Education / Graduate Education / Trainee Handbook / Trainee Support Resources

Trainee Support Resources

Guidelines to Assure a Professional and Respectful Learning Environment

Support Resources for SMD Graduate Students

General Advice, Support, Conflict Management Resources

SMD GEPA	GEPA is always here to help you. Please don’t hesitate to reach out to Rick Libby, Sharon McCullough or anyone else in GEPA with questions/concerns.
SMD Learner Life and Wellness	Students may reach out to Amber for support. Amber Rivera, MSW, Director of Learner Life and Wellness
SMD Associate Dean for Research Mentorship	Students may reach out to Dr. Smith for support. Nathan A. Smith, MS, PhD
SMD Ombuds	Ombudspersons are SMD faculty members who can provide confidential, neutral, independent, and informal advice to help students address their concerns.
University Ombuds	The goal of University Ombuds is to mediate differences, resolve problems, and rebuild trust. When you’re faced with a conflict at work/school that you’re having a tough time resolving, you can contact our team for assistance.

Non-Urgent Concern About a Student (Call Public Safety for an Urgent Concern)

CARE Network	The CARE Network enables members of the University of Rochester community to express their concern about a student through its online referral form. Upon receiving and reviewing a CARE referral, staff reach out to the student to provide support and resources.

Health, Disability, and Access Related Resources

Office of Disability Resources (ODR)	Students are encouraged to register with the Office of Disability Resources to request accommodations.
University Counseling Center (UCC)	UCC provides a comprehensive initial assessment and an individualized treatment plan to full-time members of the University of Rochester community who pay the mandatory health fee. UCC also offers group therapy opportunities.
University Health Service (UHS)	UHS provides confidential, high-quality health care services for students, offering a wide range of primary care services, including treatment for illnesses and injuries, ongoing medical problems, and care and advice for health concerns.

Financial Supports

Basic Needs Hub (BNH)	Critical resources can be obtained through the Student Support Basic Needs Hub, which was created to facilitate the connection of campus and community resources. The hub provides urgent, essential student necessities, such as food, clothing, housing, access to academic tools and other critical needs such as those students with families may have. Assistance provided through the hub is not intended to replace or supplement current student financial aid and it does not need to be repaid.
Food pantry for groceries	The UR Food Pantry is need-blind and does not require income or financial aid information to be served. The Food Pantry should be used by any student who is food insecure for any reason. Please note that you can place as many orders for grocery bags as you need, up to three grocery bags per week – it’s not a onetime service.
Childcare Grants for PhD Students	PhD student-parents can receive a taxable childcare grant based on the dollar amount of grant funds available and their ability to meet eligibility requirements.
Short term loans	SMD can provide any matriculated and registered graduate student who is in good academic standing a non-need-based, interest-free loan of up to $600 for a maximum period of 60 days. If a student repays loans promptly, there is no limit to the number of times they may access this loan.

Academic, Career and Professional Development Resources

Center for Excellence in Teaching and Learning (CETL)	CETL offers Academic Success Coaching to graduate students. Support areas include exam preparation (including comprehensive and standardized exams); reading strategies (including reading for discussion); note-taking strategies; time management, organization, and goal-setting; adjustment strategies for academic life in graduate school.
myHub for career services, writing, grants	SMD’s myHub team conducts virtual and in-person programming to assist with students with career services, writing, and grants needs. Make an appointment with Eric or Elaine today or view upcoming events!
Tutoring*	Contact your Graduate Program Coordinator. *not guaranteed, depends on availability of tutors

Peer and Spiritual Support

Peer support and connection	Connect with one of our learner organizations.
Interfaith Chapels	The River Campus Interfaith Chapel is available to offer support to students. Students are welcome to email Reverend Dr. C. Denise Yarbrough if they are struggling. The Medical Center also has Chaplains who are available to support the SMD community. Students are welcome to call the office at 275-2187 for more immediate assistance.

Peer support and connection

Connect with one of our learner organizations.

Interfaith Chapels

The River Campus Interfaith Chapel is available to offer support to students. Students are welcome to email Reverend Dr. C. Denise Yarbrough if they are struggling.

The Medical Center also has Chaplains who are available to support the SMD community. Students are welcome to call the office at 275-2187 for more immediate assistance.

Behavioral Expectations and Reporting Concerns

Conduct and expectations	The purpose of this document is to compile the multiple conduct- and expectations-related policies for SMD graduate students and postdocs throughout the University.
Grade-related or other grievance	The Grievance Procedure may be considered if the student has evidence that criteria have not been applied consistently.
Reporting concerns including misconduct, mistreatment, bullying, incivility, unprofessional behavior, unethical behavior, discrimination, harassment	The University of Rochester strives to be a community which sets the highest standards for how we treat each other. That’s why we want to offer a reminder about how to report any type of concern including misconduct, mistreatment, bullying, incivility, unprofessional behavior, unethical behavior, covid concerns, discrimination, harassment, etc. by members of the University community including students, postdocs, staff, and faculty. You can contact and discuss concerns with the individuals and/or areas listed below, and they will engage others as appropriate and/or required. Please don't worry about reporting to the “right” area; you will be connected to the appropriate parties as needed. That said, if you are dissatisfied with the handling of your concern, you may raise your concern to another area at any time. Please note that every effort will be made to keep your concern private, however, some concerns may fall under mandatory reporting requirements related to harassment and discrimination and/or research-related misconduct. Report concerns of discrimination or harassment based on a protected class to the University’s Office of Equity and Inclusion (“OEI”). OEI will review complaints under the Policy Against Discrimination, Harassment, and Discriminatory Employment/Service Practices (the “PADH,” formerly known as “Policy 106”) Report to your program director Report to the department chair your program/appointment resides in and/or the department chair associated with the incident you are reporting Report to the Office for Graduate Education and Postdoctoral Affairs by emailing Rick Libby and/or Sharon McCullough directly Report to the SMD Office of Equity and Inclusion Report Sexual Misconduct or other Title IX-related concern Report a Bias-Related Incident Report to SMD’s Faculty Professionalism Council (FPC) Report to the Office of Research Integrity Report to the University Committee on Animal Resources (UCAR) Report to the URMC Integrity Hotline
Public Safety	Public Safety, 585-273-3333 For immediate incident response or to report criminal or suspicious activity (24 hours a day, 7 days a week)

^* “Graduate Students” refers to matriculated SMD PhD, Master’s, Advanced Certificate students, and non-matriculated PREP students.

Support Resources for SMD Postdocs

General Advice, Support, Conflict Management Resources

SMD GEPA	GEPA is always here to help you. Please don’t hesitate to reach out to Rick Libby, Sharon McCullough or anyone else in GEPA with questions/concerns.
SMD Learner Life and Wellness	Postdocs may reach out to Amber for support. Amber Rivera, MSW, Director of Learner Life and Wellness
SMD Associate Dean for Research Mentorship	Students may reach out to Dr. Smith for support. Nathan A. Smith, MS, PhD
SMD Ombuds	Ombudspersons are SMD faculty members who can provide confidential, neutral, independent, and informal advice to help students address their concerns.
University Ombuds	The goal of University Ombuds is to mediate differences, resolve problems, and rebuild trust. When you’re faced with a conflict at work/school that you’re having a tough time resolving, you can contact our team for assistance.

Health, Disability, and Access Related Resources

Employee Assistance Program (EAP)	The Employee Assistance Program (EAP) provides professional and confidential guidance provided at no cost for postdocs and their immediate family members. Life-Work Connections/EAP will help assess issues and provide short-term counseling and referrals as needed with life events.
Office of Disability Resources (ODR)	Postdocs are encouraged to register with the Office of Disability Resources to request accommodations.
Well-U	Several resources are available through the University’s Well-U program including mental health support and one-on-one condition management coaching via telehealth and virtual fitness classes.
Mental Health Resources	UR Medicine Crisis Call Line - (585) 275-8686 Monroe Mobile Crises Team - (585) 529-3721 These resources are available to postdocs and their families coping with issues related to a mental illness, for example, a panic or anxiety attack, but who do not feel the need to visit the Psychiatric Emergency Department.

Financial Supports

Childcare subsidy	Help for eligible employees with dependent care expenses by granting awards of up to $3,600/year per household. Only eligible for Postdoctoral Associates (job code 0093).
Family care program	The family care program offers a variety of benefits including discounts on childcare. Eligibility varies by job code.
Tuition benefits	Full-time Postdoctoral Associates (job code 0093) are eligible upon appointment for a 95% tuition waiver for up to 2 credit-bearing courses per semester/mini-semester only at the University of Rochester.
Food pantry for groceries	The UR Food Pantry is need-blind and does not require income or financial aid information to be served. The Food Pantry should be used by any postdoc who: a) is food insecure; b) may be facing a change in employment status, or c) is currently in quarantine or isolation. Please note that you can place as many orders for grocery bags as you need, up to three grocery bags per week – it’s not a onetime service.

Career and Professional Development Resources

myHub for career services, writing, grants	SMD’s myHub team conducts virtual and in-person programming to assist with students with career services, writing, and grants needs. Make an appointment with Eric or Elaine today or view upcoming events!

Peer and Spiritual Support

Peer support and connection	Connect with one of our learner organizations.
Interfaith Chapels	The River Campus Interfaith Chapel is available to offer support to postdocs. Postdocs are welcome to email Reverend Dr. C. Denise Yarbrough if they are struggling. The Medical Center also has Chaplains who are available to support the SMD community. Postdocs are welcome to call the office at 275-2187 for more immediate assistance.

Peer support and connection

Connect with one of our learner organizations.

Interfaith Chapels

The River Campus Interfaith Chapel is available to offer support to postdocs. Postdocs are welcome to email Reverend Dr. C. Denise Yarbrough if they are struggling.

The Medical Center also has Chaplains who are available to support the SMD community. Postdocs are welcome to call the office at 275-2187 for more immediate assistance.

Behavioral Expectations and Reporting Concerns

Conduct and expectations

The purpose of this document is to compile the multiple conduct- and expectations-related policies for SMD graduate students and postdocs throughout the University.

Reporting concerns including misconduct, mistreatment, bullying, incivility, unprofessional behavior, unethical behavior, discrimination, harassment

The University of Rochester strives to be a community which sets the highest standards for how we treat each other. That’s why we want to offer a reminder about how to report any type of concern including misconduct, mistreatment, bullying, incivility, unprofessional behavior,unethical behavior, covid concerns, discrimination, harassment, etc. by members of the University community including students, postdocs, staff, and faculty. You can contact and discuss concerns with the individuals and/or areas listed below, and they will engage others as appropriate and/or required.

Please don't worry about reporting to the “right” area; you will be connected to the appropriate parties as needed. That said, if you are dissatisfied with the handling of your concern, you may raise your concern to another area at any time. Please note that every effort will be made to keep your concern private, however, some concerns may fall under mandatory reporting requirements related to harassment and discrimination and/or research-related misconduct.

Report concerns of discrimination or harassment based on a protected class to the University’s Office of Equity and Inclusion (“OEI”). OEI will review complaints under the Policy Against Discrimination, Harassment, and Discriminatory Employment/Service Practices (the “PADH,” formerly known as “Policy 106”)
Report to your program director
Report to the department chair your program/appointment resides in and/or the department chair associated with the incident you are reporting
Report to the Office for Graduate Education and Postdoctoral Affairs by emailing Rick Libby and/or Sharon McCullough directly
Report to the SMD Office of Equity and Inclusion
Report Sexual Misconduct or other Title IX-related concern
Report a Bias-Related Incident
Report to SMD’s Faculty Professionalism Council (FPC)
Report to the Office of Research Integrity
Report to the University Committee on Animal Resources (UCAR)
Report to the URMC Integrity Hotline

Public Safety

Public Safety, 585-273-3333
For immediate incident response or to report criminal or suspicious activity (24 hours a day, 7 days a week)

Support Resources for Other SMD Learners

General Advice, Support, Conflict Management Resources

SMD GEPA	GEPA is always here to help you. Please don’t hesitate to reach out to Rick Libby, Sharon McCullough or anyone else in GEPA with questions/concerns.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
SMD Learner Life and Wellness	Postdocs may reach out to Amber for support. Amber Rivera, MSW, Director of Learner Life and Wellness	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
SMD Associate Dean for Research Mentorship	Students may reach out to Dr. Smith for support. Nathan A. Smith, MS, PhD	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
SMD Ombuds	Ombudspersons are SMD faculty members who can provide confidential, neutral, independent, and informal advice to help students address their concerns.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
University Ombuds	The goal of University Ombuds is to mediate differences, resolve problems, and rebuild trust. When you’re faced with a conflict at work/school that you’re having a tough time resolving, you can contact our team for assistance.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

Non-Urgent Concern About a Student (Call Public Safety for an Urgent Concern)

CARE Network	The CARE Network enables members of the University of Rochester community to express their concern about a student through its online referral form. Upon receiving and reviewing a CARE referral, staff reach out to the student to provide support and resources.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP Does Not Apply to: Interns/Shadows

CARE Network

The CARE Network enables members of the University of Rochester community to express their concern about a student through its online referral form. Upon receiving and reviewing a CARE referral, staff reach out to the student to provide support and resources.

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP

Does Not Apply to: Interns/Shadows

Health, Disability, and Access Related Resources

Office of Disability Resources (ODR)	Students are encouraged to register with the Office of Disability Resources to request accommodations.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
University Counseling Center (UCC)	UCC provides a comprehensive initial assessment and an individualized treatment plan to full-time members of the University of Rochester community who pay the mandatory health fee. UCC also offers group therapy opportunities.	Condition: If full-time and paying the mandatory health fee Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP Does Not Apply to: Interns/Shadows
University Health Service (UHS)	UHS provides confidential, high-quality health care services for students, offering a wide range of primary care services, including treatment for illnesses and injuries, ongoing medical problems, and care and advice for health concerns.	Condition: Depends on time status, payment of mandatory health fee, and election of health insurance plan Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP Does Not Apply to: Interns/Shadows

Office of Disability Resources (ODR)

Students are encouraged to register with the Office of Disability Resources to request accommodations.

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

University Counseling Center (UCC)

UCC provides a comprehensive initial assessment and an individualized treatment plan to full-time members of the University of Rochester community who pay the mandatory health fee. UCC also offers group therapy opportunities.

Condition: If full-time and paying the mandatory health fee

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP

Does Not Apply to: Interns/Shadows

University Health Service (UHS)

UHS provides confidential, high-quality health care services for students, offering a wide range of primary care services, including treatment for illnesses and injuries, ongoing medical problems, and care and advice for health concerns.

Condition: Depends on time status, payment of mandatory health fee, and election of health insurance plan

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP

Does Not Apply to: Interns/Shadows

Financial Supports

Food pantry for groceries	The UR Food Pantry is need-blind and does not require income or financial aid information to be served. The Food Pantry should be used by any student who is food insecure for any reason. Please note that you can place as many orders for grocery bags as you need, up to three grocery bags per week – it’s not a onetime service.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP Does Not Apply to: Interns/Shadows

Food pantry for groceries

The UR Food Pantry is need-blind and does not require income or financial aid information to be served. The Food Pantry should be used by any student who is food insecure for any reason. Please note that you can place as many orders for grocery bags as you need, up to three grocery bags per week – it’s not a onetime service.

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP

Does Not Apply to: Interns/Shadows

Academic, Career and Professional Development Resources

The Learning Center (TLC)	TLC offers Academic Success Coaching to graduate students. Support areas include exam preparation (including comprehensive and standardized exams); reading strategies (including reading for discussion); note-taking strategies; time management, organization, and goal-setting; adjustment strategies for academic life in graduate school.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP Does Not Apply to: Interns/Shadows
myHub for career services, writing, grants	SMD’s myHub team conducts virtual and in-person programming to assist with students with career services, writing, and grants needs. Make an appointment with Eric or Elaine today or view upcoming events!	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

The Learning Center (TLC)

TLC offers Academic Success Coaching to graduate students. Support areas include exam preparation (including comprehensive and standardized exams); reading strategies (including reading for discussion); note-taking strategies; time management, organization, and goal-setting; adjustment strategies for academic life in graduate school.

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP

Does Not Apply to: Interns/Shadows

myHub for career services, writing, grants

SMD’s myHub team conducts virtual and in-person programming to assist with students with career services, writing, and grants needs. Make an appointment with Eric or Elaine today or view upcoming events!

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

Peer and Spiritual Support

Peer support and connection	Connect with one of our learner organizations.	Applies to: Visiting; Some Matric, non-SMD Does Not Apply to: Non-matric; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
Interfaith Chapels	The River Campus Interfaith Chapel is available to offer support to students. Students are welcome to email Reverend Dr. C. Denise Yarbrough if they are struggling. The Medical Center also has Chaplains who are available to support the SMD community. Learners are welcome to call the office at 275-2187 for more immediate assistance.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

Peer support and connection

Connect with one of our learner organizations.

Applies to: Visiting; Some Matric, non-SMD

Does Not Apply to: Non-matric; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

Interfaith Chapels

The River Campus Interfaith Chapel is available to offer support to students. Students are welcome to email Reverend Dr. C. Denise Yarbrough if they are struggling.

The Medical Center also has Chaplains who are available to support the SMD community. Learners are welcome to call the office at 275-2187 for more immediate assistance.

Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

Behavioral Expectations and Reporting Concerns

Conduct and expectations	The purpose of this document is to compile the multiple conduct- and expectations-related policies for SMD graduate students and postdocs throughout the University.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
Grade-related or other grievance	The Grievance Procedure may be considered if the student has evidence that criteria have not been applied consistently.	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
Reporting concerns including misconduct, mistreatment, bullying, incivility, unprofessional behavior, unethical behavior, discrimination, harassment	The University of Rochester strives to be a community which sets the highest standards for how we treat each other. That’s why we want to offer a reminder about how to report any type of concern including misconduct, mistreatment, bullying, incivility, unprofessional behavior, unethical behavior, covid concerns, discrimination, harassment, etc. by members of the University community including students, postdocs, staff, and faculty. You can contact and discuss concerns with the individuals and/or areas listed below, and they will engage others as appropriate and/or required. Please don't worry about reporting to the “right” area; you will be connected to the appropriate parties as needed. That said, if you are dissatisfied with the handling of your concern, you may raise your concern to another area at any time. Please note that every effort will be made to keep your concern private, however, some concerns may fall under mandatory reporting requirements related to harassment and discrimination and/or research-related misconduct. Report concerns of discrimination or harassment based on a protected class to the University’s Office of Equity and Inclusion (“OEI”). OEI will review complaints under the Policy Against Discrimination, Harassment, and Discriminatory Employment/Service Practices (the “PADH,” formerly known as “Policy 106”) Report to your program director Report to the department chair your program/appointment resides in and/or the department chair associated with the incident you are reporting Report to the Office for Graduate Education and Postdoctoral Affairs by emailing Rick Libby and/or Sharon McCullough directly Report to the SMD Office of Equity and Inclusion Report Sexual Misconduct or other Title IX-related concern Report a Bias-Related Incident Report to SMD’s Faculty Professionalism Council (FPC) Report to the Office of Research Integrity Report to the University Committee on Animal Resources (UCAR) Report to the URMC Integrity Hotline	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows
Public Safety	Public Safety, 585-273-3333 For immediate incident response or to report criminal or suspicious activity (24 hours a day, 7 days a week)	Applies to: Visiting; Non-matric; Matric, non-SMD; Summer Scholars; SCRC; MCC-CSTEP; Interns/Shadows

^* “Other SMD Learners” refers to visiting students, non-matriculated students enrolled in SMD graduate courses/lab, non-SMD UR matriculated students enrolled in SMD graduate courses/lab, SMD Summer Scholars, SCRC Summer Students, MCC-CSTEP Students, and Unpaid Academic Interns/Shadows.