Rebuilding, Recovering, Renewing

UPDATE: Administrative Leave – Weather (ALW) EXTENDED through Jan. 2!

As of Dec. 11, 2008, ALW has been extended through January 2, 2009. ALW applies to employees who are available to work but whose usual work site is not yet operational and who cannot perform their duties at an alternative location or via telecommuting (as determined by each area’s business unit leader). Employees qualifying for ALW will receive 100 percent of their salary (40 hours/week maximum) for each week through Jan. 2. Click here for more details

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Ike Recovery Initiative web site now available

The new Ike Recovery Initiative web site is now available online. This web site is designed to aid in a full recovery effort by providing a user-friendly interface where all information related to Ike (damages, hours worked, processing replacement orders in system, etc.) can be accessed and or gathered. The site is available to all employees. As a reminder, the Ike Damage Report form must be completed and submitted to document any damages by November 21st. Additionally, replacement items may not be purchased until the process for doing so has been finalized and communicated. Questions may be directed to the Ike Hotline at 747-1IKE (1453) or e-mail UTMB.FEMA@utmb.edu. The deadline for submitting both the Ike Damage Report and the Description of Duties worked during emergency status form is Nov. 21, 2008

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Restricted access to Rebecca Sealy limited to retrieval of items

For the safety of all employees, access to Rebecca Sealy has now been restricted due to the unavailability of some building systems. All those who were working in the building are no longer able to do so. Employees who need access to retrieve files and other items must get approval from David Ketchens, director, Facilities Operations. Those granted access will meet a FOAM representative promptly at 1 p.m. on the requested day at the Rebecca Sealy north loading dock.

As many as three groups of employees at a time will be escorted into the building to a specific area and back, Monday through Friday, from 1 – 2 p.m. As one group leaves, another group will be led into the building. Those not allowed in by the 2 p.m. deadline each day will have first preference to enter the following day.

To request access, send an e-mail to Barbara Shak at bashak@utmb.edu with your name, department, floor, purpose for entering the building, names of all those needing access, contact number and dates access is needed. The information received will be forwarded to the campus police. They will only contact those whose access request is denied. All others should arrive at the north loading dock at 1 p.m. on the dates requested.

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Campus building hours during next phase of recovery process

The campus is moving into a very serious phase of recovery. We do have much of our infrastructure back: many faculty and staff have returned to work; we are working to restore the research and academic programs to pre-Ike status; and, we are in the process of bringing some portions of the clinical enterprise back. The flip side of the coin is that some key infrastructure elements are limited and will remain so for the next few months. These include fire detection, alarm and suppression systems; normal electrical, steam and electronic security systems; emergency power; security lighting and cameras; and, data and phone systems. Given the current condition of these systems, it would be unsafe at this point to try and restore everything to the way it was before the storm.

Therefore, we want to clarify the hours of operation that we can safely and securely support at this time. We realize that this may be an inconvenience, but our priority is safeguarding both our people and our facilities.  

• Currently buildings that are deemed habitable are open Monday through Friday from 8 a.m. to 5 p.m. Please be aware that some of these buildings do not have all systems online and still require fire watch during hours of operation.

• We have received and granted some requests for exceptions to this approach, in response  to needs of specific campus events.

• Looking ahead, we plan to maintain the Monday through Friday, 8 a.m. to 5 p.m., schedule unless we have determined that fire alarm and security systems in a particular building can safely support extended hours.

• Once a building has functional fire alarm and security systems (including electronic access, where appropriate), we will still recommend that public access be limited to 8 a.m. to 5 p.m. on weekdays. However, employees who are authorized by their respective departments to have access after hours and on weekends would  be able to use electronic card swipe systems to enter the building.

• Requests for extended operating hours or access should be routed to Kim McKay (academic and support programs), David Reynolds (research activities) and David Ketchens (clinical activities). They will solicit input from both Environmental Health and Safety and University Police to determine the appropriate response.   

Thank you for your patience as we continue working to recover from Hurricane Ike.

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Updated: Post-Ike housing information

Check out the latest information on housing opportunities being offered to members of the UTMB community whose homes were damaged by the hurricane.

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Operational campus buildings open 8 a.m. – 5 p.m., Monday - Friday - Updated Oct. 31

Official public hours for all operational buildings are 8 a.m. to 5 p.m., Monday through Friday. The traditional, five-day work week will help ensure a safe working environment, allow for accelerated clean-up and address the need for increased security during this time. Plans for 4/10 work weeks that were being developed prior to Hurricane Ike are officially on hold. Thank you for your patience as UTMB continues its recovery from Hurricane Ike. Click here for a list of operational buildings.

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Administrative Leave – Weather (ALW) EXTENDED thru November 14 - FAQs Updated Oct. 27

Effective Oct. 8, 2008, ALW will continue through Nov 14th for all employees who are available to work, IF certain conditions apply including the inoperability of work facilities and work assignments not conducive to telecommuting (as determined by their Business Unit Leader). 100% (40 hrs. max) for each week from Oct 4th thru Nov 14th. Click here for more details

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Comprehensive web resource for UTMB employees now online

Recognizing that Hurricane Ike is causing uncertainty in all aspects of our employees’ lives, UTMB wants to do what it can to provide information on employment options so you can make the best decisions for yourself and your family. The UTMB Employee Help Center website offers the most up-to-date information on related resources.

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Research Help Center provides assistance to researchers

Research employees can get their research and purchasing questions answered at the new Research Help Center located in Room 111A, First Floor, Basic Sciences Auditorium. UTMB Purchasing and Fisher Scientific personnel are available at the center from 9 a.m. to 2 p.m., Monday through Thursday, to assist with replacement product orders. Visit the center to learn about Fisher’s Lab Recovery Start-up program, available to assist researchers in their recovery efforts. The program expires on Dec. 31, 2008. Special discounting is available until Dec. 31, 2008.

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New UTMB Employee Help Center opens on the mainland

HR consultants are now available to all UTMB employees to explore potential job opportunities with other employers at the new UTMB Employee Help Center on the mainland. The center is located at 20740 Gulf Freeway, Suite 80, at the intersection of IH-45 and NASA Parkway (NASA Road 1), near Burlington Coat Factory. A smaller UTMB Employee Help Center is still available on the UTMB main campus, second floor Administration Building. Please visit the web site at www.utmb.edu/utmbemployeehelpcenter for more information.

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Announcing launch of UTMB Helping Hands volunteer database

The UTMB Helping Hands volunteer database is now available for use by all UTMB employees as a way to connect those of us with extra resources with colleagues who need our help. Accessing UTMB Helping Hands is easy—just log in using your UTMB credentials, and then review current postings and/or create a post of your own.

Use the e-mail link included in each post to respond. The University of Texas Medical Branch is happy to provide information from those who wish to be of assistance to our employees during this difficult time. The content on these pages is for general information purposes only and does not constitute a recommendation, endorsement, guarantee or warranty by or from UTMB. Visit the site at www.utmb.edu/helpinghands.

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Some Research to Resume Monday

UTMB Research Administration has designated Monday, October 20, as the day many research buildings will reopen for use. Please check Buildings Open to see whether yours is ready for occupancy. For further details, see: Resume10-17

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Which campus buildings are now in use?

As the recovery process continues, more campus buildings have become operational. Please keep in mind that these buildings are operational from the second floor and above, with one exception: Currently, only Floors 4 and 5 are open in the McCullough building. Click here for a list of buildings in use.

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Dates for research buildings re-opening

Research Services has posted a list with specific information about research facilities, including status and timetables. Go to the Research Services Emergency Site and then click on "Dates for Research Building Re-Opening" for the latest up-to-date information.

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Don’t drive, take the bus

Don’t want to drive to work? Then take the bus. UTMB has a bus from the Mainland to UTMB that operates on a first-come, first-served basis Monday through Friday. The bus, which can carry 54 passengers, is available at no charge. Here is the schedule but make note of a new UTMB departure time beginning next week:

6:30 a.m. – Depart Baybrook Mall near Sears
7 a.m. – Depart Gulfway Plaza Outlet Mall in LaMarque
5:30 p.m. – Depart from the Waverley Smith Pavilion

And to better serve you, the departure time from UTMB will change to 5:15 p.m. beginning, Monday, Oct. 13

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Mail Services update

Due to limited facilities and accessible mail routes, mail is either currently being distributed to consolidated key routes or available for pick-up at the temporary Mail Services location at 1302 Mechanic. Please have your UTMB badge and route number available at time of pickup for identification and signature purposes. Mail will be distributed by “route” only. No individual mail will be distributed.

Click here for a listing of ALL mail routes and current distribution points. Please note: The distribution listing will be updated frequently as UTMB services return to normal. For additional information about Mail Services, please go to the Logistics web page.

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Employee Health Clinic

Currently located in the Administration Building Second floor, Room 2.210

At this time we are giving preventive immunizations and are NOT seeing employees for work related injuries. If you sustain a work related injury please seek treatment in the Emergency Department.

Preventive Immunizations:

• Tdap (Tetanus Diphtheria Pertussis) shots to any employee who needs a tetanus shot

• Hepatitis A will be given to UTMB employees from FOAM, Police, Animal Research Clinic, Logistics, and Research that were here during and just after the storm.

The clinic is open from 8:30 am to 12:00 pm and from 1:00 pm to 4:30 pm

Flu shots will begin soon; watch the web site for further information.

New employees will still need to complete their Employee Health visit within the first thirty days of starting work. Please come by Employee Health Clinic on the 2nd floor of Administration.

TB skin testing will resume in the next couple of weeks--watch the website for more information.

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Information Security Reminder

A reminder to all employees. As we go through our recovery effort, we need to keep information security in mind. All types of data processing and storage equipment/media have been damaged beyond repair and will need to be replaced. This equipment cannot be arbitrarily thrown away. If any damaged device has data storage capabilities that may contain sensitive information, the hard-drives, removable media and/or non-volatile memory needs to be erased or destroyed in accordance with published policies. We also ask employees to make sure all accountable items are properly removed from UTMB’s inventory prior to disposal and/or destruction.

Devices that have storage capabilities are as follows:

Desktop Computers Laptop Computers USB Flash Drives SD Memory Cards Portable Hard Drives

Blackberry’s PDA’s Floppy’s CD/DVD’s Data Backup Tapes

Please use the "Hurricane Ike Equipment Disposition Form" found on the Asset Management website instead of the standard Equipment Disposition Form in order to expedite the process. Please note that you will still need to obtain authorization signatures. If you need assistance or further information, contact Asset Management or the Information Security Administer assigned to your area. If they are not available, contact Bob Shaffer at rvshaffe@utmb.edu.