Orientation for New Postdoctoral Scientists

1. Orientation for New Postdoctoral Scientists Office of Postdoctoral Affairs 2 May 2011

2. Postdoctoral Affairs Program History National concerns Campus-wide policies were nonexistent UTMB faculty used their own discretion Inequities existed between – even within – departments Office of Postdoctoral Affairs, GSBS

3. Postdoctoral Affairs Program History In 2008, GSBS assumed responsibility for oversight of postdoctoral training at UTMB Hired Director of Postdoctoral Affairs, Joanna (Jo) Bremer, MA Opened Office of Postdoctoral Affairs (OPA) on 1 April 2009 Responsible to Dean of the GSBS Office of Postdoctoral Affairs, GSBS

4. Postdoctoral Affairs Program History Established uniform titles Established limit of 5 years on postdoctoral appointments Established phased-in salary minimums Established professional and career development via certificate program Arranged for career guidance via HR Office of Postdoctoral Affairs, GSBS

5. Postdoctoral Advisory Committee Dr. Darrell Carney, chair Professor, Biochemistry & Molecular Biology Campus mail route: 0647 Email: dcarney@utmb.edu Office of Postdoctoral Affairs, GSBS

6. Postdoctoral Advisory Committee Jose Barral, Biochemistry & Molecular Biology Douglas Botkin, president of OPS ex-officio, Microbiology & Immunology Gavin Bowick, Microbiology & Immunology Celeste C. Finnerty, Surgery M. Kristen Peek, Preventive Medicine & Community Health Liz Reifsnider, School of Nursing Patricia K. Seitz, Pharmacology Stacy Sell, Anesthesiology Lynn Soong, Microbiology & Immunology Office of Postdoctoral Affairs, GSBS

7. Postdoctoral Advisory Committee Members are advocates for postdoctoral scientists Members come from all four schools and six research departments Members are liaisons between postdocs and faculty, postdocs and administration or both Office of Postdoctoral Affairs, GSBS

8. Ethical Practices Dr. Walter Meyer Scientific Integrity Officer Professor, Psychiatry & Behavioral Science Campus Mail Route: 0189 Email: wmeyer@utmb.edu Phone: (409) 772-0762 Office of Postdoctoral Affairs, GSBS

9. Ethical Practices Scientific Integrity Authorship Conflict of Interest Other Office of Postdoctoral Affairs, GSBS

10. Ethical Practices Scientific Integrity Report scientific misconduct, including: Fabrication, falsification, plagiarism, other Investigations remain confidential Authorship Legitimate author contributes significantly Drafts or revises large part of manuscript Reviews and approves entire article Office of Postdoctoral Affairs, GSBS

11. Ethical Practices Conflict of Interest Committee Promotes research objectivity Reports financial interest Monitors federal requirements Conducts training Other Fraud and Abuse Hotline: 1-800-898-7679 http://www.utmb.edu/compliance/faud&abuse.htm Office of Postdoctoral Affairs, GSBS

12. Expectations & Requirementsof Postdoctoral Scientists • Dr. Dorian Coppenhaver Sr. Associate Dean, Student Affairs, GSBS Professor, Microbiology & Immunology • Campus Mail Route: 1050 • Email: dcoppenh@utmb.edu • Phone: (409) 772-2665 Office of Postdoctoral Affairs, GSBS

13. Expectations & Requirementsof Postdoctoral Scientists • Postdoctoral Certificate Program • Compact & Individual Development Plan • Benefits of certificate program Office of Postdoctoral Affairs, GSBS

14. Postdoctoral Certificate Program Provost’s mandate: All postdocs on campus enrolled by Fall 2011 http://www.gsbs.utmb.edu/_pdf/GSBSPostdocApplication.pdf Topics include mentored research, presentation and writing skills, teaching, grant management, proposal development Certificates require 12 Semester Credit Hours; generally 4 SCH per term Tuition paid by GSBS Office of Postdoctoral Affairs, GSBS

15. Postdoctoral Certificate Program Certificates in: Critical Research Skills – everyone Advanced Management Skills Teaching & Mentoring Translational Research Others may be added as requested and available Certificate generally will take 1 year (3 semesters of 4 SCH each) to complete Office of Postdoctoral Affairs, GSBS

16. Postdoctoral Certificate Program Example of Certificate Course List Office of Postdoctoral Affairs, GSBS

17. Postdoctoral Certificate Program • Required courses • Ethics of Scientific Research (MEHU 6101) – one time on campus (offered summer and fall) • Mentoring & Career Development for Postdoctoral Scientists (CTPS 6103) – AAMC Compact + development plan – annually • Optional courses that are routine and do not take additional time from the lab • Mentored research (CTPS 6001) • Seminar, colloquium (CTPS 6101) • Journal Club (CTPS 6102) Office of Postdoctoral Affairs, GSBS

18. Postdoctoral Certificate Program • Benefits to postdoctoral fellows & trainees • Enhanced research skills • Training plan to include in grant applications • Career development options • Student benefits (field house membership, student programs) • Benefits to faculty • Enhanced postdoc research skills • Training plan to include in grant applications • Costs absorbed by Graduate School Office of Postdoctoral Affairs, GSBS

19. Compact & Development Plan • AAMC Compact for Postdoctoral Appointees and Their Mentors • FASEB Individual Development Plan • NPA core competencies for scientists • Benefits of Compact and Development Plan • Supervision, collaboration, feedback Office of Postdoctoral Affairs, GSBS

20. Compact & Development Plan • AAMC Compact/Development Plan for Postdoctoral Scientists and Their Mentors • http://www.gsbs.utmb.edu/_pdf/CompactPlanForPostdocs.pdf • Required for all postdoctoral appointees • Mentor and postdoc review and sign Compact • Draft and both sign development plan; review annually to evaluate progress and set new goals • Provide CV in institutional format • Certificate course (CTPS 6103) provides credit Office of Postdoctoral Affairs, GSBS

21. Benefits of Certificate Program • Career development • Transcript to carry to next position • Student services • Alumni field house • Student wellness programs • Student activities Office of Postdoctoral Affairs, GSBS

22. UTMB Research Community Research Services Subject protection Ethical practices Organization of Postdoctoral Scientists Office of Postdoctoral Affairs, GSBS

23. Research Services Who’s Who Resources and Services Research Compliance Grant financial management Office of Postdoctoral Affairs, GSBS

24. Research Services – Who’s Who • Associate Dean for Research Administration – William G. New • Office of Sponsored Programs – PreAward • Research Technology Support • Animal Resource Center • Research Education • Research Compliance Areas • VP Finance – Academic Enterprise – Cameron Slocum • Office of Sponsored Programs – Finance and Post-Award Administration Office of Postdoctoral Affairs, GSBS

25. Research Services – Who’s Who • Office of Sponsored Programs • Pre-Award & Development (Toni D’Agostino, Director) • Pre-Award • Contracts • Finance & Post-Award Administration (John States, Assistant V.P.) • Post-Award • Financial Reporting • Reconciliation • Project Setup • Accounts Receivable Billing • Effort Reporting Office of Postdoctoral Affairs, GSBS

26. OSP Pre-Award & Development • Pre-Award (Kelly Lee) • Review all externally sponsored proposals and progress reports • Provide institutional sign-off • Electronic submissions • Contracts (Susan Ramsey) • Negotiation and execution of CDAs, Clinical Trial Agreements, and Federal Contracts • Setup subcontracts • Project Setup (Ron Rogers) • Establish accounts for all externally sponsored projects Office of Postdoctoral Affairs, GSBS

27. OSP Finance & Post-Award Administration • Post-Award (Reva Rogers) • Award administration and account assistance • Assistance with budget revisions • Financial Reporting (Brenda Garner) • Close out and monitoring of awards • Compiles and submits financial reports to sponsors • Reconciliation (Cora Soriano) • Reconciliation and close out of expired projects Office of Postdoctoral Affairs, GSBS

28. OSP Finance (cont.) • Accounts Receivable Billing (Glenita Segura) • Prepare and submit invoices to sponsors for research contracts and subcontracts, • Manage outstanding accounts receivable to ensure payment from sponsors • Prepare cash draw requests on letters-of-credit. • Effort Reporting (Kim Vanzant) • Work with PIs and grant administrative staff to ensure effort is reported Office of Postdoctoral Affairs, GSBS

29. Research Services – Who’s Who • Research Technology Support (Jamie Svrcek) • Research equipment repair and assembly • Calibration and preventive maintenance • Machine shop fabrication • Research Laboratory Support (Laurie Sower) • Advice and support for basic research lab programs • Core resources development • Emergency preparation programs Office of Postdoctoral Affairs, GSBS

30. Research Services – Who’s Who • Animal Resource Center (Bill Masters) • Husbandry and specialized care of animals • Protocol consultation • Research Education (Christy Taylor) • Orientation to Research Services • Workshops on current rules, regulations, procedures and programs • Research Projects Management, Good Laboratory Practices, Preparing Proposals & Publications, Animal Handling, Navigating the IRB, Effort Reporting & ECRT, InfoEd • Class calendar and RSVP https://my.utmb.edu/PStraining/ Office of Postdoctoral Affairs, GSBS

31. Research Compliance Areas • Institutional Animal Care & Use Committee (IACUC) (Allan Silva) • Submission and review of animal protocols and reviews • Institutional Review Board (IRB) (April Vanderslice) • Protocols submission • Adverse event reporting Office of Postdoctoral Affairs, GSBS

32. Research Support Areas • Conflict of Interest (COI) (Toni D’Agostino) • Annual Disclosure process – January • Identifies and reports conflicts as required by sponsors • Quality Assurance (Kathlyn Smith) • Educational reviews of study protocols, financial records and data records • Assist with the development and review of SOPs

33. Office of Regulated Nonclinical Studies (ORNcS) • Good Laboratory Practice (GLP) (Melissa Eitzen) • Assist investigators in complying with FDA GLP regulations • Equipment validation and budget planning Office of Postdoctoral Affairs, GSBS

34. Who is Eligible to Apply for a Sponsored Project? Postdoctoral Fellows and Residents: To be eligible to submit a proposal to an external funding agency, all of the following requirements must be met: The postdoctoral fellow or resident must be a full-time employee of the institution. The program to which the individual is applying is designed to support postdoctoral fellowships and/or residents, and A sponsor with a faculty appointment has agreed to supervise the sponsored activity. Office of Postdoctoral Affairs, GSBS

35. Where to Start? Research Services Web site -http://research.utmb.edu Funding Search – Linda Crumpler, x69474 PreAward - http://research.utmb.edu/AboutUs/prepostspecialists.shtm Research Education - http://research.utmb.edu/Education Office of Postdoctoral Affairs, GSBS

36. Subject Protection PIs must have approved research protocols to conduct animal or human subject research at UTMB Animal and human protocols require training of PIs and research staff, http://research.utmb.edu/ProjectCentral Office of Postdoctoral Affairs, GSBS

37. Resources CORE Labs Search http://research.utmb.edu/support/corefacilities.shtm Effort Reporting System http://research.utmb.edu/comp-effort/default.shtm InfoEd http://rdhs.utmb.edu Listserv http://research.utmb.edu/starline/listserv.htm NIH Commons http://www-commons.cit.nih.gov PeopleSoft Access http://ebiz Faculty Expertise or USES (UTMB Scientific Expertise Search) http://research.utmb.edu/USES/USES.asp Yellow Sheet http://research.utmb.edu/research/yellowsheet/ysonline.htm Office of Postdoctoral Affairs, GSBS

38. Upcoming Education Opportunities AAALAC Preparation – May 5, 9:30-10:30am or May 11, 1:30-2:30pm InfoEd-IACUC Electronic Submission – May & June twice/week The Guide for the Care and Use of Lab Animals, 8th ed. – May 9 12-1pm Navigating the IRB (3-part) – May 12, 19, 26 2-3:30 NIH Grant Application Webinars – May 12, June 14, July 7 & Aug 16 1 2–1pm Preparing Proposals and Publications (4-part) – June 1 & 7, 8 & 14, 15, 22 various times Disaster Preparedness Meeting 2011 – June 3 1-3pm Basic GLP Class (2-part) – June 29 12:30–4:30pm and June 30 8:30am–12:30pm Grants For Lunch – 1st Tuesday 12–1pm OSP Roundtable Discussions– 4th Tuesday 8:30–10am Office of Postdoctoral Affairs, GSBS

39. Organization of Postdoctoral Scientists Career development events Social activities Postdocs can communicate issues, concerns, thoughts to the administration and the Postdoctoral Advisory Committee through the OPS Current leadership President – Doug Botkin, PhD (dobotkin@utmb.edu) Vice President – Melissa Markofski, PhD (memarkof@utmb.edu) Secretary – Nicole Bjorklund, PhD (nlbjorkl@utmb.edu) Officeof Postdoctoral Affairs – Jo Bremer, MA (jobremer@utmb.edu) Faculty Advisor – Office of Postdoctoral Affairs, GSBS

40. Past and Future OPS Events 2010-2011 • Reccurring • September – National Postdoc Appreciation Week • October – Postdoktoberfest • December – Holiday Reception • Quarterly – “Reel Science” seminar/movie series • Spring – Spring picnic with GSO • Past • March 2011 (in conjunction with GSO and GSBS) – career development forum Office of Postdoctoral Affairs, GSBS

41. Residential Community Harris and Galveston Counties Galveston Island Postdoctoral Sourcebook (http://gsbs.utmb.edu/postdocs/current/docs/PostdocSourcebook.pdf) Office of Postdoctoral Affairs, GSBS

42. Residential Community • Harris and Galveston Counties (Mainland) Services • Consulates – Indian, Chinese, French, Brazil, Britain, Turkey, Mexico etc. To see where your nearest consulate is - http://www.state.gov/s/cpr/rls/fco/ • To search Driver’s License Offices by location; use the following link: http://www.txdps.state.tx.us/administration/driver_licensing_control/rolodex/search.asp • Post office locations: http://usps.whitepages.com/post_office • Social Security Offices: https://secure.ssa.gov/apps6z/FOLO/fo001.jsp • Harris County related Information: http://www.co.harris.tx.us/ • Library – Resource for not only books of information and recreation, but also source for IRS forms and many other government related information – such as FEMA assistance during emergencies. • Schools – Each community has its own Independent School District - http://wgisprd.tea.state.tx.us/SDL/# • UTMB Clinics are located all over the Houston-Galveston area - http://www.utmbhealth.com/oth/Page.asp?PageID=OTH000003 Office of Postdoctoral Affairs, GSBS

43. Residential Community • Harris and Galveston Counties (Mainland) Transportation • Car is needed for survival in Texas; UFCU provides the best rates and resources for buying a reliable car, new and used. • In addition to having a car, travel can be facilitated by the use of: • Vanpools - http://www.utmb.edu/commute/default.asp • Talking the shuttle from Mall of the Mainland to UTMB – http://www.islandtransit.net/newparkandrideservice.htm • Current vanpools available – http://www.utmb.edu/commute/UTMBVanPools2009.pdf • Free parking at Holliday Drive and Winnie Street (next to Walgreen’s) with shuttle service – http://www.utmb.edu/auxiliaryenterprises/ParkingFacilities/ShuttleSchedule/index.htm • Parking Information – http://www.utmb.edu/auxiliaryenterprises/ParkingFacilities/index.htm Office of Postdoctoral Affairs, GSBS

44. Residential Community • Harris and Galveston Counties (Mainland) Hurricane preparation • Season runs from June 1 to Nov 30 every year • Sign up for the UTMB First Call program, to be notified in time and during emergencies about what needs to be done • Hunker down or evacuate – depends on your location, but be prepared • Log on to http://www.hcoem.org/ for hurricane management information in your community Office of Postdoctoral Affairs, GSBS

45. Residential Community • Galveston Island Services • Driver’s License offices at: Address 6812 Broadway Galveston, TX   77554-8906, Phone: 409-740-0031 • Post office locations: 601 25th Street, Galveston, TX 77550; Phone: (409) 763-6834 5826 Broadway Blvd., Galveston, TX 77551; Phone: (409) 740-0037 • Social Security office: 4918A Seawall Blvd., Galveston, TX 77551; Phone: 1-800-772-1213 • Galveston County related Information: http://www.co.galveston.tx.us/ • Rosenberg Library: http://www.rosenberg-library.org/ 2310 Sealy Street, Galveston, TX  77550-2220; Phone: (409) 763-8854 • Galveston Independent School District: http://www.gisd.org/gisd/site/default.asp • UTMB Clinics are located all over the Houston-Galveston area - http://www.utmbhealth.com/oth/Page.asp?PageID=OTH000003 Office of Postdoctoral Affairs, GSBS

46. Residential Community • Galveston Island Transportation • Car is needed for survival in Texas; UFCU provides the best rates and resources for buying a reliable car, new and used. • Without a car, travel on the island can be facilitated by the use of: • Taxicab: Four companies – Busy Bee, (409) 762-8429; Jeff's Cabs & Shuttle Service, (409) 621-5222; Tropical Taxi, (409) 621-4000; and Yellow Cab Company, (409) 763-3333. • Bus: Island Transit – http://www.islandtransit.net/main.htm. For employees with badges or with clinic confirmation, link to: http://intranet.utmb.edu/transit/ • Campus parking: http://www.utmb.edu/AuxiliaryEnterprises/ParkingFacilities/index.htm • Free parking at Holliday Drive and Winnie Street (next to Walgreen’s) with shuttle service: http://www.utmb.edu/auxiliaryenterprises/ParkingFacilities/ShuttleSchedule/index.htm Office of Postdoctoral Affairs, GSBS

47. Residential Community • Galveston Island Hurricane preparation • Season runs from June 1 to Nov 30 every year • Sign up for the UTMB First Call program, to be notified in time and during emergencies about what needs to be done • Follow your department’s emergency plan. • Create a family emergency plan: http://www.utmb.edu/emergency_plan/FamilyHurricaneInformaiton.htm. • For additional guidance, link to: http://www.cityofgalveston.org/documents/townhall%20mtng%20hand%20outs%205%2010.pdf Office of Postdoctoral Affairs, GSBS

48. Office of Postdoctoral Affairs Purpose and services Career development Guidance Policy questions Postdoc Sourcebook: http://gsbs.utmb.edu/postdocs/current/docs/PostdocSourcebook.pdf Other Advocate for postdocs Office of Postdoctoral Affairs, GSBS

49. Office of Postdoctoral Affairs • Joanna (Jo) Bremer, director • Office: 3.316E Levin Hall • Phone: 409-772-2684 • Email: jobremer@utmb.edu • URL: http://gsbs.utmb.edu/postdocs/ Office of Postdoctoral Affairs, GSBS

50. Questions? Office of Postdoctoral Affairs, GSBS