What to Expect We are committed to making your experience at UTMB as impactful as possible!

We are excited to have you join us as a visitor

To ensure a smooth and successful visit, we have outlined the steps you need to follow to achieve a Visiting Appointment. Below is a detailed guide to help you understand what to expect during the process. 

Visiting Appointment Clearance Process
Preparing for Your Visit

Summary of the Visiting Appointment Clearance Process

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  • Application

    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.

  • Review of Learning Objectives

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

  • Departmental Approval

    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.

  • Immunization Review

    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

  • Background Check

    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.

  • Signing of a Nondisclosure Agreement

    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.

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  • Badging and Username

    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.

  • Required Training
    • 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.

  • Onboarding and Orientation with Host Department

    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.

  • Visitor 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.

  • Exit Checklist

    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.

  • Feedback and Evaluation

    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.

Preparing for Your Visit

FAQs

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  • What documents do I need to submit with my application?

    You will need to submit your completed application form, proof of required immunizations, and any other documents specified by the listed opportunity.

  • How long does the approval process take?

    Please refer to the application deadline listed on each opportunity. The approval process can vary depending on the Visiting Appointment type, as well as the completeness of your application. It is recommended to submit your application well in advance of your intended visit date. What happens if I do not have all the required immunizations? 

  • What happens if I do not have all the required immunizations?

    If you do not have all the required immunizations, you will need to obtain them before your visit. For clinical environments, specific immunizations such as Flu, Tdap, TB Screening, Varicella, and MMR are mandatory.

    A declination statement is offered for the Influenza Vaccine (Flu) and Hepatitis B Vaccine (Hep B). Conditions set in the declination statement must be followed throughout the Visiting Appointment.

  • Is the background check mandatory for all visitors?

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

  • What should I do if I encounter any issues during my visit?

    If you encounter any issues during your visit, please contact the Visiting Education Office for assistance. They will help you resolve any problems and ensure a smooth experience.

  • Can I extend my visit if needed?

    Extensions may be possible depending on the availability and approval of your host department. Please discuss any extension requests with your host department as early as possible.

Housing and Living Options

Finding comfortable and convenient housing is an important part of your visit to UTMB.

UTMB’s Hospital Campuses and Outpatient (Ambulatory) Clinics reside in the Greater Houston and Galveston Region. The region is very vibrant and diverse! Please visit the following websites that may provide you with more information about what to expect and how to search for local living arrangements.

Visit Galveston  Visit Houston

Transportation and Parking Options

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  • Parking

    UTMB offers various parking options for visitors. Public and contract parking are available at all three UTMB campuses. For detailed information on locations, options, and rates, please visit the UTMB Parking website.

  • Parking Rates

    For visitors at the Galveston campus, the parking rates are as follows[1]:

    • Up to 1 hour: $2.00
    • Up to 2 hours: $4.00
    • Up to 3 hours: $6.00
    • Up to 4 hours: $8.00
    • Up to 5 hours: $10.00
    • Up to 6 hours: $12.00
    • 7 to 24 hours: $14.00 (maximum daily rate)

    Payment can be made at the gate machine upon exiting. Patients should take their ticket with them for validation at the clinics.

  • Campus Shuttle

    UTMB provides a free Galveston Campus Shuttle Service for all faculty, staff, and students. The shuttle operates Monday through Friday from 6:00 am to 8:00 pm and makes stops at key locations on campus, including the Seawall Parking Lot, Waverly Smith Pavilion, and the Harborside entrance.

  • Park and Ride

    A park and ride shuttle service is available between Galveston and League City/Webster. The service includes stops at the Park and Ride Center at the League City Campus, the UTMB Health Multispecialty Center, and various sites in Galveston. The one-way fare is $4, with ride coupon books offering a discount.

  • Van and Car Pools

    UTMB partners with Metro Star to offer a ridesharing service that saves money, reduces stress, and helps employees relax to and from work. The service uses a fleet of passenger vans that carry 8-15 riders and matches individual van pool groups based on schedule, home location, work location, and other rider requirements.

  • Bus Service and Public Transit

    UTMB Health and The Gulf Coast Transit District partner to offer transit services for the university's Galveston-based employees, students, visitors, and patients. UTMB employees, students, retirees, patients, and those accompanying them qualify for no-cost rides (conditions apply). Fixed-route buses and Dial-a-Ride (DART) services are also available.

    UTMB Parking Website

    UTMB Parking Rates

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