Utilize the resources provided below to help make your work in our Division easier and more efficient. If you would like to add or update resources, please contact Fonda Smith.
Administration
Packed with physical and verbal exercises to help you organize and run a brainstorming session, this book gives you the tools and knowledge to build a solid, structured foundation for free-form interaction and fearless conceptualizing.
DEM maintains a set of e-mail distribution lists (Listservs) for cross-sections of people in our Division. This document includes the list name, e-mail address, and member’s names.
Our Division maintains a database of emergency contact information for every person who is authorized to access our space. This information is for emergency use within the Division and is submitted to UCSF and ZSFG as a part of the annual Emergency Action Plan.
Landed: Program to Help UCSF Staff and Faculty Buy Homes
Housing Services is pleased to connect UCSF employees with Landed, a personal finance company that provides employees of health care and educational institutions, including UCSF, down-payment support and other home-buying resources. A Landed video is also available at: https://www.landed.com/how-it-works.
Lost Key(s), Fob, and ID Badges
The division provides you with your initial key(s), fob, and ID badges free of charge. If you lose your key(s), fob, and/or ID badges, you are responsible for the cost of replacing them.
- DEM Fob - $25.00, payable by check to the "UC Regents" and given to the DEM Admin team for processing.
- DEM Key - $25.00, payable by check to the "UC Regents" and given to the DEM Admin team for processing.
- UCSF ID Badge = $0.00, as cost is covered by UCSF.
- ZSFG ID Badge = $20.00, payable by check at the time of your ZSFG ID badge replacement visit.
Printer, Scanner, Copy, Fax Machine
The division has a Ricoh color printer, scanner, copy, fax machine located in Room 607. Personnel are welcome to connect to this shared resource using the following IP address: 128.218.162.117.
Records Retention Schedule
UC has an online Records Retention Schedule database online at: https://recordsretention.ucop.edu/. Here you can search keywords by document type and category. UC Space also offers a set of reference resources at: https://space.ucsf.edu/records-information-management.
Travel Policies
In preparing for university related to travel, please review the UC Travel Policies. When traveling on business, it is the responsibility of the traveler to understand UCSF travel and entertainment policies in order to be reimbursed in a timely manner and understand which expenses will and will not be covered by the University. All employees are highly encourage to book UC-related travel through Connexxus.
Anti-Racism Resources
Definition:
Being antiracist is fighting against racism. Racism takes several forms and works most often in tandem with at least one other form to reinforce racist ideas, behavior, and policy. (https://nmaahc.si.edu/learn/talking-about-race/topics/being-antiracist)
Types of racism are:
Individual racism refers to the beliefs, attitudes, and actions of individuals that support or perpetuate racism in conscious and unconscious ways. The U.S. cultural narrative about racism typically focuses on individual racism and fails to recognize systemic racism.
Examples include believing in the superiority of white people, not hiring a person of color because “something doesn’t feel right,” or telling a racist joke.
Interpersonal racism occurs between individuals. These are public expressions of racism, often involving slurs, biases, or hateful words or actions.
Institutional racism occurs in an organization. These are discriminatory treatments, unfair policies, or biased practices based on race that result in inequitable outcomes for whites over people of color and extend considerably beyond prejudice. These institutional policies often never mention any racial group, but the intent is to create advantages.
Example: A school system where students of color are more frequently distributed into the most crowded classrooms and underfunded schools and out of the higher-resourced schools.
Structural racism is the overarching system of racial bias across institutions and society. These systems give privileges to white people resulting in disadvantages to people of color.
Example: Stereotypes of people of color as criminals in mainstream movies and media.
White Privilege Inherent advantages possessed by a white person on the basis of their race in a society characterized by racial inequality and injustice. (Google Definition)
Calls to action:
21-Day Racial Equity Habit Building Challenge by Dr. Eddie Moore, Jr.
Justice in June by Autumn Gupta with Bryanna Wallace’s
Reflecting on Racism & Raíces by Tomás Roberto Díaz, Medium
Listen:
'Interrupt The Systems': Robin DiAngelo On 'White Fragility' And Anti-Racism, NPR with Ari Shapiro (11-minutes)
'Me And White Supremacy' Helps You Do The Work Of Dismantling Racism NPR with Eric Decgans (16-minutes)
Social Media Continues To Amplify White Supremacy And Suppress Anti-Racism Forbes with Janice Gassam Asare
(7 minutes)
The Imagine Equity Series by The Imagine Neighborhood ™ podcast, has developed a new anti-racism series to help youth build their understanding of issues like racial identity, diversity, and justice.
Why DEI And Anti-Racism Work Needs To Decenter Whiteness Forbes with Janice Gassam Asare
(5 minutes)
Anti-Racist Science Education NPR with Letimicia Fears, Gretchen Kraig-Turner, and Dr. Viji Sathay
(13 minutes)
Anti-Racism in Medicine series by the Clinical Problem Solvers Podcast with Kimberly D. Manning, MD and Giselle Corbie-Smith, MD, MSc
(1 hour and 9 minutes)
Ask a Reporter: The rise of anti-Asian violence Los Angeles Times with Teresa Watanabe, Anh Do, Ada Tseng, and special guest George Takei
(1 hour and 40 minutes)
Fund Black Scientists: How inequitable NIH funding perpetuates the disparities divide by the Health Disparities Podcast with Dr. Omolala (Lola) Eniola-Adefeso and Dr. Stevens Kelly
(40 minutes)
Why Juneteenth Isn't Taught In Schools — And What That Means For Our Understanding of Slavery with Tonya Mosley, wbur
(11 minutes)
Be Antiracist with Ibram X. Kendi, with Ibram X. Kendi, iHeartRadio and Pushkin Industries
Towards Racial Justice and Understanding, On The Record with Sheilah Kast - WYPR
(25 minutes)
Cultural Appropriation, A Perennial Issue on Halloween with Leila Fadel, NPR
(3 minutes)
'Not Racist' Is Not Enough: Putting In The Work To Be Anti-Racist with Eric Deggans, NPR
(21 minutes)
'We Are Living in a Racism Pandemic,' Says APA President, American Psychological Association
What People Misunderstand About Anti-Racism Training with Janice Gassam Asare, Forbes Magazine (5 minutes)
'Woke Racism' tackles anti-racism, performative action and its effect on Black Americans by Jeffrey Brown and Alison Thoet (7.5 minutes)
'Woke Racism': John McWhorter argues against what he calls a religion of anti-racism hosted by Steve Inskeep, NPR ( 6 minutes)
Women's Health, Incarcerated Podcast - Podcast Series
Movies and Videos:
Teach Us All (Documentary)
PBS: The Origin of Race in the USA By Danielle Bainbridge
Uncomfortable Conversations with a Black Man by Emmanuel Acho (Series)
How I Learned to Stop Worrying and Love Discussing Race by Jay Smooth, TEDx Hampshire College
Peanut Butter, Jelly and Racism by Saleem Reshamwala, The New York Times
Faces of Ability II - Mental Health Resilience Panel - Reducing Mental Health Stigma in our Community by UCSF Diversity and Outreach
Articles:
Everyday words and phrases that have racist connotations by Scottie Andrew and Harmeet Kaur, CNN
2020: The year America confronted racism by Nicole Chavez, CNN
Medical schools face calls for more change as states declare racism a threat to public health by Lauren Serrato, KOLD News
Why Every Anti-Racism Ally Should Read Dr. King's 'Letter from Birmingham Jail' by Dana Brownlee, Forbes
11 Moments From Asian American History to Know for AAPI Month by Olivia B. Waxman and Paulina Cachero, Time Magazine
Comics as anti-racist education and advocacy by Shirlene Obuobi, Monica B. Vela, and Brian Callender, The Lancet
A guide to combating anti-Asian racism — from relationships to the workplace by Kimmy Yam, Sakshi Venkatraman, and Caitlin Yoshiko Kandil, NBC News
People of color have a new enemy: techno-racism by Faith Karimi, CNN
To Dismantle Anti-Asian Racism, We Must Understand Its Roots by Lily Zheng, Harvard Business Review
What's Missing From the Discourse About Anti-racist Teaching by Jarvis R. Givens, The Atlantic
How Anti-Racist is Anti-Racism by Eric Levitz, New York Magazine
Design Physical and Digital Spaces to Foster Inclusion by Eric M. Anicich, Jon M. Jachimowicz, Merrick R. Osborne, and L. Taylor Philips, Harvard Business Review
Focusing on diversity, equity, and inclusion impacts population health management results by Michael B. Garrett, Puget Sound Business Journal, article sponsored by Mercer
'Diversity and inclusion' can be a meaningless catchphrase. Experts share 3 takeaways to actually drive change in your company. by Marguerite Ward, Business Insider
AMA: Racism is a threat to public health by Kevin B. O;Reilly, AMA
How health systems can build a culture of anti-racism by Greg Johnson, Penn Today
Educator Preparation Programs Lead the Way for Racial and Social Justice for All by Dr. Jacob Easley II, Diverse Issues in Higher Education
Decolonizing Thanksgiving by Crystal Pardue (Chumash), ALCU of Washington Equal Justice Works Fellow
On Becoming an Anti-Racist University; Principles and recommendations for universities from Black Engineering faculty
Who Will Stand Up for Black Women? by Rhea Boyd, The Nation
Together, You Can Redeem the Soul of Our Nation with Rep. John Lewis, The New York Times
They grew up surrounded by racism. But early on they chose a different path by John Blake, CNN
When Curriculum Falls Short in Supporting Diversity, Equity, and Inclusion, Here's Where It Misses the Mark by Emma Kate Fittes, EDWEEK Market Brief
Facing racism depletes young adults' mental health by Char Adams, NBC News
If tackling racism is just a box-ticking exercise, the urgent imperative to change our ways is lost by Kenan Malik, The Guardian
Diversity, Equity, Inclusion: New Criticisms and Challenges by Dr. Richard Vedder, Forbes
How to be a true anti-racist ally by Nova Reid, The Guardian
Research:
Anti-racism primer for medical educators A living and iterative resource by Meghan O’Brien MD, MBE, Rachel Fields, MS, and Andrea Jackson, MD, MAS,with support from UCSF Differences Matter Working Group 3
White Privilege: Unpacking the Invisible Knapsack by Peggy McIntosh, Ph.D. Wellesley Centers for Women, Wellesley College
Anti-Black racism in academia and what you can do about it by Audrey K. Bowen and Cullen R. Buie, Nature
Structural Racism: Medicine Forges a Path Forward by Taylor Sisk, Medpage Today
The intricacy of structural racism measurement: A pilot development of a latent-class multidimensional measure by Tongtan Chantarat, David C. Van Riper, Rachel R. Hardeman, EClinicalMedicine - The Lancet
Health Care Experiences of Patients with Nonbinary Gender Identities by Jay Bindman, Azze Ngo, Sophia Zamudio-Haas, and Jae Sevelius, UCSF Center of Excellence in Trans Health
Pulling at the heart: COVID-19, race/ethnicity and ongoing disparities by Peter Chin-Hong, Kevin M. Alexander, Norrisa Haynes, Michelle A. Albert & The Association of Black Cardiologists, Nature
Addressing Structural Racism in the Health Workforce by Randl B. Dent, PhD, Anushree Vichare MBBS, MPH, PhD, Jaileessa Casimir
News:
Lowell's Black Student Union calls for sweeping changes ahead of S.F. school board vote by Nora Mishanec, San Francisco Chronicle
Asian and Black Americans experience racism differently. But we need to unite against hate by Sandy Banks, Los Angeles Times
A mix of 'relief and sadness' as world tunes into Derek Chauvin verdict by Adela Suliman, NBC News
What is critical race theory? Explaining the discipline that Texas' governor wants to "abolish" by Isabella Zou, The Texas Tribune
Reparations needed to confront anti-Black racism, UN rights chief says by The Associated Press, NBC News
Confronting racism to renew America's promise by Harry Pierre, Harvard Gazette.
Taking An Employee-Led Approach To Diversity, Equity, and Inclusion by Keith Nealon, Forbes
Diversity, Equity, Inclusion, and Belonging: Who's Holding Whom Accountable? by Abeni El-Amin, PhD, EdD, Faculty Focus
Books:
Make Change: How to Fight Injustice, Dismantle Systemic Oppression, and Own Our Future by Shaun King · 2020
Me and White Supremacy: A 28-Day Challenge to Combat Racism, Change the World, and Become a Good Ancestor by Layla Saad · 2020
White Fragility: Why It's So Hard for White People to Talk About Racism by Robin DiAngelo, Michael Eric Dyson · 2018
The 10 Best Political Books of 2020 by Black Women by Ibram X. Kendi, The Atlantic
Top 10 Most Challenged Books of 2020 by The ALA Office for Intellectual Freedom
Letter from Birmingham Jail by Dr. Martin Luther King, Jr. · 1963
Websites:
How White People Can Talk To Each Other About Disrupting Racism Dosomething.org
Additional Resources:
Anti-Racism resources for white people
This document is intended to serve as a resource to white people and parents to deepen our anti-racism work. If you haven’t engaged in anti-racism work in the past, start now. Feel free to circulate this document on social media and with your friends, family, and colleagues.
Here are the Martin Luther King Jr. words that inspire today's social justice leaders
by Nicole Chavez, CNN
This article is intended to reflect on Dr. King's words and his legacy at a time when America is deeply divided after 2020's racial reckoning and the insurrection at the US Capitol in early January 2021.
Anti-racism resources to support Asian American, Pacific Islander community
by Kate Lý Johnston
This article is intended to heighten awareness surroundingn racism against Asian Americans, which can be ingrained and subtle. The resources provided share how to be anti-racist and support the Asian American and Pacific Islander, or AAPI, community.
Developing Quality Conversations About Diversity, Equity, and Inclusion
by Zoe Kinias, Modupe Akinola, Erin Kelly, and Michael Norton, INSEAD
This blog post is intended to introduce best practices for productive conversations around DEI.
Dismantling Anti-Black Bias in Democratic Workplaces: A Toolkit
UCSF lead resources:
Anti-Racism & Racial Healing Webinars & Resources
DEM Conference Rooms (Collaboration Room, Oval Office, and 505 Conference Room)
501 - Collaboration Room
The 501 Collaboration Room is available for reservation for inter-DEM events and meetings for up to 6 guests through the UCSF EMS, which requires single-sign on credentials. This room is open for lunch from 11:30am - 1:30pm, Monday - Friday. Check out the Quick Start Guide for instructions.
505 - Conference Rooms
The 505 conference room is available for reservation for events and meetings from 12 to 50 guests. Click here for full conference room reservation information and reservation request information.
601 - Oval Office
The 601 Oval Office is available for reservation for inter-DEM events and meetings for up to 6 guests through the UCSF EMS, which requires single-sign on credentials. This room is open for lunch from 11:30am - 1:30pm, Monday - Friday. Check out the Quick Start Guide for instructions.
Equipment
Currently-employed UCSF campus employees with an active staff or academic title are eligible for ergonomics assistance.
Flow Core Info
There are several options for Flow Core resources. The UCSF Parnassus Flow Core and the Core Immunology Lab both offer a variety of fee for service options. Check them out and schedule your time today.
CIL Flow Core Onboarding
To attain access to the CIL Flow Core instrumentation, users will be required to attend a CIL onboarding session.
Before attending the CIL Flow Core onboarding session, all CIL Flow Core users are required to complete the PFCC courses, including Parnassus core onboarding. For the list of the courses please visit:
https://flow.ucsf.edu/training
https://flow.ucsf.edu/ucsf-flow-cytometry-course
CIL Flow Core Onboarding will include an introduction to CIL instrumentation, flow core rules, and a tour of CIL Pride Hall spaces:
2600 CIL Lab
2610 Flow Core
2620 Flow Core sorter room
As the space is compact, each session will be limited to 5 people.
To sign up please go to MyAccess > iLab > Core Immunology Lab > Scheduling > Onboarding to the Flow Core and follow instructions. Available dates are listed, and future dates will be posted here as well:
https://ucsf.ilab.agilent.com/schedules/472643#/schedule/multi/2024-02-15
There is no charge for this service. Once you attend CIL Onboarding, you will be granted door access to the Flow Core space and added to the DEM Flow Users Slack space and listserv - join us for monthly meetings 3rd Tuesdays of the month 4-5pm in Pride Hall 3030!
Questions? Please email [email protected]
Biosafety Cabinet Calendar/Sign-up
Our online calendar for reserving Biosafety Cabinets in Building 3 Rooms 511 (BSL2), 615 (BSL2*), and 623 (BSL2).
Our laboratories and the Division have identified equipment that is available for use by other members of our Division. This map highlights the DEM Common equipment.
To utilize the DEM Common Equipment, make an appointment on the common equipment calendar.
Common Equipment and Trainers
Below is a list of common equipment shared amongst personnel in the division. To utilize these pieces of equipment, please contact the associated trainer for details.
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Equipment |
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Gladstone Core - iLab Set-up
You can access Gladstone's iLab through your UCSF MyAccess following these steps:
- Log into iLab as you normal through MyAccess
- Click on the three horizontal lines in the top left corner of the page
- Click on “Core Facilities”
- Select “Cores at Partner Institutions” next to View
- In the Search table field, type in Gladstone
- A list of Gladstone cores should populate (it may take a little time) and you can select, for example, Genomics Core
This list provides a report of laboratory equipment, by lab, within Experimental Medicine, along with the availability to share with other labs in the division.
Facilities
DEM is a tenant of the space in Building 3. Therefore, we receive facilities support from UCSF, the SF Department of Public Health and custodial services from UCSF Facilities. If you encounter an issue, please contact Vanessa York.
If you encounter a light bulb burnt out in DEM, please notify Vanessa. Additionally, you may submit a request to replace the bulb and forward the request information over to Vanessa. You may only submit a request if you are connected to the UCSF WPA network.
If you encounter a facilities issue in DEM, please notify Vanessa. They will submit an online work order. Additionally, you can call ZSFG Engineering at 628-206-8522 to request assistance.
ZSFG Engineering
If you encounter an emergency facilities issue, including an alarming hood or inoperable elevator, please call the ZSFG Engineering at 628-206-8522.
UCSF Facilities provides the custodial services for our Division. The guide to services, with specific DEM notes, is linked above for your reference.
Faculty Resources
DOM Compenstation Plan
To view the DOM Faculty Componstation Plan for FY22, click here.
DOM Faculty Advancement Guidelines
The Department of Medicine, like all academic departments, operates under the policy and procedures of the Academic Personnel Manual. To learn more about departmental guidelines on promotions, visit the website for full details.
Faculty Mentoring Guide - "How Research Faculty Mentor"
This brief guide provides descriptions of various types of mentees within the research environment.
Office of Technology Management & Advancement
This team provides support for patents, industry collaborations, and start-ups.
Outside Professional Activities for Faculty
Review the SOM guidance on outside professional activities when planning to engage in activities outside of the University. Unsure of how to proceed, you can submit a review of the outside activity for DOM to review. Click here to download the review form.
Physician-Scientist Career Development Program
The program is designed to support and promote laboratory-based physician-scientist trainees in the residency, fellowship, and junior faculty stages. Our three main focus areas are (1) building a diverse and successful physician-scientist community, (2) providing training and mentorship specific to the laboratory-based physician-scientist career path, and (3) opportunities for career growth.
Sponsorship and Mentorship Tip Sheet
Attached is a useful sheet on sponsorship. We’re all involved in sponsorship from both perspectives: sponsoring, and being sponsored. The sheet has useful advice on both aspects. It also clarifies the common aspects and the distinctions between mentorship and sponsorship.
Finance and Purchasing
BearBuy
BearBuy is the UCSF campus eprocurement system. There are BearBuy training materials that will help you use BearBuy to place orders with suppliers and pay invoices, understand roles, and additional shopping resources.
BearBuy should be your first destination for purchasing and extra effort given to locate necessary items or services within the system. Lack of planning for lead time with a BearBuy cart is not a justification to utilize the P-card or MyExpense. The Division Manager and Finance Analyst are both BearBuy cart approvers. The Division Manager is the only approver for meeting/entertainment expenses. Please allow 1-2 business days for review by DEM administration.
Quartzy
Quartzy is a unique platform that centralizes requests, approvals, orders and inventory management to improve lab productivity. Many labs in Experimental Medicine utilize Quartzy in their day-to-day operations. Quartzy is integrated with UCSF BearBuy! Click to reference the BearBuy/Quartzy How To Guide.
Procurement Card (P-Card)
To order items for your lab that are not available in BearBuy, please complete the Pcard Request Form and the P-card holder will follow-up with you to process your request. Reasons to use the P-Card may include conference registration fees, professional organization membership fees, software license fees, manuscript fees, and books/training materials. Before using the p-card, if the vendor accepts PO numbers, the vendor needs to be added to BearBuy, then the purchase made through BearBuy.
Allowable Purchases:
- Books
- Computer accessories
- Conference Registrations/Membership dues
- FedEx and courier services
- Gift Card/Gift Certificate (non-cash negotiable, see G-41-G42 policy restrictions),
- Internet or online payment mechanisms such as E-Bay, Amazon, and PayPal (where payee can be identified)
- Meeting and Entertainment (M&E) except catering, use America To Go Portal (ATG). Department are required to complete the Procurement Card (P-Card) M&E Expense Form or a department detailed log for M&E Expense
- Mobile phone and pager charges
- Recruitment ads and searches
- Service awards and/or retirement gifts (see G-41 and G-42 policy restrictions)
- Services (those services considered low risk and/or not requiring a contract)*
- Subscriptions/publications
- Sympathy Gifts
- Supplies
- Tools
- Training materials
- Water
Not Allowable/Restricted Purchases (these items cannot be purchased using the UCSF P-Card):
- Animals
- Any item original order through a specific purchase order
- Any item that does not comply with University and Federal purchasing policy
- Any other purchase for which a supplier requires a contract to be signed including click agreement
- BearBuy catalog items
- Business travel for employees, students, and candidates
- Supply Chain Management Restricted purchases including but not limited to gases
- HIPAA related, foreign orders
- Capitalized equipment/inventorial equipment
- Cash Advances
- Consulting or contract employee services
- Ethyl alcohol (except denatured), narcotics, dangerous drugs, or other controlled substances
- Firearms, ammunition, explosives, radioactive or other hazardous materials
- Goods or services from an employee or near relative of an employee of the University
- High risk services or services requiring a signed contract.
- Limo and other forms of transportation
- On-site construction
- Parking
- Personal charges
- Precious metals
- Purchases with large agreement or system wide agreement vendors such as Fisher Scientific, VWR and Office Max
- Software (see our Buying Software page)
- Split purchases
- Vehicle or real estate rentals/leases
For more information and policies related to the P-card program, visit the UCSF Procurement Card website. Individual purchases made on a credit card, intended for MyExpense reimbursement, must not overlap with the allowable items for purchase with a P-card.
MyExpense
MyExpense is the UCSF campus automated reimbursement system for employee travel and non-travel, and guest travel expenses. MyExpense is available through MyAccess.
MyExpense should be the last choice when purchasing items for work since it is primarily intended for travel related reimbursement. There are exceptional reasons to use MyExpense for reimbursement requests that are outside of travel; however, exceptions should be obtained from the Division Manager prior to making the purchase. The Division Manager reviews and approves all MyExpense requests.
Some helpful tips when submitting MyExpense reports:
- Redact all personal information (home address, personal email), except for name, from receipts before attaching to expense report.
- If expense report is not related to travel, include a clear justification for purchase in the report header and include additional comments to provide context to purchase.
Supply Chain Management Procurement 101
Procurement 101 is a series of training pages created by Supply Chain Management (SCM) that take you through some of the guidelines, policies and useful references you need to purchase goods and services at UCSF. This is a great resource to get started with purchasing.
Human Resources
Find your HR Representative
You can look-up your HR contacts, including your benefits representative and generalist.
Incident Reporting - Employee Process
Incidents happen at work and we want to make sure we are aware. Review the UCSF Incident Reporting Protocol for a step-by-step reporting process.
Whistle Blower - Office of Ethics and Compliance
The University of California is committed to maintaining the highest standards of conduct in the fulfillment of its education, research, public service and patient care mission. The University’s Whistleblower Policy provides multiple avenues for employees to bring forward concerns of potential employee misconduct. The University encourages faculty and staff to report concerns about possible improper governmental activity directly to their supervisor, department head, Locally Designated Official (LDO) or other appropriate university offices or officials, or to make reports through the whistleblower hotline.
Compensation
UC Compensation Look-Up for Staff and Non-Faculty Academics
All UC salaries are listed by title code and title in the Title Code System Look-Up.
UC Compensation Reporting
As part of UC's commitment to transparency, UC reports employee earnings annually through the UC Annual Wage database.
Vacation Accural Information
Vacation accurals vary depending on the type of appointment you hold. Please review the associated policy for more information regarding vacation accural and maximums for staff (PPS and MSP) and faculty (APM-730). Union represented staff should refer to their collective bargaining agreement.
Evaluations
Faculty Annual Review
The UCSF Department of Medicine requires every faculty member to have an annual meeting with their division chief (or, in a few very large divisions, the chief’s designee) to discuss performance, goals for the coming year, and career planning through the DOM Annual Faculty Career Planning Portal through MyAccess. This process runds from February - March each year and is initiated by the Department. These sessions should not be a check-box exercise – instead, they are an essential activity for faculty members to receive feedback, guidance, and mentoring from their division chief or other senior leader. Moreover, the discussions help division chiefs plan for the coming year.
All faculty members with a paid UCSF appointment and/or faculty members who are affiliated with UCSF (e.g., VAMC, HHMI, Gladstone) are included in this process, including Emeritus with pay. Unpaid faculty members are exempt (e.g., Emeritus with no pay or volunteer faculty members).
Non-Faculty Academic Review
The UC/UAW Academic Researchers (RA) Contract outlines the Merit and Promotion Review Process that is initiated and administered by Academic HR through the Advance platform accessible via MyAccess for Non-Faculty Academics including:
- Professional Researchers
- Specialists
To understand the merit and promotion process, reference the following:
The Merit Increase and Promotion Guidelines and Procedures outline the resources by campus.
Postdoc Scholar and Fellow Annaul Evaluation
The UC/UAW Postdoc Union Contract (Article 9) states that the mentor/PI supervisor should initiate and conduct periodic reviews with the postdoctoral scholar at least once per year. The UCSF Graduate Division has put together an information page with resources to help the mentor prepare for their role in evaluation, along with a helpful Postdoc Evaluation Form and Guideline template and link to the Professional Development Plan system.
Staff Performance Annual Evaluation
Performance evaluations (or performance appraisals) are an integral part of the performance management process for our staff, including:
- Academic Program Management Officer
- Administrative Officer
- Administrative Manager
- Clinical Research Coordinator
- Lab Assistant
- Lab Supervisor
- Research Administrator
- Research Data Analyst
- Staff Research Associate
The performance evaluation is non-disciplinary in nature and intended to:
- Provide a fair assessment of the employee's performance,
- Establish goals for the coming evaluation period as well as review and determine whether previously discussed performance expectations and goals have been met,
- Improve job performance in relation to the department's institutional goals,
- Measure and enhance individual performance,
- Recognize and reward employee contributions and foster professional development and career growth,
- Provide feedback on any areas of concern and outline any needed improvement in job performance, and
- Meet the internal and external requirements for documentation of individual performance.
Written performance evaluations should serve as a summary of feedback already provided to the employee. The performance evaluation rating for non-represented employees may be tied to merit increases. This annual process is initiated by the Department of Medicine for the formal assessment period from January to March and a mid-point check-in from August-September, which is administered through an online portal accessible through MyAccess.
Staff Probationary 90-Day Review
Employees hired into a career position generally serve a probationary period of six months. The employee should be evaluated at least once during the probationary period. At the midpoint of the probationary period (generally 90 days), the supervisor should initiate the employee’s performance review. Some Collective Bargaining Agreements (CBAs) require written evaluation midpoint of the employee’s probationary period. Time in either a per diem/limited appointment directly preceding a career appointment or time on leave may affect the duration of a probationary period. During the probationary period an employee may be released at the sole discretion of the University.
This is a critical period to assess a new employee and ensure that they have the skills, knowledge, and abilities to perform the job. By the end of the probationary period, the supervisor must evaluate and document job performance to determine if the employee is generally suitable for University employment. If you have issues or concerns with a probationary employee’s performance, behavior, and/or attendance, contact your Division Manager.
Download the checklist here (may require VPN access).
Recruitment
Gender Language Decoder
This site is a quick way to check whether a job advert has the kind of subtle linguistic gender-coding that has this discouraging effect in job recruitments.
Recruitment Strategies for Supervisory Staff
UCSF Human Resources, in partnership with the Office of Diversity and Outreach has developed a UCSF-wide process improvement to disrupt the unconscious bias present in our hiring and promotions processes. Included in the following materials are data-driven practices and standard work for senior staff and leadership positions (M3 classification and above), though these are excellent resources for all staff positions.
Recruitment Toolkit (MyAccess login required) for All Staff
The Office of Diversity and Outreach and Human Resources have partnered to produce a new interactive, online toolkit for best practices in diversity recruitment. Whether you are a hiring manager, on an interview committee, work in HR, or are simply interested in educating yourself, we invite you to access the toolkit and supplementary recruitment and hiring guide. The toolkit was developed to:
- Standardize information on conducting recruitments and hiring
- Share best practices for a fair and equitable recruitment and hiring process
- Provide resources to support recruiting and retaining diverse employees.
Unconcious Bias in Hiring and Recruitment Training
UCSF has compiled an online LinkedIn Learning course to address unconcious bias in hiring and recruitment.
UCSF Campus Volunteer Information
Meetings
DEM Steering Committee Meeting (DEMSC)
The DEMSC, comprised of faculty and staff, provide input to DEM leadership through the discussion of emerging issues that shape the future of the Division. This committee meets bi-monthly.
Faculty Meeting
Our faculty meet on a bi-monthly basis to discuss issues pertinent to the faculty experience.
Flow Cytometry Committee
This monthly meeting is for DEM flow users to share information, resources, troubleshooting, training, and panel development.
Lab Manager Meeting
This monthly meeting is for Lab Managers to receive updates on policies, discussion solutions to new challenges in their labs, and to collaborate and share knowledges with colleagues.
Quality of Life Committee
The mission of this committee is to foster an environment promoting camaraderie and community through social and recreational gatherings to improve the quality of life within the DEM.
Safety & Equipment Committee Meeting
The goal of this committee is to provide for an open forum discussion and resolution of issues related to the safe use of laboratories, equipment, and facilities, within the DEM. The DEM Safety Committee. (DSC) reviews new and existing safety policies, as well as recommends safety practices and standards, which are implemented by the DEM investigators and their research and/or core laboratories. In addition, the DSC helps to create the training standards to be followed by all DEM members. To this end, the DSC approves and maintains the Safety Training Manuals for the DEM BSL2* and BSL2 laboratories. In addition, this committee is to facilitate the purchasing, maintenance, and operations of all large equipment in the DEM.
Seminar Series (Formerly Inter-Lab Meeting (ILM))
The purpose of this weekly meeting is to facilitate educational opportunities in DEM. View the upcoming Seminar Series speakers or click here to view recordings of previous seminars.
Research
NIH 2023 Policy on Data Management and Sharing Policy
NIH issued NOT-OD-21-013, the Final Policy for Data Management and Sharing, which applies to all research funded by NIH that results in the generation of scientific data. Effective January 25, 2023 prospective grant and contract applications will be required to include a data management and sharing plan outlining how scientific data will be managed and shared. Adherence to the plan will become a term and condition of the award.
The UCSF Library and the Office of Sponsored Research have joined forces to provide guidance and resources on the NIH DMS Policy webpage.
Grant Application Templates
UCSF Grant Templates and Guides
This page contains links to descriptions of many of the UCSF facilities and resources available to UCSF investigators.
DEM Equipment Template for Grants
This attachment contains descriptions of DEM equipment that is customizable for specific grants by DEM investigators. If you have questions, please contact Susan Lau.
DEM Facilities and Other Resources Template for Grants
This attachment contains descriptions of DEM facilities and other resources that is customizable for specific grants by DEM investigators. If you have questions, please contact Susan Lau.
DEM Lab Specific Justifications
This attachement containts descriptions of justifications for DEM lab support personnel and shared materials and supplies (gasses, service contracts, etc). If you have questions, please contact Susan Lau.
Grant Application Resources
PRE-Proposal Application REview (PREPARE)
The primary mission of PREPARE is to improve funding success through pre-submission grant proposal review for faculty submitting NIH or foundation grant proposals. Eligible grant types include the following: R01, R21, R34, U01, and Ks. Applications are accepted on a rolling basis. Click here to apply.
The program will provide expert peer-review of:
- Full drafts of grant proposals: Suggested lead time for these requests is at least 6 weeks before the submission deadline; the review will occur in the weeks before the submission deadline. Materials will be due to reviewers 1 week before the scheduled review.
- Proposal concept sheets (1-2 pages): Suggested lead time for these requests is at least 2 months before the submission deadline; the review will occur approximately 1 month before the submission deadline. Materials will be due to reviewers 1 week before the scheduled review.
- Rapid Response: Requests submitted after the deadlines noted above will be accommodated on a case by case.
Research Support Grants
Resource Allocation Program (RAP) Grants
RAP is a campus-wide program whose aim is to coordinate intramural research funding opportunities for the UCSF campus and its affiliates while allowing funding agencies to maintain full autonomy over their funding mechanisms and awardees. The program manages the dissemination, submission, review and award of various intramural funding opportunities.
Research Mentoring Programs
Institute of Global Health Science Faculty Affiliate Program
The IGHS Faculty Affiliate Program (FAP) started in 2016 to include and support non-UCSF faculty collaborators. To date more than 300 Affiliates have joined these programs coming from all UCSF Schools and numerous global sites engaged in many aspects of global health equity work, including research, education, policy and clinical work. The Affiliate Program helps build collaborations and increases the collective impact of the university's global health equity work.
TB Research and Mentorship Program (RAMP)
The program is designed to prepare early-stage investigators (fellows, postdocs, and junior faculty) from UCSF and UC Berkeley for successful careers in TB research. Through this research education program focused on TB, the TB Center seeks to promote and catalyze collaborations between existing faculty across disciplines (infectious diseases, pulmonary medicine, experimental medicine, systems biology, genomics, immunology, health economics, pharmacy, nursing, implementation sciences, diplomacy and policy, global health, etc.); attract and cultivate early-stage investigators in the TB field; and strengthen TB research expertise both at UCSF and UC Berkeley.
Biostatistical Support Program for HIV Early Stage Investigators
The AIDS Research Institue is launching a new program to provide biostatistical services. In partnership with the Clinical and Translational Science Institute (CTSI), eligible investigators can receive up to 20 hours of CTSI services paid for by ARI in addition to the free consultation hour provided by CTSI.
Who is Eligible?
- HIV Early Stage Investigators to include: Graduate Students, Residents, Clinical Fellows, Postdoctoral Fellows, and Assistant Professors/Instructors
- Projects must be clearly HIV-related
How do I apply?
- A formal application is not required. As long as you're an early stage investigator and your project is HIV related, you can submit your request directly. Submit your request at https://consult.ucsf.edu/biostatistics by clicking the “Request Consultation” button and following the below steps. (If your browser gives a security warning, click “Advanced” and then click the “Proceed to accelerate.ucsf.edu.” Login either as UCSF or non-UCSF to request a consultation.)
- Page 1: Contacts: Please fill in the fields with your project information. Use the “add more consultation participants or administrative contacts” button to add Joseph Watabe ([email protected]) as an additional Administrative contact
- Page 2: Project details: Please complete the form. In the field “One-word project nickname,” use the naming convention “ARI:(nickname)”
- Page 3: Finance:
- Select fund source: non-industry;
- Select payment option: “Anticipate free hour only or are uncertain”/ “Plan to pay with UCSF funding but not sure which fund will be used at this time” (ARI will provide funding information to CTSI directly)
- Page 4: Review & Submit: Please make sure you added Joseph Watabe as administrative contact and that your project nickname contains the ARI prefix, and that all your other fields are correct. Then click submit. You’ll receive an email confirmation shortly.
This program is only available while resources are available. Please email ARI admin at [email protected] if the project is anticipated to exceed the 20-hour limit, as we will request that you submit a CFAR/ARI Boost Award application to fund the extension.
CTSI Guidelines
- Please schedule the initial analysis meeting to be eight weeks before the first presentation of results. The study protocol, data collection forms, and data set should be sent to the consultant prior to the meeting. Please determine if the data is ready for analysis, or if the data needs to be further prepared. Please review the linked ‘Abbreviated Data Instructions’ document for researchers to determine if the data is ready for analysis.
- Please also schedule follow-up consultations once data collection is complete. Following billable hours (2) are to create the analysis plan and go over results at the end of the project
- Analysts should be used for any of parts of the project that require any data analysis, even if the analysis is relatively trivial
Program Requirements
- Investigators who have used CTSI resources through the ARI program will be required to complete a final evaluation that includes hours and services used
- UCSF AIDS Research Institute and CTSI biostatistical support must be acknowledged on any publications resulting from this program
A webpage with this information can always be found at https://ari.ucsf.edu/training-and-support/support-biostatistical-support-program If you have any questions regarding using this ARI/CTSI program, please contact Joseph Watabe at [email protected].
Safety
Emergency Action Plan (EAP)
The EAP outlines our Division’s preparedness measures and priority actions for managing emergencies, from small accidents to citywide disasters, and includes:
- Personnel roster
- Inventory of emergency supplies
- Evacuation plan and exit routes
- Special staff assignments/needs list
- Location of your emergency evacuation assembly areas
- Critical functions, data or research to be protected
- Worksite emergency coordinator and floor wardens
- Alternate floor wardens and emergency coordinators to serve in absence of primary floor wardens and emergency coordinators.
- Emergency communication and after-hours notification plan
- Campus emergency phone locations
N95 Fit Testing
If you need to wear an N95 mask for your research activities or due to a COVID-19 vaccine exemption, please complete an N95 Fit Test.