The Department of Anesthesiology at the University of Texas Medical School at Houston
Department of Anesthesiology
The Department of Anesthesiology

Department Policies and Procedures

Compassionate Care While You Sleep


General Department Policies and Procedures

1. Employee Review:

Probationary Period Review(For Classified Staff only): It is important that all supervisors/managers follow UT’s guideline in completing the probationary period evaluation for all new employees at 60 days, 120 days, 180 days (optional). For more information regarding this topic and evaluation forms, please refer to HOOP policy 5.02, http://www.uthouston.edu/hoop//05/5_02.html.

Annual Performance Review: Performance management is an on-going process consisting of managers’ regular feedback to employees and an annual performance appraisal. The goals of performance management and appraisals are to assist employees in aligning individual goals with institutional goals, guide employees to focus behavior on key actions that will affect institutional outcomes, provide continual communication and support, and foster a discussion of development opportunities.

All personnel will be appraised using approved performance appraisal forms and processes. Modifications to the approved tools for classified and management administrative and professional employees must be approved by Human Resources to ensure consistency and compliance. The approved evaluation tools available are located within the Human Resources Web site. The original appraisal result is to be maintained within the department file while a copy should be provided to the employee.

Faculty are reviewed according to a specific method and schedule described in HOOP Policy 4.07

Faculty Review.

All performance appraisals must be job related and completed without regard for race, color, religion, sex, sexual orientation, national origin, age, disability or veteran status. Performance appraisals must be objective-based with measurable objectives and goals. Objectives requiring compliance with university policies, procedures and work rules must be included in all appraisal tools. All appraisals must comply with equal opportunity criteria. Questions regarding the appropriateness of classified and management administrative & professional appraisals should be referred to Human Resources – Employee Relations. Questions regarding faculty and academic administrative & professional appraisals should be referred to the Office of Academic Affairs.

Documentation justifying each overall performance rating should be completed and supported within the performance appraisal or employee's file. Requests for salary increases should be consistent with the most recent performance evaluation.

For information on performance planning, coaching, reviewing, and rewarding, refer to the Human Resources Web site, which provides information on training classes for all areas of the review process.

2. Computers and Policies Regarding Their Use:

Within the first few days of employment arrange an orientation session with the LAN (Local Area Network) Manager who will walk you through your computer setup so that you understand the programs.

Requesting assistance from LAN Manager: Please access http://med.uth.tmc.edu/msit/mshelp.htm to request assistance on your computer need. Our LAN person is assigned to 2-3 departments; therefore, it is important that we submit our requests on line in order for backup assistance can be arranged to accommodate our urgent needs.

Need to access from home or remote locations? Please follow the instructions on this website link http://its.uth.tmc.edu/vpn_home.htm. Make sure to install Windows Thick Client when opted to select.

Codes/Passwords: Every employee must have a user id and password that are unique to the individual. It is unlawful and can be grounded for termination of employment to share your system login information with others as well as to access the services associated with the codes for personal or non-State related business. Your password can be changed at anytime you feel necessary by accessing http://www.uth.tmc.edu/netcenter/change_pass.htm.

Email & Internet Usage: Through the deployment of electronic mail (e-mail) and Internet services, The University of Texas Health Science Center at Houston (UTHSC-H) offers tremendous opportunities for productivity enhancement and cost savings in the scholarly, service, and administrative operations. Those who use the University e-mail and Internet services are expected to do so responsibly; that is, to comply with state and federal laws, with the policies and procedures of UTHSC-H, and with normal standards of professional conduct and personal courtesy. Appropriate use of UTHSC-H's e-mail systems and Internet services is the responsibility of every student, faculty member, staff member, and anyone using UTHSC-H information resources. Please refer to HOOP Policy, 17.05, for more details.

http://www.uthouston.edu/hoop//17/17_05.html

Back-Up Procedures: Our server is backed up daily, and therefore, it is strongly recommended that all of your work be stored in the network drive. You certainly may keep alternate back-ups via other types of media such as CDs or memory sticks but please keep in mind that these media MUST be encrypted. Please contact our IT person, Abe Guajardo, at 5426, should you need help accessing your network drive.

On Anesthesia network drive, a directory has been created for you. This is a secure directory, accessible to departmental employees only. Your individual directory with restrictive access can be created on our server by our LAN Manager. Having a secure directory will allow you to keep any confidential files. To share files with others, the LAN manager should be notified in order for a shared access can be granted. Storing files on the shared directory will allow files to be worked on by other members of the team during your absence and enable you to access your files from remote locations such as from home.

On Anesthesia network drive, a directory has been created for you. This is a secure directory, accessible to departmental employees only. Your individual directory with restrictive access can be created on our server by our LAN Manager. Having a secure directory will allow you to keep any confidential files. To share files with others, the LAN manager should be notified in order for a shared access can be granted. Storing files on the shared directory will allow files to be worked on by other members of the team during your absence and enable you to access your files from remote locations such as from home.

3. Conference Room (Room 5.168)/ Library Scheduling (Room 5.193):

To schedule the Conference Room or Library contact Guille King (x-6202). These rooms are available on a first-come-first-serve basis with preference given to our departmental events. The individual scheduling the room is responsible for cleaning up the room after the event.

4. Confidential Material:

Material generally considered to be of a confidential nature includes information about employment status, length of service, disciplinary action, personal biographical data, student grades, evaluations, raw research data, unpublished work in progress, etc. When draft copies or old file material need to be discarded, the material should be shredded rather than simply placed in a trash can. A large shedder is available in the Department’s Mail Room (5.536). For large volume shredding, Records Retention will pick up boxes and shred material for you (nominal fee). Please adhere to the HIPAA policy (Health Insurance Portability and Accountability Act), http://www.uth.tmc.edu/hipaa/intro.htm.

5. Copy Machines and Policy:

Location of Copy Machines and Quick Copy: There are two copy machines on the fifth floor- one in the yellow section on the Fannin side, and one in the green section on the Webber Plaza side. Our copy codes also work on two machines on the fourth floor located immediately below the fifth floor copiers.

Authorization Codes: An authorization code is required to operate the copy machines on each floor. This code may be obtained from Karen Lam. You may have multiple codes depending on the fund sources available. For example, a research faculty may require more than one code for his/her more than one study. Karen will explain which codes are used for which purposes and/or faculty members. Your copy code will be unique to you; it should be treated with protection similarly to your user-id and password. You will be held personally financially responsible for copies made that are determined to be non-State related business and further disciplinary action up to and including termination may result

Copying on Department Grant Accounts: Each faculty member is responsible for the cost associated with their non-academic copy services. Academic copy services are those associated with copying material for the courses we teach, institutional committee activities and most other non-research related. All research related copies must be paid by the faculty member’s grant or discretionary (gift) accounts. For personal copy needs, please use the service provided in the Learning Resource Center on the Ground Floor of the Medical School, Suite G200.

Paper for the Copier: The paper in the copy machine is supplied by HSC Copy Services and, under no circumstances, should it be used in any other way. Departments are charged for copies made on these machines, and a component of the per-copy charge includes the cost of the paper. When paper is pilfered from the storage cabinets near the copy machines, it ultimately costs everyone because Copy Services must increase the cost per copy to reflect higher volume paper consumption.

Broken Copiers: When the copy machine is not working, please call Copy Services to request a repairman. There is a sign posted above the copy machine with pertinent information that will be needed before you call (including the telephone number).

6. Departmental Benefits:

(All Faculty and Administration)

Training classes for skills that are necessary for employees to do their assigned tasks are available through the UT Academy for Professional Development. These classes must be pre-approved by the supervisor prior to enrollment and participation. Employees who hold supervisory role are mandated by the department to take a series of classes on topics such as discipline handling, substance abuse in the workplace, managing performance, affirmative action, interviewing, conflict management, and supervisory training.

Tuition reimbursement for classes taken outside of UT is available for full-time, regular employees who have been with the Department of Anesthesiology at least six months, contingent upon the funding availability of the department. Exception to the rule is made for research technicians if the Principle Investigator is funding the tuition from non MSRDP funds. This is subject to certain restrictions: the class work MUST be pre-approved by the Director via the official Job-related Training and Education Employee Request Form; funds must be available; the class must pertain to your job duties and you must be attending on a state supported institution (not private). The employee must submit proof that an undergraduate class was passed with at least a “C” (graduate coursework with a “B”) along with proof that the tuition has been paid.

7. Dress Code:

All non-research and non-computer employees are to wear business attire (no denim) Monday -Thursday. We especially adhere to this when there is an outside visitor to the Department. Casual business attire can be worn on Fridays (no jogging suits please).

8. Educational Lab (Room 5.185):

The Educational Lab houses equipment for general use by the Department’s faculty, residents, fellows, and support staff: two walk-up computers with attached printers, slide maker, and scanner. The room is combination locked at all time. For access, please contact anyone in the administration for the combination lock code.

9. Emergency Contacts and Phone Numbers:

Medical School Security Desk: 713-500-5895
Departmental telephone list of contact information - click here to be directed to current link, then click on "Dept. Listings." (only available to those in the allusers.anes@uth.tmc.edu group.

10. Fax Machines:

The fax machine is located in the mail room and is available for use by staff. The fax number there is: 713-500-6201.

Sending a fax: In order to send a fax outside the University, you should dial *9 (click here for more information regarding outside calls). On International calls you should put in four “pause” entries between the telephone number and the long distance authorization code. This allows the system sufficient time to process the number before attempting to authenticate the long distance code (see item 18 of this document regarding long distance authorization codes).

11. ID Badge:

A picture ID badge was issued to you by Human Resource during your new employment orientation. Employees are expected to wear this badge at all times. You will be unable to perform some duties (such as access to controlled areas or to obtain petty cash reimbursements) unless you have your picture ID badge. This badge not only identifies you, it will allow after-hour access to the building and between the Medical School and Memorial Hermann Hospital. To activate your ID for access between Medical School and Memorial Hermann Hospital, please see Jonetha Davidson or email to her at Jonetha.A.Davidson@uth.tmc.edu and include your badge id number which locates in the back of your badge, at bottom right corner.

12. Laundry Services for Lab Personnel:

An essential service provided by the department is laundry services for lab coats worn by laboratory personnel. Pickup and delivery are provided from Room 5.536 (Mail Room) which is on the Webber Plaza side of the building in the blue section of the building. Laundry of surgical garments used in laboratories is arranged and provided by the individual investigator. If this applies to your laboratory, ask other personnel in the laboratory (or the faculty member) about the arrangements.

13. Mail Service:

U.S. and Inter-Institutional Mail
Prompt distribution of the mail is a pulse point for the faculty. There are two boxes to the left of the mail sorter for outgoing mail.

Federal Express, Airborne, and UPS Shipments

In the breezeway under the Medical School building are drop boxes to receive packages to be delivered by outside carriers. Air bills and packing materials are available at the drop boxes. The Department Purchasing Office will provide billing information to be typed on the air bill. The Departmental Purchasing Office must receive a copy of the completed air bill in order to process payment to the carrier. The outside carriers pick up packages several times during the day with the last pick-up at 6:00pm. For international shipments, Federal Express may be used.

E-Mail Service

E-mail is the official means of communication within the Department. E-mail should be checked consistently throughout the day for new incoming messages. Please adhere to UT’s rules and regulations regarding electronic communication mentioned in item 2 above.

14. Office Supplies:

All general office supplies kept in the Department’s “Store Room” are for use by core staff only. Office supplies used for research purposes are to be purchased from the faculty member’s research or discretionary funds. Access to the store room is limited to core staff exclusively – there are no exceptions. Commonly used office supplies are kept in the Purchasing Office (5.183).

15. Pagers:

Pagers are critical for the faculty in the O.R. Karen Lam is responsible for the department’s pager account with USA Mobility. New faculty is assigned a pager with a unique number by either Regina Blackshear or Karen Lam. Our pager’s prefix numbers are 713-606-xxxx. If a pager becomes defective, please call Karen Lam (x-6207) and she will notify USA Mobility to do an exchange. Your pager number will remain the same. If Karen Lam is not available to help you with your defective pager or any other concern, please contact Regina Blackshear (x-5228). If you no longer need the pager, please return to Karen or Regina. The alpha page system is available at http://www.arch.com/message/.

16. Paycheck Distribution:

Paychecks and direct deposit paycheck stubs are available for distribution or pick up by noon from Guille King, on pay day (1st and 16th of the month) in room 5.195. Every employee is strongly encouraged to sign up for direct deposit. Direct deposit enrollment form can be obtained by clicking here http://www.uth.tmc.edu/finance/payroll/pdf/ddf.pdf. Complete this form and mail directly to payroll at UCT, Payroll, Suite 1029. Make sure to include a voided check or a deposit slip for account verification.

17. Purchasing/Travel:

Purchasing activities for the department are handled by the Purchasing Coordinator (Ms. Karen Lam). However, employee reimbursements for clinical faculty and Travel are handled by Guille King. The purchasing and travel function must comply with all current rules and regulations of the University, State of Texas, and in some instances, federal agencies. The department’s goal is to facilitate this function to achieve rapid turn around and efficient service. As some purchases are made by virtue of competitive bidding, it is important to anticipate requirements sufficiently in advance of need to allow time for the bidding process. The University is obligated to make payment for goods and services only when purchasing department (or its designated agent), by issuing an order, obligates the funds. Any other commitments are considered as unauthorized purchases and the individual may encounter a personal obligation to the vendor. Allocation of funds in a departmental budget results in authority to requisition, not to purchase. A full review of the procurement cycle is available in the Handbook of Operating Procedures (HOOP). This handbook is available at: http://www.uthouston.edu/hoop//13/13_03.html.

18. Security:

Open Doors/Equipment: Theft is a major concern in the Medical School building because it has such open public access from the street as well as from the connecting doors to Hermann Hospital on each floor. You may be held personally financially responsible for the loss of any University capital asset if negligence is determined in the loss of that equipment (including loss from damage). Your office/lab door should be closed and locked when you are not in the room- develop the habit of carrying your key when you are away from the room. If you are locked out of your room, the following staff members can assist you during the normal business hours, with their master key:

Jonetha Davidson

Karen Lam

Regina Blackshear

Theresa Le

If you are locked out after hours, Medical School, please contact the Medical School Security Desk at (713-500-5895); the security guard can let you in with proof of employee ID Badge.

Keys: You will be issued a key to your office/lab, and to any other frequently used rooms for which your supervisor requests key access. These keys must be turned in to Regina Blackshear upon termination from the University. Some of the rooms in our department are accessible via lock combination such as the Conference Room, Library, and Computer Lab. All Administrative personnel plus frequent users of the room within the department are aware of the combination and can allow you access. If you become aware of this code, PLEASE DO NOT share it with people outside the department. Please notify Jonetha Davidson at extension 6271 or Room 5.197 immediately if your key is lost. The Staff Assistant, Regina Blackshear, maintains an inventory of keys issued to employees, and at least annually, verifies and updates the inventory records.

19. Telephones:

Inter-Institutional Calls: All telephone numbers on this system are on a 500- exchange and may be dialed using only the last 4 digits of the phone number (e.g. 713-500-5600 may be dialed with 5600).

Local Calls: Calls within Area Code 713, 281, 832 may be called by dialing a *9 before the telephone number. Because most of the telephone have speed dial capabilities it is possible to use one program key for outgoing calls by programming the key as a speed dial with *9. The key designated across the campus for outgoing speed dial is the last key on the right, second row front the top. If you are using a telephone that has not been programmed for this feature, or a guest phone that does not have speed dial keys, you must dial the * key before the 9 in order to get an outside line.

To Reach an Operator: Dial *0 to reach the University Operator who can assist you with questions of problems within the University of help you make outside connections. To reach Emergency 911 Operators: Dial *9+911 or 911; both numbers will enable you to the reach the outside emergency dispatchers.

Long Distance Calls

Authorization Codes: It is against State law to make personal long distance calls using the authorization code which establishes payment against the University account. If you must make a personal long distance call during business hours, use the instructions below for “Equal Access Long Distance Calls”. Each employee will be issued a unique authorization code so that all calls made against the code can be explained by the individual employee. You will be held personally financially responsible for long distance calls that are determined to be non-State business related, and further disciplinary action up to and including termination may result.

Making a Long Distance Call: Dial *9+1+ the area code + the telephone number.
On the digital display you will be prompted to enter your long distance authorization code. When the system verifies its authenticity, your call will be connected.

Making Long Distance Calls via 800 Numbers: Dial *9 +1+800+ the telephone number.

Conference Calls: Conference calls with up to three participants can be arranged using the “Flash” key on your telephone. For conference calls with more than three participants, obtain the assistance of a UT-H Operator. In order to bring a third individual onto a telephone call, hit the “Flash” key, announce the conference call to the end second party and then hit the “Flash” key again to bring all parties together. Note that existing calls go on hold automatically and the caller does not hear your announcement.

Call Transfer: Calls may be transferred within or outside the University by pressing the “Transfer” key and dialing the extension (within the University) or *9+ the outside number. By hanging up as soon as you complete dialing the call is transferred without announcing the call, hit the “Flash” key to make the connection.

Call Pick-Up or Intercom Stations: It is possible to establish groups of phones that share the ability to answer one or more lines or that have intercom stations between telephones. Ask your supervisor if your area has such a custom group or intercom stations and for instructions on how to use them.

Park/Retrieval: When you receive a call at one location but wish to take the call in another location it is possible to “park” the call, go to the other location, and retrieve the call. This is similar to putting the call on “hold” except that the call is held in a manner that enables it to be retrieved from any telephone on the Campus rather than only the telephone which originally received the call. To park the call depress the “Park” key, wait for the dial tone, and enter any four digits code number of your own choosing. Go to the other location, lift the handset, depress the “Park” key and dial the same four digit code with which you parked the call. You will be reconnected with your calling party.

Voice Mail: Most department phones have a voice mail added feature. The feature can be programmed in a variety of ways to customize it to individual needs. From your office phone, a “message” light should blink, alerting any new incoming messages. From remote locations, dial 713-500-9777 and follow the guide.

For more instructions on phone and voicemail usage, please click here: http://is.hsc.uth.tmc.edu/telecom/telephone_dir/general_telephone_information.pdf

20. Time and Attendance

Every employee must submit a time sheet electronically through Time Management System (TMS). Your supervisor or the Department Timekeeper will orient you as to the proper method for completing your time sheet. Timesheets are submitted semi-monthly, an e-mail reminder will be sent by Guille King to inform you when they are due. Guille King in (5.195) is the Department Timekeeper and handles all faculty and administrative staff timekeeping. Find out from your direct supervisor how your time sheets are to be handled. In the absence of your supervisor, the Director of Management Operations can also approve your timesheet.

Work Hours: All employees are expected to report to promptly on their start time. Our work schedules for administrative staff is 7A-4P, 7:30A-4:30P or 8A-5P, as set and agreed to by the supervisors.

Early dismissal or leave requests must be pre-approved by the supervisor and appropriate type of leave must be recorded on your electronic timesheets.

Requesting Time Off: (Generally requested 2 weeks in advance. Faculty are required more advance notice due to OR scheduling). Unless instructed by the timekeeper differently, all employees are expected to submit online your Request for Leave on TMS for your supervisor’s approval. Please understand that your supervisor holds a right to reject your request for any reasons such as shortage of staff or tight deadlines, etc.

Obtain leave balances from the TMS or timekeeper: For cleaner record keeping, it is necessary that your leave requests are submitted on line via TMS, under LAR tab. By going on line, you can also view your available leave accrual balances. This information can also be obtained from Guille King, Room 5.195 or extension 6202.

For more information regarding eligibility of leaves, please refer to the links below.

Paid Leave Eligibility: http://www.uthouston.edu/hoop//02/2_39.html

Unpaid Leave Eligibility: http://www.uthouston.edu/hoop//02/2_40.html

Sick Time: When you need to call in sick, or for an unexpected tardy or absence, please notify your supervisor within 15 minutes of your start time. If your supervisor cannot be reached in person, you can leave a voicemail message. If at all possible, follow-up on your voicemail message by calling your supervisor to confirm receipt of the message at a later time.

Inclement Weather: In the case of inclement weather, disaster, or emergency situations, the following radio stations will carry information if the Health Science Center is closed: KIKK (AM650), FM96, KILT (AM610, FM100.3), KPRC (AM950), or KTRH (AM740). The following hotline also lists area closings: KIKK Info Line 713-558-5455. You may also call 713-500-3391 to hear a message of the official status of the Health Science Center. Every effort is made to have the message on the line by 6 am. Closings and other emergency conditions will be also posted on the Web at http://www.uthouston.edu

Flex Time: To be considered in the future.

Comp Time or Over Time: In rare circumstances, it may be necessary for an employee to work hours beyond their regular scheduled day. Employees must have the explicit written approval of their supervisor and DMO to work additional hours that will result in the accrual of comp-time or over-time pay. Without the prior approval from the supervisor and the DMO, your extra hours cannot be honored or compensated.

For more information regarding Time and Attendance, please refer to the UTHSC’s HOOP policy by clicking this link: http://www.uthouston.edu/hoop//02/2_27.html

21. Working on the Weekend or After Hours (Medical School)

Access through Hermann Hospital or UT Research Center: Your badge should be programmed for access to Memorial Hermann, UT Medical School, and the Medical School Research Facility.

Parking: There are several garage parking lots, secured lots, and remote lots which the employee can decide at his/her desire. There is a contract agreement for all of these lots, and the contract rates vary depending on the type of lot. Contact Jonetha Davidson at x6271 should you have any questions regarding parking availability. Some lots may be full and require you to get on a waiting list.

22. Termination

Upon termination of employment all University items must be returned such as badge, keys, parking cards. Go to the address below for more information:
http://www.uthouston.edu/hoop//app_c/c_2_32.html

23. Work/Life Program

The Work/Life Program is committed to helping you balance your work and life stress which, in turn, should enhance your productivity and job satisfaction. To help you become acquainted with some of UTHSC’s initiatives, attachment “D” lists several items that will hopefully be of interest and help to you. You can also check the website at http://www.uthouston.edu/worklife to learn more about the Work/Life Program.