Smoking Research Program
HLS 396
Special Topics: Risk Behavior Change

Department of Community and Preventive Medicine and the James P. Wilmot Cancer Center

Deborah Ossip-Klein, PhD, Director | Scott McIntosh, PhD, Assistant Director

Smoking Research Program Overview

Office Policies

Computers, Printers, etc.

You will not have administrative access to the computers. If computer problems occur, ask Joe for help. Both the printer and the copier are located in the copy room. You do not need a password to use either. Color printing is not available to students. If you need to print something in color, talk to Eva. The fax machine is located in the cubicles directly across from the horizontal hallway (across from the mailboxes).

Confidentiality

Our study participants entrust our staff with important information relating to their past and present smoking history. In many instances, other personal and medical information will also be revealed. Therefore, it is vital to the integrity of the project that confidential information you see or hear stays within the confines of our office setting. In safeguarding the information received, we earn the respect and further trust of our subjects and assure that all study information is unbiased.

Your participation with our study assumes and obligation to maintain confidentiality, even after you leave the project. Any violation of confidentiality seriously injures the Smoking Research Project’s reputation and effectiveness. Because of its seriousness, disclosure of confidential information may lead to dismissal. As a condition of your time with us, you are required to sign a Confidentiality Agreement prior to your start date. Therefore, please do not discuss research business with anyone other than your coworkers and project management. Even casual remarks can be misinterpreted and repeated, so develop the personal discipline necessary to maintain confidentiality.

No one is permitted to remove or make copies of any research records, reports, or documents without prior management approval. All offices and cabinets with locks must be locked if a room is to be vacant for more than a few moments. Several laptop computers and personal items have been stolen from our areas in the recent past.

Click on this link to read the HIPAA Act.

Dress Code/ Personal Appearance

Please understand that you are expected to dress and groom yourself in accordance with accepted social and business standards, particularly because your position involves dealing with study participants, research staff, municipal government staff, and visitors in person.

Jeans and Sneakers are not allowed. Sundresses or tank tops with bare backs and/or shoulders, t-shirts, and shorts for men or women are not considered appropriate casual dress. If possible, regular staff should have a sport coat or other nice jacket in the office for TV and other public appearances, which happens frequently due to the high media profile of smoking and tobacco law issues. It is suggested that you keep a nice pair of shoes, shirt, or sweater in the office just in case. It is possible you will be able to leave these items in a desk drawer.
 

Exit Interviews

When an employee voluntarily leaves a project before their end date, the Project Coordinator, Project Manager, Assistant Director and/or Director would like to discuss your reasons for leaving and or any other impressions that you may have about the overall project operations. All information discussed during the exit interview will be kept strictly confidential and will in no way affect any reference information that supervisors will provide another employer about you.

Expense Reimbursement

To be reimbursed for authorized expenses, you must first okay the expenses with your supervisor prior to the purchase. You must submit an original receipt in order to be reimbursed. If you are asked to conduct project business using your personal vehicle, you will be reimbursed at the rate of 48.5 cents per mile (or the currently determined University of Rochester rate.)

Housekeeping

Neatness and good housekeeping are signs of efficiency. You are expected to keep your work area neat and orderly at all times. Easily accessible trash receptacles and recycling containers are located throughout the building. Please put all litter and recyclable materials in the appropriate receptacles and containers. Always be aware of good health and safety standards including fire and loss prevention.

Personal Phone Calls

Employees are permitted to make local area calls for essential personal business during lunch or break periods only. Remember all phone numbers and calls are recorded by the University and audited every month by the department. Do not make long distance calls without permission.

Return of University Property

Any property issued to you must be returned when you leave the project, or whenever your supervisor requests it. You are responsible to pay for lost or damaged items.

Security

Your ID card is necessary for access to the River Campus Buildings. Give your social security number or Student ID number along with your name as it appears on your ID card to your supervisor and they will grant you access for the duration of your time with the project. Swipe your card to enter. Do not prop doors open.

Smoking

This is a smoke-free workplace and all employees are expected to abide by this policy while at work. You are asked to sign a Non-Smoking Agreement which confirms that you are a non-smoker and/or that, if you are an ex-smoker, you have been smoke free for at least 3 months. If you begin smoking, this will result in cessation of all contact with research subjects and will result in dismissal.
 

Substance Abuse Policy

The manufacture, possession, use, distribution, sale, purchase, transfer of, or being under the influence of alcohol or illegal drugs is strictly prohibited while on the premises of while performing research work. Staff will not be permitted to work while under the influence of drugs or alcohol. Individuals who appear to be unfit for duty maybe be subject to a medical evaluation, which may include drug or alcohol screening. Refusal to comply with a fitness-for-duty evaluation may result in disciplinary action up to and including discharge.

Suggestions

We encourage all employees to bring forward their suggestions and good ideas about hour our project can be made a better place to work, our research methods improved, and our service to colleagues and research subjects enhanced.

Discipline

Violation of any of these policies, University policies, or engaging in any behavior deems inappropriate by an employee’s supervisor(s) will be handled in the following manner (and/or in the manner consonant with that of the University of Rochester):

1 st Occurrence: Oral warning and discussion of the behavior with the Project Manager and the Director of the Smoking Research Program, or termination from employment/coursework at the discretion of the Direct of the Smoking Research Program.

2 nd Occurrence: Written warning to become part of the staff’s file, or termination from the employment/coursework at the discretion of the Assistant Director or Director of the Smoking Research Program.

3 rd Occurrence: Termination from employment/coursework with the University of Rochester.

Misconduct that may warrant termination without prior disciplinary procedures includes (but not limited to): the unauthorized removal of property or resources (including electronic information), possession or use of controlled substances, possession or use of alcohol during scheduled work hours, fighting or willfully attempting to injure another person, falsification of records, willful breach of confidentiality, insubordination, abusive or threatening remarks, racial or ethnic harassment, and sexual harassment.