has adopted the following policy regarding weather-related absences:
Non-exempt (biweekly-paid) staffNon-exempt employees who do not report to work or who arrive late for work because of weather conditions may be given an excused absence without pay for the period of work missed or the time may be charged to accrued vacation if preferred.
During severe weather conditions the School of Medicine may close. Each department will be notified of this decision. Under such circumstances, there will be no loss of pay to affected employees nor will they be required to charge the time to accrued vacation. Such excused time off will not be counted as hours worked for the purposes of determining overtime. The employee must be at work when the decision is broadcast in order to be paid for this excused time.
Excused, non-exempt employees who elect to leave work prior to the time specified in the official notification may use accrued vacation or be absent without pay for the scheduled work time missed. (Example: If an employee who normally works 8:00 a.m. to 5:00 p.m. elects to leave work at 1:00 p.m. due to severe weather, and the official notification states that designated employees may leave at 3:00 p.m., the person who left at 1:00 p.m. will either charge vacation or take an excused absence without pay for the time not worked from 1:00 p.m. to 5:00 p.m. The employee who leaves at 3:00 p.m. will be paid for the remainder of the workday.)
SSHP staff should call their supervisors to let them know their anticipated time of arrival, of their decision to leave work early, or that they will be taking the excused absence for the entire day, as soon as possible.
If WFUSM has issued a “bad weather” statement, those who arrive at work by 10:00 a.m. will be paid from the time they normally arrive until 10:00 a.m. Those who arrive after 10:00 a.m. may choose to use vacation or unpaid time. This will only take effect on days that the school issues a “bad weather” statement. Please note that other departments do not pay excused time at all – this is a concession that PHS awards employees.
If the school does not issue a “bad weather” statement, staff may choose to arrive late or not come to work, but there will not be any excused pay. This time may be charged to vacation or taken as unpaid time.
Exempt (monthly-paid) staffExempt staff may also take an excused absence without pay or use accrued vacation during periods of severe weather.
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HEALTH AND MEDICAL LEAVE
Employee Health Clinic: Mead’s HallThe clinic is available to all employees, free of charge, and is not intended to replace the employee’s need for a primary care physician (PCP), but is to be an adjunct to the care received from the employee’s PCP. Flu shots are available free of charge each fall/winter.
Hours:Mon. – Fri. 7:30 – 10 a.m., walk-in.Mon., Tues., Wed., and Fri., 10 a.m. – 4:30 p.m. by appointment only.Thurs. 10 a.m. – 3:30 p.m. by appointment only.Closed weekends and holidays
TB Skin TestOSHA mandates that 100% of individuals at risk for TB be given a skin test on at least an annual basis. Additionally EH follows CDC guidelines for those people who have previously had a positive skin test. WFUSM employees are considered at risk as TB can be transmitted through the air and even if there is no direct patient contact, staff may move through areas where patients have been. This request applies equally to all faculty and staff.
The process that Employee Health has established is for employees to visit the Employee Health Clinic during the month of their birthday. Mark your calendar now. Questions should be directed to Ms. Jeanne Goss, Director of Employee Health Services or Robert Sherertz, M.D., Department Chair of Infectious Diseases. A PHS representative is also available to read TB Tests. Check with Employee Health for name and process if hoping to use this option.
Family Medical Leave Family Medical Leave should be requested when you have been or will be absent from your job for more than 3 days because of your own or an immediate family member’s illness. Paid sick or vacation time-off runs concurrently with the FMLA time. Paid sick time, vacation or unpaid time off can be taken as follows:
For your own serious health conditionWFUHS requires that you use earned sick time while out on FMLA for your own medical condition. Once accrued sick time is exhausted, you can elect to use some or all of your vacation time. You are not permitted to first use all your sick and vacation time and then apply for leave. To care for your newborn, newly adopted, or newly placed foster child To provide care for an immediate family member who is seriously ill or injured or
who requires major surgery. Family member for this purpose includes the following:o Your spouse
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o Your biological parent or someone who stood in loco parentis (in place of a parent).
o Your biological, adopted, or foster child, step-child, legal ward, or child, if you are standing in loco parentis (in place of a parent). Child must be:
Under Eighteen (18) years old or Eighteen (18) or older and incapable of self-care due to a mental or
physical disability.
ReinstatementA Leave of Absence, designated as FMLA, carries a guarantee of reinstatement to the same job or one of like status and pay for up to 12 weeks. If you are not eligible for FMLA, leave may be approved. However guaranteed job reinstatement provisions will not be applicable.
DurationRequest for a FMLA leave cannot exceed 12 weeks within a rolling 12 month period of time and may be used as one continuous leave or on an intermittent basis (requires prior approval).
ApprovalThe leave must be approved by the Human Resources Department. If absence is for care of a newborn, newly adopted child, or newly placed foster child, eligibility for leave starts with one of the following qualifying events:
The end of a period of certified medical leave related to pregnancy (Any Medical Leave taken is included in the 12-week FMLA period).
The date of birth of a biological child where there is not an associated medical leave, such as for the father.
The date of placement of a newly adopted child or foster child in your home.
More informationFor further information on eligibility, application process and continuation of benefits contact the Human Resources Benefits Office.
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RECRUITING, HIRING AND TERMINATING STAFF
HiringPlans to hire new staff must be coordinated through the Administrative Coordinator. At least one-month lead time is required for the three-part process for gaining approval for a new position. The hiring process may take an additional two to three weeks once the selected applicant is identified.
Opening the positionReplacement PositionA replacement position is one that was staffed and has been left vacant:
Update the job description. Let the Administrative Coordinator know if you need a copy of the previous description or the HR generic job description.
Confirm the funding sources and % effort(s) for each. Confirm the hours per week to be worked.
The Space Committee will recommend office locations to the Chair. The PeopleSoft process will be activated. It will take about two weeks before
applications are electronically routed from HR.
New PositionA new position will be created if the job has not previously existed:
Discuss with the Administrative Coordinator as soon as the need is identified. Use the generic job descriptions to develop the job description for this position
and to determine the probable classification for the job. Determine the funding sources and % effort for each. Determine the number of hours per week to be worked. The three-part PeopleSoft process will be activated. It will be about three weeks
to a month before job applications are routed from the Human Resources Department.
Applicant SelectionApplications are screened and routed by the Human Resources Department. When applications are received:
Determine who will be interviewed and provide the no-interview reasons to the Administrative Coordinator.
Note the interview dates and times as these have to be entered into PeopleSoft. The Administrative Coordinator will assist with interviewing if requested. For the interviewees who were not selected, note the reason why as these have to
entered into PeopleSoft.
Hiring ProcessThe Administrative Coordinator handles the hiring process to ensure compliance with all Human Resource policies concerning salary, criminal background check, drug-screening, eligibility to work and orientation.
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The Administrative Coordinator will request a salary referral from the Human Resources Department. The salary referral will be based on the qualifications and experience of the selected applicant and is determined by the Human Resources Department.
***Under no circumstances should faculty or staff make a job offer or a salary offer to an applicant***
OrientationAll new-hires will be required to attend WFUHS Orientation on the first Monday of their employment. New-hires are not to start work before they have attended orientation. The Administrative Coordinator will also provide an orientation to SSHP that complies with WFUHS EH&S new-hire orientation.
Resignation of staffResignations should be submitted with a two-week notice by biweekly paid staff and a one-month notice for monthly paid staff to their faculty supervisor or to the Administrative Coordinator. Notify the Administrative Coordinator if a resignation is received. Any verbal resignations should be followed-up with an e-mail, memo or letter.
Corrective Behavior Policy and involuntary termination of employmentNotify the Administrative Coordinator if you are experiencing performance problems with an employee you supervise. All attempts to correct the troubling behavior will be made. The WFUHS Corrective Behavior Policy will be followed if it is decided that termination of employment is necessary. In such situations, the Administrative Coordinator coordinates with the Human Resources Department.
Resignation of facultyResigning faculty will find a description of responsibilities in the O & P Handbook and also at the Office of Research Website, which provides details of how to transfer study projects to other PIs or other institutions.
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CHANGES IN WORK HOURS, FUNDING OR STATUS
Changes in percentage effortNotify the Administrative Coordinator or Finance Coordinator of any changes in effort or funding source.
Increase or reduction in work-week hoursHR-appointed positionsNotify the Administrative Coordinator or the Finance Coordinator in advance of any increase or decrease in hours to be worked.
Dean-appointed positionsNotify the Administrative Coordinator or the Finance Coordinator in advance of any increase or decrease in hours to be worked. The Administrative Coordinator is required to obtain approval from the Office of the Dean prior to making changes.
Staff PromotionsThere are two processes that may result in a promotion:
Position VacancyEmployees may apply for an open position that is of a higher level than currently held. If suitably qualified, the employee will be included in the regular interview and selection process. If selected, a Request for Transfer form and updated resume will need to be submitted via PeopleSoft even if the position is in the division/department that you are currently in. The salary increase is usually 6% of the salary midpoint of the proposed classification added to the current salary.
Job/Position AuditA Job/Position Audit is requested to ensure that the classification held is correct for the type and level of work being performed. A current job description and a memo outlining how the job has changed since it was first held are submitted by the Administrative Coordinator (with supervisor and Department Chair approval) to the Human Resources Department. The Human Resources Department will compare tasks performed to the generic job description for the various classifications and to other employees in the school already holding the current and proposed classifications. Interviews to discuss the job content may take place between the Human Resources specialist and the employee and the position supervisors. Occasionally, a desk audit will be performed which involves the Human Resources specialist visiting the employee’s place of work to further review the details of the job. The process is undertaken by the Compensation Section of the Human Resources Department and is quite thorough and results in a recommendation regarding the appropriate classification. The entire process may take a month or more from the initial request to final determination.
If reclassification is recommended the salary increase is usually 6% of the salary midpoint of the proposed classification added to the current salary. A job audit does not take into account performance evaluation material. A denied reclassification request does
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not indicate poor performance, only that the level of the tasks that comprise the job are not indicative of a higher classification. The Administrative Coordinator submits Job/Position Audit requests to Human Resources (with supervisor and Department Chair approval).
Salary AuditA Salary Audit is performed to ensure that salaries are equitable throughout the organization for the classification held. The Human Resources Department will compare an individual's salary with all others in the same classification, taking into account years of WFUHS service at that level and any relevant prior experience. A Salary Audit does not consider what tasks are being performed or the quality/quantity of work performed. The Administrative Coordinator submits salary audit requests to the Human Resources Department (with supervisor and Department Chair approval).
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BUDDY SYSTEM
All new staff and faculty will be assigned a "buddy" for their first 6-12 months of employment. This individual will assist the new staff/faculty with integrating into the Department and the Division by being available to answer questions regarding work related activities, such as:
How to route a grant proposal How to complete a purchase order or eRequest for Payment Where to go for help with a specific task How to deal with a particular situation or interaction with faculty or staff
members Introducing the new employee to others in the department and division Providing a tour of the Medical Center to familiarize the new staff/faculty with
the location of Mail Services, Coy C. Carpenter Library, Book Store, Fitness Center, Deli, Pizzeria, Ardmore Tower Cafeteria, Creative Communications, Human Resources, Office of Research, and any other locations of interest.
Include the new staff/faculty in social activities, such as going to lunch, division or department social gatherings, etc., so that the new staff/faculty may begin to make friends/acquaintances in the department and feel more comfortable in his/her surroundings.
A buddy must: Have been in the department for at least one year Not be the buddy's supervisor Be willing to serve in the role for one year.
The Administrative Coordinator is responsible for assigning a buddy for a new staff person (with Department Chair approval). The Department Chair will assign faculty buddy assignments.
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REPORTING WORRYING ISSUESIn order to provide an environment that is positive for our Medical Center employees and patrons, retail services are provided, such as the cafeteria, deli, pharmacy, gift shop, and bookstore. Although the vast majority of those utilizing these services are honest, unfortunately, financial losses are being experienced with ever increasing frequency due to merchandise theft.
This problem is much larger than we want to believe, in every one of the Medical Center retail locations. It is a problem that has a direct effect on all of us. The added costs arising from the theft impact the entire organization. Dollars spent to cover the cost of theft are dollars not available to spend on our patients and our employees.
Working together, we can fix this. You can help to address this problem – if you See Something, Say Something! You can notify management of the retail area, contact the Security Office at 716-3305, or if you want to report on a confidential basis you can contact Corporate Compliance on the Hotline at 1 877 880 7888. To further address this very serious problem we have been made aware that the cafeteria, deli, gift shop and pharmacy will be randomly monitored.
Please be aware that WFUHS and NCBH will be enforcing their respective policies regarding employee theft which is an infraction that can lead to immediate dismissal.
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ID BADGES
ID badges are important because they identify our faculty, staff members, students, and volunteers to patients, family members, visitors, and fellow colleagues. Also, where appropriate, the badges provide access control to restricted areas and provide access to parking. Properly wearing your ID badge at all times while on Medical Center property contributes to a more secure environment.
Please note the following Human Resources guidelines concerning the wearing of ID badges:
Everyone is required to wear ID badges at all times while at work. Badges are to be clearly visible and not covered with pins, ornaments, stickers or
any other objects that cover the personal photo, name, credentials and position. Sharp objects should not be pushed through the badges as this may disable the
internal magnetic strip. Badges are to be worn above the waist, chest high; where they can be readily seen
(collar and shirt pocket heights are preferred). Badges are to be displayed front side out (not reversed) so that the photo, name,
credentials and position are always visible.
PERFUME POLICY
When working in PHS-SSHP space, you are encouraged to use unscented products when they are available (e.g., hand lotion). If a complaint is registered or if someone has an adverse reaction to a particular scented product, you will be asked to stop wearing or using that particular scent. Please do not wear or use strong or highly concentrated scents or spray air fresheners or potpourri in offices.
DEPARTMENT PERSONNEL FILES
The SSHP personnel files are located in the Administrative Coordinator's office. Contact the Administrative Coordinator if you wish to review your personnel file. Any materials you want added to your file (e.g., letters of recommendation) should be given to the Administrative Coordinator. You have a right to review your files at any time.
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TEMPORARY SERVICES
Temporary assistance is available through the Human Resources Bowman Gray Temporary Services. The Administrative Coordinator or the Finance Coordinator can assist you with the request. Allow several days for your request to be filled. Interviews are not conducted and if the temporary employee does not meet your needs, the assignment is ended and another temporary employee sought. Prior approval from the Administrative Coordinator or Department Chair must be sought before any Basic Dollar funding is committed. Grant funding sources must have the prior approval of the PI.
CLERICAL ASSISTANCE
Brian Burney, General Clerk, is available for photocopying, shredding and other simple clerical tasks. Give clear instructions and check his understanding. Donna Kronner is his supervisor and is willing to discuss possible tasks for suitability. Brian works for several hours each morning.
ICE MACHINE
There is an Ice Machine on the ground floor of the Piedmont Plaza I in the Vending Machine area. SSHP has a wheeled-cool box that can be used to collect the ice. Brian Burney can go across and get the ice – coordinate with his supervisor Donna Kronner.
PEOPLESOFT
PeopleSoft is the integrated computer system utilized by Wake Forest University Health Sciences. It includes a Human Resources module that can be accessed by the Administrative Coordinator and the Finance Coordinator. It also includes a Finance module that can be accessed by anyone who needs to submit Purchase Requests, Requests for Payment and those who track and monitor grant budgets. Access should be requested through the Administrative Coordinator or the Finance Coordinator.Training is provided at no expense to the user. Details are usually posted on the Training Bulletin Board outside the Mail Room and on the website via the intranet.
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WFUHS HOLIDAY SCHEDULE
New Year's DayMartin Luther King Jr. DayGood Friday Memorial Day Independence DayLabor Day Thanksgiving Day and the Friday after Thanksgiving Christmas (According to the following schedule)
If Christmas Falls On Christmas Holidays Would BeSunday or Monday Monday and TuesdayTuesday Monday afternoon, Tuesday and WednesdayWednesday Tuesday afternoon, Wednesday and ThursdayThursday Wednesday afternoon, Thursday and FridayFriday Thursday and FridaySaturday Friday and Monday
When a legal holiday falls on a Sunday, the Monday immediately following will be considered the day of observance, and on Saturday the preceding Friday.
For biweekly paid staff only: In the event that you are required to work during a legal holiday and are a nonexempt employee, you will be compensated at the rate of time and a half or will be given time off with pay at the rate of one and one-half times the number of hours worked during the holiday.
In order to be eligible for a holiday with pay, an employee must work the day before and the day after, with the following exceptions: sick leave, vacation, or an approved absence.
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PHS DIVISION and SSHP DEPARTMENT COMMITTEES
PHS ROCK CommitteeThe Reaching Out to the Community with Kindness (ROCK) committee is chaired by Dawn Milne. Activities have included biweekly lunch time volunteering at the Second Harvest Food Bank, animal petting and exercising at the Animal Shelter, individual ‘blitzes’ (i.e., providing school supplies or shelter toiletries) as needed. The committee is always open to consideration of any request to help when a need arises. If you would like to join this committee contact Dawn Milne or any of the current members.
PHS Social CommitteeThe Social Committee, chaired by Scott Rushing, organizes social events for division personnel. If you would like to join this committee contact Scott Rushing.
PHS Space CommitteeThe Division Space Committee includes representatives from each department (usually the chair and Administrative Coordinator) and makes recommendations on divisional space issues.
PHS Corps (Public Health Sciences Coordinators and Research Project Staff)PHS Corps offers programming designed to enhance the skills of staff in project management and research-related positions, and to provide a venue for networking with peers. The Planning Committee consists of six to eight representatives from throughout the division. The schedule is posted on-line at http://www.phs.wfubmc.edu/public/phscorps.cfm
SSHP Professional Development CommitteeThe Professional Development Committee arranges professional development opportunities and is interested in using the skills and expertise of those in the department. If there is a topic or skill that you would like to offer others, the Professional Development Committee will arrange an event such as a Lunch 'n Learn.The committee is chaired by the Administrative Coordinator. If you would like to join this committee contact the Department Chair or Administrative Coordinator.
SSHP Diversity CommitteeThe Diversity Committee is committed to increasing and fostering diversity across all activities in the Department of Social Sciences and Health Policy. Goals are to increase and foster diversity with respect to personnel, curricula, research, patient care, and community service. Diversity, broadly defined, includes but is not limited to race, ethnicity, religion, gender, physical ability, and sexual orientation. Fostering diversity includes: (i) hiring and promotion practices that increase the number of individuals from under-represented groups at all levels of employment, (ii) addressing issues of pay equity across all groups, (iii) recruitment of master's students from under-represented groups,
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(iv) incorporating content related to diversity in master's level classes, and (v) creating a work environment that encourages tolerance and which protects the dignity of all. The committee is chaired by the Administrative Coordinator. If you would like to join this committee contact the Department Chair or Administrative Coordinator.
SSHP Space CommitteeThe Space Committee is responsible for making recommendations to the Department Chair concerning office allocation and any space concerns as they arise in the Department. The space committee takes into account all of the information available and makes recommendations to the Department Chair, who makes the final decision. The committee is chaired by the Administrative Coordinator. If you would like to join this committee contact the Department Chair or Administrative Coordinator.
SSHP MEETINGSSSHP Faculty MeetingsMeetings are usually held the 2nd Friday of each month. All faculty members are strongly encouraged to attend. Faculty with secondary appointments in SSHP are invited to attend. Requests for agenda items for faculty meetings should be submitted to the Department Chair no later than one week prior to the scheduled meeting.
SSHP Department MeetingsDepartment meetings will be held at the discretion of the Department Chair, usually at bi-monthly intervals. Requests for agenda items should be submitted to the Department Chair or Administrative Coordinator no later than one week prior to the scheduled meeting. All faculty and staff are strongly encouraged to attend.
SSHP Section MeetingsSSHP Sections generally meet monthly and many are open to faculty and invited staff. Check with Section Heads for dates and topics.
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CONFERENCE ROOMS
LOCATION EQUIPMENT NOTESConference Room 2112nd floor, Piedmont Plaza II
SmartBoard/laptop computerProjection screenWhite boardOverhead projector
Seats 20. Food may be served.
Conference Room 2512nd floor, Piedmont Plaza II
White board Seats 6 - 8. Food may be served.
Women’s Health Center of Excellence1st floor, Piedmont Plaza II
SmartBoard/laptop computerProjection screenWhite board
Seats 16 +. Food maybe served.
Wachovia Bldg23rd floorCR # 2314
SmartBoardWhite boardOther equipment available through R/IS
Seats 8-10. Food may be served.
Wachovia Bldg23rd floorCR# 2343
White board Seats 6. Food may be served
Wachovia Bldg23rd FloorCR# 2365
White board Seats 8. Food may be served
One Technology Place(OTP)CR# 205
White BoardConf. Phone Seats 6-8. Food may be served
(OTP)CR# 214
White BoardConf. Phone Seats 6-8. Food may be served
(OTP)CR# 227
SmartBoardProjection ScreenWhite Board
Seats 25-30. Food may be served
(OTP)Classroom # 283
PodiumOverhead projectorWhite boardComputer with hook-up to InternetDVD/VHS player
Seats 60 (desk chairs- moveable)Food may be served
Public Health Research Ctr(PHRC)1st Floor, PP1, Suite 101
White board Seats 15-18. Food may be served
SSHP Conference rooms Second FloorCR 211CR 251
First FloorWomen’s Health Center of Excellence. Contact Natalie Barrett at 34230 to schedule.
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To schedule SSHP Conference RoomsSSHP employees can reserve the conference rooms listed below by following these steps:1. Make sure your e-mail screen is showing on your computer. Click on:2. "File"3. "Open"4. "Other User's Folder".5. Enter pp2cr211, or pp2cr251 for the respective conference room. This is only necessary the first time you do this.6. Choose "Calendar" in the drop down box beside of "Folder".7. Place your cursor on the month/date you wish to access.8. Place your cursor on the time you wish to reserve.9. Type in your first name, last name, phone extension and the group or reason for the meeting in parentheses. Example: Mickey Mouse, 6-6970 (DISNEY STUDY)10. Only the person who entered the information onto the calendar can change it.11. Delete meetings that are cancelled to allow others the opportunity of using the room.
Other Conference RoomsWake Forest University Physicians Conference Room, Room 500, fifth floor, Piedmont Plaza II - Contact Cindy Ward (63859)
Epicare Conference Room, fifth floor, Piedmont Plaza II
Kitty Hawk Conference Room, Piedmont Plaza I, 1st floor (No charge unless needing set-up)
The Kitty Hawk Room will be set up in the usual classroom style (tables and chairs) as the “normal” arrangement. Any departure from this “normal” arrangement will incur additional expense to the user department. The amount of that fee will be graded to the cost of the labor required. A simple rearrangement of Side One will cost approximately $30. A rearrangement of the full room will cost approximately $50. Any special requests will be on a case-by-case basis. Weekend use will be an additional charge. Questions about billing will be handled by Environmental Services. Contact WFUHS Human Resources Department Training Associate to reserve the room and request set-up desired.
Other Conference Rooms and reservation instructions can be found in the front of the Medical Center Telephone Directory.
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AUDIOVISUAL EQUIPMENT
SSHPDepartment audiovisual equipment available for everyone's use includes a portable overhead projector, slide projector, carousels, LCD projector, laptop computer, and a slide viewer. All equipment is located on the 2nd floor of Piedmont Plaza II. Extra carousels are available. Contact Joan Beane (69513) to reserve any of the projectors, laptop computer, slide viewer, and extra carousels.
SSHP Smartboard Use of Conference Room 211 (second floor of Piedmont Plaza II) includes access to the Panasonic SmartBoard with a dedicated laptop computer and internet/intranet connectivity. Using the SmartBoard eliminates the need for an LCD projector. Anyone interested in training to use the SmartBoard should contact the Administrative Coordinator or Lloyd Walters (35072). Electronic marker pens are a unique feature of the SmartBoard. Irreversible damage to the SmartBoard will occur if you use regular marker pens instead of the electronic marker pens.
Instructions for useDo not under any circumstances use any pen other than the electronic pens on the Smartboard. Other instructions include:
Always Leave Laptop “ON”.The laptop must be “ON” for updates to occur
Always Turn Smart Board “OFF” after use.This will allow the bulbs maximum life
Use Power Button for Smart board located on the side of the Smart Board. Do not use power button on the pedestal To Access your “User Directory” or the “PHS Shared Drive” for files and
presentations, Double Click the shortcuts that are located on the Desktop. Always “Log Off” when you finish your presentation.
This will allow the next user to “Log On” and the laptop will not be “locked” by the previous user. If it is locked upon arrival, you can turn off the laptop by holding down the power button and reboot.
Women’s Health Center of Excellence (WHCoE)The Women's Health Center of Excellence (first floor of Piedmont Plaza II) has an LCD projector, slide projector, overhead projector, and TV/VCR. This equipment is for WHCoE faculty and staff use only, and only at WHCoE sponsored/invited events, meetings, etc.
The equipment cannot be taken off site unless by a WHCoE faculty or staff member. Contact Natalie Barrett (34230) should you have questions.
PHS Division
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Tina Church (63804) handles the audiovisual equipment for the Division. She is located on the 23rd floor of the Wachovia building.
Creative CommunicationsFor other audiovisual needs and charge information, contact Joe Fox (37065 or 64298) in Creative Communications. Some items are available without charge if the individual picks up and returns the equipment. Additionally, certain audiovisual items are stored in Printing Services on the ground floor of Piedmont Plaza I.
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REQUESTING PROFESSIONAL DEVELOPMENT FUNDS
Staff Professional Development FundsStaff travel and professional development funds may be available upon completion of a Professional Development Funds Request Form. Submit the form to Joan Beane or Pat Bird. All staff must obtain approval from their faculty supervisor for the event for which the funds are requested before submitting the form. Requests for reimbursement of semester-type classes are to be pre-approved by the Dean’s Office.
The Administrative Coordinator will route requests. If grant funds or travel allowances are available, they should be used before Professional Development funds are requested and the Dean’s Office pre-approval is still required for semester-long degree classes. Approval is limited to $500 per employee per year. The request must include a justification explaining how the event will positively impact the employee’s work performance.
Research Staff Professional Development FundsFunds are allocated for the professional development needs of dean-appointed staff on an annual basis. Expense account information will be distributed several times per year by the Finance Coordinator. Current annual allocation is $500. Funds do not carry over from prior fiscal years.
FacultyFunds are allocated for the professional development needs of faculty on an annual basis. Expense account information will be distributed several times per year by the Finance Coordinator. Current annual allocation is $1,500. Funds do not carry over from prior fiscal years.
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FAXING PROCEDURES
First FloorThe fax number on the first floor is 336 713 4228. Please contact Natalie Barrett if you experience problems with this fax machine.
Second FloorThe second floor fax machine (336 716 7554) is located in the mail room. Please contact Debbie Allen (69197) if you experience problems.
All Fax Machines Complete a fax transmittal cover sheet. Faxes must be placed face up in the fax machine. Dial the destination fax number and press the “start” button. The fax machine will
scan the document and attempt to transmit the fax to the number you have designated. If you are sending a fax to another machine whose number is busy, the fax machine will redial three times before it disconnects.
A confirmation sheet will be printed indicating the results of the transmission (“OK”, “Busy,” or "No"). “No” indicates that the fax was not successfully transmitted. Write the account name (and number, if possible) paying for the fax transmittal on the confirmation sheet. If you are faxing from the first floor, place the fax confirmation sheet in Natalie Barrett’s mailbox. If you are faxing from the mail room on the second floor, place the confirmation sheet in the “Fax Confirmation” tray located on the wall to the left of the fax machine. If you are faxing from Work Room A on the second floor, place the confirmation sheet in the “Fax Confirmation” tray on the counter to the left of the fax machine.
Remember to dial:9 - outside domestic faxes011 +county code - international faxes6 + ext - internal WFUHS faxes or3 + ext - internal WFUHS faxes
It is not unusual to find multiple faxes awaiting distribution in the fax tray. Please check faxes for the name of the recipient and the total number of pages (check all pages of incoming faxes to avoid misdirection) and distribute appropriately. If a fax is addressed to more than one person within the Department, photocopy the fax and distribute a copy to each person named on the fax.
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RESEARCH MANAGEMENT
WFUHS Office of ResearchThe Office of Research is located on “E” floor of the Gray Building. All grant proposals must be reviewed by the Office of Research prior to electronic submission and /or mailing to the funding agency.
Research Administrative CoordinatorThe Research Administrative Coordinator is available to assist with proposal budget development, proposal submission coordination and other pre-award activity.
Finance CoordinatorThe Finance Coordinator is available to assist with salary and fringe information and all post-award financial activity.
Administrative CoordinatorThe Administrative Coordinator is available to assist with personnel and other resource information and management.
Submissions Copies of the following are to be forwarded to the Research Administrative Coordinator or the Finance Coordinator:
All proposals submitted All award letters All budgets and revisions
AwardsCopies of the following are to be forwarded to the Administrative Coordinator or the Finance Coordinator:
Project Management Disaster Recovery Checklist Signature Card Up to date and accurate budget awarded IRB Approval
Post-award budget monitoring and trackingCopies of all grant budget activity paperwork will be distributed to PIs or their designated budget managers monthly by the Finance Coordinator. Contact the Finance Coordinator with questions or grant budget projection assistance.
Ordering office supplies with federal fundsThe federal government sets very tight restrictions on which supplies may be ordered with federal funds. Supply purchases must be project-specific and included in the budget award to be charged on a federal grant. Any supplies purchased must be necessary to the carrying out of the research project and used for that project only. Items considered part of the general infrastructure may not be charged to a federal grant. Charges must also
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meet criteria of being reasonable, allocable, allowable, and consistent. Supply costs on federal grants must be carefully justified and PHS has established a system for ensuring full, timely documentation of justifications in communication with the Controller’s Office. For more information on this system and details on the acceptable criteria for ordering office supplies with federal funds, please see the Research Administrative Coordinator, the Finance Coordinator or the Administrative Coordinator.
PublicationsAll published materials authored by faculty members are to be included in the Faculty Publications listing. Administrative support staff can assist with this. Submit a copy to Carpenter Library for inclusion in the Medical Center Faculty Publication files and the annual publication which lists all WFUHS faculty publications for that year. Submittal forms are available on the intranet (http://intranet.wfubmc.edu).
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HOUSEKEEPING AND MAINTENANCE PROCEDURES
The Piedmont Plaza II building is managed by Wright Properties. Contact Wright Properties directly (725 7536), or e-mail [email protected] with housekeeping requests (i.e., your office is too cool/warm, soap dispensers need to be refilled, burned out light bulbs, leaky faucets, etc.) You may also contact Natalie Barrett (34230) with issues related to the first floor of Piedmont Plaza II.
KeysNatalie Barrett (34230) is responsible for ordering office keys for the first floor of Piedmont Plaza II.
Susan Harris (34244) is responsible for ordering office keys for the second floor of Piedmont Plaza II.
Piedmont Plaza II Building EntryDuring regular working hours, the building is unlocked and accessible to anyone wishing to gain entry. Between the hours of 7:00 p.m. and 6:30 a.m. on weekdays and throughout weekends and holidays access to the Piedmont Plaza II building is by ID badge only
SecurityBudd Services security personnel are responsibility for safety and security around the parking area and parking deck. The security guard carries a mobile phone 817 0360 and will respond to routine security issues.
If you think you are in immediate danger call 911 for regular emergency services. The Winston Salem Police Department and the Medical Center security services will be alerted. The Medical Center security services are located on the hospital campus and can also be accessed by dialing 6911.
Budd Services security personnel are able to unlock your office door providing you have your ID badge with you.
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TRAVEL PROCEDURES
For detailed information go to the on-line Travel Policy at: http://infinet.wfubmc.edu/depts/wfuhs_control/TRAVEL%20AND%20ENTERTAINMENT%20EXPENSE%20MANUAL%202008.pdf
Travel AuthorizationA Travel Authorization (TA) form must be on file with the WFUHS Controller's Office for insurance purposes and to commit travel expenses to the correct chartfield. These forms can be found on the intranet (http://intranet.wfubmc.edu). Click on "forms" from the menu at the left, then scroll down to "WFUHS" and click on "Travel Authorization Form." You can then save and/or print the form from Microsoft Word. Each faculty/staff member is responsible for completing his/her own travel authorization forms. Domestic TAs (including Canada) must be signed by the Administrative Coordinator, Department Chair, Division Director or Associate Division Director. Foreign travel (outside of the continental USA and Canada, e.g., Hawaii is considered foreign and Canada is not considered foreign) must have the prior approval of the Department Chair, the Associate Dean for Faculty Services, and the Granting Agency if it is charged to a sponsored project. Please allow extra time for processing international TAs.
The Controller's Office will not pay any expenses for travel (i.e., hotel, meeting registration fee, or any reimbursements) until an approved TA has been submitted for that travel event. The Request for Payment (RFP) form can be obtained from the intranet (http://www.wfubmc.edu) under "forms" (see #1 above for the address and directions). A copy of all travel documents affecting Basic Dollar must have the prior approval of the Department Chair or Administrative Coordinator and a copy of all paperwork must be
eRequest for Payment Effective May 1, 2009 all non-travel Requests for Payment will be submitted through Peoplesoft Financials. See the Administrative Coordinator for assistance or contact Tonya Barge, Systems’ Coordinator in the Controller’s Office. given to the Finance Coordinator.
Airline ReservationsUSAir is the main airline used by WFUHS. However, reservations can be made with individual airlines. Electronic tickets are now standard at WFUHS. To reimburse non-employees, the RFP authorizing payment of the electronic ticket must be completed (along with appropriate signatures) and sent to the Controller’s Office prior to receiving any electronic ticket information. RFPs are not to be submitted for employees as the approved TA will already have allowed the funds to be released for payment to the airline. Once all the paperwork is approved in the Controller’s Office, it will be sent to the Travel Desk (first floor, Gray building). The Travel Desk will contact you when the information arrives. Tickets will not be released until an approved TA is on file with the Controller's Office.
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Telephone Calling CardAnyone interested in using a WFUHS telephone calling card while traveling should contact the Controller's Office (64446).
Travel Expense Voucher A Travel Expense Voucher should be submitted within 10 days of returning from your trip. These forms can be obtained from the intranet (http://intrant.wfubmc.edu) . Administrative support staff of individual faculty members may be asked to complete these vouchers if complete information is supplied. It is imperative that original receipts be supplied to the Controller’s Office with the travel expense voucher. Original individual receipts must be taped (not stapled) to a clean piece of white 8 ½ x 11 paper and accompany the travel expense voucher. Long distance telephone charges are limited to $5.00 per day.
Reimbursement is limited to $39 per day any day for which a receipt for each meal is not available. Meal receipts must be detailed receipts and not just a credit card slip.
Third-Party ReimbursementThird-party reimbursement for airfare: All work-related airline reservations are charged to WFUHS (unless the reimbursing organization requires arrangements to be made through a specific agent). If you are being reimbursed by an outside organization for your airfare, please submit a check to "WFUHS" as soon as reimbursement is received in order to credit your travel account for the amount. The Controller's Office will send a reminder if the reimbursement is outstanding.
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INFORMATION SERVICES COMPUTING REQUESTS
Computer Related Problems and/or QuestionsAll requests for Information Services (IS) PC Support are to be made through the IS Help Desk at 64357 (6HELP). The IS Technician who answers your call will attempt to assist you with the problem. If unsuccessful, your problem will be forwarded to the PHS IS Technician, Lloyd Walters. Lloyd will assess the priority of your request and visit your area as soon as he is able. Requests may also be made via the on-line e-mail system. Go to the Intranet, click on Help Desk from the list of links at the left hand side of the page, scroll down and click on ‘Check Here to Open or Check on a Call’. Voice mails or e-mails left directly for the PHS IS Technician may not be answered as he will not be alerted to the problem. The Help Desk technician will determine whether or not your issue is an emergency and will page the PHS technician accordingly.
Help Desk ServicesThe Help Desk has an 86% resolution rate on all problem calls that are directed to them. The Help Desk answers very common AND uncommon questions, troubleshoots PC’s, printers, can get you access to certain folders on the network, and is your primary contact if a problem needs to be escalated to a higher level technician for a more detailed review. They have the ability to page on-call staff to respond to emergencies and have many other resources to solve your problem and get you headed in the correct direction. They can remote control your computer with your permission so you can demonstrate the problem you are having. If the Help Desk is unable to correct the problem you are having, they will open a trouble ticket and forward it to the PHS IS technician problem tracking queue. If users contact the PHS IS technician directly, (s)/he will open a ticket and it will be addressed in the order as if the user called the Help Desk.
What to do if your workstation or other device that directly affects your ability to work becomes dysfunctionalCall the Help Desk. The Help Desk technician will perform an accurate assessment of the problem and page the PHS IS technician or on-call support who will be dispatched to your location as soon as possible. Please keep in mind that for a temporary solution you should be able to work from another computer, IE: adjunct offices, workrooms, classrooms, scanner PC’s, or any available workstation. Once you log in using your credentials at another workstation, you will have access to your G and H drives as if from your own desk. Your email should work (without your personal folders), but if it does not work right away, the Help Desk can quickly assist in configuring it to work.
Printing Emergencies There will always be a departmental network printer available in the area in which your office is located. The Help Desk technician will be able to assist setting you up temporarily until a solution is provided.
Telephones
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All telephone problems should be called into the Help Desk (64357, press 2 for Telecommunications). The Help Desk will open a ticket and submit to the telephone group. Calls will be dealt with in the order in which they are received.
The Administrative Coordinator or Susan Harris will assist with phone moves and can answer some basic questions.
Website service requestsJohn Hepler, Biostatistics, maintains the PHS website. For updates, changes or deletions to the website, submit a Website Service Request, which can be found at http://www.phs.wfubmc.edu/serv_req.cfm#web.
Lee Ann Andrews is the SSHP representative and liaises with John Hepler concerning SSHP requests.
Computer equipment disposal North Carolina Baptist Hospital and Wake Forest University Health Sciences have updated the process of recycling and cleaning off of data for used computer equipment. This new process is designed to reduce the time to pick up the used computer equipment and to improve the security of the Medical Center’s confidential information.
According to the Medical Center’s Computer Equipment Disposal Policy (MC-24) all data storage devices, including but not limited to PC’s, laptops, PDA’s, and Pocket PCs, purchased through North Carolina Baptist Hospital or Wake Forest University Health Sciences must be cleaned and recycled prior to being sold, donated or otherwise permanently removed from the facility.
Violation of this policy could result in the inappropriate disclosure of confidential information (a crime if the information contains social security numbers or patient information) or the inappropriate disposal of the equipment in an environmentally unsafe way resulting in large fines levied to the original owner of the equipment.
Send an email to [email protected] to request a pick-up.
Ordering computer equipmentRequests for new computer equipment should be discussed with the Administrative Coordinator if the equipment will be funded by Dept Basic Dollar and the IS PHS technician if to be grant funded. All requests for non-grant funded computer equipment will be considered. It may not always be possible to fulfill requests. A replacement policy is in effect for PCs and printers purchased with department or division funds.The Controller’s Office dictates that you do not purchase PCs, laptops, printers or other computer equipment and then seek reimbursement. Approval will not be given for reimbursement for such purchases, which are to go through the regular Purchasing Department process. All division administrative staff can use PeopleSoft to generate purchases.
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All SSHP staff should contact Lloyd Walters before committing to any PC, laptop or software purchase.
Used equipment policyMEMORANDUM
To: Information Services (ISF) LAN supported PHS Employees
From: Dan Sintich
Date: June 25, 2003
Subject: ISF Surplus Computer Equipment Requests
The following policy describes how to request departmental surplus computer equipment for either “In-house use” or “At-home use”. This particular policy only applies to those employees that are presently receiving their computer support from Information Services (IS).
PHS Administration and our IS Support Technician will identify computer equipment that will be considered as being “surplus” to the department’s needs. Departmental surplus computer equipment, under this program, will be considered as being “loaned” to an employee and therefore must be returned to the department at some time in the future. This equipment may be utilized in addition to other issued equipment in one’s office, (“In-house”/work location) or may be used at an employee’s personal residence, (“At-home”/location). Requests for “In-house”/work location surplus computer equipment will always be given precedence over any requests for “At-home/location” surplus computer equipment.
Employees interested in obtaining a surplus piece of computer equipment from this program should contact Lloyd Walters, ext. 3-5072, for a copy of the “ISF Surplus Computer Equipment Request Form”. Upon completion and return to Deborah Ambrosini at WACHOVIA, an individual’s request will be considered and granted on a “first-come, first-served" basis as surplus computer equipment becomes available.
If the equipment is available, the employee will then be asked to consider and agree to the following:
The equipment remains the sole property of the Division of Public Health Sciences. It is only on “loan”.
Once an employee is terminated, submits resignation, or is transferred from PHS, he/she must return the equipment immediately to PHS. The employee will be expected to make arrangements with the PHS IS Support Technician, Lloyd Walters, and return the item(s) to the PPII loading dock.
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If the equipment is requested for an “In-House”/work location and it fails to operate, a work order to IS should be placed to request repair.
Surplus equipment remaining “In-House” will be supported by the PHS IS technical support staff.If the equipment is not repairable and a replacement piece of equipment is not immediately available, the employee will be notified that their request will be put on the waiting list.
If the equipment is requested for use at an “At-home/location”, the employee will be personally responsible for arranging and paying for all upgrades, repairs, installation, and general maintenance. ( Please note : Obtaining surplus computer equipment from PHS does not constitute approval to work at home. All PHS work done outside of PHS office space must have the prior approval of your supervisor).
Before equipment is made available for (At-Home/location”) use, it will be cleaned of all WFUHS software and information.
Employees will be required to personally purchase, install and maintain their own software including operating system.
If the equipment is requested for use “At-home” and becomes non-repairable or too expensive to repair, it should be returned by the employee to PHS. An IS work order cannot be placed to request “At-home” repair.
If a replacement piece of equipment is not immediately available, the employee will be notified that their request will be placed on the waiting list.
Once an employee is notified of the availability of a requested piece of surplus computer equipment, the employee will be responsible for making arrangements, with the PHS Information Services Tech., Lloyd Walters @ Ext. 3-5072 or at [email protected] to pick up the items from the Piedmont Plaza II loading dock. After he (Lloyd) brings the item(s) to the loading dock, the IS Tech. will ask the employee to finish completing the “ISF Surplus Computer Equipment Request Form”. The IS Technician has been informed that he will not be expected to be involved with the loading or additional handling of the equipment, delivering equipment to a personal residence or repairing equipment at a personal residence. Also, he will not be required to answer any questions about any aspects or properties of the equipment. All equipment is being “loaned” in an “as is” condition. No surplus computer equipment, that is consciously known to have been defective and/or un-repairable, will be part of this program.
If you have any questions regarding this surplus computer equipment lending program contact Lloyd Walters (35072).
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PURCHASING
Furniture NeedsEmployees on the first floor should contact Natalie Barrett with furniture needs.
Employees on the second floor should contact the Administrative Coordinator with furniture requests. Furniture requests include bookcases, file cabinets, chairs, etc. In some cases, you may be asked to go to the WFUHS surplus warehouse to review what is available. The warehouse is located in the basement of the Comp Rehab building and is open on Tuesdays, 10:00 a.m. until 12:00 noon. You may also be requested to use Travel/Expense or Start-up funds to purchase furniture. It is not always possible to supply non-essential furniture requests.
Local Purchase OrdersLocal Purchase Orders are used for purchases such as food for luncheons, napkins and plates, dry ice and other small items that can be purchased from Winston-Salem merchants. The dollar limit on local purchase orders is $500. These items should be picked up by the department or delivered directly to the department by the supplier.
To obtain a local purchase order number, submit an eRequest for Payment and also complete the Local Purchase Order form, which is available on the intranet. Within three days of the purchase, upload the receipt into Peoplesoft Financials and submit for timely payment of merchandise.
Local purchase orders should not be used to circumvent the purchase of office supplies through the Corporate Express agreement.
A list of vendors that accept our local purchase orders can be found on the Purchasing Department Home Page (Intranet, Departments, Purchasing, Local Purchase Order). Give the Finance Coordinator a copy of all paperwork for items purchased with Basic Dollar.
Submitting Purchase RequestsPurchase requisitions are processed through the PeopleSoft system. You will need the name of the vendor you wish to use and the chartfield you wish to charge the expense to. The Purchasing Department retains the right to use a preferred vendor for a variety of reasons (minority business, contract in place, etc.). Items will enter WFUHS via the Receiving Department and will be delivered to the work location.
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TELEPHONE SYSTEM and CELL PHONE USE
Monthly telephone billsA monthly report listing long distance telephone calls made from your telephone will be placed in your mailbox. Review the calls and identify each grant to be charged. Include the grant name and chartfield on the printout and return to the Finance Coordinator. Personal calls should be reimbursed with cash or a check made payable to WFUHS and forwarded to the Finance Coordinator when you return your printout.
Telephone system and AudixThe Medical Center Telephone Directory and Department of Social Sciences and Health Policy directory are available from Susan Harris. The medical center telephone directory is also online at the Intranet in the top left hand box.
The main exchanges for WFUHS are 716 and 713, but because of the many dispersed locations of medical center personnel, this is not always the case. Check the directory if you are uncertain.
To transfer calls from gray or black digital phone sets, press “transfer,” dial the extension you wish to transfer the call to, press transfer again when the recipient answers and hang up.
Audix (Audio Information Exchange) is the WFUHS voice-mail system. New employees should receive a packet of information from Telecommunications explaining this system. Please call Telecommunications (63755) if you do not receive this information. Please note that new, old or saved audix messages will automatically delete after nine calendar days.
When traveling, you can use 1 800 237 2100/2101 to check audix toll free.
Creating Audix Messages for Multiple Recipients1. Log-in to your assigned Audix exchange (62100 or 62101) and enter your
password. If you are unsure which exchange you are assigned to, call Telecommunications 65298 for clarification.
2. Press 1 to Record a Message.3. Speak your message and press the # key.4. Press *2 if you would prefer to enter recipient extension number(s) rather than
names. If you prefer to enter the name, do this now.5. If you pressed *2, enter the extension (incl. the 3 or 6 prefix).6. Press # and enter the next extension or name. Press # and continue until you have
entered all the recipients.7. Press # when all recipients have been entered.8. Press # to agree to message delivery.9. You will hear that delivery has been scheduled.
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Telephone/Audix RequestsTelephone requests, updates, and modifications should be directed to:
First floor: Natalie Barrett (34230)
Second floor: Administrative Coordinator or Susan Harris (34244)
Polycom SoundStationThe Polycom SoundStation is an audio-conferencing system consisting of a portable console unit and extension microphones. Contact Joan Beane (69513) to reserve this equipment.
CR 211 is equipped with a Polycom SoundStation.
Cell Phone UseThe following are the SSHP ‘good manners’ for using cell phones when at work. As cell phones are here to stay and so many of us rely on them to maintain close contact with our colleagues, work groups, and sometimes worrying domestic situations these guidelines have been developed to allow us to freely use our cell phones in a manner that is comfortable to all:
Set the phone to vibrate/LED flash or a quiet ring tone Use a quiet voice when in conversation. If the use is personal, keep conversations to emergencies or to a minimum. Rather than using in the bathrooms or hallways find a more private area such as
our own office, the Bioethics room, an empty office, the stairwell or the lobby – and close the door.
Finally, if there is a need to answer when in a meeting or with a co-worker excuse yourself and leave the room.
We hope these guidelines will facilitate a comfortable working environment for all.
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LIBRARY SERVICES
Coy C. Carpenter Library: Bowman Gray CampusThe Coy C. Carpenter Library (64691) is located on the first floor of the Gray Building. Hours are:Sunday 1 p.m. to midnightMonday – Thursday 7 a.m. to midnightFriday 7 a.m. to 7 p.m.Saturday 10 a.m. to 7 p.m.The Circulation Desk and Reference Desk also operate on this schedule.
Z. Smith Reynolds Library: Wake Forest University CampusThe Z. Smith Reynolds Library (758 5478) is located on the Reynolda Campus of Wake Forest University. Hours are:Sunday 10 a.m. to midnightMonday – Thursday 8 a.m. to midnightFriday 8 a.m. to 7 p.m.Saturday 10 a.m. to 7 p.m.Please call the library to check hours of operation as they may vary from semester to semester.
SSHP Department Library (CR 211, Piedmont Plaza II 2nd Floor)The following is a list of journals in the SSHP library. Journals in italics are those currently received.Journal Titles1992 AACVPR Annual Meeting SyllabusAmerican Journal of Public HealthAmerican Psychological Association - 101st Annual Convention Program 1993American PsychologistAnnals of Behavioral MedicineAnnals of EpidemiologyBehavioral Medicine AbstractsChangeContemporary GerontologyControlled Clinical TrialsCurrent Directions in Psychological ScienceDrug Information Association NewsletterDrug Information JournalEpilepsiaThe GerontologistHealthy AffairsHealth Psychology Health Services Research (HSR)InquiryInternational Journal of Behavioral MedicineJAMA
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Journal of Consulting and Clinical PsychologyJournal of Gender, Culture, & HealthThe Journal of GerontologyJournal of Health Politics, Policy and LawJournal of Social IssuesJournal of Women's HealthMayo Clinic ProceedingsMedical Decision MakingMenopausePsychological Science: A Journal of the American Psychological SocietyPsychology and HealthPsychology of Women QuarterlyQuality of Life NewsletterQuality of Life ResearchSAGE (A Sage University Paper)ScienceWomen's Health Digest: A Health Journal for WomenWomen's Health IssuesWomen's Health: Research on Gender, Behavior, and PolicyWomen's HealthWomen's Health WatchWomen in Higher Education3 Video Tapes: "Assessing Health Related Quality of Life Measures in International Clinical Trials (1 Academic and 2 Industry)
Division Journal Library (Located at the Wachovia Center)The Division journal library is located in the Wachovia Building conference room. The latest 2-3 years of currently received journals are kept in the library along with copies of journals no longer received. Below is a list of the journals in the library (those currently received are in italics).American Journal of EpidemiologyAmerican Journal of HypertensionAmerican Journal of Public HealthThe American StatisticianAnnals of Internal MedicineBiometricsBritish Medical JournalCardiovascular MedicineCirculationControlled Clinical TrialsCoronary Artery DiseaseDemographyDiabetes CareDiabetologiaEpidemiologyEpidemiology MonitorEpidemiology ReviewsInternational Statistical Review
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Journal of the American Medical Association (JAMA)Journal of the American Statistical AssociationJournal of Bone and Mineral ResearchJournal of Clinical EpidemiologyJournal of Internal MedicineJournal of NIH ResearchThe LancetMorbidity and Mortality Weekly Report (MMWR)New England Journal of MedicinePopulation IndexPopulation StudiesTechnometricsStroke
Library search proceduresLibrary searches can be performed on-line at http://library.wfu.edu. Medline, online journals and textbooks, and other databases can be accessed from the Carpenter Library’s web site. At the WFUBMC homepage http://www.wfubmc.edu , you will find a link to the Coy C. Carpenter Library located on the left hand side of the page under “Departments”. At the Coy C. Carpenter page click on the “Quick Links” box (located on the lower right hand side) and choose “Medline (PubMed)” or “Electronic Journals” or “Databases” etc.
Carpenter Librarians are able to conduct literature searches for you, free of charge. Please call 713-7100 for this service. Access is also available from home via the Library’s Proxy Server. Information on how to set up a proxy server account can be found at http://www.wfubmc.edu/library/proxyserver.html.
If you would like to conduct your search in the Library, there are many computers available in the reference area from which to do so. You do not need a username or password to log on to any of the Library’s online resources. You can also access the Internet from these computers. In the Library’s Learning Resources Center, computers are available for internet, Microsoft Word, PowerPoint, Excel, Access, FrontPage, Sigma Plot, and Adobe Acrobat software access.
If the information you are looking for is not available in the Carpenter Library, it can be obtained through inter-library loan. Interlibrary loan forms are available at http://www.wfubmc.edu/library/docform.html. The usual fee for inter-library loan articles is about $11.00; you can indicate on the inter-library loan form the largest amount you are willing to pay for the article. “Rush” articles (guaranteed to arrive within 24 hours) will cost about $20.00.
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MAIL SERVICES
Department mail boxesDepartment mailboxes are centrally located within the mail rooms on both the first and second floors of Piedmont Plaza II. “Incoming” and “Outgoing” mail baskets are located on the counter top (near individual mail boxes) in the Mail Rooms. Other information:
Outgoing mail directed to WFU’s Reynolda campus must be clearly marked (postage is not necessary).
Stamped mail should be placed in the “outgoing” mailbox or on first floor in the USPS mail slot.
A postage charge ticket must be completed and attached to all outgoing mail requiring postage and not stamped.
Instructions on creating postage charge tickets can be obtained from Dave Pitts (716-2708) in Mail Services.
Use the chartfield of the grant to be charged for the postage to create bar coded postage charge tickets, save to an electronic document file and print/photocopy as needed.
The courier picks up and delivers mail each day at approximately 10:00 a.m. and 3:00 p.m. at Piedmont Plaza II.
Provide the Finance Coordinator with a copy of all charges to Dept Basic Dollar.
Mail addresses The Medical Center’s official address is “Medical Center Boulevard, Winston-
Salem, NC 27157”. Incoming mail with this address will be processed by Mail Services employees and delivered to each department.
Federal Express (Fed X) packages are not considered U.S. “mail” and are, therefore, initially delivered to the shipping/receiving dock in the Commons Building. Packages are processed and delivered on a different schedule to the U.S. mail. Medical Center employees attempt to deliver Fed X packages directly to the recipient, but will leave the package with someone else if you are unavailable.
Some SSHP employees prefer to use “2000 West First Street, Winston-Salem, NC 27104” which is the U.S. postal service address for the Piedmont Plaza II building. Mail with this address will be placed in the “Incoming” mail basket (located in the Mail Room) by a U.S. postal service employee. Fed X packages with this address will be delivered directly to the recipient by the Fed X delivery person.
UPS UPS has a variable rate scale with “priority” delivery (the most costly), “next
day” delivery (less costly than priority), and “2-day” delivery (least costly). UPS packages placed in the outgoing mail box after 3:00 p.m. will not be sent out
until the next business day.
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If a UPS package must go out after the courier has picked up the 3:00 p.m. mail, take the package to Mail Services (located in the basement of Piedmont Plaza I) before 4:00 p.m.
If a UPS package must go out after 4:00 p.m., you must call Mail Services (62200) informing the staff that you have a “late” UPS package to be mailed out that day.
You (not Mail Services) will be responsible for preparing the air bill which is to be placed on the UPS package before it can be mailed out.
There is also a UPS box outside PPI. If a preprinted air bill is prepared you can use this drop-off when others are unavailable. UPS packages are delivered directly to the recipient or an office neighbor.
For all express mail packages sent out during regular Mail Service hours, address the package with complete street address, including room number if applicable. (Express delivery will not ship to a PO Box unless it is United States Postal Service express) Attach a Medical Center mail slip with the correct chartfield and desired delivery method.
WFUHS Mail RoomThe Mail Services Office (63515), located on the ground floor of Watlington Hall, is open from 8:00 a.m. to 5:00 p.m. weekdays. U.S. postal stamps can be purchased at the Mail Services counter or at the vending machine to the left of the Mail Services window. Mail Services is restricted from performing certain tasks (such as date stamping mail) because they are not an official U.S. post office.
Mail Services sells discounted admission tickets to local movie theaters, theme parks, and various tourist attractions.
A smaller Mail Services office is located in the basement of Piedmont Plaza I. This location handles all the Federal Express packages for the entire institution, but does not offer the range of services that are available at the main Mail Room.
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SERVICE DEPARTMENTS
Department of Creative Communications and Photo-Med ServicesCreative Communications and Photo-Med are located on the first floor of the Gray Building.
Creative Communications provides a variety of services, including design work (handouts, books, business cards), copying work, and instructorial design (meeting with customers to design the work). Other services include audiovisual (on-site visual work) and photography.
Photo-Med provides services such as preparing slides, films (personal included) and prints in color or black and white, selling cameras and photography supplies.
WFUHS Book StoreThe Book Store is located on the Ground floor of Reynolds Tower. It is open weekdays from 8:00 a.m. to 5:00 p.m. and provides a variety of services such as ordering books, office supplies, journal binding, selling and monogramming lab coats, and providing faculty graduation regalia, etc.
A signed Purchase Requisition will be necessary to make a non-personal purchase. If Basic Dollar is funding your request (e.g., travel account or administrative funding) the Department Chair, Administrative Coordinator or Finance Coordinator must pre-approve the request. Give the Finance Coordinator a copy of all Purchase Requisitions involving Basic Dollar funding.
Cashier's Office and Travel DeskThe Cashier's Office and Travel Desk are located in the same office on the first floor of the Gray Building. Hours of operation are 8:30 a.m. to 4:30 p.m., weekdays.Any employee’s first pay check, even if direct deposit has been requested, will be available at the Cashier’s Office after 2 pm on the relevant Friday (non-exempt biweekly paid staff) and after 2 pm on the 26th (exempt monthly paid staff).
The Cashier's Office provides such services as depositing checks into grant and departmental accounts, reimbursement of cash payments for work-related expenses if $25 or less, distributing biweekly and monthly payroll checks, distributing accounts payable checks and travel advance checks, etc.
The Travel Desk only releases airline itineraries to the appropriate personnel.
Printing Services: Xerox, Your Document SourcePrinting Services, also known as, “Your Document Source” by Xerox (67992), located on the ground floor of Piedmont Plaza I, is open from 8:00 to 5:00 p.m. weekdays. Complete a Job Ticket for each individual printing request submitted to Printing Services, providing the Finance Coordinator with a copy if any Basic Dollar funding is involved. Printed projects are delivered to the location listed on the Job Ticket.
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CopyMed is a smaller printing facility located on the first floor of the Gray Building near the pedestrian bridge to the employee parking deck. CopyMed handles smaller print jobs requiring faster turnaround times. CopyMed is closed each day from 12:00 noon to 1:00 p.m. Provide Pat Boggs with a copy of the Job Ticket if any Basic Dollar funding is involved.
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RESTAURANTS
On campus Ardmore Tower Cafeteria (Main Floor, Ardmore Tower): Weekdays: 6:30 to
10:00 a.m.; 11:00 a.m. to 3:00 p.m.; 4:30 to 8:00 p.m.; and 12:00 midnight to 3:00 a.m.
The Deli (Ground Floor, Watlington Hall): Weekdays: 6:30 a.m. to 4:30 p.m. The Pizzeria (Ground Floor, Reynolds/West): Weekdays: 10:00 a.m. to 10:30
p.m.
Off campus – within a mile of Piedmont Plaza Big Shotz Cagney’s Chick-Fil-A Cloverdale Kitchen First Street Draught House Fox and Hound Bar and Grill Grecian Corner Hardees Ichiban Kowloon Kyoto’s Express Mayberry’s McDonald’s Midtown Café Moe’s Southwest Grille Newab Indian Cuisine Panera Bread Qdoba Mexican Grill Salem Kitchen The Carving Board The Loop Pizza and Grill Twin City Diner Wendy’s Whole Foods
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PUBLIC HEALTH SCIENCES LOCATIONS
PHS LocationsPHS faculty and staff are located in various buildings. Check that you have the correct location before leaving to meet with other PHS personnel!
PCR (Prevention and Clinical Research) Piedmont Plaza I Piedmont Plaza II One Technology Place (OTP) Wachovia Center
Shuttle Van ServiceThe Medical Center provides ground transportation from 6:30 a.m. to 7:30 p.m. After 5:30 p.m. shuttle service is very slow with only a couple of vans in service and you may need to call for service. Call extension 6RIDE to request a shuttle van letting the dispatcher know where you are going from and to. It will usually be less than ten minutes for the shuttle van to arrive, so do not call the dispatcher until you are almost ready to leave. It is not necessary to call for a shuttle van if you are going to or returning from either the North Tower or Piedmont Plaza as vans run continuously between these two points. The shuttle service does not pick up on Hawthorne Road, but will drop off if specifically requested. Call ahead 30-60 minutes prior to departure if handicapped service is necessary.Locations for the shuttle vans include:
A1 Building Ardmore Plaza Cancer Center Child Care Center CHS Building Comp. Rehab Eden Terrace (Ask the driver of the Piedmont Plaza to Eden Terrace van to call
ahead if you are continuing from Eden Terrace to downtown) Hawthorne Inn Highland Plaza Information Services One Technology Place (OTP) Piedmont Dialysis Piedmont Triad Community Research Center Victoria House (PA program) Wachovia Center Reynolda Campus Wake Forest University campus, off Reynolda Road
One Technology Place (OTP) The downtown shuttle van service leaves from Eden Terrace. If leaving from Piedmont Plaza, take the shuttle van to Eden Terrace asking the driver to call ahead and alert the downtown shuttle van driver to expect passengers. On return, call 6RIDE to alert the
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downtown shuttle van driver to expect passengers. Take the van to the North Tower and then a second van from the North Tower to Piedmont Plaza I.
Wachovia CenterThe Administrative Coordinator has one parking card which may be borrowed if you wish to drive yourself.
The downtown shuttle van service leaves from Eden Terrace. If leaving from Piedmont Plaza, take the shuttle van to Eden Terrace asking the driver to call ahead and alert the downtown shuttle van driver to expect passengers. On return, call 6RIDE to alert the downtown shuttle van driver to expect passengers. Take the van to the North Tower and then a second van from the North Tower to Piedmont Plaza I.
Wake Forest UniversityWake Forest University campus shuttle van services are provided at hourly intervals from Eden Terrace between 7 am and 5:00 pm. If leaving from Piedmont Plaza, take the shuttle van to Eden Terrace. The return shuttle van will leave from outside the Benson Student Center (Reynolda Campus) at hourly intervals from 7:30 am to 5:30 pm.
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WFUHS/PHS/SSHP ADMINISTRATION
WFUHSDr. John D. McConnell: Chief Executive Officer of the Wake Forest University Baptist Medical Center (WFUBMC)
Dr. William B. Applegate: President, Wake Forest University Health Sciences (WFUHS) and Dean of Wake Forest University School of Medicine (WFUSM)
Mr. Donny C. Lambeth: President, North Carolina Baptist Hospital (NCBH)
Mr. Douglas Edgeton: Senior Executive Vice President and Chief Operating Officer (COO) of Wake Forest University Health Sciences (WFUHS) and Executive Director of Piedmont Triad Research Park (PTRP)
Division of PHS Administration: Wachovia Building, 23rd floor PHS Departmental AdministrationDr. Gregory L. Burke Professor and Division Director
Dr. Lynne E. Wagenknecht Professor and Associate Division Director Ms. Tina Church Administrative Assistant
Ms. Arnetta Crews Finance Coordinator
Ms. Warnetta Eccles Administrative Secretary
Department of Biostatistical SciencesDr. Mark Espeland Department Chair
Mr. Scott Rushing Director, Research Info Systems
Ms. Margie Troxler Administrative Coordinator
Department of Epidemiology and PreventionDr. David Goff Department Chair
Ms. Ha Sprinkle Administrative Coordinator
Department of Social Sciences and Health PolicyDr. Doug Easterling Department Chair
Ms. Pat Bird Administrative Coordinator
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Department of Social Sciences and Health Policy Faculty and StaffFaculty Nancy E. Avis – Professor
Laura H. Coker – Associate Professor
Doug Easterling – Associate Professor and Chair
Capri Foy – Assistant Professor
Ann Geiger – Associate Professor
Mark Hall - Professor
Wenke Hwang - Assistant Professor
Alison Snow Jones - Associate Professor
Nancy M.P. King – Professor
Ann Lambros – Assistant Professor
Michelle Naughton – Professor
Scott D. Rhodes – Associate Professor
Sally A. Shumaker – Professor and Senior Associate Dean for Research
Erin Sutfin – Research Assistant Professor
Mark Wolfson – Professor
Dean-appointed research staffCarol Corum – Research Assistant
Anita Hege – Senior Research Associate
Richard Hopley – Research Associate
Montez Lane – Research Assistant
Jan Lawlor – Research Associate
Barbara Alvarez Martin – Senior Research Associate
Kim Phillips - Research Associate
Eunyoung Song – Senior Research Associate54
Aaron Vissman - Associate Project Manager
Kim Wagoner – Senior Research Associate
Project Management StaffLee Ann Andrews – Project Manager I
Debbie Booth – Associate Project Manager
Doris Clark – Associate Project Manager
Deborah Felton – Project Manager II
Renee Foley – Assistant Project Manager
Shannon Golden – Project Manager
Sheryl Hulme – Assistant Project Manager
Donna Kronner – Associate Project Manager
Ashley Lentz – Associate Project Manager
Tammi Mann – Assistant Project Manager
Carol Massa-Fanale – Program Coordinator
Cyndee McQuellon – Project Manager II
Cindy Miller – Associate Project Manager
Dawn Milne – Research Administrative Coordinator
Pamela Nance – Project Manager II
Maria Parries – Associate Project Manager
Jeannie Pfeiffer – Assistant Project Manager
Debbie Pleasants – Project Manager I
Cheryl Summerville – Project Manager II
Administrative StaffDebbie Allen – Administrative Secretary to Michelle Naughton and Mark Hall.
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Debbie is also responsible for ensuring that the photocopiers and fax machines remain in good repair, ordering paper, letterhead and printer cartridges.
Sonya Ashburn – Administrative Assistant to Sally Shumaker.
Natalie Barrett – Administrative Secretary to The Women’s Health Center of Excellence (WHCoE).
Joan Beane –Administrative Assistant to Alison Snow Jones and Laura Coker.
Joan is also responsible for checking out SSHP equipment such as laptops and polycom telephone equipment.
Pat Bird – Administrative Coordinator
Pat is responsible for all personnel functions, coordination of Basic Dollar budget activity, coordination with the Dean's Office for faculty service items and interpretation and administration of WFUHS, PHS and SSHP policies.
Pat Boggs – Finance Coordinator I
Pat is responsible for tracking basic dollar and grant expenditures, approving requisitions and Corporate Express orders, maintaining grant files and the PHS Adm database, coordinating telephone billing, assisting with grant budget projections, coordinating with PIs, Project Management staff and the Controller’s Office concerning grant budget activity.
Brian Burney – General Office Clerk.
Brian distributes mail, photocopies projects, labels mailing envelopes, collects and disposes of materials to be recycled, and other general clerical duties as requested.
Diana Cornelison – Administrative Assistant to The Women’s Health Center of Excellence (WHCoE)
Rita Groce – Administrative Secretary to Nancy Avis
Susan Harris – Administrative Secretary to Capri Foy, Nancy King and Ann Lambros.
Susan is also responsible for processing Time and Attendance items, ordering and maintaining department keys, submitting telephone requests and other service orders.
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PHS SSHP OFTEN-USED ABBREVIATIONS
BIO – Department of Biostatistical Sciences (PHS Department)
BAFO – Best and Final Offer
BGSM – Bowman Gray School of Medicine
CDC – Centers for Disease Control and Prevention
COE/WHCoE – Center of Excellence / (Women’s Health Center of Excellence)
DBS – Department of Biostatistical Sciences (PHS Department)
DOD – Department of Defense
DPHS - Division of Public Health Sciences
EPI – Department of Epidemiology and Prevention (PHS Department)
eRFP – Electronic Request for Payment
F & A – Facilities and Administrative Costs
FTE – Full Time Equivalent
FY – Fiscal Year
GMO - Grants Management Officer
HR – Human Resources
IRB – Internal Review Board
IS – Information Services
NCBH – North Carolina Baptist Hospital
NCURA – National Council for University Research Administrators
NIH – National Institutes of Health
OJJDP – Office of Juvenile Justice and Delinquency Program
PA – Program announcement
PHS – Public Health Sciences (Division)57
PI – Principal Investigator
R & D – Research and Development
RFA – Request for Application (grant)
RFP – Request for Proposal (contract)
RFP - Request for Payment (Controller's Office form)
SRA – Society for Research Administrators
SSHP – Social Sciences and Health Policy (PHS Department)
WFU – Wake Forest University
WFUBMC – Wake Forest University Baptist Medical Center
WFUHS – Wake Forest University Health Sciences
WFUSM – Wake Forest University School of Medicine
WFUP – Wake Forest University Physicians
WHCoE – Women’s Health Center of Excellence
WHI - Women's Health Initiative
WHIMS – Women’s Health Initiative Memory Study
WHISCA – Women’s Health Initiative Study on Cognitive Aging
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GLOSSARY OF GRANT TERMSPulled primarily from these NIH websites: http://grants1.nih.gov/grants/glossary.htm http://grants1.nih.gov/grants/policy/nihgps_2001/part_i_1.htm http://www.niaid.nih.gov/ncn/glossary/default3.htm
Center for Scientific Review (CSR): The NIH component responsible for the receipt and referral of applications to the PHS, as well as the initial review for scientific merit of most applications submitted to the NIH.
Competing Applications: Applications that are either new or re-competing that must undergo initial peer review.
Competing Continuation: An application that requires competitive peer review and institute/center action to continue beyond the current competitive segment. Also known as a Renewal or Type 2.
Consortium Agreement: A collaborative arrangement in support of a research project in which some portion of the programmatic activity is carried out through a formalized agreement between the grantee and one or more other organizations that are separate legal entities administratively independent of the grantee.
Contract (R&D): An award instrument establishing a binding legal procurement relationship between NIH and a recipient obligating the latter to furnish a product or service defined in detail by NIH and binding the Institute to pay for it.
Contract Under a Grant: A written agreement between a grantee and a third party to acquire routine goods or services.
Consultant: An individual that provides professional advice or services on the basis of a written agreement for a fee. These individuals are not normally employees of the organization receiving the services. Consultants also include firms that provide professional advice or services.
Cooperative Agreement: A financial assistance mechanism used when substantial Federal programmatic involvement with the recipient during performance is anticipated by the NIH Institute or Center.
Co-Investigator (Co-I): An individual involved with the principal investigator in the scientific development or execution of a project. The co-investigator may be employed by, or be affiliated with, the applicant/grantee organization or another organization participating in the project under a consortium agreement. A co-investigator typically devotes a specified percentage of time to the project and is considered "key personnel." The designation of a co-investigator, if applicable, does not affect the principal investigator's roles and responsibilities as specified in this policy statement.
Direct Costs: Costs that can be specifically identified with a particular project(s) or activity (e.g., salaries, LAN charges, equipment, some supplies).
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Equipment: An article of tangible nonexpendable personal property that has a useful life of more than 1 year and an acquisition cost per unit that equals or exceeds the lesser of the capitalization threshold established by the organization (WFUBMC threshold is $3,500, which is in-line with the NIH.
Facilities and Administrative Costs: Costs that are incurred by a grantee for common or joint objectives and that, therefore, cannot be identified specifically with a particular project or program. These costs were previously known as "indirect costs," and, in most instances, will be referred to in this document as "F&A costs." (Some examples, building costs, electricity, heating, photocopier, fax machine).
Indirect Costs: See "Facilities and Administrative Costs."
IInfo Ed: An electronic grant submission system for NIH submissions.
Institutional Animal Care & Use Committee (IACUC): IACUCs are established at institutions in accordance with the PHS Policy on Humane Care and Use of Laboratory Animals, and have broad responsibilities to oversee and evaluate the institutions' animal programs, procedures, and facilities. IACUC review and approval is required for all PHS supported activities involving live vertebrate animals prior to funding.
Institutional Review Board (IRB): IRBs are set up by research institutions to ensure the protection of rights and welfare of human research subjects participating in research conducted under their auspices. IRBs make an independent determination to approve, require modifications in, or disapprove research protocols based on whether human subjects are adequately protected, as required by federal regulations and local institutional policy.
K Awards: A variety of NIH grant awards supporting career development, including the Mentored Research Scientist Development Award (K01); the Independent Scientist Award (K02); The Senior Scientist Award (K05); The Academic Career Award (K07); The Mentored Clinical Scientist Development Award (K08); and others. See http://grants1.nih.gov/training/careerdevelopmentawards.htm.
Key Personnel: Individuals who contribute in a substantive way to the scientific development or execution of a project, whether or not they receive compensation from the grant supporting that project. The principal investigator and collaborators (Co-PI, Co-Investigator are included in this category.
Modular Application: A type of grant application in which support is requested in specified increments without the need for detailed supporting information related to separate budget categories. When modular procedures apply, they affect not only application preparation but also review, award, and administration of the application/award. The modules are in increments of $25,000.
NCE: No-cost extension.
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Noncompeting Continuation: A year of continued support for a funded grant. Progress reports for continued support do not undergo peer review, but are administratively reviewed by the Institute/Center and receive an award based on prior award commitments. Also known as a Type 5.
Percentile Rank: A ranking that represents the relative position of each priority score among the scores assigned by a scientific review group at its last three meetings. The lower the numerical value of the percentile score the better. The range is from .5 to 99.5.Priority Score: A number assigned to an application by an Initial Review Group (IRG). The score is a quantitative indicator of perceived scientific and technical merit that ranges from 100 to 500. Individual IRG members assign scores from 1.0 (highest merit) to 5.0 (lowest merit). Votes are cast in 0.1 intervals. The priority scores are the average of member votes multiplied by 100.
Principal Investigator/Program Director/Project Director: An individual designated by the grantee to direct the project or activity being supported by the grant. He or she is responsible and accountable to the grantee for the proper conduct of the project or activity.
Program Announcement: An announcement by an NIH institute or center requesting applications in the stated scientific areas. Generally, money is not set aside to pay for them. However in spring 1996, NIAID instituted a policy through which some applications responding to a program announcement with percentiles beyond the payline will be funded. PAs are published in the NIH Guide for Grants and Contracts. For more information, see Stimulating Research With Program Announcements and Program Announcement Shift - Questions and Answers and Initiatives for lists of current PAs.
Request for Application (RFA): The official statement that invites grant or cooperative agreement applications to accomplish a specific program purpose. RFAs indicate the amount of funds set aside for the competition and generally identify a single application receipt date.
Request for Proposal (RFP): Announces that NIH would like to award a contract to meet a specific need, such as the development of an animal model. RFPs have a single application receipt date and are published in the NIH Guide for Grants and Contracts.Research Projects through the NIH are primarily investigator-initiated, basic scientific research. Activity codes for research projects are, generally, as follows: R01, R03, R15, R21, R22, R23, R29, R33, R35, R37, R55, RC1, P01, P42, U01, U19, UC1 and NIGMS P41.
Resubmission: Sending NIH an application for initial peer review after it has been reviewed by a study Department and revised by the applicant. Each resubmission is given a code, e.g., A1, A2. NIH limits you to one resubmissions.
Scored: In the Center for Scientific Review (CSR) peer review process, applications that are judged by a study Department to be competitive, i.e., generally in the upper half of the applications reviewed. These applications are assigned a priority score and forwarded to the appropriate Institute/Center for the second level of review.
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Small Business Innovation Research (SBIR): An award designed to support projects from small businesses that may ultimately have commercial viability. For the computation of success rates, SBIR awards are not included in the count of RPGs. Web address: http://grants.nih.gov/grants/funding/sbir.htm
Small Business Technology Transfer (SBTR): A 3-year pilot program begun in FY 1994 under the Small Business Innovation Research Program that is designed to foster technological innovations through cooperative efforts between small business and research institutions. The STTR grants are awarded for projects that have potential for commercialization. For the computation of success rates, STTR awards are not included in the count of RPGs. Web address: http://grants.nih.gov/grants/funding/sbir.htm
Total Project Costs: The total allowable costs (both direct costs and facilities and administrative costs) incurred by the grantee to carry out a grant-supported project or activity. Total project costs include costs charged to the NIH grant and costs borne by the grantee to satisfy a matching or cost-sharing requirement.
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GENERAL ACRONYMS AND ABBREVIATIONS
CFR Code of Federal Regulations
CSR Center for Scientific Review
DCA Division of Cost Allocation
EA Expanded Authorities
F&A Facilities and Administrative (costs)
FCTR Federal Cash Transactions Report (SF-272)
FDP Federal Demonstration Partnership
FSR Financial Status Report (SF-269 or 269A)
GMO Grants Management Officer
HHS Department of Health and Human Services
IC Institute or Center
NGA Notice of Grant Award
NIH National Institutes of Health
NIHGPS National Institutes of Health Grants Policy Statement
NRSA National Research Service Award
OER Office of Extramural Research
OFM Office of Financial Management
OHRP Office for Human Research Protections
OIG Office of the Inspector General
OLAW Office of Laboratory Animal Welfare
OMB Office of Management and Budget
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OPERAOffice of Policy for Extramural Research
Administration
ORI Office of Research Integrity
PA Program Announcement
PIPrincipal Investigator/Program Director/Project
Director
PMS Payment Management System
PO Program Official
RFA Request for Applications
SBIR Small Business Innovation Research Program
SNAP Streamlined Noncompeting Award Process
STTR Small Business Technology Transfer Program
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