What to Expect

The first step is to complete the application form. Please contact us via email at visitingeducation@utmb.edu to receive the appropriate application form. In the email, please indicate your desired purpose for visiting UTMB.

The application form collects essential information about you, your background, and the purpose of your visit. Make sure to provide accurate and complete details to avoid any delays in processing your application.

Once your application is submitted, it will be reviewed along with your learning objectives.

The relevant department will assess your goals and determine if they align with the opportunities available at UTMB. Departmental approval is required to proceed to the next steps.

Your immunization status will be reviewed to ensure compliance with UTMB's health and safety policies. The required immunizations differ based on the learning environment:

Clinical Environment

If you will be in a clinical setting, you must provide proof of the following immunizations:

• Flu (Seasonal Influenza)
• Tdap (Tetanus, Diphtheria, and Pertussis)
• Tuberculosis (TB) Screening or IGRA test (QuantiFERON Gold).
• Varicella (Chickenpox)
• MMR (Measles, Mumps, and Rubella)
• COVID-19 Immunization Data is Collected.

Non-Clinical Environment

Requirements may vary, and you will be informed of the specific immunizations needed based on the location and activities.

Based on the research laboratory, and its respective biosafety level (BSL), you may be required to provide proof of the following immunizations:

• Tuberculosis (TB) Screening
• Tdap (Tetanus, Diphtheria, and Pertussis)
• Measles Titer
• Hep B Vaccination

For visits lasting more than two consecutive days, a background check is required. This step ensures the safety and security of all UTMB staff, students, and visitors.

To protect confidential information, you will be required to sign a Non-UTMB Employee Nondisclosure Agreement (NDA). This agreement outlines your responsibilities regarding the handling of sensitive data during your visit.

You will be issued a visitor badge and a username to access UTMB's systems and facilities. The badge must be worn at all times while on campus, and the username will allow you to access necessary resources.

• All Visiting Appointments must complete the following required training modules. These training modules are designed to ensure you are well-prepared and knowledgeable about UTMB's policies and procedures.
• General Compliance and HIPAA Training
• General Information Protection (Cybersecurity) Training
• UTS Child Protection Training
• Fire Safety Training
• Title IX and Sexual Misconduct Training
• Depending on your opportunity, you may need to complete additional specific training modules.

Your host department will provide an onboarding and orientation session to familiarize you with the environment, introduce you to key personnel, and outline your schedule and responsibilities.

During your visit, you are expected to adhere to the following responsibilities:

• Compliance with Policies: Follow all UTMB policies, procedures, and guidelines, including those related to health and safety.
• Confidentiality: Maintain the confidentiality of any sensitive information you may encounter during your visit.
• Professional Conduct: Exhibit professional behavior and respect towards all UTMB staff, students, and other visitors.
• Badge Display: Wear your visitor badge at all times while on campus.
• Training Completion: Complete any required training modules as instructed.
• Health and Safety: Adhere to all health and safety protocols, including immunization requirements and any additional measures specific to your learning environment.

Before concluding your visit, you will need to complete an exit checklist. This checklist ensures that all tasks are completed, equipment is returned, and any outstanding issues are addressed.

Before concluding your visit, you will need to complete an exit checklist. This checklist ensures that all tasks are completed, equipment is returned, and any outstanding issues are addressed.