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Education / Postdoctoral Affairs / Trainee Handbook / Incoming Graduate Students / New Graduate Student Check List

 

New Graduate Student Check List

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Review the online Trainee Handbook

http://www.urmc.rochester.edu/education/graduate/trainee-handbook/

 

Locate your URID (aka UID, student ID)

Your University of Rochester ID (URID) may be found on your Applicant Status Page at the top, in parenthesis after your name.

 

Get your NetID

Your NetID is a private key to a variety of online services available to you at the University of Rochester. This service is part of a University authentication/security measure to ensure that accounts are managed more securely across the campuses. Your NetID resides in a dedicated and heavily protected campus server. Visit http://www.rochester.edu/its/netid/ to obtain your NetID and NetID password.

 

Locate your URMC account and email

Your URMC account information along with instructions for access can be found in your initial Admission letter approximately 1 month after you accept your offer. Once the information has been added, you will receive an email from the SMD_GEPA office.  If you have issues gaining access please contact Miner Library Computing Center at 585-275-6865 or by email at ccdesk@urmc.rochester.edu.

 

Enroll in Duo

For security purposes, if you are not connected to the University network, you will be required to use two-factor authentication (Duo) to verify your identity and access the system. If you are not already enrolled in Duo, click here: https://tech.rochester.edu/enroll-in-duo.

 

Create your ORCID

Your ORCID (Open Researcher and Contributor ID) is a unique personal identifier that connects student researchers to their work and professional activities including research papers, grant applications and conference presentations. Having an ORCID will save time on administrative tasks and help ensure they get proper credit for their work. It will help establish an online scholarly identity and make your intellectual contributions more visible and discoverable. 

Visit https://orcid.lib.rochester.edu to set up your ORCID

 

Sign up for Alert UR

AlertUR is an emergency notification system that allows for mass dissemination of critical information via voice, text, and e-mail to students, faculty and staff in all University Divisions and Medical Center. This system alerts recipients about emergency events and supplements our already established emergency communication methods. https://alert.rochester.edu/

 

Sign up or waive University Health Insurance Coverage

All full-time students must complete the 2020-2021 Health Insurance Selection Process for the coverage period:

January 31, 2021 – July 31, 2021 (Spring 2021 Admits)

August 1, 2021 – January 31, 2022 (Fall 2021 Admits)

If you have not completed this process yet, we urge you to do so today by visiting the following web site to complete your Health Insurance Selection Process.

https://www.aetnastudenthealth.com/en/school/686156/index.html

You will need your NetID and password to enter this web site.

 

Health History Form

Full time students may complete their health history online at:  FT students Health History

Part time students may complete their health history online at:  PT students Health History

 

 

Complete Laboratory Safety Training for Biological/Chemical/Animal Research Laboratories

Please see your Graduate Program Coordinator for enrollment instructions.

 

Intellectual Property Agreements

The University requires everyone who has technical responsibilities to the University or who participates in an internally or externally sponsored research program at the University to execute an Intellectual Property Agreement (IPA). Each graduate program is responsible for securing execution of the IPA at the outset of the student’s program.

The completed forms should be forwarded to ORPA prior to the time that the student begins the program.

 IP Form Link | ORPA policy link

 

Complete HIPPA Training

The federal Health Insurance Portability and Accountability Act of 1996 (HIPAA), includes important laws and regulations governing health insurance coverage protection and health information security for Americans and their families. Of particular note for students are the sections of HIPAA that guarantee security and privacy of patient identifiable information. All students are required to complete HIPAA training within 30 days of matriculation in the graduate program. The requirement is met by watching Privacy & Security Training video, which is located at: http://sites.mc.rochester.edu/departments/hipaa/training-education/

When you have finished the training, sign the Workforce Member Training Record and give it to your Graduate Program Coordinator.

 

Check-in with your Graduate Program Coordinator

You have probably been in touch with your coordinator via email for some time now. Please stop by your coordinator’s office to check in and complete paperwork necessary for your program and for payroll.

 

Check-in with the International Services Office if you are an international student

International students must report to the ISO upon arrival in Rochester. The ISO is required to report your arrival and to verify non-immigrant status through SEVIS.  Please refer to the following webpage regarding what to expect and do when you arrive in the United States, in Rochester, and at the University of Rochester as well the required check-in with our ISO. 

What to Expect Arriving in the United States and Rochester

 

Arrange to have all final, official transcripts and standardized test scores sent

Initial registration in the graduate program is contingent upon the SMD Registrar’s receipt of ALL official transcripts bearing degree conferral dates and official standardized test scores.  Official transcripts must be sent directly from the originating institution to the SMD-Graduate Education Registrar by mail to:

Graduate Education & Postdoctoral Affairs
University of Rochester
School of Medicine & Dentistry
601 Elmwood Avenue, Box 316-A Rochester, NY 14642-8316
Phone: (585) 275-4522

Official Transcripts may also be sent from originating institution electronically to:  Grad_Registrar@URMC.Rochester.edu

 

Registration

Fall 2021 Admits

Fall 2021 online registration for new students begins July 12th.  Registration will be conducted in our UR Student System.  You may access the UR Student system with your NetID and password.  In order to log in you must be connected to the University network or have Duo two-factor authentication to verify your identity and access the system.

Spring 2022 Admits

Spring 2022 online registration for new students begins December 1st.

For questions regarding your course selections, please see your program coordinator.

 

Access Services and Support

The Office for Graduate Education and Postdoctoral Affairs offers a variety of access services for graduate students in the School of Medicine and Dentistry (SMD). These services aim to provide an inclusive experience and equal access to academic content and program requirements. Our approach relies on collaboration among trainees, the SMD access coordinator, and instructors/other faculty members.

Visit our Access Services and Support webpage for more information.

 

Get University Identification Card

Please visit the ID Service Office, located in Medical Center room G-7009. The ID Office staff will take your photo and provide you with a laminated, clip-on ID card. Please note that display of an ID card is required for all members of the University while on Campus.

 

Get a parking permit for your vehicle

To obtain a parking permit, please visit the Parking Office (70 Goler House, East Drive, P.O. Box 270348, (585) 275-4524. You may pay the cost of a full year of parking or purchase a permit on a month-by-month basis. The Parking Office is open from 7:30 am to 4:30 pm, Monday through Friday. You must display your University ID Card and driver’s license to obtain your permit. Don’t risk a parking ticket!!

 

If you are a PhD student who will be starting in the summer

If you join the doctoral program July 1 for a summer rotation, you need to register for Summer in Residence. This will allow the Registrar to obtain current contact and address information as well as alert University Health Service to activate your summer health insurance coverage.

 

Enrollment Verifications or Loan Deferrals

Enrollment verification is available after registration for classes has occurred.

For the purpose of deferring loans, please note that SMD Graduate Education reports through the National Student Clearinghouse (NSC). If your lender works with the NSC, your loans will be deferred automatically.

If your lender does not work with the NSC, you must obtain an official form from your lender(s). Submit the form(s) to the Registrar in Medical Center suite G-9556. Processing time for loan deferment request forms is generally within 3-5 business days of receipt of form(s), Monday through Friday.

 

Ask questions and let us know if we can help!

The Office for Graduate Education and Postdoctoral Affairs is a service office dedicated to providing our graduate students and postdoctoral appointees with the highest quality service possible. If you need information about the school, your program or obtaining various University services, please let us know. We are here to help YOU!