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SMDEP
Survival Guide
Summer Medical and Dental Education Program
May 30, 2015 – July 11, 2015
Director: Dr. Michael D. Williams
Program Manager: Mrs. Joyce Gray
[email protected]
Grading and Attendance
GRADING
All UVA SMDEP participants will receive one of three grades:
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Satisfactory Performance (SP),
Not Satisfactory Performance (NS), or
Did Not Complete Program (DNC).
This grade will reflect the performance, determination, and enthusiasm of participants in
all aspects of the program--classes, lecture series, tours, mentor groups, workshops, and
dorm behavior. All participants will also be required to complete evaluations and write a
one-page summary of their experience at the end of the program indicating, "What the
program has meant to me". Although not for a grade, this essay will aid the staff in
providing a more accurate picture of your participation in the program when called upon
to provide any future recommendations on your behalf. This program is not a University
of Virginia course; thus, you will not receive a transcript from the University. The UVA
SMDEP is sponsored at the University of Virginia by private funding.
ATTENDANCE
Class attendance is mandatory. If you are unable to attend a class due to illness, please
bring a physician's note and give it to Mrs. Joyce Gray, Program Manager, UVA
SMDEP.
Books and Study Materials
It is suggested that you bring basic textbooks in chemistry, biology and physics for your
own reference. Any paper, pens, pencils (including #2 pencils for exams), and other
stationery supplies and calculators will be your responsibility. Students are allowed to
contact instructors to find out materials needed or recommended for classes. Please
contact Mrs. Gray for instructor’s contact information.
General Living Information
HOUSING
All UVA SMDEP students will be housed in the Bice House located at 583 Brandon
Avenue. The apartments are air conditioned, furnished, two-and three-bedroom suites
that have private kitchen and bathroom facilities. Each bedroom has two single beds;
therefore, you may have three ( Bice 2 Bedroom Floorplan) to six ( Bice 3 Bedroom
Floorplan ) suite mates. The apartments feature coin-operated laundry facilities. You will
register and retrieve an access card at Bice House on Saturday May 30, 2015 between
2:00 p.m. and 5:00 p.m.
Students who arrive after 5:00 p.m. on May 30th need to go directly to Conference
Services located in Page Residence Hall at 1 Bonnycastle Drive to register and pick up
your access cards. An earlier arrival date and time are NOT possible. Participants who
arrive earlier than the check in time on Saturday, May 30, 2015 will need to secure other
lodging arrangements until 2:00 p.m. on May 30th. Late stays are not permitted. If there
are circumstances beyond your control, an extended late stay up to 2 hours may be
approved; however this must be communicated to and approved by Mrs. Joyce Gray.
Late stays cannot be extended past 3:00 p.m. on the day of departure.
It is recommended that you bring the following household items: towels, sheets, blankets,
pillows, cleaning supplies and equipment (broom/small vacuum) for your six week stay
at Bice House. Cooking utensils (pots, pans, dishes and cutlery) are optional but can be
purchased if needed upon arrival should you desire to cook during your stay. Three
meals will be provided daily.
There is a cable hook-up available in the living room of each suite if you would like to
bring a television.
Housekeeping services will be provided once a week in the common areas and bathrooms
only.
Residents are responsible for cleaning their rooms and taking their personal trash to the
dumpster. Please do not empty personal trash in the trash cans in the common areas.
Access cards will be given out upon guests' arrival. A picture ID along with a major
credit card will be required. ALL access cards must be returned to the SMDEP staff
before you leave the program.
The current cost of replacing a lost access card is $40.00. If you lose your access card,
please notify Conference Services and the UVA SMDEP Office immediately, so it can be
deactivated and a new card issued to you. Replacement access cards need to be picked
up from Conference Services located in Page Residence Hall (click here for
directions). If you lose your access card, a check or credit card is needed for this charge.
You are responsible for all replacement card fees.
PARKING
Limited parking is available in the Bice House parking lot. Overflow parking will be
available at Scott Stadium. Please contact Mrs. Gray at 434-243-6165, by email at
[email protected] if you desire parking during the six week period.
HEALTH INSURANCE
You will be responsible for your own health insurance (such as Blue Cross/Blue Shield).
For your health, safety and peace of mind please bring all of the pertinent information
regarding your coverage with you.
If you have recently been exposed to a communicable disease (e.g., chicken pox, measles,
mumps, and meningitis), please inform us since this will affect the health of other
participants and those in the hospital.
Should you become ill during your stay and need medical attention, please see one of our
staff members. Please take your health insurance card with you for registration and
billing purposes. If any accident or injury occurs, please report it immediately to a staff
member.
ATHLETIC FACILITIES
UVA SMDEP participants may purchase an Athletic Pass from the Aquatic Fitness
Center (AFC) after check-in. Athletic Passes are accepted at all University Athletic
facilities; however, users must bring a photo id for each visit.
Athletic Pass cost will be available before the program starts in May 2015. Guests must
be over 18 to purchase an Athletic Pass and use the athletic facilities on an individual
basis. The hours of operation for Summer 2015 should become available sometime in
early May. Please check http://www.virginia.edu/mis/membership/index for more
information. The phone number is 924-3858. Printed schedules can be obtained from the
registration desk at each facility.
MAILING ADDRESS
UVA SMDEP participants will receive their mail during their stay at the University of
Virginia through the Summer Medical and Dental Education Program (SMDEP)
office. The RAs will come to the SMDEP Office on a daily basis to check for mail and
then distribute the mail to participants.
UVA SMDEP is not responsible for mail received outside of the dates that you are in
residence at the University of Virginia. All mail received before or after the program will
be returned to the sender.
During your stay here, correspondence from parents and friends should be sent to you at
the address listed below:
Your name
UVA SMDEP Office
P.O. Box 800446
School of Medicine
Charlottesville, VA 22908-0446
Federal Express Packages should be sent to:
Your name
Summer Medical and Dental Education Program Office
Room 1172, McKim Hall
1415 Jefferson Park Avenue
Charlottesville, VA 22908-0446
Stipend and Spending Money
The SMDEP program is designed such that participants will incur only minimal
expenses. Participants will be provided three meals per day, seven days per week and a
stipend/travel reimbursement in the amount of $600.00.
Stipends will be distributed in two installments of $300.00 in weeks 1 and 4. All students
are encouraged to bring spending monies. Some anticipated expenditures to keep in mind
include: food, optional study materials, entertainment, travel, phone and parking.
The University of Virginia is a state institution. Necessary paperwork at the state level
can result in delay in disbursement and receipt of stipend checks. In order to receive your
stipend check on scheduled dates, you must immediately complete and return the
Biographic Data form and Stipend Payment form. For those students who return their
forms after the deadline date, it is imperative you bring enough spending money for at
least the first two weeks of the program.
Please remember to sign and return all of the appropriate forms and keep copies for your
records. Also, if you are currently enrolled at the University of Virginia (or if you have
taken classes here), you will need to contact the Registrar's Office in Carruthers Hall to
change your address to the one listed on the enclosed Biographic Data form. This will
ensure the stipend check comes to our office and not to your former address.
If you are a permanent resident, please send a copy of your permanent resident card
(Green card I-551) to Mrs. Gray in order to receive a stipend. If you do not have this
card you will not be eligible to receive a stipend.
Check Lists
I. Forms/Items to be returned:
___ Biographic Data Form
___ Housing Reservation Form
___ Signed Code of Conduct Form
___ Signed Stipend Payment Form
II. Partial List of things to bring:
___ Spending money
___ Linens
___ Toiletries, medications
___ Kitchen supplies including utensils and dishes
___ Food (or purchase in Charlottesville)
___ Cleaning equipment; small broom or vacuum
___ Textbooks ( basic sciences), small desk lamp
___ Notepaper, pens, dictionary, calculator, etc.
___ Summer casual clothing
___ "Clinical ward attire" for 5 days each week
___ Reception attire (coats, ties, dresses)
___ Health insurance information
HOUSING REMINDERS
Be sure to pick up your SUITE/DORM Access Card at the Bice House at 583
Brandon Avenue on Saturday, May 30, 2015 from 12:00 p.m. - 5:00 p.m.
If you are arriving after 5:00 p.m. please contact Conference Services at (434) 924-4479.
See map for directions.
PLEASE RETURN ALL FORMS
TO:
UVA Summer Medical and Dental
Education Program Office
Attn: Mrs. Joyce Gray
P.O. Box 800446
School of Medicine
Charlottesville, VA 22908-0446
Federal Express Address Only:
UVA Summer Medical and Dental
Education Program Office
Attn: Mrs. Joyce Gray
University Avenue
McKim Hall, First Floor, Room 1172
1415 Jefferson Park Avenue
Charlottesville, VA 22908-0446
General Conduct
Appropriate behavior will be expected while you attend the SMDEP program and live in
the dorms. Please read and sign both copies of the CODE OF CONDUCT form and
return one copy to us and keep the other for your records. Violations of the code of
conduct may lead to your expulsion.
SMDEP 2015 CODE OF CONDUCT
The following codes of conduct will apply to all SMDEP participants for the duration of
the program. Continued participation in SMDEP will be contingent upon responsible
behavior and adherence to the code described below:
I. All participants are required to adhere to guidelines and principles enumerated in the
University of Virginia Honor and Judicial Codes.
II. Be respectful representatives of SMDEP at ALL times. Participants are legally
responsible for their behavior at all times and in all places--the program cannot accept
responsibility for illegal or illicit activities and behavior.
III. Participants and visitors will under no circumstances be permitted to possess or
consume alcohol in the dorms. Those of age are expected to exhibit responsible behavior
in this regard and under no circumstances "drink and drive", distribute alcohol to minors,
or consume (or carry open containers/glasses) in open areas including hallways, stairs,
elevators, and outdoors.
IV. Possession and/or distribution of illegal drugs are forbidden and will result in
immediate dismissal from the program.
V. Possession of firearms is forbidden and will result in immediate dismissal from the
program.
VI. Attendance will be absolutely required for all classes, exams, evening programs,
and receptions, unless notified otherwise. Receipt of the entire stipend is dependent on
attendance at all program events.
VII. Appropriate dress, as indicated in the "SMDEP Survival Guide", is required for
participation in all SMDEP classes.
VIII. All suites will be kept clean. Participants are liable for any damage to suites
incurred during their stay, as well as lost access keys.
IX. Be considerate of your roommates and neighbors. Noise in Bice Residence Area
carries very well, and there will likely be occupants of the building other than SMDEP
participants or staff. Also, SMDEP will have exam schedules and heavy assignment
periods, thus it is imperative that an atmosphere conducive to studying be maintained
Sun.-Thurs. at all times and Fri.-Sat. after midnight.
X. Participants will exhibit a superior work ethic. It is understood that maximal gains
from SMDEP can only be obtained by diligently assimilating the material and
experiences presented. Cheating will not be tolerated.
XI. Advance notification for periods of absence exceeding 24 hours is required. Notify
the following: 1) SMDEP office staff; and, 2) your resident advisor.
XII. All required logistical paperwork will be completed efficiently and expediently,
including a one page essay to be turned in at the end of the program (details will follow).
Dress Code
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You will be expected to maintain a neat appearance suitable for a hospital setting
during the program.
You will be given a lab coat to wear during all instructional hours.
Females – the professional length of the dresses/skirts should be just above the
knee. Dresses and skirts should not be shorter than the lab coat. Slacks and
pantsuits are permissible. Some dressy attire is recommended.
Males – nice casual slacks, dress shirts, polo, suit and ties as needed. Ties can be
worn daily, but are optional. Some dressy attire is recommended.
Shorts and other casual wear are not acceptable attire for classes, lectures, or for
hospital activities.
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The classrooms are air conditioned and occasionally become chilly; please
consider bringing sweaters.
It also tends to be hot and humid in Charlottesville, so bring appropriate summer casual
clothes to wear during your time off.
Directions and Maps
From Kent to Bice:
Our office faces on Bonnycastle Drive; take it up to its intersection with McCormick
Road and take a left. Take the next left and descend down to Emmet Street; make a
right. Follow the road as it curves left; at the second stoplight, turn right onto Brandon
Avenue. Bice House is the high-rise building near the end of the street, turn right into the
Bice parking lot.
From Bice to Kent:
From the Bice parking lot, turn left onto Brandon Avenue and follow it up to its
intersection with Jefferson Park Avenue. Make a left and follow the road as it curves
right. Immediately after going under the first bridge, turn left onto the ramp bearing up
and away from the street. At the top of this ramp, turn right onto McCormick Road and
then take the next right onto Bonnycastle Drive. Our office is in the second building on
the left; temporary parking is available in a marked space in the lot across the street.
Web Maps
UVa Health Sciences Center
How to Get to Charlottesville
Driving Directions to Bice House
SMDEP Office: (434) 243-6165 or Conference Services Phone: (434) 924-4479 (if
dialing from on Grounds only 3-6165 or 4-4479)
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From the north: Proceed south on Route 29 (Emmet Street). Continue straight
under the Routes 29/250 Bypass (an overpass). After the overpass, proceed
through 5 traffic lights and continue straight ahead. Pass under a pedestrian bridge
and then an overpass, after which you will want to bear left at the fork in the road.
Continue straight through the traffic light and proceed for about 0.3 miles and turn
right onto Brandon Avenue (the Student Health Center is at the corner of Brandon
and JPA). Bice House is the eight-story building at the end of the road on the
right. The parking lot is on the right as well.
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From the east, west, and south: From I-64, take exit 118B. Proceed north on the
Route 29 Bypass and take the first off-ramp on the right. At the end of the offramp, take a right at the yield sign onto Fontaine Avenue. Proceed up the road
about a mile, straight through one traffic light. The second light will be a fork in
the road at which you will you will want to bear right and continue for about 0.3
miles and turn right onto Brandon Avenue (the Student Health Center is at the
corner of Brandon and JPA). Bice House is the eight-story building at the end of
the road on the right. The parking lot is on the right as well.