Ø IMP Emergency Evacuation Plans

Orientation General Information -

Section 1/ Safety and security

(Note UVic’s occupational health, safety and environment website at http://ohs.uvic.ca/orientation/orientation.php)

 IMP emergency evacuation plans

 Building emergency coordinators

 Fire safety instructions

 Earthquake and first Aid kits

 UVic “Safewalk” and “Campus Alone” programs

D:\Docs\2018-02-08\051822d592d75405aa22f68a623fef63.doc  Evacuation of Building:

When evacuating the building during a fire alarm or after an Earthquake, exit the building using the following floor plans. In the event of such emergencies our gathering area is the lawn in front of the building. After your meeting with the Safety Officer on your floor, mark the following diagrams with your best evacuation route from the building. First Floor:

Second Floor: Third Floor:

Lower Floor:

 Building emergency coordinator and floor emergency coordinators and after-hours phone numbers:

The Building Emergency Coordinator:

Name: Kurt McBurney Office Number: 350a Local: (472) 5536 Working Hours: Monday to Friday: 8:30 to 4:30 After Hours Number: 298-6310

The Alternate Building Emergency Coordinator is:

Name: Erin Gogal Office Number: 104 Local: (472) 5522 Working Hours: Monday to Friday: 9:00 to 5:00

The Floor Emergency Coordinators are:

Lower Level: N/A Level 1: Erin Gogal (472) 5522 Level 2: Evelyn Wiebe (853) 3827 Level 3: Kurt McBurney (472) 5536 FIRE SAFETY INSTRUCTIONS FOR BUILDING OCCUPANTS:

(source: http://ohs.uvic.ca/emergency_management/fire_flood.php)

Familiarize yourself with the UVic Emergency Procedures and Information chart (copy enclosed in binder pocket), check the Evacuation Floor Plans (red and white signs on hallway walls) and note your closest fire exit. Consider alternate evacuation routes in case your exit is not accessible. IF YOU DISCOVER A FIRE:

 Activate the nearest fire alarm pull station. (indicated on Emergency Evacuation Floor Plans)  Call 911 and Campus Security Services at 721-7599.  If the fire is small, use a fire extinguisher. Do not endanger yourself.  Evacuate the building. IF YOU HEAR A FIRE ALARM:

 If possible secure equipment, cash registers etc. and close windows & doors.  Do not lock doors.  Follow the evacuation route established by your Department. Do not use elevators.  Assist individuals with mobility disabilities to a designated refuge area.  Provide information about the fire and disabled individuals to the Fire Department.  Meet at your Department’s designated Emergency Assembly Point (indicated in Emergency Evacuation Information Package).  Do not re-enter the building until permission is given by the Fire Department. IF YOU CANNOT EVACUATE:

 Close the doors between you and the fire.  If possible call 911 and advise the Fire Department of your situation; also contact Campus Security at 721-7599  Hang clothing or a cloth from a window to alert emergency response personnel.  Keep exit routes and fire safety equipment unobstructed and report any fire hazards to the Building Emergency Coordinator or Facilities Management at 721-7616.

PORTABLE FIRE EXTINGUISHER OPERATION: A fire extinguisher is designed to put out a small fire. If you have any doubts as to whether or not you should try to extinguish a fire, leave the area, ensure the fire alarm system is activated and call 911 for the Fire Department.

The class designation indicates the type of fire the extinguisher is intended to extinguish. Ordinary combustibles such as paper, wood, cloth and plastic are classed as Class A fires, flammable liquids such as gasoline, paints and solvents are classed as Class B fires and electrical fires which involve energized electrical wiring, circuit breakers and appliances are classed as Class C. A Class ABC extinguisher is intended to extinguish fires of Class A, B and/or C. Extinguishers must be recharged after ANY use. Operating Instructions: “PASS”

 Pull safety pin from handle.  Aim (nozzle, cone, horn) at the base of the fire.  Squeeze the trigger handle.  Sweep from side to side (watch for re-flash).

HOSE RACK OPERATION: The fire hoses are most commonly used by members of the Fire Department. The hose racks are located in some UVic buildings at strategic locations and are identified on the posted Emergency Evacuation Floor Plans.

Operating Instructions:  Grasp the nozzle, pull and remove the entire hose  With the nozzle shut, lay the hose out on the floor; avoid kinks.  Open valve FULL. Ensure the nozzle is shut.  Control the water flow discharge pattern by adjusting the nozzle setting. EARTHQUAKES AND FIRST AID KITS:

 In the event of an earthquake, duck, cover and hold. Crouch low to the ground; protect your head with your arms; seek cover under and hold onto heavy furniture.  Wait for one minute after the shaking has stopped. If items have fallen, damage is observed or you are instructed to do so then evacuate to your assembly area.  Watch for falling debris, both inside and outside of the building.  Keep well away from structures, trees and fallen power lines.  Be prepared for aftershocks.  No one may re-enter the building until an Emergency Coordinator has indicated that it safe to do so.

Locations of First Aid Kits:  MSB-104 (Copy Room)  MSB-310 (Multi-Purpose Lab)  MSB-350 (Gross Anatomy Lab) Locations of Earthquake Kits:

 MSB-104 (Copy Room) (2 Large)  MSB-161 (Tech Office) (2 small)  MSB-249 (Computer Lab)  MSB-310 (Multi-Purpose Lab)

 Campus Security Services “Safewalk” and “Campus Alone” programs

(source: http://uvic.ca/security/home/safewalk/index.php) SafeWalk — 721-7599

Campus Security Services provides a safe walk service, which is available to members of the University Community 24 hours a day, 7 days a week. The escort service is provided from building to building, building to vehicle, and vice versa within the boundaries of the campus, including Ian Stewart Complex.

When receiving a call for an escort, the Security Officers taking the request will make every possible attempt to have the safe walk service to your location as soon as possible. However, at times situations, eg., heavy call load, weather conditions, etc., do arise that may delay the escort. A call back number will enable us to contact you in the event of a lengthy delay. Safewalk can also be requested by calling from any of Campus Security's 14 Direct Dial Phones located around the University campus. Campus Alone — 721-6683

Campus Alone is a UVic program initiated and provided by Campus Security Services and is available to all members of the campus community who work or study on campus during the quiet hours of evenings, weekends, holidays, etc.

Individuals concerned for their personal safety while working/studying alone at night may telephone Campus Security Services at 250-721-6683 and provide the following information:

 Your name, an exact location and phone number in the building if you will be working in an office.  An estimated time of departure. If this changes, you must advise us.  Your mode of travel and, if applicable, a vehicle description and location where you've parked your vehicle.  Call us at 250-721-6683 just prior to your departure.

If we do not receive your call advising of your departure, a Security Officer will follow up and check on you. Note: We will make every effort to visit you when you are working alone. However, due to unforeseen demands, Security Officers may be involved with emergency situations and be unable to visit you.

Just a reminder, we encourage you to take advantage of the campus SAFEWALK program as well (see above). This service is also available to all campus community members who request an escort anywhere within the campus free of charge. Both CAMPUS ALONE and SAFEWALK programs are available 7 days a week, 24 hours a day, and are provided free of charge.

In the event of an emergency or to report suspicious activity, contact Campus Security Services Emergency line at 250-721-7599 or 9-1-1 (Emergency) for Police/Ambulance/Fire.

Be smart. Be safe. Trust your instincts.

Orientation General Information -

Section 2/ Job Specifics:

 Job description, , tasks and responsibilities, goals and expectations (specific to employee)

 Job description of supervisor (specific to employee)

 Probationary and/or qualifying period and performance review

 Career development and further training

Probationary and/or qualifying period and performance review

The probationary period for CUPE employees is three months, and for PEA staff it is eight months. (In some extenuating circumstances the probationary/trial period may be extended by up to an additional three months. ) Within your first two weeks you will meet with your supervisor to orient you to your work and set clear expectations. Together you will set up a series of check-ins during your probationary period to ensure that goals and expectations are being met and to provide ongoing guidance and advice appropriate to your position.

If there are concerns or reasons to doubt that you will be successful in the position, your supervisor will contact Human Resources as early as possible prior to expiry of the probationary/trial period.

Career development and further training

Note – UVic Core and Leadership Competencies information is available on the website – http://web.uvic.ca/hr/hrhandbook/index.html For UVic learning and development information – http://web.uvic.ca/hr/training/index.html

Orientation General Information - Section 3/ Benefits/Compensation

Note – The CUPE 951 contract can be accessed on the HR website under resources: http://web.uvic.ca/hr/collectiveagree/index.html A printed copy is provided to new appointed employees.

 Vacation: Entitlements and how to book time off

Entitlements: 15 days for PEA temporary appointments; 22 days for permanent; CUPE – 10 days in first year; 15 days in second year. Request time off through your direct supervisor.

For CUPE: On a monthly timesheet you record all your vacations, sick leave, overtime, etc. This has to be approved by your direct supervisor and submitted to the IMP Financial Officer, before the 5th of the next month.

IMP-specific: Full-time staff may take their birthday off, apart from whatever vacation days they may have. This birthday vacation may be scheduled for a day other than the staff member’s actual birthday, pending approval by their supervisor. Before long weekends, staff may leave 1.5 hours early. This time does not need to be reported.

The University of Victoria is closed over the winter holidays. Staff do not need to book this time off: they are automatically compensated. Exact dates change every year. Ask your supervisor for this year’s winter vacation dates.

 Sick leave - reporting absence for illness

CUPE staff should report absences to the IMP Financial Officer. Amount of sick leave depends on length of service. The minimum is 15 days.

 Overtime: tracking/reporting (flextime)

CUPE staff need to obtain approval from their direct supervisor before working overtime. Overtime is double time. This also has to be reported on your monthly timesheet. Flextime is not offered at the moment.  Overview of travel policies and reimbursement procedures

A Travel Request Form must be completed and signed by supervisor. W:\Employees 06\9 Transitory material\Travel\Travel Request Forms

Usually an employee will pay for travel in advance and be reimbursed. However, a travel advance up to $500 can be obtained. If airfare is paid before the date of the trip, that can be reimbursed before traveling.

Note – It is possible to fly on West Coast Air without paying upfront by completing a form on the purchasing website:

http://web.uvic.ca/purc/forms.php

All original receipts must be submitted together with boarding passes, if any.

Orientation General Information – Section 4/ Who’s who

 IMP phone contact list

 NMP phone contact list

 SMP phone contact list

 VFMP phone contact list

 IMP Listserves

 Photo composites of Students, Staff, and Faculty

 IMP ORG chart (Note UVic ORG chart can be found at http://www.uvic.ca/assets2012/docs/pdfs/UVic_Org_Chart.p df ) Orientation General Information –

Section 5/ IMP values and mission statement

Note UVic’s strategic plan can be found on the website http://www.uvic.ca/strategicplan/

 IMP Team Values

 IMP Mission Statement (In progress)

 UBC Faculty of Medicine Mission/Vision Statement

IMP Team Values:

The IMP values were developed over a series of group sessions. It began with everyone doing an on-line version of the Meyers-Briggs Personality Index. You can do this as well —get in touch with Lianne to get a password and web location. After the personality surveys we, as group developed a list of 17 things we valued in a workplace environment.

A focus group took these 17 values and distilled them down to key themes of: Balance, Team Work, Accountability, Respect, and Vision—these themes were tied together with an overarching theme of: Excellence. The following pages describe and explain the IMP values while providing you the opportunity to explore these values for yourself. Excellence:

IMP values have been developed to help each of us focus on creating excellence in our workplace and all that excellence encompasses.

“Success means being the best. Excellence means being your best. Success, to many, means being better than everyone else. Excellence means being better tomorrow than you were yesterday. Success means exceeding the achievements of other people. Excellence means matching your practice with your potential.”

Keathley quoting Harbour (at http://en.wikipedia.org/wiki/Excellence)

Excellence in practice is endeavouring to be mindful of all the IMP values even though your present focus may be on one.

For example:

Anyone who endeavours to do their job better must be accountable for their choices while understanding that their choices and actions affect the whole of the IMP. The need to respect the team while finding both personal and professional balance is important.

I believe excellence is: ______I can create excellence by: ______

Balance:

Every now and then go away, have a little relaxation, for when you come back to your work your judgment will be surer; since to remain constantly at work will cause you to lose power of judgment…

Go some distance away because the work appears smaller and more of it can be taken in at a glance, and a lack of harmony or proportion is more readily seen.

Leonardo da Vinci (1452-1519) in Dyer (1998) Goal: Balance – quality of life/work which are both fun and meaningful. The IMP workplace strives to ensure that all work or tasks performed are meaningful to both the team member and to the program as a whole, and that there is a balance between hard work and fun. Work and fun are not mutually exclusive—enthusiasm is infectious.

For Example: A person who believes in balance demonstrates a commitment to their own health and well being and that of their families by limiting work activities outside work hours and by scheduling and taking vacation time. A balanced person engages in activities that supports their personal growth.

Balance to me is: ______

To create balance in my professional and personal life I can: ______Teamwork:

Supportive Collaborative Inclusive Participatory

“Coming together is a beginning; keeping it together is progress; working together is success.” Henry Ford “Two people working as a team will produce more than three people working as individuals.” Charles McCormick

Goal: The IMP team will strive to be inclusive and supportive of one another, developing a working environment that is collaborative and expects participation from all team members.

For Example:

 Collaborating actively through common goals, objectives, and solutions, expecting each person to set challenging goals.

 People who believe in teams include, encourage and support others participation in committees, task groups, events and other decision-making fora. People who support teams are those who welcome opinions and viewpoints that are different from their own and understand that different perspectives enrich us and enable us to make better decisions.

Teamwork to me is: ______

To help create an atmosphere of teamwork I can: ______

Respect:

Appreciation Integrity

“Our character...is an omen of our destiny, and the more integrity we have and keep, the simpler and nobler that destiny is likely to be.” George Santayana, "The German Mind: A Philosophical Diagnosis" US (Spanish-born) philosopher (1863 - 1952) Goal: The integrity of the IMP workplace depends on the respect that team members show each other, ensuring that there is an appreciation of each others’ qualities and contributions.

For Example:

 People who respect others believe that everyone is important and deserve our attention and recognition for who they are and what they bring to the workplace. We respect others by acknowledging and showing interest in them and by valuing their ideas and concerns.

 Believing that every individual has worth and integrity, that all team members deserve respect. Respect can be treating others as we would have them treat us.

 Respecting the trust that has been placed in us and understanding that what we do affects the Program and our team.

Respect to me means: ______

To help create a community of Respect at IMP I can: ______Accountability:

Commitment Proactivity Integrity

“The self is not something ready-made, but something in continuous formation through choice of action.” John Dewey US educator, Pragmatist philosopher, & psychologist (1859 - 1952)

Goal: As a public institution, the IMP team is accountable to a variety of external stakeholders requiring that all members show commitment and integrity when acting and interacting with students, faculty, institutions, and the community.

For Example:

 Committing everyday to making a positive difference by aiming for excellence.

 A person who demonstrates accountability does so by admitting mistakes, taking responsibility for restitution, learning from the experience and sharing with others. Accountability to self and others means doing what you say as well as doing your best every day.

Accountability to me means: ______

To be accountable I can: ______Vision:

“Vision invites us to look ahead, to look back, and to look around.”

Kurt McBurney

“Every moment is a golden one for him who has the vision to recognize it as such.” Henry Miller US author (1891 - 1980) Goal: To create the kind of climate in this organization where personal growth, risk taking, and creativity are expected, recognized and rewarded.

For Example: A visionary person is one who takes opportunities to participate in a wide variety of work and community activities to enhance an understanding of themselves and the world in which we live. A person with vision takes risks by offering opinions or ideas that differ from others which may stimulate the thinking and action of others.

Vision to me is: ______

To incorporate vision into my work I can: ______ IMP mission statement ( In progress)

(Vision statements are a clear image of what organizations could and should be)

“The mission of the Island Medical Program is to provide an environment of learning and discovery that enables our students, faculty and staff to meaningfully contribute to the people, communities and cultures of Vancouver Island. As well, the staff and faculty of the Island Medical Program support and promote student self awareness and wellness as they gain the knowledge and skills necessary for a professional dedicated to the service of others.”

 UBC Faculty of Medicine undergraduate program mission:

“The MD Undergraduate Program recruits, admits, educates, and supports student who will graduate with defined and demonstrated personal qualities, competencies, knowledge, and behaviors rooted in the vision, missions and values of the University of British Columbia and its Faculty of Medicine, and in an ethical context of social responsibility for the health needs of British Columbians.” Orientation General Information –

Section 6/ IMP program, curriculum and anatomy lab

Note – Good basic information about IMP is contained in the “Purple Book” given to year one students. Look for the current version on MEDICOL

 IMP brochure

 Current IMP update

 Student curriculum outline

 Years one and two curriculum diagram

 Year three curriculum diagram

 Year four curriculum schedule

 Gross anatomy lab (histology and neuroanatomy)  Student Curriculum Outline

Years One and Two (see diagram below)

The Year One curriculum includes: Principles of Human Biology; Host Defenses and Infection; Cardiovascular; Pulmonary and Fluids/Electrolytes, Renal and Gastrointestinal blocks. Also, Year One students are involved with the community through the Doctor, Patient and Society program and as well, each student is matched with a family physician mentor and spends a half day per week in their office.

Year Two students experience a more intensive year studying GI; Blood and Lymphatics; Musculoskeletal and Locomotor; Endocrine and Metabolism; Brain and Behaviour; Reproduction; and Nutrition, Growth, and Development. Students continue to gain skills and experience in a family physician’s office. During the last four months of the academic year, students spend part of their time in a hospital-based clinical skills program that includes time in Labour/Delivery, OR, Geriatric Psychiatry, ER, Cancer Clinic and Hospice.

2011 - 2012 Curriculum Years 1 and 2

Year Three

Year Three students to continue their “hands-on” clinical training with physician mentors. These students are “on call” as they learn through practical experiences in key areas of medicine including Anesthesiology; Dermatology; Internal Medicine; Obstetrics and Gynecology; Ophthalmology; Pediatrics; Psychiatry; Surgery, Emergency Medicine and Orthopedics. They work closely with clinician-teachers to learn skills that include taking a patient’s history, physical examinations and identifying patient problems. A four-week community or rural family practice practicum occurs over the summer months prior to Year Four.

Year Four (see elective schedule below) Year Four is the start of a student’s senior clerkship experiences with elective placements. Each elective involves 2- 4 weeks in an office, community clinic or hospital setting. The objective of the elective is twofold: to assist the senior clerk in refining their clinical skills and to help students make good career choices by allowing them to experience, first hand, the life of a physician in a variety of settings and disciplines.

Year 4 2012 – 2013 Elective Schedule

YEAR 4 SCHEDULE 2012/2013

INDE440 INDE441 INDE442 INDE443 INDE 453 INDE451 INDE453 INDE453 INDE450 INDE455

(Elective Clinical Block 1 - Electives 1, 2 & 3) (Elective Clinical Block 2 - Electives 4, 5 & 6) 27 Aug 24 Sept 22 19 Nov - 17 2 Jan 12 Jan - 14 Jan 19 11 Feb 4 Mar 1 Apr – 23 - 21 Oct - 16 Dec Dec -11 Jan 13 Jan - 18 Jan - - 1 Mar – 31 – 28 Sept Oct 18 – 1 Jan 10 Mar Apr Nov Jan Feb l s E a w E Q c i e l l C i C d ) a a v S e r c c C P i i * * * * ) e O l M 4 d t d M ) ) M 1 2 3 6 n

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Gross Anatomy Laboratory:

Gross Anatomy in medicine is the study of the human body with an emphasis on form and structure. The anatomy lab at the IMP is a cadaver dissection laboratory. There are five cadavers in the gross anatomy lab. One cadaver is a “demo cadaver” dissected by instructors to demonstrate good examples of structures studied as well as providing an example of a good dissection. Groups of six students work with one cadaver. The purpose of gross anatomy is for students to learn and understand human anatomy—to see organs and structures in situ. Some defined gross anatomy learning objectives are as follows:  Gross anatomy helps develop a vocabulary of terminology and anatomical concepts that will assist students in their medical careers.  Gross anatomy explores major events in the embryological development of the human being.  Understanding of normal gross anatomy of core body regions (thorax, abdomen, pelvis) and their major organ systems (respiratory, cardiovascular, gastrointestinal and genitourinary). This understanding forms a basis for performing competent physical exams and invasive procedures.  Understanding of normal muscular-skeletal relationships—including innervation and vasculature.  Understanding of basic structure and function as they pertain to head and neck.

Gross anatomy lectures and labs are both sent and received via video conference. Each gross lab begins with an hour lecture—in a lecture theatre—to introduce and define the relevant structures being studied. After lecture, students proceed to the lab where there is a broadcasted 15-20 minute demonstration showing students the structures being studied on an actual cadaver. This ends the send/receive portion of the gross anatomy lab. Students now move to their own cadavers and begin their dissections. Here at the IMP, Dr. Crawford does small group demonstrations on the demo cadaver while other instructors circulate the room helping students dissect and identify anatomical structures. Labs are generally 3 hours in length. Cadavers and UBC Body Donation Programme:

All cadavers in the UBC Distributed Medical Program are donated. People choose to donate their bodies to the medical school; there are no unclaimed bodies in our program. To donate, individuals must:  Put these wishes in a will.  Discuss with next-of-kin and family physician.  Sign a consent form.

One must make a conscious effort to donate one’s body to the medical program. If a member of one’s family objects to a family member’s donation, the body will not be used. Other conditions in which a body will not be used are:  HIV- AIDS  Advanced metastatic cancers  Hepatitis B and C  Extensive Trauma at time of death  Autopsy  Obesity  If organs have been donated  Under age 55 (in general)

The following poem is an excellent example of why individuals may choose to donate their bodies to medical schools: To A Medical Student:

This is my body. The shell of my being which is given to you in a final offering to the world. I share the elements of life from these old bones, these ligaments my sinews and my nerves. May that life force that ran in me shine forth once more and pass to you the knowledge and the power that help sustain the miracle of life.

Anatomical gift donor Histology:

Histology is study tissues and cells at the microscopic level; it is sometimes referred to as: microscopic anatomy. The Histology Lab manual defines the primary aims of histology:  to provide students with a contemporary overview of microscopic human anatomy by correlating structure with function of cell types and tissues.  to acquaint students with the language of histology, and to enrich their concept of structure and function at many levels.  to offer a useful approach so that students learn to express, in words, the information contained in microscopic images of normal tissues.

Dr. Ovalle—Director of Histology—writes: “the study of normal Histology stresses the importance of understanding the makeup of the body as a whole and the ability to recognize the microscopic similarities and differences found throughout. Its hallmark is to correlate structure with function and to pinpoint developmental origins. It is also provides a framework for the integration of the basic and clinical sciences” (p. 7). The histology labs in our medical program are somewhat different than the traditional. Our all histology slides are digitally stored on the virtual slide box. Students log into the server and study slides via computer. At one time, all these slides were in a “real” slide box and needed to be viewed through a microscope—we still have microscopes and real slides, but most students use the virtual slide box. Now with this new technology, a student could log on through the medicol website and study histology on the beach! Most histology labs are of received from Vancouver. Each lab begins with a 15-20 minute pre-lab talk; the main histological structures for study are demonstrated on the plasma screens by instructors. Then the students study all of the slides for 1-2 hours, while Dr. Crawford and other instructors circulate and answer questions. At the end of the lab, we re-connect with UBC and UNBC for a post-lab discussion (Weber’s Words) and a post-lab quiz. Neuroanatomy:

Neuroanatomy is a branch of anatomy that studies the nervous system. The human nervous system is divided in two: the central nervous system and peripheral nervous system. The central nervous system is considered to be the brain and spinal cord and plays major role in the control of behaviours and the processing of information. The peripheral nervous system is composed of all the neurons outside the central nervous system and is divided into two subdivisions somatic (acts on muscles) and autonomic nervous system. The autonomic is divided into sympathetic (fight or flight response) and parasympathetic (rest and digest response) and acts on smooth muscle in your digestive system and arteries, cardiac muscle, and your glands. The neuroanatomy laboratories in our medical school focus mainly on the brain, brain stem, and cranial nerves. Many neuroanatomy labs focus on pathways or tracts. For example, where and how the sensation of light touch on your neck travels through sensory nerves in your neck to very specifics tracts up spinal cord through the pons and midbrain to cerebrum. There are several tracts to study—chronic and acute pain have different tracts to the brain for example. Study of tracts helps diagnose the location of lesions or tumours in brain or spinal cord. Students also learn the areas of the brain—where speech and language centres are located for example. Students also learn the intricate blood supply to the brain—knowledge of blood supply helps understand the possible complications of stroke based on the areas of the brain that may have died without blood supply. For example: a blockage of the superior division of the left middle cerebral artery in a dominantly right-handed person can produce right face and arm weakness as well as Brocha’s aphasia (inability to say words even though one knows/understands and can write the words). The neuroanatomy labs take place in the MPL and are ~3 hours long. The first 20-30 minutes is a distributed pre-lab talk from UBC. The next 2 hours students study the projection series to learn tracts/pathways and/or study at the wet specimen (brains or brain sections) to learn areas of the brain— instructors circulate, assisting students in finding structures and answering their questions. In general, we re-connect with UBC at the end of the lecture to ask/answer questions, have a post-lab quiz, and often a neuro-pathologist will present a relevant case study. Orientation General Information –

Section 7/Useful info

 List of commonly used abbreviations/acronyms

 List of useful websites to bookmark

 Guidelines for email communications and etiquette

 Room booking procedures for IMP rooms List of useful Websites to Bookmark

← MCAT = http://www.aamc.org/students/mcat/ ← ← VIHA (Vancouver Island Health Authority) = http://www.viha.ca/ ← VIHA Continuing Medical Education = http://cme.viha.ca/ ← VIHA Volunteer Resources Department = http://www.viha.ca/volunteer_resources ← Victoria Medical Society = http://www.victoriamedicalsociety.org/index.php ← ← BC Medical Association = http://www.bcma.org/ ← College of Physicians and Surgeons of BC = https://www.cpsbc.ca/cps ← BC College of Family Physicians https://www.cpsbc.ca/cps ← Health Match BC = http://www.healthmatchbc.org/ ← ← CaRMS (Canadian Resident Matching Service) = http://www.carms.ca/index.html ← Royal College of Physicians and Surgeons of Canada = http://www.royalcollege.ca/portal/page/portal/rc/public

← Medical Council of Canada = http://www.mcc.ca/en/index.php ← Canadian Medical Association = http://www.cma.ca/ ← College of Family Physicians of Canada = http://www.cfpc.ca/Home/ ← Association of Faculties of Medicine of Canada = http://www.afmc.ca/index.php ← Canadian Federation of Medical Students = http://cfms.org/ Software Assistance

UVic offers a very helpful service called Software Assistance, which you can reach at [email protected]. Within 24 - 48 hours (though often sooner) a Software Assistance agent will contact you via phone or in-person to help you with any software questions you may have. This includes the Microsoft Works Suite, as well as any other programs used on campus. They can help you with anything from bemusing bugs, to figuring out how to format or insert documents. The phone service applies to off-campus employees as well.

Find out more about UVic’s computing facilities at the link below: http://www.uvic.ca/systems/facilities/index.php Writing Assistance

UVic also offers the University Style Guide, which can help you write publications such as newsletters and official emails, and even help you address a letter. You can read the online version or download the .pdf format at the following website: http://communications.uvic.ca/publications/style/

For additional help not available in the guide, email [email protected].

Be sure to check out the section on Inclusiveness for help using culturally sensitive terms and phrases. You can also find information about Inclusiveness on the University’s Equity and Human Rights website: http://web.uvic.ca/eqhr/  Guidelines for E-mail Communication and Etiquette

E-mail is convenient, but it is not immediate. A phone call is immediate, but not always convenient. E-mail is permanent. 95% of communication is non-verbal. Never assume.

Guideline 1 – Subject Line (BE SPECIFIC):

 Use an adequate number of words to clearly identify the subject and content of your message. o This helps everyone organize and store important E-mail information. The subject line is the same as naming a document you store in your documents; name it appropriately.  For example: o “Micrographs for Neuroanatomy Lab # 1” is better than “Lab Materials”

Guideline 2 – Content:

 Work E-mail is for sharing information, keep your E-mails: o Short o Concise o Factual o Polite – Use please and thank-you when appropriate.  Consider: o What you are trying to achieve with a particular E-mail. o Construct it in a way that achieves your goal. o Before sending your E-mail, read it over as if you were the recipient—keeping in mind that whatever is written is permanent. How would I respond to this E-mail? Does this achieve my goal?

Guideline 3 – Sharepoint and Attachments:

 All Curriculum groups should use Sharepoint for working documents and viewing/printing final documents. o If everyone uses SharePoint, then we can ensure that everyone is working on/with the same version of a document. Every time we download and send a document as an attachment we are creating a new document; we can no longer guarantee that we are all on the same page.  If you don’t have access to SharePoint, or your group is not using it, remember Attachments often: o Get corrupted. o Get quarantined by anti-virus programs. o Won’t open. o Require that everyone is running same programs and operating systems.

Guideline 4 – For Large Working Groups use Listserve or Reflector E-mail:

 A reflector E-mail address is one that when designated as the recipient of an email message, will send a copy of that message to all subscribers.  Using a program such as this can facilitate the sharing of information amongst large working groups.

Guideline 5 – Keep People in the Loop:

 If an E-mail has been sent out to a group of individuals, make sure to “REPLY TO ALL” so that all members of this group stay informed. These types of E-mail often become virtual conversations—don’t exclude people. o Right or wrong these types of E-mail often become slow virtual meetings that last for days or weeks. You wouldn’t whisper your input to only one person during a meeting.  CC pertinent people at local and distant sites.  Use your discretion, if the reply is not relevant to everyone—such as a thank you—perhaps everyone does not need to know your reply.

Guideline 6 – Set Up Automatic Replies When Away for More Than a Day:

 When away from work for more than one working day, set up an automatic reply that informs the sender when you will return and who to contact if the information is time critical and important. This ensures that things won’t fall through the cracks because someone assumed you received their message. o Don’t expect replies to your inquiries as soon as the person returns. Keep in mind that some return from time away to hundreds of E-mail.  Remember to do this with your office phones as well.

Guideline 7 – If something is time critical make it explicit in your E-mail when you need to know.  For example: “let me know by Wednesday if you will be attending the meeting.”  If using Outlook use “Importance High” button.  Construct E-mails that make it easy to attain this information. o Put important information early in the E-mail. o Separate paragraphs with a blank line. o Use tools like bullets.  Once again, don’t assume anything; if importance is very high, use the phone.

Guideline 8 – Keep personal use of Work E-mail to a minimum.

 Attempt to do most of your personal E-mail with friends and family from personal E-mail account.  Office E-mail is intended for work-related material.

Guideline 9 – Know/Decide When Not to Use E- mail.

 When the issue is very important or time critical. o When importance and time are factors, E-mail is not the best method of communication; consider a teleconference or videoconference.  Avoid using E-mail as a Virtual Meeting Room. o If the purpose of communication is inherently interactive—such as brainstorming, planning, or problem solving—consider a teleconference or videoconference.  When you are upset or angry. o Do not respond to an E-mail that upsets you or do not send an E-mail to someone who has upset you. o Remember an E-mail is permanent; there’s no way to take it back once you click “send”. o Talk to a colleague you trust. o Employ the 24 HOUR rule – wait 24 hours before responding to an E-mail that upsets or angers you. o Ask yourself if you would say exactly what you’ve written to that person face-to-face or on the phone.

Guideline #10 – When to Delete E-mail: Is the email Transitory (see below)? YES: Delete when no longer needed.

NO: Is it distributing something YES: Delete when no longer needed. you are not responsible for? NO: Is it essential or is it evidence YES: (FR/SR: Print & file the email) of an action or decision?

Do you need to keep a long term NO: Check with your records clerk. electronic copy of the email?

NO: Delete when no longer needed. YES: Manually save it to the Share Drive.

Manually saving email (See Picture below) i) In Outlook, click on the desired email in Outlook ii) Select “File” & “Save As” iii) Select the appropriate folder on the Share Drive iv) Select Message Format (.msg) from the “Save as Type” bar v) Check the File Name, use subject based naming conventions vi) If you wish, delete the email from Outlook

Room Booking Procedures

All room bookings are made directly to the UBC Room Bookers, who can be reached at http://facilities.med.ubc.ca/room-booking/forms/room-form/. As you fill out the room booking form, more text boxes with different options will appear. You will automatically receive a confirmation that your booking has been sent, but you may not get a confirmation that the booking has been made for 1-3 business days. The UBC Room bookers will then forward the booking to either the MSB or RJH receptionist as required. The MSB receptionist books all rooms for MSB, and the RJH receptionist books the rooms for all other sites on the island.

You should always check to see which rooms are available in Resource Scheduler, by visiting: http://ubc.resourcescheduler.com/resourcescheduler/login.asp.

Explanation of the form:

For the most part, the form should be self-explanatory. Required fields are marked with an asterisk*.

Be sure to enter Setup Time if you need to set up catering for the event, or if a presenter needs time to get ready.

The level of Tech Support that you need depends on the type of meeting, the knowledge and experience of the chair or admin support person, and whether any external rooms are being connected. For example, when booking a meeting that only uses UBC rooms, no tech support is needed because the rooms will connect automatically. Or, if you are booking a presentation in one of the lecture theatres, you may want tech support on hand in case the presenter is unfamiliar with the room and you are unable to assist them yourself. Events can also be recorded for posterity. Be sure to always ask the chair or presenter if they are comfortable before selecting this option. Generally, meetings are confidential and should not be recorded.

When booking a meeting that requires video-conferencing, you need to specify all rooms that will be connected by VC. The main room you request for the meeting (generally where the chair of the meeting will be attending from) is listed as Room Location 1 (host site). In general, you will select TEL Bridge (UBC bridge) for VC bookings. If you are unsure about which to use, simply select “I am not sure” and the UBC room bookers will choose an appropriate bridge for you. If you have a guest attending by Movi, put that information in the “additional information” box, along with their full name.

The Room Booker should reply with a confirmation message containing a link to your meeting and any details about the technical support that you have requested. Any UBC-supported rooms (ie. MSB, RJH CA, etc) should connect automatically half an hour before the meeting begins, and turn off automatically when the meeting ends. A five minute warning will be given before the video conference turns itself off.

For more information about the technical aspects of videoconferencing, contact your IMP technical support person for a technology orientation session. For troubleshooting during a videoconference, contact UBC technical support. This contact number can be found by the telephone in all IMP VC rooms.

Save copies of your room booking confirmations in case anything ever goes awry. Orientation General Information -

Section 8/ UVic campus

(Note: Staff/faculty discount program information website: http://web.finance.uvic.ca/uvicprocurement/ )

 McPherson (UVic) library card

 Food services discount card

 Sports facilities

 UVic chapel

 Cinecenta

 IMP staff tips and picks of campus favourites  McPherson (UVic) library card

Staff can take advantage of a world of resources at UVic’s McPherson Library. (Entrance across from the fountain.) Just show up with your UVic staff ID card to enroll in the system. There are generous loans – as a staff member you can take up to 200 items during each university term period. For more information call (721) 8230 or email [email protected]

 Food services discount card

It gives you 5% discount on food and drink purchases at all University Food Service outlets, including the University Centre cafeterias and Mac’s Bistro in the MacLaurin Building, across from our Medical Sciences Building. You can purchase one online at http://www.uvic.ca/services/food/mealplans/diningcards/index.php#section0-2 or in various dollar denominations at the checkout in those places.

 Sports facilities

Continuing staff members have free access to UVic pool and McKinnon weight room and use of other sports facilities at the Gordon Head Ian H. Stewart complex. There is also a rate per term for part time staff. For more information pick up a RecPlus guide at the McKinnon Building (across the Ring Road from the University Centre) or phone (721) 8484

 UVic Interfaith Chapel and pastoral care

The University of Victoria Interfaith Chapel exists to provide members of the university community with a venue for individual and group reflection, meditation, and celebration of religious services. UVic campus is a multifaith community that fosters a strong network of relationships that includes participation from Bahà'í, Buddhist, Christian, First Nations, Hindu, Jewish, Muslim, Sikh and Wiccan communities. Many do not belong to any one tradition, but are simply seeking spiritual identity and learning.

The Interfaith Chaplains Services provides religious support and spiritual care for the students and staff at the University of Victoria. It offers pastoral counselling, prayer and meditation groups, learning circles, religious education, retreats, and workshops on a variety of topics in order to support the faith development of the campus community. The Chapel is open from 8:00 a.m. to 5:30 p.m., Monday to Friday for drop-in visitation. Enquiries should be directed to (250) 721-8022 (Monday to Friday, 8:30 - 4:00). The University Garden of Remembrance is adjacent to the Chapel, and both are located next to Parking Lot #6 on the outer Ring Road.

 Cinecenta

UVic’s Cinecenta, which has a regular program of un-Hollywood style movies, has a discount for UVic faculty and staff and one guest for $6.75 a movie (Regular rate is $7.75) You can also purchase a ten film discount pass for $57.50. For more information and showings see www.cinecenta.com or phone (721) 8365.

 IMP staff tips and picks of “our favourite things”

 Take lunch hour stroll through Finnerty Gardens or Mystic Vale – both close to the Medical Sciences Building and a wonderful antidote to workday stresses.

 Dahl at the Sub – You haven’t really lived until you’ve tried Harban’s delicious Dahl at the International Grill in the Student Affairs Building. It costs around $5/$6 and comes in a bowl with pita bread or rice. Make sure you get a good dollop of the mint chutney in the middle!

 For a more up-market venue with table-service, try the Grad lounge. It’s tucked on the end of Finnerty Road behind the Student Union Building. The “pulled pork” is an IMP staff favourite.

 For birds’ eye views of the campus and surroundings, head to the staff lounge on the top floor (level four) of the McPherson Library. There’s a well equipped kitchen and comfy places to sit away from the usual campus bustle.

 More than books and texts, there’s a fascinating array at UVic bookstore (in the Campus Services Building beside the bus loop) including Calvin Klein socks, exquisite china and a wonderful selection of cards for every occasion. The Bookstore holds four sales a year and often stays open late on Wednesday evenings. For up-to-date information join “e-news” at www.uvicbookstore.ca

 Feeling stressed? Massage away new-job tension at Victory Health and Wellness in the Student Union Building. For current rates and services, visit their website at http://uvictory.ca APPENDIX 1

PERSONAL AND SECURITY INFORMATION

Note: After you’ve filled in this page keep it in a secure place so that you are the only person who can access this information.

Phone number…………………………………………… Netlink ID………………………………………………… Computer password……………………………………… Email address……………………………………………..

Staff ID number…………………………………………. Four digit code for building alarm system (door entry)…………….

Sharepoint login or password (if applicable)…………………….. Medicol login or password (if applicable)…………………………..

------APPENDIX 2

NOW OVER TO YOU –

ORIENTATION BINDER COMMENTS AND SUGGESTIONS

This orientation binder was put together with the help of many staff members who pooled their energies and ideas to come up with this comprehensive information package. We hope you found it helpful.

If so, please let us know by phone, email or tell us in person!

Also please let us know if there is anything you would like to add or change. There is nothing like going through the new-job experience firsthand to find the gaps!

Your assistance will make this binder even better for the next IMP rookie.

Many thanks and good luck in your new role!