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Guidebook for Teaching Assistants 2012-2013

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Page 1: Guidebook for Teaching Assistants › sph › files › 2013 › 10 › TA-Guidebook-2012-2013.pdfBUSPH Teaching Assistant Guidebook 3 BUSPH Guidelines and Procedures for Graders and

Guidebook for Teaching Assistants 2012-2013

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BUSPH Teaching Assistant Guidebook

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Welcome to the instructional team at BU School of Public Health! The Education Team looks forward to

working with you. The educational mission for the School is supported by a dedicated Education Team. The Associate and Assistant Deans for Education, the Director of Educational Programs, the Registrar, the Director of Student Services, and the Director of the Office Teaching, Learning and Technology collaborate to develop innovative and effective policies to guide our program, connect our programs across the university, ensure that student evaluations of teaching provide the feedback to guide and continuously improve our program, work with students to address scheduling and financial issues, and promote the highest quality of student life in and out of class. The Education Team works to facilitate conversations and workshops on course design and teaching strategies to promote deep, student-centered and active learning among much, much more. This document serves as a guide and reference to teaching assistants as they move through the semester. If you have any questions about the contents of this guidebook or if you need assistance, please contact a member of the Education Team by telephone or email. We are glad to help and appreciate your efforts on behalf of our students. Welcome to the team! ~Lisa, Wayne, Vanessa, Chris, Mary, Rob, and Sophie

The Education Team: Lisa Sullivan, Associate Dean for Education, [email protected], 617-638-5047 Wayne LaMorte, Assistant Dean for Education, [email protected], 617-638-5073 Education Office Vanessa Edouard, Director of Educational Programs, [email protected], 617-638-5288 Alan Hatton, Education Coordinator, [email protected], 617-414-1411 Alexandra May, Tutor Coordinator for 2012-2013, [email protected], 617-414-1411

Registrar’s Office Chris Paal, Registrar, [email protected], 617-638-4963 Rebecca Carr, Associate Registrar, [email protected], 617-638-5057

Office of Student Services Mary Murphy-Phillips, Director of Student Services, [email protected], 617-638-5059 Brendan Hoey, Program Manager, [email protected], 617-638-5062 Andrea Tingue, Administrative Assistant, [email protected], 617-638-5006

Office of Teaching, Learning and Technology Rob Schadt, Director of Teaching, Learning, and Technology, [email protected], 617-638-5039

Undergraduate Programs Sophie Godley, Director of Undergraduate Education, [email protected], 617-638-5296

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Table of Contents

Roles and Responsibilities ...................................................................................................................................... 2

Contact Information ................................................................................................................................................ 3

Family Educational Rights and Privacy Act (FERPA) ............................................................................................ 4

Resources for Students in Distress ........................................................................................................................ 5

Course Materials ...................................................................................................................................................... 6

Blackboard ................................................................................................................................................................ 7

Academic Policies, Grades and Grading ............................................................................................................. 11

Classroom AV .......................................................................................................................................................... 11

Turning Point Audience Response System ......................................................................................................... 12

Strategies for Leading Discussions .................................................................................................................... 13

Core Course Tutoring Program and Writing Program ..................................................................................... 14

Students with Disabilities .................................................................................................................................... 14

Classroom Safety ................................................................................................................................................... 15

Getting Paid ........................................................................................................................................................... 17

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Contacts at the School of Public Health

Your concentration’s curriculum coordinator:

Concentration Curriculum Coordinator E-mail Telephone

Biostatistics MyHanh Tran [email protected] 617-638-5207

Community Health Sciences Dallas Pride [email protected] 617-414-1387

Environmental Health Carolyn Weber [email protected] 617-638-5940

Epidemiology Crysta Jarczynski [email protected] 617-638-8322

Health Policy and Management Shannon O’Halloran [email protected] 617-638-5044

Health Law, Bioethics and Human Rights Alicia Orta [email protected] 617-638-4626

International Health Emily Jump [email protected] 617-414-1223

Specific questions:

Specific Questions Contact E-mail Telephone

Academic Accommodations for Students

Your Instructor

Audience Response System (“clickers”) Rob Schadt [email protected] 617-638-5039

Blackboard (online course website) Rob Schadt [email protected] 617-638-5039

Classroom AV Brendan Hoey [email protected] 617-638-5062

Classroom Requests and Reservations Your Instructor

Course Materials Your Instructor

Building & Grounds Issues - BUMC BUMC Control Center 617-638-4144

Snow /Inclement Weather Closures http://sph.bu.edu/si

Emergencies:

Specific Questions Contact E-mail Telephone

On Campus Emergencies – BUMC BUMC Public Safety 617-414-4444

On Campus Emergencies – CRC BU Police 617-353-2121

Students in Distress: Urgent Situations Behavioral Medicine 617-353-3569

Students in Distress: Non-Urgent Situations Mary Murphy-Phillips [email protected] 617-638-5059

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BUSPH Guidelines and Procedures for Graders and Teaching Assistants Whether you are a new or experienced teaching assistant, it is important to have a conversation with your instructor at the beginning of the semester about his or her expectations regarding your contribution to the course. Each course presents unique challenges and different instructors may have different expectations. Ensuring that all members of the instructional team are on the same page will result in a better experience for yourself, the course instructor and your students. You can refer to the following table for some general guidelines on roles and responsibilities: Designation Roles and Responsibilities

Grader Evaluates student performance on homework sets, quizzes and examinations

Maintains an accurate record of student’s grades

Strongly encouraged to attend class lectures

Communicates regularly with instructor

Performs other tasks as assigned by faculty

Maintains confidentiality of student records and performance in accordance with Family Educational Rights and privacy Act (FERPA)

Teaching Assistant I Attends all class lectures

Assists instructor with all aspects of course management (Blackboard, preparing presentations, copying, distributing and collecting course materials, etc)

Holds weekly office hours and/or review sessions

Provides one-on-one tutoring for students

Arranges for outside speakers and guest lecturers

Responds promptly and professionally to e-mail requests

Evaluates student performance on homework sets, quizzes, examinations and papers

Refers students to SPH Tutoring and Writing Programs

Communicates regularly with instructor

Performs other tasks as assigned by faculty

Maintains confidentiality of student records and performance in accordance with FERPA

Teaching Assistant II Attends all class lectures

Assists instructor with all aspects of course management (Blackboard, preparing presentations, copying, distributing and collecting course materials, etc)

Assists instructor with development or editing of course materials

Leads sections of course independent of instructor, as needed

Holds weekly office hours and/or review sessions

Provides one-on-one tutoring for students

Arranges for outside speakers and guest lecturers

Responds promptly and professionally to e-mail requests

Evaluates student performance on homework sets, quizzes, examinations and papers

Maintains an accurate record of student’s grades

Refers students to SPH Tutoring and Writing Programs

Communicates regularly with instructor

Performs other tasks as assigned by faculty (e.g. managing other TAs)

Maintains confidentiality of student records and performance in accordance with FERPA

All Graders and Teaching Assistants I and II are expected to have successfully completed the course or its equivalent in addition to the BUSPH Teaching Assistant Training Program.

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Family Educational Rights & Privacy Act

What is FERPA All About?

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of a student’s education records.

In compliance with FERPA, Boston University does not disclose personally identifiable information contained in student education records, except as authorized by law.

Confidentiality

Never discuss a student with anyone other than the student themselves, the Registrar’s Office, or the Education Office.

Always be: o Discreet o Tasteful o Respectful of student’s privacy

Keep Files to a Minimum

Do not keep any files (paper or electronic) that can be identified as a specific student’s information. o Do not keep papers/documents with the student’s name & BU ID number together. o Use first names only or another way of coding the documents (if you must keep them) so that

they are not identifiable. If a document is identifiable in any way, it is in violation of FERPA policies.

Avoid Accidental Violations

If 3rd parties are present, only provide confidential information to the student.

If you’re in a public venue, remember to close files, computer screens, cover papers, close your office door, etc. when leaving your work station.

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Resources for Students in Distress

Graduate school can be very stressful for students; some students come to school with family difficulties, financial problems, or other struggles that challenge their ability to succeed in this environment. You will be working with students under the extra stress of academic difficulties. If at any time you feel a student expresses any feelings of depression, hopelessness, self-harm, or suicide, please contact your instructor, Mary Murphy-Phillips, Director of Student Services (617-638-5059) or Chris Paal, Registrar (617-638-4963). If it is after hours, you may call Boston University Behavioral Medicine (881 Commonwealth Avenue) at 617-353-3569. Behavioral Medicine providers are available 24 hours a day, 7 days a week. If you are on campus and think that the situation is out of control, call Boston University Medical Campus Public Safety at 617-414-4444. Please program this number into your mobile phone. If you are off campus, call 911. Community Resources Mental Health/Counseling

National Alliance on Mental Illness Advocacy/support for families 400 West Cummings Park, Suite 6650 Woburn, MA 01801 Helpline: 800-370-9085

Massachusetts Department of Mental Health 25 Staniford Street Boston, MA 02114 617-626-8000

Massachusetts Neuropsychological Society Psychiatrist referral 125 Nashua St. Boston, MA 02114 617-742-6719

Social Work Therapy Referral Service (private practice referral) 617-720-2828 800-242-9794

Suicide Prevention Services National Suicide Hotline 800 – SUICIDE (784-2433)

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Course Materials Approximately three months before a semester starts, instructors receive course book and reader order information from the Student Services Office at SPH. Instructors often use a combination of textbooks, course readers, and online links: Textbooks: Are available for purchase through the BU Barnes & Noble bookstore located on the Charles River Campus at 660 Beacon Street. Course Readers: Course readers are a compilation of articles, book chapters, and other resources that faculty have selected for the course. Unless otherwise noted, the resources in course readers are required. Students purchase course readers directly from Barnes and Noble. Ejournals at the BU Alumni Medical Library - http://med-libwww.bu.edu/: If you missed the Library

orientation session during Orientation and you have having trouble accessing articles through this

portal, please set up a session with one of the reference librarians who will be happy to walk you

through use of the website. You can also access all of the Boston University libraries at

www.bu.edu/library. You will need a BU login and Kerberos password to access the BU library network.

Downloading and printing articles

You might want to think about saving some trees and save your articles on your computer rather than

printing them out. If that doesn't work for you there are several low cost options for printing your

articles.

Libraries - You have 200 free copies available to you through the Medical Library. Ask for a card at the

front desk in the library. Once that is finished you can put more value on the card ($.06 a copy) - also at

the front desk. You can also purchase a copy card at the Mugar library.

FedEx Kinkos - You can save articles to a USB drive and take it to Kinkos and have them printed for $.03

a copy or better yet send the documents by email at [email protected] . There contact

information is below:

Medical Campus

715 Albany Street

Boston, MA 02118

Phone: 617-414-COPY (2679)

Fax: 617-414-2678

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Blackboard

Course information, assignments, and syllabi are often posted on a course webpage at blackboard.bu.edu. The instructor is responsible for creating and populating this website. You may be asked to add additional materials during the semester. You will need a BU email address and Kerberos password to access Blackboard. Rob Schadt ([email protected]) and the staff in the OTLT can assist you in populating your Blackboard course web and utilizing the software effectively. Adding Active Links to Blackboard The ability to add links to your course website is an important feature in Blackboard. Instructions on how to add links to your Blackboard site are listed below. Remember that Blackboard materials are subject to copyright regulations. Without explicit permission from the publisher, you CANNOT post copyrighted materials, including PDFs of journal articles, in Blackboard. Instead, you may post a link to the electronic journal in which an article was published. To begin, log into your Blackboard site at blackboard.bu.edu. Once you have logged into your site, you will see your course homepage. On the left side of the main page, you will see a list of links and tools used to navigate your site. Click on the link for the Control Panel.

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The Control Panel allows you to manage the content within your Blackboard site.

Within the Control Panel, you will see a list of categories. Under the "Content Areas" section, click on the link labeled Course Information or Course Documents depending on where you want to place the link to your online resource.

If you have added links to your site previously, you will see your list of folders and/or documents. In this case, we have opened a folder and we want to add an item, which is a link to a course reading online. Click on the Add item button at the top left of the section

Select your Item Name & Color.

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In the text field, enter your text including the link to the electronic resource or website that you would

like to add to Blackboard. Make sure that your link begins with "http://".

In the text field select the URL and click the link button in the toolbox above. This will launch the Insert Link window. The URL will appear in the URL field in Hyperlink properties. Check the box to indicate the link should open in a new window.

** Please note: you must include ‘.ezproxy.bu.edu’ into the web address in order to be copyright

compliant and so students may access the article off-campus.

Scroll down to the bottom of the page and click Submit.

Your link has now been added to Blackboard!

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For more information on Blackboard, please visit the Office of Teaching, Learning and Technology at sph.bu.edu/otlt or bu.edu/webcentral/learning/courseware/ For technical support with Blackboard go to bu.edu/help/blackboard or contact Rob Schadt ([email protected]) You can also contact the Library's Reference Desk at [email protected] or (617) 638-4228. Blackboard vs. Faculty Link Blackboard and the Faculty Link are two separate web-based systems used by Boston University. The Faculty Link is a secure, official Boston University server site that allows faculty to access their course lists and submit grades. Blackboard is a course-specific online tool used for dissemination of course information and communication. Important things to know about Blackboard and the Faculty Link: The class list on the Faculty Link is the real time, official class list. It does not include students sitting in the class to remediate or alumni auditors. Students may drop classes online, and you will not know that they drop the course until they no longer display on your class list on the Faculty Link. When a student registers for a course, they are added automatically to the Blackboard list; however, when they drop they are not automatically removed. The instructor or TA needs to remove these users manually. Students are often confused about the difference between information posted on Blackboard and information posted on the Faculty Link. The grade submitted by faculty via the Faculty Link is a student’s official grade. Grades posted on Blackboard are not official. As a Teaching Assistant, you may be asked about these differences. You will not have access to the Faculty Link.

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Academic Policies, Grades and Grading

Teaching Assistants should discuss grading procedures and expectations with their instructor. If you are new to grading, it may be helpful to grade the initial set of an assignment with your course instructor. When grading, consistency is important. If you are splitting the grading responsibilities for an assignment with your instructor or another Teaching Assistant, make sure each grader clearly understands the assessment guidelines for the assignment. Academic policies are available on the School of Public Health Insider (sph.bu.edu/insider) under “faculty resources” and on the SPH Bulletin: bu.edu/bulletins/SPH. If you are concerned that a student may have committed an act of academic dishonesty at any time during the semester, bring it to the attention of the course instructor immediately. Keep a written record of what has transpired and retain the original work in question.

Classroom Audio/Visual Resources Many of the instructional spaces on the Medical Campus are equipped AV equipment such as LCD projectors, computers, microphones, etc. In some cases, AV equipment can be delivered to a classroom as well. Faculty can request assistance through SPH Student Services – Andrea Tingue ([email protected], 617-638-5006) or Brendan Hoey ([email protected], 617-638-5062). If you are having trouble using AV in a classroom, you can also contact the Educational Media Center at 617-638-4098. To inquire about being trained on the operation of AV equipment in a room, email Kirsten Martin ([email protected]).

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Using Audience Response Clickers at SPH Faculty need to request clickers and a receiver through SPH Student Services – Andrea Tingue ([email protected] or 617-638-5006). Faculty or a TA need to pick up from L-307 and bring clickers to class for distribution to students on a class-by-class basis. If neither the TA nor the instructor is able to pick up the clickers, contact Rob Schadt ([email protected]) for alternative arrangements. For day and evening classes, Faculty/TA must:

• Pick up and bring clickers to class • Dispense clickers to students • Collect all clickers at the end of class • Drop-off all clickers immediately following class

Daytime Class Pick-up/Drop-off (8:00 a.m. - 5:00 p.m. M-F):

1. Faculty/TA pick-up the clickers (and receiver if necessary) from the EMC/Instructional Services front desk in L307

2. Sign the “Sign-out/Drop-off” sheet. 3. After class ends, drop-off the bag(s) at EMC/Instructional Services, and 4. Sign the “Sign-out/Drop-off” form.

Evening Class Pick-up/Drop-off (after 5:00 p.m. M-F):

1. Faculty/TA pick-up the clickers (and receiver if necessary) from locker #613 located in the L bldg., 3rd floor hallway. The combination is 4640 (note that dial must be on this combination to close). A pickup/drop-off form is attached to the appropriate clicker bag that has been prepared specifically for your class based on your request to Andrea. It is critical that you take only the bag(s) with the appropriate course number indicated.

2. Keep the pickup/drop-off form with the bag(s). 3. After class ends, drop-off bag(s) to the locker, and keep the form with bag 4. Please – this is important to us… Initial and indicate on the form the number of

clickers/receiver(s) in the bag(s).

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Leading Discussions

When leading discussion sessions, it is important to consider your audience. The students in attendance are often having trouble with one or more aspects of the course. Remember that you are there to help. Always keep an enthusiastic attitude while leading discussions, and be careful not to talk down to students who may not be grasping a concept fully. Try to be conscious of your body language and enunciation. Sometimes it is the small details that can differentiate an engaging and useful discussion from one that leaves students feeling uninspired. Consider the following:

Students must feel comfortable talking to each other. To encourage this, generate a warm climate at the beginning of the course.

You may have different students from week to week. It may be useful to begin each discussion session by summarizing the topics covered during the previous session.

Establish criteria for a good discussion at the beginning of the course. Spend a few minutes letting the students generate these criteria themselves. (One way is to have each student introduce themselves by completing this sentence: "When I am in a small group discussion, I usually...)

Encourage your students to be responsible for bringing good issues for discussion to the session.

Sometimes controversial events or issues will jump-start a discussion. Go around the room and let every student comment.

Consider the physical set-up in the room. Can students see each other, or are they sitting side by side in rows facing the front of the room? Is it possible to create a circle or a semi-circle?

Listen well. Respond in a way that indicates that you heard and understood the question or the comment. Validate questions by either expanding on or challenging them, and encourage students to challenge you.

Rephrasing a question or comment is a good way to make sure the other participants understand and are fully engaged in the discussion. It also gives you a little extra time to formulate your response.

Give students time to respond. A few seconds can feel like a century, but students need that time to process the question.

Tell the students in advance what the discussion topics will be.

Prompt students with a variety of questions that require different levels of thinking. o Some questions can be answered with information from general experience or from

basic knowledge of the discipline. o Some questions require that students explain the relationship between different ideas,

using this to form general concepts. o Some require students to apply concepts and principles to new data and different

situations.

Sometimes students may try to use the discussions as a forum to air their grievances with the course or instructor. This is not the best use of your time or the student’s time. You can encourage students with grievances to speak with you or the instructor after class.

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Core Course Tutoring and Writing Program

Core Course Tutoring Program

Boston University School of Public Health offers tutoring free-of-charge to MPH degree candidates who

have demonstrated difficulty in the MPH core courses. Applicable core courses: BS704, EH717, EH765,

EP713, IH704, IH720, LW719, LW751, PM702, SB721.

Non-degree students are not eligible to receive free tutoring in core courses, nor are students in the

Master of Science, Doctor of Philosophy, Doctor of Public Health, BS/MPH, or BA/MPH programs.

Please contact the Tutor Coordinator at [email protected] or 617-414-1416 with any questions about

the Core Course Tutoring Program.

Writing Assistance Program

The Writing Assistance Program is a free service for MPH and MS students who would like to discuss

organization, thesis statements, or other aspects of the writing process with a peer assistant. Students

may receive assistance on any MPH or MS course assignment, with the exception of theses and

culminating experiences. The Writing Assistance Program is not an editing or grammar service but is

instead designed to assist novice to experienced students in strengthening writing skills.

Students who have significant difficulty with writing, including, but not limited to, ESL students, should

speak with their instructor or Brendan Hoey ([email protected]) about enrolling in the writing intensive

writing program sponsored by CELOP during the fall semester.

Please contact the Tutor Coordinator at [email protected] or 617-414-1416 with any questions about

the Writing Assistance Program. Further information can be found at http://sph.bu.edu/writing.

Students with Disabilities

All students face challenges and deserve a fair chance to succeed and to be treated with respect. Some

students may require accommodations due to learning or other disabilities. If you believe that a student

may have a learning disability, or a student has requested extra time on exams or projects due to

disabilities, you may refer the student to the BU Office of Disability Services. Students must be approved

for these accommodations through this office, and you would be notified by SPH Student Services that

they have been approved. If you have any questions, contact Mary Murphy‐Phillips, Director of Student

Services, [email protected] or 617‐638‐5059.

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Safety

Boston University Emergency Preparedness and Response Procedures

To report an emergency or suspicious activity: Call Public Safety at 617-414-4444 on the BUMC campus or the Boston University Police Department at 617-353-2121 on the Charles River Campus. Please program these numbers into your mobile phone.

Students are required to be on the Send Word Now system and will get emergency communications as events unfold. Emergencies cover a range of events from weather to chemical spills to violence. Students can edit their contact info at www.bu.edu/studentlink. To view or change your information, open the “Personal” tab and select “Address and Phone.”

Teaching assistants are who are not current students are urged to join the Boston University Alert System, 'Send Word Now' so they get emergency communications. To be notified through the Send Word Now system, access the BUworks central portal at ppo.buw.bu.edu/, click on “Employee Self-Service”, open the “Personal Information” tab, and select “BU Alert Information.” Emergency Closing Information

In the event of an emergency, notices will be posted to the home pages of the:

BUSPH Insider: sph.bu.edu/insider

BUSPH Student Insider: sph.bu.edu/si

BUSPH website: sph.bu.edu

In the event of weather-related cancellations of classes, the following schedule will be observed:

10am classes or earlier: A decision will be posted no later than 7am

1pm classes: A decision will be posted no later than 9am

2:30pm classes: A decision will be posted no later than 12:30pm

6:00pm classes: A decision will be posted no later than 3:30pm

Email messages will be sent to faculty, staff and students in the event of closings, but may not arrive immediately if email servers are busy. We recommend checking the Insider and Student Insider for messages. In the event of class or campus closings, a message will also be posted to the BUSPH main telephone number: 617-638-4640. Emergency Situations in the Classroom: Shelter in Place

Although it is unlikely that we will ever have a classroom emergency that will require the occupants to shelter in place, it is helpful to know what to do in case the situation arises. No matter where you are, the basic steps of shelter in place will generally remain the same:

• If you are inside, stay where you are unless directed to evacuate or you determine that the building you are in is unsafe. If you are outdoors, proceed into the closest building or follow instructions from emergency personnel on the scene.

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• Locate an interior room to shelter inside. If possible, it should be above ground level and have the fewest number of windows. If sheltering in a room with windows, move away from the windows. If there is a large group of people inside a particular building, several rooms maybe necessary.

• Shut and lock all windows (for a tighter seal) and close exterior doors.

• Turn off air conditioners, heaters, and fans. Close vents to ventilation systems as you are able. (University staff will turn off ventilation systems as quickly as possible).

• Make a list of the people with you and ask someone to call the list in to BUPD or BUMC Public Safety so they know where you are sheltering and who is with you. If only students are

present, one of the students should call in the list.

• Await further instructions. If possible, visit the BU or BUMC main webpages for incident updates (www.bu.edu, or www.bumc.bu.edu) or call the BU Information Line 617-358-SAFE (7233) which will have prerecorded instructions.

• Make yourself comfortable and look after one other. You will get word as soon as it is safe to come out.

Evacuation

An evacuation will be considered if the building you are in is affected or people must move to a location of greater safety. If the fire alarm sounds, always evacuate. In the event of an evacuation, please gather your personal belongings quickly (purse, keys, BU ID card, etc.) and proceed to the nearest exit. Do not use the elevator. Once you have evacuated the building, proceed to your primary rendezvous location. BU Alert

BU Alert provides free notification by email or text message during an emergency. If you receive a BU Alert notification during class, you are encouraged to share the information immediately. General Classroom Safety Tips

• Know your building location, name and classroom each semester you teach

• Know the locations of safety features in and near your classroom, including fire extinguisher

• Know where the nearest staircase is (in general, do not use elevators in emergencies)

• Bring your cell phone to class

• Program the following numbers into your cell phone: Emergency contact person at BUSPH: Mary Murphy-Phillips, 617-335-9884 (cell) BUMC Command and Control: 617-414-4444 911

• Keep your classroom door closed at all times

• Plan how you and your students will exit the building quickly in an emergency

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Getting Paid Departments vary in how they handle payment of Teaching Assistants. TA’s typically get paid at the end of each month. If you have any questions about getting paid, you should contact your department administrator:

Biostatistics: Ginger Quinn, [email protected]

Community Health Sciences: Karen Smith, [email protected]

Environmental Health: John Douglas, [email protected]

Epidemiology: Lorraine Kiley, [email protected]

Health Law, Bioethics & Human Rights: Gina Duong, [email protected]

Health Policy & Management: Karen Greene, [email protected]

International Health/Ctr. for International Health: Mary Dangora, [email protected]