Updated January 31, 2017 1

Charles E. Schmidt College of Medicine

Employee Toolkit

Updated January 31, 2017 2

Table of Contents MISSION ....................................................................................................................................................................3

HISTORY ....................................................................................................................................................................4

CAMPUS MAP ............................................................................................................................................................5

DETAILED MAP OF COLLEGE OF MEDICINE BUILDINGS ................................................................................................6

GLOSSARY OF COMMONLY USED TERMS ....................................................................................................................7

LEADERSHIP AND ADMINISTRATIVE SUPPORT .......................................................................................................... 11

COLLEGE UNIT ORGANIZATION ................................................................................................................................. 12

ORGANIZATIONAL CHART ........................................................................................................................................ 13

EMPLOYEE TIP SHEET ............................................................................................................................................... 14

FIRST DAY OF EMPLOYMENT .................................................................................................................................... 17 • ATTEND FAU ORIENTATION ........................................................................................................................................... 17 • CHECK IN WITH DEPARTMENT OR HIRING MANAGER ........................................................................................................... 17 • FIRST DAY OF EMPLOYMENT CHECKLIST ........................................................................................................................... 17

FIRST WEEK OF EMPLOYMENT .................................................................................................................................. 18

FAQ FOR STAFF AND FACULTY .................................................................................................................................. 19

POLICIES AND PROCEDURES ..................................................................................................................................... 22 ADMINISTRATIVE POLICIES ...................................................................................................................................................... 23 LEAVE PROGRAMS ................................................................................................................................................................. 24 CHILDREN IN THE WORKPLACE................................................................................................................................................. 25 COLLEGE-WIDE COMMUNICATIONS AND ANNOUNCEMENTS ......................................................................................................... 26 COMMUNICATIONS AND MEDIA RELATIONS PROCEDURES ........................................................................................................... 27 COVERED ENTITY (HIPAA) ..................................................................................................................................................... 28 DRESS CODE ......................................................................................................................................................................... 30 FACULTY PERFORMANCE EVALUATION, FACULTY PRACTICE PLAN AND SELF INSURANCE PROGRAM .................................................... 31 FACULTY TITLE GUIDELINES ..................................................................................................................................................... 32 GRANT SUBMISSION PROCESS ................................................................................................................................................. 33 INFORMATION TECHNOLOGY POLICY AND FAQ .......................................................................................................................... 35 INJURY ON THE JOB ................................................................................................................................................................ 36 PHONE VERIFICATION FORMS .................................................................................................................................................. 37 REPORT OF OUTSIDE EMPLOYMENT FOR FAU EMPLOYEES ........................................................................................................... 38 STAFF PERFORMANCE APPRAISALS ........................................................................................................................................... 39

ADDENDUM ............................................................................................................................................................. 40 FAU GRANT FACILITATORS ..................................................................................................................................................... 41 MEDICAL EDUCATION CURRICULUM ......................................................................................................................................... 42 LIBRARY FAQ ....................................................................................................................................................................... 44 LIBRARY AND SHARE POINT ACCESS .......................................................................................................................................... 45 LOGO TIPS ........................................................................................................................................................................... 46

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Mission The mission of the Charles E. Schmidt College of Medicine is to educate physicians and scientists to meet the healthcare needs of Florida, to conduct biomedical research to advance knowledge that improves patient care, and to serve patients and communities with competence, compassion and respect.

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History Florida Atlantic University's journey to accreditation from the Liaison Committee on Medical Education (LCME) for a new, independent medical school in the Charles E. Schmidt College of Medicine began over a decade ago.

• In 1998, the Florida Legislature approved the first in a series of annual appropriations to FAU, which would total $4.4 million by fiscal year 2004-05, to build the core biomedical science program.

• In 1998, FAU also received a transformational gift of $15 million from the Schmidt Family Foundation to construct a 95,000-square-foot facility.

• In 2004, the first class of 16 students was admitted to the two-year regional medical campus program.

• In 2005, the Florida Board of Governors authorized the expansion of the regional medical campus to a four-year program.

• In 2009, leadership from FAU and Scripps Florida began informal discussions about forming a partnership. As a result of this partnership, FAU and Scripps agreed to offer a joint M.D./Ph.D. degree.

• On April 7, 2010, the Florida Board of Governors authorized FAU to award the M.D. degree. • Legislation authorizing FAU's medical education program was signed into law by the Governor

on May 15, 2010, thereby making it an independent medical school becoming only the 134th allopathic (M.D.) medical school in North America.

• On June 23, 2010, the FAU Board of Trustees officially renamed the Charles E. Schmidt College of Biomedical Science to the Charles E. Schmidt College of Medicine.

• In early February 2011, FAU's Charles E. Schmidt College of Medicine received preliminary accreditation from the LCME, the accrediting authority for all medical education programs.

• In June 2015, the College received full accreditation from the LCME.

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Campus Map

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Detailed Map of College of Medicine Buildings

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Glossary of Commonly Used Terms

AAMC Association of American Colleges

ACCME Accreditation Council for Continuing Medical Education; the main accreditation body for CME courses

ACGME The Accreditation Council for Graduate Medical Education; organization that reviews and accredits graduate medical education (residency and fellowship) programs, and the institutions that sponsor them

AMA American Medical Association AMCAS American Medical College Application Service BMS Biomedical Science Department CAPS Counseling and Psychological Services at Florida Atlantic University CDC Center for Disease Control and Prevention CIPEC Curriculum Integration and Program Evaluation Committee

CLG

Clinical Learning Group: a component of the Foundations of Medicine (FOM) course for year 1 and 2 students. These small group sessions provide a time for reflection and discussion of recent clinical experiences in their preceptors offices and with standardized patients; focus is oral case presentations, note writing, clinical reasoning, evidence based and patient centered practice, as well as integrating issues of ethics, cultural competency, geriatrics, and community advocacy.

COM College of Medicine at FAU COMCC College of Medicine Curriculum Committee EM Emergency Medicine residency ERAS Electronic Residency Application Service Faculty Refers to members of the faculty of the COM FAFSA Free Application for Federal Student Aid FAU Florida Atlantic University

FBS

Fundamentals of Biomedical Science: The course name for the integrated basic science courses in Fall semester of year 1 which includes anatomy along with other core basic science disciplines such as biochemistry, immunology, histology, etc.

FCHS Family and Community Health Sciences: One of two six-month longitudinal integrated clerkships in year three that integrates clerkships in psychiatry, obstetrics, gynecology, and pediatrics.

FERPA Family Education Rights and Privacy Act, as amended from time to time

FOM Foundations of Medicine: A three part, integrated patient-focused course that teaches students clinical skills longitudinally across years one and two.

HIV Human Immunodeficiency Virus

IQ Inquiry Cases; refers to the format of problem-based small group cases used in the COM during Year 2 courses

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GME Graduate Medical Education

ICA Institutional competency assessment: Clinical assessment of students to measure acquired proficiency in clinical skills used during competency weeks.

IM Internal Medicine residency IPFC Integrated patient-focused curriculum IMSD Integrated Medical Science Department

LCA Learning Community Advisor: A faculty member whose primary role is to monitor and support learning for students in their academic and professional performance.

LCME Liaison Committee for Medical Education: The accrediting authority for medical education programs leading to the MD degree in US and Canada.

LIC Longitudinal Integrated Clerkship: third year integrated clerkship curriculum- core teaching sessions one afternoon a week plus hospital rotations and outpatient experience

M1, M2, M3, M4 Used to describe first-year, second-year, third-year and fourth-year medical students

MCAT Medical College Admission Test

Medical Student Refers to any person who is enrolled in or seeking an MD degree from the College of Medicine

Member of the University Community

Refers to Trustees, students, faculty, staff and all visitors, contractors, and guests to the University or any of its campuses, facilities, or events.

MSS

Medical and Surgical Sciences: One of two six-month longitudinal integrated clerkships in year three that contains inpatient and outpatient experiences in Medicine, Critical Care, Surgery, Anesthesiology, Emergency Medicine, Pathology, Radiology, Geriatrics, and Palliative care

MSPE Medical Student Performance Evaluation; "Dean's Letter;" summary of student performance throughout medical school, prepared in fall of year 4 as part of the application for residency

MSPPSC Medical Student Promotions and Professional Standards Committee NIH National Institutes of Health, funds biomedical research conducted in College

Notice

Used in the context of delivering a notification to someone. Official correspondence will be sent to the student’s physical address on file with the registrar, or to the FAU email address if the student is a current student. The COM uses electronic mail to provide official information to students. Students are responsible for the content of University and COM communications sent to their FAU email account and are required to activate that account and check it regularly.

NSB Neuroscience and Behavior: Year 1 course using an integrated approach by combining lectures, problem-based learning, and anatomy laboratory.

OME Office of Medical Education OSA Office of Student Affairs

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OSCE Objective Structured Clinical Examination: A structured clinical standardized patient exam used to test clinical skills performance and competence

OSHA Occupational Health and Safety Administration

PBL/IQ Problem-based learning/Inquiry cases; small, student-directed, case-based learning groups in basic science courses in years one (PBL) and two (IQ)

PEF

Physicianship Evaluation Form; a report submitted to the Senior Dean of Student Affairs; generated when a situation raises major concerns about a medical student's character and professionalism; policy described in the student handbook

PIR

Physicianship Incident Report; a report submitted to the Senior Dean for Student Affairs; generated when a student's behavior raises some concern regarding his/her professional and ethical conduct; generally not as serious as those reported as a PEF

PT1-4

Pathophysiology and Therapeutics Courses in years 1 and 2: GI and Human Nutrition (PT1), Cardiovascular, Pulmonary, Related Hematology (PT2), Renal, Endocrine, and Reproductive Systems (PT3), Immunologic, Hematologic, Infectious Disease (PT4).

Post-Bacc The College's post-baccalaureate program

SACS

The Southern Associate of Colleges and Schools Commission on Colleges is the regional body for the accreditation of degree-granting higher education institutions in the Southern states. It serves as the common denominator of shared values and practices among the diverse institutions in Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, Texas, Virginia, and Latin America and other international sites approved by the Commission that award associate, baccalaureate, master's or doctoral degrees. The Commission also accepts applications from other international institutions of higher education

SADSAA Senior Associate Dean for Student Affairs and Admissions

S &T Synthesis and Transition: A two-week course at the beginning of year 3 that focuses on differential diagnosis, treatment decisions, and integrated simulation sessions as students prepare for their clerkships.

SCP

Science of Clinical Practice: a component of the Foundations of Medicine (FOM) course for year 1 and 2 students. These small group sessions provide a time for reflection and discussion of physicianship and doctoring topics including difficult conversations, ethics, cultural competency, geriatrics, and public health, as well as time to practice humanistic communication skills.

SCRC Student Competency Review Committee SHS Student Health Services at Florida Atlantic University

Sim Center

Simulation Center; in Research Park at FAU; equipped with mannequins that are programmed with pulses, heart beats, and pupillary changes, can breathe, bleed, blink, and excrete fluids; provides the student an opportunity to practice, prepare, and analyze all aspects of the chain of patient care and treatment

SP Standardized patient: professional patient used during OSCEs, ICAs, and clinical teaching sessions

TTR Transition to Residency: a two-week capstone course at the end of year four.

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UME Undergraduate Medical Education

USMLE

The United States Medical Licensing Examination: A multi-part examination for medical licensure; students must pass Step 1 and Step 2 (both Clinical Knowledge- Step 2 CK and Clinical Skills- Step 2 CS) to promote and graduate from medical school.

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Leadership and Administrative Support

Name Title Supported By Phone Email Executive Leadership Dr. Phillip Boiselle Dean Mari Youngman 7-4341 myoungman@health.fau.edu

Dr. Lee Learman Senior Associate Dean for Graduate Medical Education and Academic Affairs and Designated Institutional Officer

Sara Greene 7-2984 greenes@health.fau.edu

Dr. Stuart Markowitz Senior Associate Dean for Student Affairs and Admissions

Sharon Realini 7-1010 srealini@health.fau.edu

Dr. Sarah Wood Senior Associate Dean for Medical Education

Holly Labara 7-4366 hlabarca@health.fau.edu

Dr. Janet Robishaw Interim Senior Associate Dean for Research

Sara Greene Autumn Rugletic Mreczko

7-2984 7-4695

greenes@health.fau.edu arugletic@health.fau.edu

Bill Donelan Chief Business Officer Jenny Govender 7-4548 jgovende@health.fau.edu MK Morales Interim Director of

Development Sara Greene 7-2984 greenes@health.fau.edu

Chair Leadership Dr. Janet Robishaw Chair, Dept of Biomedical

Science Sara Greene 7-2984 greenes@health.fau.edu

Dr. Thomas Genuit Chair, Dept of Surgery Hillary Cohen 7-2216 hdcohen@health.fau.edu Dr. Joseph Ouslander Chair, Dept of Integrated

Medical Science Catie Gouchenour 7-0123 cgouchen@health.fau.edu

Other Leadership Dr. James Galvin Associate Dean for Clinical

Research Autumn Rugletic Mreczko 7-4695 arugletic@health.fau.edu

Dr. Julie Servoss Associate Dean for Diversity and Inclusion

Barbara Locastro-Garofalo 7-0237 blocastr@health.fau.edu

Dr. Zhongwei Li Interim Associate Dean for Faculty Affairs

Sarah Herrero 7-0914 sherrero@health.fau.edu

Dr. Jennifer Caceres Assistant Dean for Student Affairs

Annie Thomas 7-2219 athomas@health.fau.edu

Dr. Mark Di Corcia Assistant Dean for Academic Affairs

Kadeja Henry 7-4702 khenry17@health.fau.edu

Dr. Marc Kantorow Assistant Dean for Graduate Programs

Bridget Statler 7-4549 bstatler@health.fau.edu

Dr. Roger Smith Assistant Dean for Graduate Medical Education

Kim Creamer 7-4533 kcreame2@fau.edu

Dr. Joanna Drowos Associate Chair, Department of Integrated Medical Science

Stephanie Gabrielsen 7-0022 sgabrielsen@health.fau.edu

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College Unit Organization

Dept/Unit Contact Name Contact Email Contact Phone Administrative (Core) Units

Office of the Dean Mari Youngman myoungman@health.fau.edu (561) 297-4341 Admissions Monica Lopez monicalopez@health.fau.edu (561) 297-4252 Business Operations Steve Bender benders@health.fau.edu (561) 297-4814 Communications Carrie Perez perezc@health.fau.edu (561) 297-4121 Development MK Morales MK.Morales@health.fau.edu (561) 297-4253 Diversity Initiatives Nirmala Prakash nprakash@health.fau.edu (561) 297-4393 Facilities Deb Bradley dbradley@health.fau.edu (561) 297-2503 Faculty Affairs Sarah Herrero sherrero@health.fau.edu (561) 297-3938 Finance Beth Swerdloff swerdlof@health.fau.edu (561) 297-2723 Financial Aid Ellen Gomes gomese@health.fau.edu (561) 297-2591 Information Technology Wies Rafi comitgroup@health.fau.edu Laboratory Support Deb Bradley dbradley@health.fau.edu (561) 297-2503 Library Amanda Chiplock achiplock@health.fau.edu (561) 297-4103 Research Support Carrie Perez perezc@health.fau.edu (561) 297-4121 Student Affairs Joanna Duran duranj@health.fau.edu (561) 297-2097

Educational Programs and Initiatives Emergency Medicine Residency Colleen Mayer mayarc@health.fau.edu (561)737-7733

Ext. 87410 Graduate Medical Education Kim Creamer kcream2@health.fau.edu (561) 297-4533 Graduate Programs Bridget Statler bstatler@health.fau.edu (561) 297-4549 Medical Education Mavis Brown mwbrown@health.fau.edu (561) 297-0899 Internal Medicine Residency Julie Sivigny jsivigny@health.fau.edu (561) 955-5365 Outreach (K-12) Nirmala Prakash nprakash@health.fau.edu (561) 297-4393 Simulation Center Mark Goldstein mgolds17@health.fau.edu (561) 297-1374 Surgery Residency Gretchen Lynch lynchg@health.fau.edu (561) 297-4845

Academic Departments Biomedical Dept. Sara Greene greenes@health.fau.edu (561) 297-2984 Integr. Med. Sci. Dept. Catie Gouchenour cgouchen@health.fau.edu (561) 297-0123 Surgery Dept. Hillary Cohen hdcohen@health.fau.edu (561) 297-2216

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Organizational Chart

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Employee Tip Sheet Accounting Beth Swerdloff swerdlof@health.fau.edu

Address

Use proper building code for mailing address

College of Medicine 777 Glades Road BC-71 OR ME-104 OR PS-55 Room Number (XXX) Boca Raton FL 33431

Affiliate Faculty BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen sgabrielsen@health.fau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu

Budgets Beth Swerdloff swerdlof@health.fau.edu

Business Cards Order Questions on titles/formatting

Unit or Dept. Staff MedWrite

Various http://www.fau.edu/purchasing/fau_printing/bus_card.php MedWrite@health.fau.edu

Clinical Trials Questions Magda Pakocs mpakocs@health.fau.edu Computer Purchase Handled during

onboarding COMIT COMHelpDesk@health.fau.edu

Computer User Support Must put in ticket COMIT COMHelpDesk@health.fau.edu

Computer Upgrades Based on schedule of availability

COMIT http://comintranet.fau.edu/computer-upgrades/

Editing/Writing Requests

General Questions Carrie Perez perezc@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Employee Relations (FAU)

Natalie Manoogian Dave Tomanio

nmanoogian@fau.edu(561) 297-2554 tomaniod@fau.edu (561) 297-3076

Emergencies College-wide messaging Questions/Resources

Via email or FAU emergency alert FAU

http://www.fau.edu/emergency/

Envelope Order General Questions Anne Fennimore afennimo@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Expense Reporting BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen sgabrielsen@healthfau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu Faculty Affairs Questions Sarah Herrero

Debbie Roski sherrero@health.fau.edu dsalerno@health.fau.edu

Grant Accounting Questions Beth Swerdloff swerdlof@health.fau.edu

Hiring (faculty) Diane Buss dbuss@health.fau.edu Hiring (staff) Jenny Govender jgovende@health.fau.edu Keys/Access

If locked out after business Hours

Deb Bradley FAU Police Non-Emergency

COMFacilities@health.fau.edu (561) 297-3500

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Lab Access Deb Bradley COMFacilities@health.fau.edu Lab Equipment Deb Bradley COMFacilities@health.fau.edu

Letterhead General Questions Anne Fennimore afennimo@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Library Link Questions

URL Amanda Chiplock

http://www.library.fau.edu/med/ achiplock@health.fau.edu

Logos General Questions Carrie Perez perezc@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Marketing materials General Questions Carrie Perez perezc@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Newsletter content General Questions Emma Yasinski eyasinski@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Office Furniture Handled during onboarding

Deb Bradley COMFacilities@health.fau.edu

Office Supplies BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen sgabrielsen@healthfau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu

Outside Business Activity

Submitted with the signed offer letter and updated annually

Diane Buss (faculty) Jenny Govender (Staff) Form online

dbuss@health.fau.edu jgovende@health.fau.edu http://med.fau.edu/faculty/OutsideBusinessV2.pdf

OwlID

Obtain at Owl Card Office in Student Union

(561) 297-2700

Parking for events or visitors Deb Bradley COMFacilities@health.fau.edu

Pcard Ordering

Questions on purchases or limits

Finance Ed Schiff

swerdlof@health.fau.edu Schiff@fau.edu

Photographer General Questions Anne Fennimore afennimo@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Promotion and Tenure BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen

sgabrielsen@healthfau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu

Room Reservations COM 123 Other rooms

Jenny Govender (Back-up Mari Youngman) Put in ticket

jgovende@health.fau.edu or myoungman@health.fau.edu COMReservations@health.fau.edu

SharePoint (College Intranet)

Need to use FAU ID/PW URL https://sharepoint.fau.edu/com/intran

et/SitePages/Home.aspx Software Issues COMIT COMHelpDesk@health.fau.edu

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Telephone Orders (Desk/Cell)

Handled during onboarding

Deb Bradley COMFacilities@health.fau.edu

Telephone Support Deb Bradley COMFacilities@health.fau.edu

Time Keeping BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen sgabrielsen@healthfau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu

Travel Authorization BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen sgabrielsen@healthfau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu

Website Questions General Questions Emma Yasinski eyasinski@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

Weekly Announcements

General Questions Emma Yasinski eyasinski@health.fau.edu

Input work request MedWrite Ticket MedWrite@health.fau.edu

WorkDay BMS Sara Greene greenes@health.fau.edu

IMSD Stephanie Gabrielsen sgabrielsen@healthfau.edu

Surgery Hillary Cohen hdcohen@health.fau.edu

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First Day of Employment

• Attend FAU Orientation 9 a.m. to 3 p.m. Monday of your first week. You will review University basics, benefits and retirement parking and transportation, employee relations, athletics, campus recreation, customer service/child abuse and neglect video, procurement and EIC: equity, inclusion and compliance.

• Check in with department or hiring manager

• First Day of Employment Checklist

Task Contact Completed Received email address Happens during onboarding Yes

No Office Assignment/Key Hiring manager/unit administrative staff Yes

No Desk Phone/Cell Phone Debbie Bradley/unit administrative staff Yes

No Owl ID Get OwlCard at orientation Yes

No Parking Pass Get Parking Pass at orientation Yes

No Received Employee Manual and College Orientation Info

Carrie Perez/unit administrative staff Yes No

Building Tour Unit administrative staff/hiring manager Yes No

Business Cards Unit administrative staff/hiring manager Yes No

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First Week of Employment For faculty and staff:

• Your FAU ID (email address) will be ‘converted” from @fau.edu to @health.fau.edu to comply with HIPAA.

• Review the College SharePoint located here. This site contains policy documents, templates and other information helpful as you start your new job.

• Review College of Medicine policy on the College as a “covered entity.” You will need to enroll in online HIPAA training. Review Information Technology policies here. See Page 28 in this manual about details on how to comply with Covered Entity policy.

For staff, during your first week:

• Review your position description with your supervisor • Discuss performance standards and expectations for your position • Discuss departmental goals and objectives • Inquire about your department’s policies and procedures regarding:

o Work Hours - employee’s work hours are Monday to Friday from 8am to 5pm with one hour for lunch, unless an alternative schedule is approved by the supervisor

o Breaks/Lunch o Annual and sick leave requests o Holidays o Timesheets

For faculty, you will also attend departmental and faculty orientations where you will learn about:

• Promotion and Tenure Procedures • Faculty Evaluations • Faculty mentoring and training

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FAQ for Staff and Faculty How do I find out about benefits? FAU reviews benefits during University orientation the first day of employment. Link here to more info. How do I get an FAU ID/OwlCard? All Faculty and Staff are required to obtain an OWL Card. It serves as your official photo identification and provides card access to the building after hours, as well serving as your Library Card. To obtain your OWL Card, visit the OWL Card Center. Bring a photo ID, either your driver's license, military ID or passport and your employment contract (letter of offer or Personnel Action Form). How do I get a parking pass? FAU reviews parking information during University orientation the first day of employment. Link here to more info. Where can I get lunch? There is a Subway in the Stadium across from our building, as well as quick fare available in the Breezeway. The FAU Faculty Club is open during school year. How do I access library services? See addendum for more details.

Off-campus: https://login.ezproxy.fau.edu/login. Using FAU ID or Owl Card number and your pin number (birthdate).

On-campus: The majority of on-campus resource access is via IP authentication. There are a few resources with some restricted access that may require you to log in with your FAU NetID and password OR your OWL card and pin.

Does the College have water coolers/coffee service? No. But there are coffee shops on campus and nearby on Glades Road. Do we have guest parking? Yes. There are guest spots in Lot 4. Do we have fridges/microwaves to use? Yes, they are located in the lunchrooms in all College buildings. How do I reserve a room for a meeting? To reserve the Conference Room 123 or the COM Lobby please contact Jenny Govender at jgovende@health.fau.edu. To reserve all other rooms (Gelb Auditorium, 128, 130 214, 314, 211, 311) please email COMReservations@health.fau.edu Please be sure to provide the following details when making the room reservation request. Room Location of the event: Title/ Description of the event: Your full name: Contact phone & Email Address: Date/Dates of Event: Number of Attendees: Start time: End time: IT assistance: Y/N Repeat this reservation:

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What is the Report on Outside Activity? On an annual basis and prior to beginning any outside employment or professional activities, all employees, including OPS/temporary employees, who engage in any outside employment or professional activities must submit and sign a Report of Outside Employment or Professional Activity for FAU Employees form. If the outside employment/activity involves an entity or agency doing business with or proposing to do business with the University at the time this form is completed, the employee must also attach a Report of Specified Interest form. Additional information may be accessed via http://www.fau.edu/hr/files/Outside_Activity_Form_Explanation.pdf. This reporting is a continuing requirement of the State of Florida. An employee’s failure to report outside activities, and/or follow any conditions imposed pursuant to the University’s approval of such activities, is grounds for disciplinary action. All chairs must provide a signed copy of the Department Attestation Form for Outside Employment or Professional Activity when submitting the Report of Outside Employment or Professional Activity for FAU Employees form on behalf of faculty members to the Dean for signature. How do I pick up my mail? Mailboxes are located on the first-floor of the College. You need your Owl card to access the room. What is WorkDay? Work Day is FAU’s human resource management and accounting system. The link below refers to all the available job aids provided to assist you in executing tasks in WorkDay. http://www.fau.edu/workday/ How do I get IT Support? Put in a “ticket” using the email address COMHelpDesk@health.fau.edu How do I get the Web site updated? The Web site is maintained by the College’s communications team “MedWrite” and uses the College’s IT ticketing system to track updates: COMHelpDesk@health.fau.edu How do I get business cards? Contact your unit’s administrative support. How do I order promotional items like pens for an event? See Promotional Items FAQ. My office is cold/hot. What do I do? Email Deb Bradley, who handles facilities issues. What are the official university holidays? The following holidays are typically observed by the University: New Year’s Day, MLK Jr. Day, memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving, Christmas Eve and Christmas Day. How do I request time off? A Leave Request must be completed in Workday whenever any employee plans to use leave time. Leave must be approved by the supervisor in advance of taking the leave, except in cases of an unexpected emergency.

Injured on the Job? If you have a work-related injury or illness, you should immediately report the incident to your supervisor. Your employer will immediately report the injury to AmeriSys at (800) 455-2079.

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Where do I get the logo for my email signature? You may copy the logo image below.

Does the College have a dress code? Yes. See Page 30 here for details.

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Policies and Procedures The College’s Employee Toolkit provides a brief summary of some of the important policies found in the College’s Administrative Policies that faculty and staff should be aware of:

• Dress Code for faculty and staff • Injury on the Job • Leave Programs • Report of Outside Employment for FAU Employees • Media Relations • Children in the Workplace • Staff Performance Appraisals and Faculty Performance Evaluations

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Administrative Policies

The Charles E. Schmidt College of Medicine Administrative Policies should serve as a reference and guide to administrative matters for Faculty, Administrative, Managerial and Professional (AMP), and Support Staff (SP) employees of the College. The provisions of these policies are subject to all applicable Federal and Florida laws and University Regulations. All University policies apply to COM employees unless specifically addressed in these College Administrative Policies. http://med.fau.edu/pdfs/CES_COM_Administrative_Policies.pdf

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Leave Programs Annual Leave Annual leave is accrued only by full-time employees with 12-month appointments. Part-time faculty with 12-month appointments earn annual leave at a rate directly proportionate to the percent of time employed. Accrual per Pay Period Year End Maximum Payout Faculty 6.77 hours 352 hours* 22 days *Year-end maximum hour carry over for faculty per FAU Personnel Policies. Full-time faculty holding 12-month appointments earn 6.77 hours biweekly of annual leave per year. Employees may continue to accrue annual leave in excess of the year end maximum during a calendar year. Employees with accrued annual leave in excess of the year end maximum as of December 31 shall have any excess converted to sick leave on an hour-for-hour basis in the first pay period of January of each year. Faculty annual leave may not be paid out at the termination of the employment in excess of 22 days. Individuals are expected to use annual leave where appropriate as noted in the Florida Atlantic University Academic Affairs Faculty Handbook. A Leave Request Form must be completed whenever any employee plans to use annual leave. When faculty and staff are away on personal business, a Leave Request Form should be filled out to report the use of annual leave. All Leave Request Forms must be submitted and approved by the Department Chair. When leave is related with other employment, a Report of Outside Employment or Professional Activities for FAU Employees must be on file. Sick Leave

• Support Personnel (SP), Administrative/Managerial Personnel (AMP), Faculty (12-month, full-time faculty only) accrue 4 hours bi-weekly (13 days per year).

Authorized for:

• The employee’s personal illness, injury or doctor’s appointment • The illness, injury, or doctor’s appointment of a member of the immediate family • Immediate Family = spouse, qualified domestic partner, child, stepchild, foster child, • parent, stepparent, grandparent, grandchild, or sibling of the employee or employee’s • spouse or qualified domestic partner • Death of an employee’s immediate family member following the use of 3-day

Bereavement Leave Annual Leave can be used if sick leave has been depleted Employees are required to notify their supervisor of any absence for illness or injury at the start of the normal workday. All other absences must be approved in advance. Personal Holiday

• Must be used in one, 8-hour shift • AMP and SP only - 1 day earned each fiscal year • Effective between July 1 through June 30 • Use it or lose it

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Children in the Workplace While children may be brought to the workplace for brief visits, it must be recognized that it is not appropriate to bring children to work, or class, as a substitute for making arrangements for regular child care while at work, or in class. As an employer, however, the University cannot permit employees or students to provide child care at the work site, office, lab or classroom. Work space is not designed with the safety of children in mind. Employees and supervisors must consider issues of safety, confidentiality, disruption of operations and services, disruption of other employees and students, appropriateness, and the liability posed by children in the workplace. For additional information, please refer to the Children in the Workplace Policy.

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College-wide Communications and Announcements Sent to faculty and staff by Interim Dean Dr. Ross on April 13, 2016 In order to maintain editorial standards, comply with University branding policy and be consistent with our mission and message, the College will now route College-wide communications and announcements through its communications team, MedWrite, headed by Carrie Perez. MedWrite will work with the Dean and leadership to review requests before they are disseminated. The types of messages would be news of new programs or initiatives, grants, retirements, promotions, new hires, etc. Many of these messages will be included in a new “Weekly Announcements” email that will be distributed every Wednesday morning. Others will be featured in the monthly newsletter. Urgent requests will be given the highest priority review. We want to ensure the messaging gets reviewed by leadership before distribution. The communications review will ensure the language is consistent with other FAU and College messaging. Further, the communications review will ensure we are not distributing via email any “news” that needs to be vetted and distributed by central FAU Media Relations first. All members of the MedWrite team will have access to review announcement requests and send out announcements once approved by leadership. We want to assure that all requests will be given timely consideration and status updates will also be given in timely manner. College-wide messages of an emergency nature, such as an email phishing scheme or building safety, will continue to from our College IT and facilities personnel. However, all inquiries to distribute College-wide messaging should go to MedWrite for an editorial review and not sent to IT or facilities for distribution. We are creating an email address from which all announcements of a College-wide nature will come. You can also send requests to send out messages to all faculty and staff to the same email. Once that email is created and tested, we will distribute College-wide. In the meantime, if you have announcements to distribute to all College faculty and staff, please send directly to Carrie. You may continue to send direct communications out to your individual units. However, any newsletters or other documents that contain FAU’s or the College’s image such as a logo do need to be reviewed by the College Communications unit before distribution.

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Communications and Media Relations Procedures MedWrite is the College’s communications and research support team. If you have any questions on any item below, please contact Carrie Perez, Director of Academic and Research Support, (561) 297-4121 (office), (954) 483-7578 (cell) or perezc@health.fau.edu. To learn more about the team and what they do, visit here. Business cards Business cards must be ordered through FAU Purchasing. Please do not print out on desktop printers. Email Signatures College logos are allowed in email signatures. Please email medwrite@health.fau.edu to acquire proper logo. Creative Services does not need to review use of logo in email signature. Letterhead FAU Creative Services has two approved letterhead templates. They contain the FAU logo only and we are not allowed to substitute College logo. They are here. Logo Usage/Review FAU Creative Services reviews all uses of College and University logos in printed and electronic items such as save the dates, invitations, ads, signs, and programs. If you need a logo, email MedWrite. Photography/Video Requests Photography and video requests are coordinated through MedWrite or email medwrite@health.fau.edu. The University has a Photo/Video Release Form for students and others (minors must have guardians sign the form). Poster Templates MedWrite has an approved scientific poster template here. Creative Services reviews all posters before printing. See poster printing guidelines here. Power Point talk templates MedWrite has approved talk templates here. Talks do not need to be reviewed by Creative Services. Press and News Media Relations FAU Media Relations handles all queries from the news media. If you are contacted by a member of the media, please email Carrie or call (561) 297-4121. Carrie will reach out to FAU Media Relations. Printed or electronic material development With appropriate lead time, FAU’s Creative Services will design brochures, flyers, invitations and other promotional materials for our College. These projects must also be coordinated through MedWrite. Creative Services needs at least 3 weeks for most product development. For questions on procedures, go here. Promotional Items Ordering College unit staff may order specialty items (pens, mugs, t-shirts) directly from approved FAU vendors who have already been approved by FAU Creative Services and FAU Office of Trademarks

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and Licensing. Vendor listing is here http://www.fau.edu/branding/licensees.php. See Promotional ordering guidelines here.

Covered Entity (HIPAA) Background As of January 2015, the Florida Atlantic University Board of Trustees elected to be treated as a Hybrid Entity (i.e., a single legal entity that is a Covered Entity with business activities that include both Covered and non-Covered Functions). As a result, the following health care components of FAU are considered Covered Components:

1. The Charles E. Schmidt College of Medicine 2. The Christine E. Lynn College of Nursing (including the FAU Community Health Center (CHC)

and the Louis and Anne Green Memory and Wellness Center (MWC)); and 3. FAU Student Health Services (SHS) and Pharmacy.

Where to go for HIPAA training To access the training course, please follow these instructions:

1. Go to the FAU webpage. 2. Click on “Faculty & Staff”. 3. Select “Blackboard Login”. 4. Login to Blackboard with your FAU NetID. 5. In the middle of your screen, select “HIPAA Training and Information” under “My

Organizations”. 6. Click on “HIPAA Training” in the left-hand column. 7. Proceed through the modules and complete the integrated tests as soon as possible after your

start date. You may retake the integrated tests if necessary after further review of the training material. If you run into a message about a pop-up blocker, please see “Common Issues” at the end of this email.

8. When you complete your tests, be sure to save a copy of your completion results. You can do this by either:

a. Taking a screenshot of the “Course Test Results” Screen and saving it to your computer, OR

b. Clicking on “Completion Status” and clicking “Print Report” to print a report of your passing grade.

NOTE: The HIPAA Privacy Rule module has two exams. Please make sure to save a copy of the completion result of both exams.

9. Click on “Training Course Grades” on the far left column in Blackboard to ensure that your score was recorded appropriately. If your scores do not show up, and you have taken the exams already, please contact security@fau.edu for further assistance.

Who are “workforce members”? A covered entity's workforce is defined as its employees, volunteers, trainees, and other persons whose conduct, in the performance of work for the covered entity, is under the direct control of such

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entity. This applies to all paid faculty and staff and is not based upon your individual exposure to protected health information (PHI) or research which involves human subjects. As an employee of the College of Medicine, you are automatically defined as a workforce member. The training currently excludes our community affiliates and partners. Why do we need this training? Training creates an important opportunity for FAU to convey its organizational values, including its commitment to ethical and legal conduct, as well as to help ensure compliance with various HIPAA privacy and security rules and standards. Both role and job-based training provide individuals who may/will come in extensive contact with protected health information (PHI) the appropriate resources and training to carry out their duties and responsibilities (e.g., how to handle and use PHI, as well as to understand the principles of administrative, physical and technical safeguards to protect PHI). All members of FAU’s Workforce in the Covered Components and other areas as identified by Human Resources, including faculty, staff, students, and volunteers, are required to complete appropriate training modules during the onboarding process and annually thereafter. Exclusions to this training are not granted on the basis of user’s perceived access or exposure to PHI or sensitive data. You are receiving this training request because you have been identified by your management as falling within its scope. Technical Assistance If you need any technical assistance with launching or navigating through the two training modules, please contact the FAU helpdesk at http://helpdesk.fau.edu or (561) 297-3999.

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Dress Code As representatives of the College, administrative staff and faculty members who have contact with medical students, patients and the public are expected to dress in a manner consistent with a professional atmosphere and the Professional Dress Guidelines in the College of Medicine Student Handbook. There are important visitors to the College on a daily basis whose impressions will be formed, in part, by the appearance of those who represent the institution. In addition to these basic guidelines, operational needs may require appropriate dress, taking into consideration the safety and business function of the area. The dress code is enforced by the Department Chairs and/or the appropriate supervisor. Professional Attire

Women: • Medium length skirts/dresses • Slits should be modest and in good taste • Denim dresses and skirts are permissible • Tailored slacks • Open-toe shoes are acceptable as long as they are appropriate for the workplace

Men • Tailored slacks with belt and dress shirt with collar. A necktie is strongly encouraged.

Prohibited Items

• Tight, sheer or revealing clothing • Tank tops or spaghetti strap tops without another shirt, sweater or jackets worn over it • Midriff tops or off-the shoulder blouses, sweaters or dresses • Shirts or tops with plunging necklines • Jeans or Shorts • Exercise or workout clothing, including sweatpants, spandex or leggings • Clothing with commercial logos, slogans or other art or designs that might be offensive to • others • Flip-flops, thong sandals or beach shoes • Any attire that could be perceived as sexually provocative to a reasonable person

Exceptions Jeans and athletic shoes may be worn on certain days for moving or doing “dirty work,” including “Casual Fridays” if you wear your College golf shirt. IT and mailroom employees are excluded from the professional attire requirement and may dress in casual dress clothing. Scrubs Scrubs may be worn ONLY in laboratory or surgical settings, consistent with the medical student dress code policy. Laboratory Attire Guidelines for laboratory attire require consideration for personal safety. All Federal and Florida laws and University safety regulations shall be followed. Open shoes are prohibited during laboratory activities. Bracelets that “dangle” and long sleeves with loose ends are not recommended.

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Faculty Performance Evaluation, Faculty Practice Plan and Self Insurance Program The following will be covered at the faculty or departmental orientations:

• Performance appraisals • Faculty Practice Plan • Self-Insurance program

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Faculty Title Guidelines Distributed to faculty and staff on June 20, 2016 Dear Colleagues, As we continue to work on branding our College through marketing our research and education programs, I wanted to address a very basic but vital component of our communications efforts: our titles. The Dean's office has been working on getting our personnel data in WorkDay to reflect approved titles for faculty and staff. We want to have a clear, concise and consistent use of titles in all documents. This includes titles on the web site directory, on business cards, marketing materials or other printed matter like event programs, letters and all official correspondence. As part of this process, we would like to clarify that there are important distinctions between titles and roles. For the purposes of this discussion, only "rank" titles should be used in ALL situations cited above, i.e., assistant professor of clinical biomedical science. The only additional titles that will be used in the cited purposes are "decanal" or "chair" or "program director" (for residencies) titles, i.e. assistant dean for graduate programs, etc. Roles such as course directors, clerkship directors and associate program directors may be used in the narrative/biography sections of the web site and in email signatures. These roles should not be used in the web site directory, or on business cards or other materials. These "roles" to be used must be consistent with what is specified in a faculty member's assignment of responsibility (AOR). The Dean's office is in the process of reconciling the WorkDay data and we have to have the web site directory aligned with this data by July 1. As your designated role in your AOR changes, so should your signature block. In the meantime, please review the titles that are used on your business cards. There are only a limited number of lines in the approved template. For branding consistency, we would like to have them mirror our website. So, again, titles, not roles. Keeping business card titles consistent with what is used for the web site directory is consistent with "best practice" and limits our need to reprint them as roles change. Reprinting business cards has become an increasing College of Medicine expense and most requests have been due to role changes. Finally, desktop printing of FAU business cards is prohibited by the University and we need everyone to comply. With regard to both email signatures and business cards, please use only your FAU email address, phone, fax and web site. No personal emails or web sites should be listed on cards supplied to you by FAU.

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Grant Submission Process There are two important changes to how faculty will submit NIH grants: one involving FAU’s “Five-Day Rule” and one concerning the software used to submit grants: NIH Assist.

1) FIVE-DAY Rule: The Five-Day Rule still applies to grant submissions. All internal routing through GrantsERA and the new submission system, called NIH Assist, must be completed five business days before the sponsor deadline. However, one important change is PIs will be able to modify the science up to 48 hours prior to the sponsor deadline. See attached policy.

2) NIH ASSIST: Since Jan. 1, FAU’s internal tracking software, GrantsERA, no longer “talks” to the NIH submission system. This requires PIs to use a new system for grant submission, in addition to submitting the documents through FAU’s Grants ERA for internal routing and tracking.

NIH ASSIST FAQ What do changes to grant submission system mean? Faculty or their administrators will need to submit grant applications through the NIH Assist System AND still upload all relevant documents to FAU’s GrantsERA System, just as you did before. What is NIH Assist? NIH Assist is the NIH’s portal for grant application preparation and application. Access it here: https://public.era.nih.gov/assist What do I need? Faculty and their administrative assistants or grants manager MUST have an NIH ERA Commons ID in order to use the system. Admins can upload grant applications on behalf of PIs, but they must have their own NIH ERA Commons ID. Do I still need to upload to FAU’s Grants ERA? Yes. FAU uses GrantsERA for internal tracking, documenting and reporting. The Grant will be “signed off” on using GrantsERA within the College and within Sponsored Programs. That doesn’t change. What should I do first: the NIH Assist or GrantsERA? We recommend you start your NIH Assist application first. You will fill in all budget fields and upload all supporting documentation into the NIH Assist site. The fields will be similar to those you filled in on GrantsERA. If I am submitting to another federal agency, do I need to use NIH Assist? No. NIH Assist is only for NIH grants. Other agencies are accepting applications through Grants.gov or their specific portals. If I am submitting to another sponsor, do I still need to use FAU’s Grants ERA? Yes. Faculty must use GrantsERA for ALL grant submissions as it is the university’s internal tracking and approval system. Does the “five-day rule” still apply? Yes. Faculty will need to have grants fully uploaded within NIH Assist and have it uploaded and routed for approval within GrantsERA five days before the sponsor deadline. Sponsored Programs will begin its review only after the grant has routed for approval through GrantsERA. Does the science portion of my grant need to be complete before I begin routing? No, important new change with policy. The science portion submitted as part of routing can be a draft (please write “draft” on the document). The final version of the science portion of the grant must be

Updated January 31, 2017 34

emailed to the PCA no later than 48 hours prior to the sponsor’s deadline date. The PCA will upload it into GrantsERA. What’s locked and what’s not? In order to start routing, you need to start abstract and key personnel. While you can’t change key personnel (because it affects budget), you can change the abstract. Faculty may begin routing process with a draft of the “science” (See policy). What does Sponsored Programs review? Sponsored Programs reviews the application in both systems: NIH Assist and GrantsERA. The application cannot be sent to the NIH without review/approval by Sponsored Programs, just like before. SUGGESTED TIMELINE: BEGIN NIH ASSIST UPLOAD ABOUT 10 DAYS BEFORE DEADLINE BEGIN GrantsERA UPLOAD ABOUT 7 DAYS BEFORE DEADLINE BEGIN GrantsERA ROUTING OBTAIN GrantsERA COLLEGE-LEVEL APPROVAL ROUTE TO SPONSORED PROGRAMS SPONSOR DEADLINE NOTE: PIs CAN STILL REVIEW SCIENCE, BUT SPONSORED PROGRAMS WILL “LOCK” THE BUDGET PART OF THE APPLICATION AND PREVENT FURTHER EDITS ONCE ITS REVIEW HAS BEGUN. What if I have questions or need help? Contact Sponsored Programs here or Carrie Perez here.

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Information Technology Policy and FAQ All FAU College of Medicine workforce members (including faculty, staff, students, residents, temporary, volunteers, and other persons who perform work for FAU College of Medicine) who are granted access to FAU-issued computing and technology resources (desktops, laptops, tablets, mobile phones, printers, etc.), application systems or access to the FAU network must adhere to the requirements described in the Information and Data Security Policies manual. The manual details the mandatory standards and policies enforced by FAU and the COM IT Office to protect information systems and assets from internal and external threats. The privilege of using the computing and technology resources provided by FAU is not transferable or extendible by faculty or staff to people or groups outside of FAU and terminates when a workforce member is no longer employed or associated with the College of Medicine. If you require support and assistance with any IT issues, please let the COM IT office know ahead of time via email at comhelpdesk@health.fau.edu or visit www.fau.edu/helpdesk to submit a ticket. Below is a reminder of the guidelines when contacting COM IT with support requests. Ticket Guidelines

• Subject Should Clearly Describe the Problem or Request. We sometimes see tickets with a subject of “help”, “problem”, “urgent” or the email is just forwarded to the help system with an unrelated subject. This adds another step in us having to read through the message, change the subject, and assign it to the appropriate queue. A small effort on your part will save us a bit of time and allow us to respond quicker.

• Always Reply to the Ticket. When following up on an issue with us, please reply to the ticket in your email inbox (rather than sending a new email). This will guarantee that the reply gets appended to the ticket on our end. This way, we have a trail/history of the problem and solution. Also, replying to a “resolved” ticket will re-open the ticket and notify the owner that you still have questions on that issue.

• Avoid Directed Emails. Please send the emails to comhelpdesk@health.fau.edu rather than to any of us directly. Often, the person you direct it to is already working on some other issues (or perhaps out of the office) and this prevents the others (who are available) to be able to handle your issue right away. When you email the Help Desk, the entire staff receives it at the same time. If someone is out, someone else will read it. We monitor the mailbox at all times so a resource can be assigned to a Help Request.

• Avoid Hallway Requests. Please try to avoid making a request “in the hallway” as we are passing by you (as 99% of the time we are working on another ticket). Submit the ticket formally through the established process so that it is not lost in the queue.

• OIT Help Desk for Banner, Blackboard and Account/Password Issues. Please note that the OIT helpdesk at (561) 297-3999 is available for questions related Banner, Blackboard and Account Password resets. However, for most of your IT requests, please submit a ticket with us if you are unsure, and we will tell you if you need to contact OIT.

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Injury on the Job The Division of Risk Management has partnered with AmeriSys to provide medical case management for State of Florida employees and volunteers who have a work related injury or illness. If you have a work-related injury or illness, you should immediately report the incident to your supervisor. Your employer will immediately report the injury to AmeriSys at (800) 455-2079. The Supervisor’s responsibilities following an on-the-job injury or illness:

• In the case of a medical emergency, call 911 and then immediately contact AmeriSys at (800) -455-2079 to report the claim, the location code is 0202.

• If the injury is not an emergency, the supervisor should immediately report the claim to AmeriSys. Whenever possible, please have the injured employee present with the supervisor when the claim is reported. The triage nurse will then be better able to assess medical needs and arrange for immediate medical treatment.

• Questions regarding work place injuries and Workers’ Compensation may be directed to the Department of Human Resources, Employee Relations, tel: (561) 297-0319, fax: (561) 297-4220

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Phone Verification Forms Phones should only be used for business calls. In the event you need to use for a personal call, you will need to reimburse FAU at month-end when your call verification worksheet is turned in. Once a month, usually around the 21st, you will receive an email like the one listed below with your billing summary as an attachment. Review the charges and either complete the Verification Form (attached) and (if necessary) use the link for the bill payment form for personal calls. Verification form should be turned into your department representative in a timely fashion. Example of email:

The FAU Telephone Extension Detail report has been replaced with the new VeraSMART Call Accounting Personnel Usage report.

Attached is your XXXX 201X Personnel Usage report for wired and wireless devices. On a monthly basis, all users must complete a verification form after reviewing their bills for accuracy. In order to comply with audit requirements, reimbursement must be made for all personal calls made from wired telephone(s), and for personal usage that exceeds wireless plan(s).

Link: Telephone and Wireless Usage Verification form: http://www.fau.edu/oit/phone/verification-form.pdf

Link: Telephone Bill Payment to make reimbursement for personal phone calls: http://controller.fau.edu/telephone/

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Report of Outside Employment for FAU Employees On an annual basis and prior to beginning any outside employment or professional activities, all employees, including OPS/temporary employees, who engage in any outside employment or professional activities must submit and sign a Report of Outside Employment or Professional Activity for FAU Employees form. If the outside employment/activity involves an entity or agency doing business with or proposing to do business with the University at the time this form is completed, the employee must also attach a Report of Specified Interest form. Additional information may be accessed via http://www.fau.edu/hr/files/Outside_Activity_Form_Explanation.pdf. This reporting is a continuing requirement of the State of Florida. An employee’s failure to report outside activities, and/or follow any conditions imposed pursuant to the University’s approval of such activities, is grounds for disciplinary action. All chairs must provide a signed copy of the Department Attestation Form for Outside Employment or Professional Activity when submitting the Report of Outside Employment or Professional Activity for FAU Employees form on behalf of faculty members to the Dean for signature. Form is here: http://med.fau.edu/faculty/OutsideBusinessV2.pdf

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Staff Performance Appraisals Performance Management is a systematic process by which Florida Atlantic University involves all of its employees as members of a team/department in improving organizational effectiveness in the accomplishment of the University’s mission and goals as outlined in the Strategic Plan. Performance appraisals are a formal, written means of evaluating AMP and SP employees and are the final step in the Performance Management process. Both AMP appraisals and SP in Supervisory Position appraisals, are completed in workday. All AMP and SP appraisals will be due at the same time for the previous fiscal year. The performance appraisal is the final step in an effective Performance Management process. It is a formal, written means of evaluating Administrative, Managerial and Professional (AMP) and Support Personnel (SP) employees. The performance appraisal is a permanent document kept in the employee’s personnel file. AMP and SP in Supervisory Position Appraisals The employee’s first annual appraisal will be due one year from his or her first day of regular employment at the University. All subsequent appraisals will be due one year from the date of the previous appraisal. After the appraisal has been completed, it is sent to Human Resources. SP Appraisals All SP employees are subject to a probationary period of six months for first time employment and will receive a probationary appraisal at the completion of their probationary period. http://www.fau.edu/hr/EmpRelations/PerfAppForm_0807.php

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Addendum

Updated January 31, 2017 41

FAU Grant Facilitators

Updated January 31, 2017 42

Medical Education Curriculum

Updated January 31, 2017 43

How to request time off in Workday

Updated January 31, 2017 44

Library FAQ

Updated January 31, 2017 45

Library and Share Point Access

Updated January 31, 2017 46

Logo Tips