In preparation for the Spring 2021 academic term and out of an abundance of caution, the first two weeks of the spring term will be conducted virtually. Starting January 21st (subject to change), courses may be held using the current hybrid approach of face-to-face and/or online teaching methods. Face-to-face classes should continue to adhere to room capacity requirements to allow for social distancing. For individuals with concerns attending class face-to-face, accommodations should be made with course directors to allow for attendance virtually. For questions or concerns, please contact any of the GSBS deans.

For students who need to meet with research mentors, currently have scheduled research meetings or defenses, we are utilizing social distancing strategies. For research meetings, off campus committee members will need to join the meeting using Skype or can be emailed copies of slides/data before the meeting and then join the meeting by phone. On campus members can attend meetings in person, by Skype or by phone. Thesis or dissertation defenses will utilize the same methods mentioned above. Required documentation related to defense meetings can be mailed to GSBS. In regards to public defenses, please contact Dr. Joan Nichols (jnichols@utmb.edu) to discuss options.

There have been questions as to the status of graduate students as part of UTMB’s response to COVID-19. Graduate students are critical to research operations and with graduate assistantships will be classified as essential employees and available to work in research laboratories. Our primary concern will be to keep our students safe. We will recommend that students be on campus only to complete their work and then return home to continue their work. Some students may be able to pursue their research remotely and this would be ideal.

Please consult with your mentors for plans for experiments, ordering sufficient supplies, work that can be done from home, communications, etc. Members of the GSBS are in a unique position during this pandemic as many of our faculty and trainees are directly involved in research for COVID-19 response. Your course directors should be in communication with you regarding plans for virtual classes.

It is extremely important that we maintain a safe environment for all who come to our campus. As the holiday break draws near, I want to make everyone aware of additional measures we will be taking to help reduce the risk of COVID-19 spread upon your return to campus or clinical activities.

Following the break, we will require that all students be tested for COVID-19 no more than five days before their first scheduled activity either on campus or at UTMB clinical sites. At this time, we are coordinating details to provide testing for students at UTMB sites. We will also provide guidelines for those who wish to have testing done at another location. This information will be forthcoming in an email later this week. Students whose programs are 100 percent online will be exempt this requirement.

In addition to our ongoing practices of hand-washing, social distancing, and masking, testing is a measure that will help keep our campus safe. As an academic health science center, part of our mission is helping keep people safe from disease. We must set the example for our community for adherence to good public health practices. As you know, COVID-19 cases are at an all-time high; that trend unfortunately is expected to continue over the holidays. Everyone should behave as safely as possible and follow the guidelines provided by the Centers for Disease Control to reduce your risk of catching COVID-19 and spreading it to others.

I appreciate your cooperation on this matter. We will share additional details as soon as they are available.

Above all, the health and safety of our campus is our priority. Please follow recommended guidelines to help prevent the spread of illness. You may view the CDC’s recommended precautions at https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html. Sanitize frequently touched items (e.g. laptops, desktops, car keys, etc.). Social distancing (avoiding large crowds, maintaining 6 feet of distance, etc.) may also help limit the spread of the virus.

As a reminder, if you are sick, please stay home. Faculty, if your students are sick (with any illness), please tell them to stay home. If you are experiencing flu-like symptoms, listed below are UTMB sites designated for evaluation. Please call in advance of your arrival at the clinic. Phone numbers and addresses are available via the following link: https://www.utmb.edu/covid-19/patients.

• UTMB Island West;
• UTMB Urgent Care in Galveston;
• UTMB Texas City Urgent Care Clinic;
• UTMB Hwy 3 Pediatric and Adult Primary Care;
• UTMB Angleton Danbury Clinic; and
• UTMB Angleton Danbury Pediatric and Adult Primary Care

For telecommuting, information about logging into VPN and the required two-factor authentication is available at https://www.utmb.edu/is/divisions/operations/vpn-setup. The UTMB Help Desk may be contacted 24/7 at the below phone numbers to troubleshoot technical issues:

• From On-campus: (409) 772-5200
• From Galveston Area: (409) 772-5200
• From 281 Area Code: (281) 554-1577
• From All Other Areas: (888) 898-2401

Information about using Skype for videoconferencing is available at https://www.utmb.edu/sfb/. Those using UTMB equipment for telecommuting should ensure that you coordinate with your department administration and complete any necessary loan agreement forms.

The application and admissions process for GSBS students entering in the fall term will continue, complying with University policies for maintaining safety of faculty and staff. Applications to the GSBS will continue to be evaluated, and request for admission packets will be handled as they have been. However, GSBS staff will be working remotely, so application packets will need to be sent to Laura Teed (lcteed@utmb.edu) electronically.

Following University policy, please do NOT invite any recruits on to campus, either for interviews or for visits after they have accepted an offer for admission. We will work with HR and Enrollment Services to determine if and how matriculation procedures need to be modified.

For additional information for prospective students, please visit https://www.utmb.edu/gsbs/prospective-students/ps-home.

The Graduate School will be transitioning office support services for our faculty and trainees to a virtual format as of Monday, March 16^th until further notice. Please be assured that our staff remain ready to assist you during standard business hours: Monday through Friday, 8:00 am-5:00 pm. Provided below is a listing of phone and email contacts where staff members may be reached. A full listing of GSBS contacts which includes program directors and coordinators is attached.

Contact information for GSBS leadership is provided below:

The Graduate School is committed to our faculty and trainees and if you have any questions or concerns during this time, please do not hesitate to contact any of our leadership or staff. We will work together so that educational activities and research continue as best as possible while ensuring that our students, staff, and faculty are safe. Take care of yourselves and should you have any questions or concerns, please do not hesitate to contact us.