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NEW YORK STATE PREVENTIVE MEDICINE RESIDENCY HANDBOOK

Welcome to the NYS Preventive Medicine Residency Program!

We hope the coming months will bring you many exciting, informative, thought-provoking, challenging, and even life-changing experiences.

This handbook is designed to help you maximize your learning and minimize the headaches along the way.

Please let us know if there are gaps in the handbook, and we will update as needed.

Revised November 2013 PMR Handbook

2 HANDBOOK OUTLINE

1. FACTS AT A GLANCE & KEY CONTACTS 2. BRIEF PROGRAM DESCRIPTION 3. PROGRAM DETAILS a. Goals & Objectives b. Training Program b.i. Clinical Prerequisite b.ii. PMR Didactics b.ii.1. Summer Orientation Curriculum b.ii.2. PMR Seminar b.ii.3. Journal Club b.ii.4. Field Trips b.iii. Academic Component b.iii.1. MPH Concentrations b.iii.2. MPH Seminars b.iii.3. Transfer of Credits b.iv. Practicum Component b.iv.1. Practicum Rotations b.iv.2. MPH Internships b.iv.3. Student Poster Day b.v. Clinical Opportunities b.vi. Integrative experiences b.vi.1. Advocacy Letters b.vi.2. Capstone: Annual Preventive Medicine Update Conference 4. PREVENTIVE MEDICINE COMPETENCIES a. Planning & Documentation b. Evaluation 5. LOGISTICS a. Getting Started a.i. Employment Paperwork a.ii. SUNY Graduate Admissions a.iii. Tuition a.iv. ID Cards a.v. Business Cards a.vi. Professional Memberships b. Salary & Benefits b.i. Salaries b.ii. Time & Attendance, Vacation and Sick Leave b.iii. Health Insurance b.iv. Malpractice Coverage c. Outside Employment (moonlighting) d. Workspace d.i. Libraries d.ii. Lounge, lockers, cafeteria d.iii. Call rooms – just kidding!  e. Computing & communication e.i. Computers e.ii. Email e.iii. Internet access e.iv. Data access e.v. Printing & Photocopying f. Getting around f.i. Transportation and Parking in the Capital District

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3 f.ii. Non-local Travel 6. POLICIES and PROCEDURES 7. APPENDICES

3 Revised June 2012 PMR Handbook

4 FACTS AT A GLANCE

New York State Preventive Medicine Residency Program

Co-sponsors: University at Albany (SUNY) School of Public Health New York State Department of Health (NYS DOH)

Address: University at Albany School of Public Health One University Place, GEC Room 113 Rensselaer, NY 12144-3445 Telephone: (518) 402-4751 Fax: (518) 402-0329 Website: http://www.albany.edu/sph/pmrhome.php

KEY CONTACTS

PMR Program Leadership Email

Mary Applegate, MD, MPH [email protected] Director

Irina Khmelnitsky, MS [email protected] Program Coordinator

Debra Blog, MD, MPH [email protected] Associate Director Carolyn Grosvenor, MD, MPH [email protected] Asst Director for Clinical Preventive Medicine

Heather Dacus, DO, MPH [email protected] Asst Director for Chronic Disease Prevention Chair, Residency Advisory Committee

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5 BRIEF PROGRAM DESCRIPTION

The New York State Preventive Medicine Residency Program (NYSPMR)’s primary goal is to develop exceptional leaders in public health and preventive medicine, who are prepared to assess critical health problems and to develop, implement, and evaluate policies and programs that address the need for health promotion, disease prevention, and access to quality health care.

We are a Complementary Pathway Only program. The Albany program is in the process of discontinuing our independent accreditation, but thanks to a long-standing connection with the University of Rochester’s Preventive Medicine Residency, our graduates are board-eligible in Public Health/General Preventive Medicine via the American Board of Preventive Medicine’s Complementary Pathway.

Founded and first accredited in 1991, the NYSPMR is jointly sponsored by the University at Albany (SUNY) School of Public Health and the New York State Department of Health (NYSDOH), with affiliated practicum sites at the Albany and Schenectady County Health Departments, the Eastern Division of the American Cancer Society, and the Whitney M. Young Community Health Center. The overall goal of the program is to prepare physicians for leadership roles in public health and preventive medicine in state and local health departments, in healthcare settings serving disadvantaged populations, and in other community settings.

Program leadership: The program director, associate director, assistant directors, and all core faculty members are experienced public health professionals. Most have been part of the program for over a decade and are board certified in Public Health/General Preventive Medicine. The program coordinator has over two decades of experience as a residency program coordinator both in preventive medicine and in orthopedic surgery.

Prerequisites: Residents accepted into the preventive medicine residency program must have earned an MD or DO degree and have completed at least two years of ACGME-accredited clinical residency training (at least three for graduates of international medical schools.) Many of our past residents have been board-certified specialists or sub-specialists, entering the program mid-career.

Academic year: The program includes academic coursework leading to a Master of Public Health (MPH) degree with a concentration in Preventive Medicine or in one of the core areas of public health. Residents complete most MPH coursework during the first year of the program in preparation for significant practicum projects during the second year. Residents who have already completed an MPH may waive that year and complete board eligibility requirements in only one year.

Practicum year: During the practicum year, residents complete 3-4 rotations at the NYSDOH and affiliated sites, each typically lasting 3-4 months. Residents are strongly

6 encouraged to do rotations at the state health department, at a local health department, and at a community health center, but depending on their background any of those rotations may be waived.

Plan of study: Residents work closely with an advisor, chosen from among the program’s core faculty, to choose courses and practicum rotations. Residents’ programs are guided by national competencies for preventive medicine residents, ensuring that every resident acquires knowledge and skills in a broad range of public health areas. Within these constraints, individual residents tailor their programs to their own interests and goals, for instance, maintaining a focus on environmental health or HIV/AIDS throughout a program that includes coursework and practicum projects in epidemiology, administration, and behavioral sciences. Residency Advisory Committee: The RAC, composed of public health and community physicians, advises the Program Director on issues related to program development, policies and procedures, recruitment and funding. A second year resident serves on the committee to represent the concerns of the residents.

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7 PROGRAM DETAILS GOALS & OBJECTIVES

Overall Program Goal: Develop exceptional leaders in public health and preventive medicine, who are prepared to assess critical health problems and to develop, implement, and evaluate policies and programs that address the need for health promotion, disease prevention, and access to quality health care.

Program objectives: 1. Provide an educational experience for physicians in preventive medicine and public health that explicitly links didactic teaching with practical training in state and local health departments and other community-based public health agencies. 2. Increase the number of competent physicians assuming leadership roles in the fields of public health and preventive medicine, both within New York State and nationwide. 3. Conduct a residency program in public health/preventive medicine which can serve as a model for other schools of public health and health agencies nationwide. 4. Increase awareness of public health and preventive medicine issues and careers among medical students and residents in other fields. 5. Increase the number of physicians from minority and disadvantaged backgrounds pursuing preventive medicine residency training and careers in public health.

Educational objectives: 1. To enable residents to achieve a broad range of national competencies for preventive medicine residents, preparing them to serve as leaders in public health 2. To increase residents’ knowledge and understanding of the core disciplines of preventive medicine and public health 3. To enhance residents’ ability to apply academic skills in the development, implementation and evaluation of public health/preventive medicine programs 4. To increase residents’ understanding of the role and function of state and local public health agencies and of other partners in promoting the public’s health 5. To familiarize residents with methods and findings of preventive medicine research, and enable them to apply that knowledge to specific health issues

8 TRAINING PROGRAM

Clinical Prerequisite

Because the NYSPMR is a Complementary Pathway Only program, residents must have an unrestricted medical license in New York State and must and have completed at least two years of ACGME-accredited clinical residency training. Many of our past residents have been board-certified specialists or sub-specialists, entering the program mid- career.

PREVENTIVE MEDICINE DIDACTICS [This needs a different name.]

SUMMER ORINTATION CURRICULUM

The residency begins with a two-month orientation, featuring two weekly seminars::  population medicine teaching cases that help physicians transition from a 1:1 patient focus to a broader population perspective  7-module Public Health and Preventive Medicine core curriculum that was created by one of our residents in 2005 and has been updated and expanded several times by later residents In addition to the seminars, first-year residents spend a week in each of the major parts of NYSDOH and at selected affiliate agencies, meeting key staff, learning about the agency’s functions, and exploring ideas for future practicum rotations. During the first summer, residents are also encouraged to undertake a small scale practicum project, laying the groundwork for a major project during the second year.

Practicum year residents participate in the orientation program’s weekly population teaching cases and core curriculum seminars along with the first year residents. If they missed any of the informational interviews the first year, they are welcome to participate in those as well on an optional basis.

Second year residents begin their practicum rotations in the summer, however the summer seminars take priority over practicum activities. Residents are expected to advise their supervisors/mentors of any conflicts and to adjust their schedules to accommodate the curriculum. Meetings at the practicum site that demand a resident’s attendance (e.g., the resident is giving a presentation) are exceptions.

PMR SEMINAR – ADVANCED TOPICS IN PREVENTIVE MEDICINE (SPH 603)

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9 Advanced Topics in Preventive Medicine is a weekly seminar series on Fridays, attended by residents throughout the 2-year program.

The series features presentations by public health professionals, journal club discussions, and practicum reports by the residents themselves. From September through May the seminar is also attended by Dental Public Health Residents and by DrPH and MD/MPH students. The series presents perspectives in public health and preventive medicine practice that complement the residents’ other coursework (see course description in Appendix 1).

A monthly Journal Club is part of the seminar series. The journal club focuses on study design and methodology, helping residents develop skills in critical review of public health/medical literature (see description in Appendix 1).

Field trips to sites of public health interest are a fun and enlightening part of the seminar series. Past trips have included a maximum security state prison, wastewater treatment plants, a rural health network, UNICEF headquarters in New York City, and the NYS Emergency Operations Center, aka “the Bunker.”

A one-time registration for the 3-credit course (SPH 603) is required; however the course runs weekly throughout the 2-year program. Attendance is mandatory for both first and second year residents. The Program Director and Coordinator must be notified in advance of any anticipated absences.

Residents’ grades in SPH 603 are based on their journal club presentations and active participation in the seminar discussions.

ACADEMIC COMPONENT

After the summer orientation, residents begin coursework toward a Master of Public Health (MPH) degree. NOTE: Residents who have earned an MPH or related master’s degree prior to joining the program may enter as Practicum Year Only residents. If their master’s degree did not include all five core MPH courses, they can enroll in the missing courses as non- degree students or in the Certificate in Public Health Fundamentals and Principles.

MPH Concentrations

Most residents choose the flexible interdisciplinary concentration in Preventive Medicine, but they can also choose Epidemiology, Environmental Health, Health Administration, Social Behavior & Community Health, or the Online MPH in Public Health Practice. The plan of study for the Preventive Medicine concentration is available

10 in Appendix 2; plans of study for the other concentrations are available on the SPH website: http://www.albany.edu/sph/ Residents generally complete all coursework during the first year, but they may defer one or two courses to the second year to take electives that are not offered yearly.

All courses require prior approval by a resident’s faculty advisor, documented on the Plan of Study. Some courses also require a permission number from the academic department prior to registration. Once all approvals are obtained, an Advisement Verification Number (AVN) is issued by the PMR Program Coordinator and the resident can register for classes. Registration is done electronically. Questions concerning course registration should be directed to the Program Coordinator.

Transfer of Credits & Course Waivers

In order to complete MPH coursework in only two semesters, residents transfer 9 credits (three courses) into the MPH based on medical school courses (e.g., physiology, neuroscience, and microbiology) or prior graduate work. The Request for Transfer of Credits form should be completed and returned to the Assistant Dean for Student Affairs as early in the first year as possible. For courses completed 6+ years prior to admission, residents must submit a Request for Waiver of Statute of Limitations form. Residents who have taken MPH courses previously may either transfer those courses in or waive them and replace them with upper level electives (e.g. take AIDS Epidemiology instead of Principles and Methods of Epidemiology) by submitting a Request for Course Waiver form. An important feature of the UAlbany MPH is internship rotations, which residents complete through the practicum component of the program. All required forms are included in Appendix 3.

PRACTICUM COMPONENT

Practicum Rotations

Typically, residents complete 3-4 practicum rotations, each lasting 3-6 months, including at least 3 months at the state health department and at least 3 months at one of the local health departments. Rotations at other sites can be arranged to meet a resident’s specific interests. Previous residents have done rotations at a variety of sites, including the NYS Office of Mental Health, the NYS Office for Aging, the American Cancer Society, Healthy Schools (a children’s environmental health advocacy group), and the Agency for Healthcare Research & Quality (within the Department of Health and Human Services). Residents take an active role in the work of their practicum site, assuming responsibility for some aspects of program functioning.

Practicum Planning

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Residents are expected to get as broad an introduction to public health and preventive medicine as possible. In 1994, the American College of Preventive Medicine developed a set of “Competencies for Preventive Medicine Residents” which describes the full range of knowledge and skills that a resident should acquire in a PMR program. Since then, the competencies have been updated and adopted by the Accreditation Council for Graduate Medical Education as the standard for guiding preventive medicine education. We have used national competencies as the core framework for this program since 1995. See Appendix 4 for a list of PMR competencies.

The competencies do not specify how or in what setting a resident should acquire the relevant knowledge and skills. Instead they help the resident structure an individual program that covers the broad range of preventive medicine skills while allowing him/her to develop expertise in a particular area (e.g. maternal & child health, tobacco control, or HIV prevention).

Ideally, practicum rotations should include both an independent core project AND time spent shadowing the practicum supervisor to observe firsthand how public health works. Appendix 5 contains Guidelines for Practicum Mentors to help them design a good practicum rotation and to tell them what they can expect of a preventive medicine resident (as opposed to a MPH intern). These guidelines may be especially useful for supervisors who have not worked with preventive medicine residents before.

Practicum Registration and Evaluation Forms

Residents will submit three forms for each PMR rotation: practicum registration form, mentor evaluation form, and resident evaluation form. All these forms are available in the Appendix

Practicum Presentations

Preventive medicine residents present the results of their practicum projects at the weekly PMR Seminar, the annual SPH Student Poster Day, and/or the annual PMR Update, held every April and June, respectively. During the year, residents are expected to conduct at least one investigation or analysis leading to a publishable report. Residents are encouraged to submit articles for publication and to present practicum projects at regional and national meetings and/or at the SPH Student Poster Day.

 Residents are required to present at least two practicum rotations  A one page abstract must be prepared for each presentation.  The presenting resident’s faculty advisor and practicum mentor must attend.  A final practicum report/product must be submitted to the Program Coordinator.

12 CLINICAL PREVENTIVE MEDICINE OPPORTUNITIES

Working with the Whitney M. Young Jr. Health Services, a federally qualified health center in downtown Albany, the NYSPMR has developed a longitudinal rotation to help residents gain skills in quality improvement and clinical preventive care. The clinical rotation is strongly encouraged, particularly for residents with limited clinical background.

Residents undertake QI projects at the community health center to increase the rate of cancer screening, reduce the prevalence of tobacco use, increase vaccination rates, and improve control of hypertension and diabetes. In addition, they develop 1:1 patient care skills in motivational interviewing and behavioral counseling, and they promote prevention through group visits and telephone follow up.

INTEGRATIVE EXPERIENCES Throughout the program, but especially during the practicum year, residents complete “integrative experiences” – activities outside of their current practicum rotation or coursework, for example seminars, meetings, and presentations of interest, PMR field trips, or helping with emergency response to a disease outbreak. The SPH Center for Public Health Continuing Education and Center for Public Health Preparedness present a diverse array of live trainings, webcasts, and webinars every month. The broadcasts can be viewed live or in web-archived form. Free CME credit is available. Click the links above for a full list of their offerings.

UAlbany’s ITS department conducts free, non-credit Computer Application Workshops for students, faculty, and staff. Both introductory and advanced training is offered in Microsoft Access, Excel, Power Point, SAS, SPSS, and other software applications. For additional information visit their website at http://www.albany.edu/its/svc_training.php

The Institute for Teaching, Learning, and Academic Leadership offers numerous workshops on the main campus to help faculty and graduate students improve their teaching and course design skills.

The PMR program partially subsidizes each resident’s cost to attend at least one national meeting per 2-year program period (e.g. the annual meeting of the American College of Preventive Medicine).

Advocacy letters

Advocacy is an important aspect of promoting public health initiatives (both policy and funding issues). Legislative bills awaiting votes, local community board discussions, letters to editors, etc. are all forums through which public health issues can be addressed.

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13 To help them develop the habit of participating in the public discourse, residents are required to write at least two (2) advocacy letters per year during their time in the program and to submit copies to the Program Coordinator for documentation of the activity.

MPH Capstone – Annual Preventive Medicine Update Conference

MPH students are required to complete a 1-credit Capstone Seminar (SPH 685) during their final semester. Residents register for the seminar during their final semester and complete this requirement by organizing and staging a one-day conference in June: PMR Update. At the conference, each graduating resident presents one of his/ther practicum projects, and selected program alumni give presentations about their current work.

MPH Internships (9 credits)

All students enrolled in the MPH program (including residents entering without a MPH degree) must earn 9 credits of MPH internship experience. The practicum rotations meet that requirement for residents. PM residents will waive all 9 credits of the MPH internships on the basis of significant past public health experience and/or preventive medicine practicum rotations, therefore the registration will not be needed.

Waiver of MPH Internship Credits

Residents waive all MPH internship credits. (See Request for Waiver of Internship Credit form in Appendix 6).

For each internship credit waived, the resident must complete roughly 80 hours of relevant public health/preventive medicine work. For 9 credits of MPH internship, PMRs will utilize 720 hours of practicum work and/or prior public health experience towards the “waiver”. They submit a waiver request application which consists of 2-5 pages summarizing their experience (see details on Internship Waiver requirements in Appendix 6). The Program Director will append a cover letter in support of the waiver. The application for Waiver Requests must be submitted to the Program Coordinator by February 15 of their final year.

Regardless of the MPH internship waiver, during their final year residents are required to spend 12 months doing preventive medicine practicum rotations to be eligible to sit for the preventive medicine boards.

PREVENTIVE MEDICINE COMPETENCIES

14 In 1994, the American College of Preventive Medicine developed a set of “Competencies for Preventive Medicine Residents” which describes the full range of knowledge and skills that a resident should acquire in a PMR program. Since then, the competencies have been updated and adopted by the Accreditation Council for Graduate Medical Education as the standard for guiding preventive medicine education. We have used national competencies as the core framework for this program since 1995. See Appendix 4 for a list of PMR competencies.

The competencies do not specify how or in what setting a resident should acquire the relevant knowledge and skills. Instead they help the resident structure an individual program that covers the broad range of preventive medicine skills while allowing him/her to develop expertise in a particular area (e.g. maternal & child health, tobacco control, or HIV prevention).

RESIDENT PROGRESS RECORD

The Resident Progress Record facilitates the planning and documentation of academic and practicum year activities, course grades, extracurricular “integrative” experiences, completed projects, and achievement of the PMR competencies. It lists the competencies, provides examples of how each competency can be met and includes a section for residents to record how and where they met each competency.

Residents must meet with their faculty advisors at least 5 times during the residency to discuss career goals and to monitor their progress throughout the program: 1. At the start of the program to discuss which of the competencies have already been achieved through past experiences, and to plan the academic year. 2. After the first academic semester to plan elective courses and to begin planning practicum rotations. 3. At the end of the academic year to sketch out plans for the practicum year. 4. Midway through the practicum year to identify any competencies not yet achieved, to plan how to address them, and to discuss career goals and objectives. 5. Near the end of the practicum year to review overall performance and discuss career plans.

Residents must also meet with the Program Director 5 times during the two year program. These meetings should take place after the faculty advisor meetings.

Important: It is the residents’ responsibility to take the initiative to set up these review meetings with their advisors and the Program Director.

 Faculty advisors and the Program Director must sign the progress record as documentation of each review.

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15  Each resident is responsible for maintaining the original copy of the Progress Record, and keeping it updated throughout the whole time of training and turning the complete and signed Record to the Program Coordinator before graduation.

EVALUATION AND DOCUMENTATION

DOCUMENTATION

The Resident Progress Record (see Appendix 7) is the core document for residents to use to plan and to document their individual programs, including:  MPH courses  practicum rotations  integrative experiences  finished products, such as advocacy letters, reports, papers, posters and talks  competencies The Progress Record is designed as a useful and efficient way for residents, advisors, and practicum mentors to plan the resident’s program and to document achievement of national PMR competencies.

Practicum Rotation Forms (see Appendix 5): are required for each practicum rotation:  Practicum Registration (a copy must be submitted before practicum begins)  Mentor’s evaluation of the resident  Resident’s evaluation of the practicum & mentor

INDIVIDUAL EVALUATION Course grades are the primary means of evaluating residents’ performance on MPH coursework. Graduate students must maintain a GPA of at least 3.0 both overall and in core MPH courses in order to maintain good academic standing. Students with lower GPAs are on academic probation and risk dismissal from the MPH and PMR programs. NOTE: Students whose GPA is in the top 20% of the graduating class and who are outstanding in other ways as well are eligible to be selected for the Delta Omega National Public Health Honor Society. Mentors’ evaluations of the resident (see Appendix 5) are the primary evaluation tool during the practicum year. Summary Resident Evaluation (see Appendix 8) form is completed by the resident and program director upon graduation as a summative assessment of the resident’s performance and a resource for future letters of recommendation.

PROGRAM EVALUATION Resident’s evaluation of the practicum & mentor (see Appendix 5) helps the program identify excellent practicum opportunities and mentors, as well as experiences that need to be improved.

Residents’ Annual Program Evaluation Survey (see Appendix 8) is completed by all residents at the end of each year and submitted to the resident representative on the Residency Advisory Committee, who presents the collective results at a meeting of the RAC for group discussion.

ACPM PREVENTIVE MEDICINE IN-SERVICE EXAM The ACPM Preventive Medicine In-Service Examination is taken annually during the second half of August. The material covered in the exam relates to the core (morning) portion of the American Board of Preventive Medicine (ABPM) certification exam. The exam is taken twice, at the start of each program year. On the individual level, it enables residents and their advisors to identify specific areas where more study and experience are needed and to modify the residents’ plans appropriately. It can help them gauge how well residents are prepared for the PH/GPM Board examination. On the program level, the average performance of the residents on the in-service exam helps the program leadership identify areas where the program needs to strengthen its focus, e.g. through extra seminars or field trips.

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17 LOGISTICS

Note about PMR funding: The residency program is supported by the NYSDOH through several different Memoranda of Understanding. Maternal & Child Health Block Grant and Immunization grant funds are administered by the University. AIDS Institute funds are administered by the SUNY Research Foundation, the University’s grants- administration affiliate. There are slightly different rules and procedures attached to each of these funding streams, but to the extent possible, all residents’ compensation and benefits are equivalent. Where the procedures are different, we explain both below.

All residents get at least part of their salary from the MCHBG so that they can be counted as Public Officers during any clinical work they do. RF employees are not covered by the state’s indemnification of public officers, which we rely on as malpractice coverage.

GETTING STARTED

EMPLOYMENT PAPERWORK  Residents on SUNY funding must complete Form HRM-2.  Residents employed by the Research Foundation must complete an appointment form.  If possible, employment forms should be submitted one month before beginning the residency.  In addition, all residents must complete a W-4 tax form and an I-9 immigration/citizenship form. For the latter, a passport (sufficient alone) or a driver’s license plus another form of government-issued ID, such as a social security card, is required for identification. Questions concerning employment paperwork should be directed to the Program Coordinator.

SUNY GRADUATE ADMISSIONS Candidates for the MPH degree must be accepted into the both the PMR program and the MPH program. For the latter, residents must complete an application to the University at Albany School of Public Health (available at www.albany.edu/graduate/). The PMR program will submit the formal MPH application through SOPHAS, the Schools of Public Health Application Service.

TUITION The program pays tuition and university fees for courses successfully completed as funding allows. Residents must reimburse the program for tuition if they earn a C or lower in the course. Every state employee is eligible for tuition costs reduction. Every semester residents apply for tuition waivers (see applications in Appendix 12)

NYS UNRESTRICTED MEDICAL LICENSE Residents are required to obtain a NYS medical license by the start of the program. Residents who do not already have a NYS medical license must submit an application to the New York State Education Department, Office of the Professions as soon as possible after admission to ensure that the license is approved prior to the start of the program.

ID CARDS 1. NYSDOH ID – Residents on practicum rotations at NYS DOH will require an ID granting access to the Corning Tower, Dickerman Library, and other DOH buildings (see Appendix 9 for applications). The ID uses the NYS driver’s license photo and takes about 1 month to process. Until the ID is obtained, residents on practicum rotations must have their mentor submit their name to the security desk. The resident will need to check in at the Corning Tower Visitors Desk, present a driver’s license (or other government-issued photo ID), and obtain a one-day visitors’ pass each day. SUNY Student ID (SUNYCARD) – Grants access to the university libraries, and other SUNY facilities, as well as the shuttle bus and CDTA public buses. The SUNYCARD can also be used to obtain a Student Advantage Card (details at http://www.studentadvantage.com ) for student discounts on bus/train/plane tickets, books, movies, and other retail items and for student discounts from Amazon.com and other businesses. A SUNYCARD can be obtained from the SUNYCARD office (located in the basement of the campus center) on the Main Campus. 2. East Campus ID – Obtain from Aramark Office in the A Building. Grants access to the SPH computer room and after-hours and weekend access to the SPH.

BUSINESS CARDS The program provides each resident with a small supply of business cards. Contact the Program Coordinator if interested.

PROFESSIONAL MEMBERSHIPS The program covers resident membership fees for the American College of Preventive Medicine (ACPM) and the American Public Health Association (APHA), funding permitting. Both memberships can be paid on-line. The program will charge the on-line fees to the program’s procurement card. Once a SUNYCARD is obtained, residents may apply for discounted student memberships (paid by the program). Please provide the Program Coordinator with a photocopy of the SUNYCARD. The memberships entitle

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19 residents to newsletters, electronic subscriptions to the American Journal of Public Health and the American Journal of Preventive Medicine, e-mail updates, leadership opportunities in the organizations and discounts on annual meeting registration fees. SALARY & BENEFITS

SALARIES The salary for academic-year residents is $39,000 and for practicum-year residents is $43,000.

TIME & ATTENDANCE The official work week is 37.5 hours. During the academic year, it is assumed that residents are spending at least that much time in class attendance and studying.

 ALL residents must report monthly leave usage electronically via the electronic time card system on their MyUAlbany account. (Details in text box below)  For SUNY-employed residents, all leave is reported  For RF-employed residents, leave reporting to SUNY is prorated based on the percentage of their salary covered by SUNY. They are also required to submit time records for the percentage of their time paid by the RF Please refer to RF Human Resources staff for details.

VACATION & PERSONAL LEAVE Residents are allowed 15 vacation/personal days per year. Requests for vacation leave must adhere to the following guidelines:  Clear plans with practicum mentor or course instructors.  Submit a PMR Leave Request Form (see Appendix 13) to the Program Coordinator at least 30 days in advance.  All leave requests must be approved by the Program Director.  In general, only one resident may be on vacation leave at a time.  Since the Friday seminar series are mandatory, Friday vacation/personal leave should be avoided whenever possible.

Residents do not need to use Vacation Leave for days when they are working or studying, even if they have no scheduled classes. However, a long weekend trip (e.g. a Labor Day trip to the beach) counts as vacation even if no classes are missed.

During the practicum year, residents should follow the usual work hours of the practicum site: generally 9 to 5 or 8:30 to 4:30. Vacation leave is not used on days when the office is closed, e.g. state holidays.

 Residents are responsible to keep track of their vacation leave balance.

20  Full use of vacation leave by the time of graduation from the program is encouraged. Any unused balance will be lost. The program’s funding cannot support monetary pay-out of unused vacation balances.  State funded residents (those who are not on RF) need to zero-out all vacation balances on My UAlbany by the end of the second year.

SICK LEAVE Residents are allowed 10 sick days per year, which can be used for either personal or family health needs. PMR Leave Request Form (see Appendix 13) is required.  The Program Coordinator and practicum mentor (if applicable) must be notified ahead of time for planned medical appointments OR on the first day of absence if a resident is out due to illness or injury  The Program Coordinator must be notified on the first day of return to the program following an illness, and must also be advised of any medical restrictions  If the situation warrants, the Program Director may require a medical clearance prior to return  A resident who needs to take an extended leave should contact the Program Coordinator or Director as soon as possible for help connecting with the Family and Medical Leave Act coordinator in Human Resources

HEALTH INSURANCE

The program covers the cost of individual or family health coverage, with a modest contribution from the resident. With any new health insurance coverage, there is a 42 day wait for benefits so some residents may want to purchase temporary coverage for that period, e.g. by extending previous coverage via the “COBRA” process.  Residents on the SUNY payroll should contact Human Resources at 437-4729 to discuss health insurance options.  Residents on the Research Foundation payroll should contact the Foundation’s personnel office at 437-4500. Residents can obtain health care from providers in the community OR at the Student Health Center and Student Counselling Center, which are located in a large medical office building near the Uptown Campus on Patroon Creek Boulevard.

MALPRACTICE COVERAGE All residents get at least part of their salary from the MCHBG so that they can be covered by the state’s indemnification of Public Officers for any clinical work they do. RF employees are not covered by the state’s indemnification, but the RF provides general malpractice and liability coverage for any non-clinical work done as part of the residency.

OUTSIDE EMPLOYMENT

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Residents who are interested in moonlighting need to discuss their plans with and to get approval from the Program Director (see Outside Employment Policy – attachment 15C). The malpractice coverage described above does NOT cover moonlighting activities. Residents who moonlight need to arrange their own coverage.

WORKSPACE There is a quiet study room for PMRs next to the Program Director’s office. Empty cubicles, classrooms, conference rooms, the computer lab (see below), and even the lobby can be used for studying and doing homework as well.

During the practicum year, residents are generally assigned a desk (with computer and phone) at their practicum sites.

LIBRARIES There is no library on the East Campus, but residents can use any of the University libraries – the Main Library and Science Library on the uptown campus or the Dewey Library on the downtown campus. They can access all of the University’s electronic holdings from any computer at the SPH or elsewhere.

In addition, the NYSDOH’s Dickerman Library has an extensive collection of biomedical and public health books and journals. Residents can access all the electronic holdings from the DOH computers in the large SPH computer lab, or they can go to the library itself in the Empire State Plaza. The library provides free photocopying and free printing of articles in their electronic journals, as well as virtually unlimited access to books and journal articles through interlibrary loan.

LOUNGE, MAILBOXES, AND CAFETERIA A comfortable student lounge is available on the first floor of the SPH building. Café tables and chairs make this a popular place for students. Vending machines, a microwave oven, a coffee machine and an ATM machine are all available in the lounge.

Resident mail folders are located in a file cabinet in the HPMB hallway. Residents should check their folders regularly for mail, announcements, returned class assignments, etc. Residents should NOT have personal mail or packages delivered to the School of Public Health.

A cafeteria, known as the POD, is located on the lower level of the A wing of the East Campus complex. Since the buildings are connected, it is easily reached without going outside. Salads, soups, sandwiches, snacks, and drinks are available from early morning through the lunch hour.

COMPUTING & COMMUNICATION COMPUTER LABS The SPH has a large computer lab with many PCs, which residents use for much of their school work during the academic year. The computer lab has four computers with direct access to the NYSDOH Dickerman Library’s catalog and electronic holdings. There is also a smaller teaching lab, where computer-based skills, such as SAS or GIS can be taught.

During the practicum year, residents are usually given use of a desktop computer at their practicum sites.

In addition to these desk-top computer resources, each resident receives a laptop computer on loan from the program. The necessary e-mail, word processing and data analysis software is already installed on the computers. If additional software is needed, the Program Coordinator should be contacted. The SPH has WiFi throughout the building, but home internet connection is the resident’s responsibility.

E-MAIL The University provides all residents with a Microsoft Outlook email address, which is used for all official University communication. The UAlbany account must be activated, following instructions provided on the UAlbany ITS website. Residents should check that account at least occasionally to avoid missing important announcements, e.g. about Graduation. Residents who prefer to use a personal email address for most of their PMR communications need to give the program coordinator their preferred address.

Residents on extended practicum rotations at NYS DOH may also find it useful to have a DOH email account to facilitate communication between residents and other DOH co-workers and staff. The DOH host site will facilitate account setup.

INTERNET ACCESS No account is required to access the internet from SPH computers. The student ID card grants access to the SPH computer lab, and all of the computers in the lab are connected to the internet.

Free WiFi service is also available at SPH to students and faculty, enabling residents to access the internet from their laptop computers anywhere in the building. Instructions on accessing the service are available in the Graduate Student Handbook on the SPH website.

HEALTH COMMERCE SYSTEM (HCS) The HCS is a limited-access website that NYS DOH uses to share public health data and other information with county health departments, hospitals, and other users. Having

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23 an HCS account will give residents access to data that may be useful for practicum projects. To apply for an account, an e-mail note must be sent to [email protected]. A copy should be sent to the Program Coordinator who will then send HIN/HPN a follow-up note confirming the resident’s legitimate status as a HIN/HPN applicant (see application instructions in Appendix 10).

PRINTING & PHOTOCOPYING Free photocopying is available to preventive medicine residents in the Graduate Student Organization lounge at the SPH. Residents can also use the PMR photocopying account in the copy room located across from the student lounge. The PMR password for that machine can be obtained from the Program Coordinator. Residents need to provide their own copying paper for large jobs.

At the Dickerman Library, residents can also get free photocopying and printing of articles in the library’s electronic journals. Residents on practicum rotations at NYS DOH and elsewhere generally have access to free photocopying and printing on site, but they should not abuse those privileges.

GETTING AROUND

TRANSPORTATION AND PARKING IN THE CAPITAL DISTRICT SUNY shuttle bus – Runs approximately once an hour from SPH (East Campus) to DOH and to the UAlbany uptown campus. Schedules are available on University’s website. The shuttle is free with a SUNY ID. CDTA bus routes – Serve the entire region and are free with a SUNY ID. Information on routes and schedules is available at www.cdta.org. (One past resident didn’t own a car and got along fine using SUNY and CDTA buses her whole time in Albany.)

Parking at the SPH – There is a large parking lot for students across the yard from the school building. Students are required to obtain and display a parking decal. See Appendix 11 for the SPH Parking Policy and Vehicle Registration Form. The application lists a $5.00 fee, but there is no fee for SPH students. Students must not park in visitor spaces. Violators of the parking policy are subject to towing!

Parking near the Corning Tower – There are several paid lots – under the Tower in the “V” Lot, at the Pepsi Arena, on Madison Avenue on both sides of the state museum, and on the corner of Swan and Hamilton, to name a few. The prices range $7.00-$8.00 per day. There is also metered parking along Madison Avenue and Swan Street. Almost all unmetered parking in the neighborhood is restricted to permit holders. For further information, visit the Albany Parking Authority website at www.parkalbany.com. Residents should pay close attention to posted No Parking times, since cars are often towed rather than ticketed!

24 Parking on uptown and downtown SUNY campus – Residents rarely need to spend much time on the other UAlbany campuses. Parking there is tightly regulated, with limited visitor parking available during work hours. Residents who expect to spend significant time there, e.g. studying at one of the libraries or serving as an adjunct course instructor in an undergraduate class, should obtain a parking permit from the Parking & Transportation Services Office. The Student Health Service and Student Counselling Service are located near the uptown campus on Patroon Creek Boulevard in a building with ample free parking.

NON-LOCAL TRAVEL At least one national meeting per resident per 2-year program period is covered (funding permitting). Only early bird registration and travel accommodation rates are covered by the program, any late fees or last-minute booking rates becomes a responsibility of the resident.

Travel expenses associated with practicum rotations should be covered by the host site.

Residents are issued an individual travel credit card that must be used for all transportation, hotel, and conference registration expenses. Meals and incidental expenses are paid by the resident and reimbursed (see state travel reimbursement policies). Travel Reimbursement Forms are available online. See the Program Coordinator for further details.

Travel reservations (plane and train): Plane or train reservations must be made through offices of Travel Leaders (518-292-9020, 518-292-9000). Tickets not ordered through the travel agency are not reimbursable. Obtain an account numbers from the Program Coordinator before calling.

Personal car usage – Mileage must be documented and recorded on the Statement of Automobile Travel forms (available from the Program Coordinator). Mileage should be recorded from the place of departure to the destination and back. Receipts must be obtained for all tolls and parking.

Taxis, shuttles, and rental cars – Residents must obtain receipts for transportation costs between the airport and hotel to submit for reimbursement. Residents should not use rental cars if at all possible.

Meals are reimbursed at state per diem rates; lunches are not reimbursed. Please review state rates before your travel to know how much of your expenses are reimbursable.

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25 Hotel accommodations are paid with the individual travel credit card. Hotel costs are reimbursed at the state per diem rate. If the conference group rate is higher an email justification is required. When traveling within New York State, residents must use a tax-exempt form for hotel reservations (taxes will not be reimbursed). Forms are available from the Program Coordinator. Out-of-state travel does not require a tax- exempt form.

Planning - When planning to attend a conference, residents should keep the following in mind: 1. The program subsidizes the cost of conferences and travel and the amount of the subsidy depends on the availability of funds at the time of the request. 2. All travel reservations should be made in a timely fashion to secure the early bird registration fees and lowest flight ticket fees. All excess costs due to last minute reservations are the resident’s responsibility.

Documentation - At the conclusion of a trip, a completed Travel Voucher (and Automobile Travel Statement, if applicable) with all receipts must be submitted to the Program Coordinator, along with a copy of the meeting agenda. The Travel Voucher can be obtained from the Program Coordinator, who can also assist with its completion.

The actual time of departure and return (from home or work) should be included on the voucher (not just the plane/train departure and arrival times). This is because additional meal reimbursement may be allowed for very early or very late times of travel.

Original receipts for transportation and miscellaneous expenses must be attached to the voucher; residents should make a copy of all receipts for themselves.

Travel policies and per diem rates; as well as a copy of the Statement of Automobile Travel are available at: http://www.albany.edu/accounting/general_travel_procedures.html

26 GRADUATING RESIDENTS

Residents graduating from the MPH program in May must complete the documentation requirements specified in the SPH Student Handbook. The University holds commencement exercises on the uptown campus every December and May. In addition the SPH holds its own commencement ceremony every May on the same day as the University’s Graduate Commencement, but in the afternoon.

The following is a check-list of tasks to be completed by graduating residents and documents to be submitted to the Program Coordinator at least one week prior to graduation from the PMR Program (i.e. by June 23rd)

 Progress Record – completed in full, including all signatures

 Practicum Forms – all forms for all rotations, completed and signed

 Residents’ Annual Program Evaluation Survey – completed and submitted to the resident representative on the Residency Advisory Committee

 Summary Resident Evaluation Form – courses and other relevant information entered by the resident and submitted to the Program Coordinator for completion and signature by the Program Director.

 Vacation Balance – make sure SUNY time record system reflects a zero-balance.

 Alumni Paragraph for PMR website – submit electronically

 PMR library – return all borrowed books to the library

 Laptop – return with all attachments and manuals

 NYS DOH badge – turn in to DOH (Corning Tower, room 2230)

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27  SUNYCARDPOLICIES AND PROCEDURES (see Appendix 14)

1. Appointment, promotion, & dismissal 2. Away Rotations 3. Grievance 4. HR Policies 5. Impaired physicians 6. Moonlighting/Outside employment 7. Standards of Academic Integrity 8. Work environment & duty hours

28 APPENDICES (Current Residents: see all appendices on your PMR flash drive)

1. Seminar SPH603 and JC 2. Plans of Study 3. Credit Transfer or Waiver Forms 4. PMR Competencies 5. Practicum Forms 6. Internship Credit Waiver 7. Progress Record 8. Evaluation Forms 9. DOH ID Forms 10. DOH Health Commerce System (HCS) 11. Parking 12. Tuition Waiver Forms 13. Vacation and Sick Leave forms 14. Policies and Procedures 15. DOH Organizational charts 16. Glossary