For students who need to meet with research mentors, currently have scheduled research meetings or defenses, we will utilize 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. Dr. Andy McNees is working with HR to complete documentation. 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 communicating with you regarding plans for virtual classes.

The Office of the Provost is closely monitoring developments with the novel coronavirus COVID-19, working with others in UTMB leadership and the four schools to assess risks and plan accordingly. Your health and safety, along with that of our faculty, staff, patients and community, is of paramount importance.

On Friday, March 13, the guidance for students regarding the continuation of classes is as follows:

• If you are a student who is currently on spring break, your spring break is extended another week (through Friday, March 20). Please monitor the communications you will receive over the coming week, for information regarding when you may return to campus and the continuation of on-campus activities.

• If you are a student who is currently on a clinical rotation, please monitor the communications you will receive, and follow up with your school deans for further instruction.

We will continue to share updates on the UTMB COVID-19 website section for students and parents, which also contains the current travel guidance, instructions for those who experience symptoms, and additional valuable information. Please bookmark this site if you have not already. Thank you for your flexibility and cooperation to help ensure we do all we can to reduce the risks associated with the spread of this 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

As we prepare for telecommuting, be prepared to work from home and check your remote connections if you have not yet done so. 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

Please also test your Skype for the ability to connect for videoconferencing. Further information is available at https://www.utmb.edu/sfb/. If you plan to use UTMB equipment for telecommuting, 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.

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.

Dear GSBS Colleagues:

As our community continues to respond to the unfolding public health emergency, the safety of our students, faculty, staff, and campus is our top priority. Based on direction from the University of Texas System and in light of guidance on public gatherings from the Centers for Disease Control and Prevention, the spring 2020 commencement ceremony for the Graduate School of Biomedical Sciences will be postponed.

We understand how disappointing this must be for our graduates and their families who were planning to celebrate this hard-earned milestone in May. Commencement is a special day in which all members of our educational community come together to recognize the newest class of biomedical scientists and scholars and their remarkable achievements.

Please be assured that we are committed to honoring our graduates on a future date, possibly this fall, once it is considered prudent to do so. We will communicate those updated plans as soon as they are available. Graduates will still receive their degrees as scheduled after meeting our specified degree requirements. Graduates will receive their diplomas in the mail at the address specified by each graduate.

Thank you for your understanding as we navigate this challenging time together. The Graduate School and all of our faculty, staff, alumni, and current students celebrate our Class of 2020 and look forward to recognizing their accomplishments as the next generation of leaders in biomedical science and in all of the careers that they will pursue!

Sincerely,

David W. Niesel, PhD
Lawrence E. Ethridge, Jr. Professor
Senior VP and Dean
Graduate School of Biomedical Science
Associate Chief Research Officer