Resources For…

Dr. Seema Ahuja Exhibits at Briscoe Library

Through personal hardships, Dr. Seema Ahuja has found a sense of renewal through art, gardening and cooking. As a self-taught artist, she has explored many of the themes of her life and the challenges faced as a cancer patient. She brings a unique perspective to the healing process as both a physician and patient.

Her current exhibit now on display at Briscoe Library brings to life a message that applies to us all.

Life experiences have connected me with deep suffering. As a medical doctor in a career spanning three decades, I
often witnessed and tried to lessen the suffering of others. This, along with several personal, life-
changing events…marked a pivot for me; from there I began a journey to understand suffering more intimately.

Dr. Ahuja is a professor in the Department of Medicine, University of Texas Health San Antonio and a staff physician at the South Texas Veterans Health Care System – Audie Murphy Division. She joined the faculty at University of Texas Health in 1996 after completing a fellowship in nephrology at the Johns Hopkins School of Medicine and postdoctoral training at the National Institutes of Health.

Dr. Ahuja’s exhibit will be on display through the end of August.

Find an online journal

The way to locate full-text articles depends on how much detail you have about the item. Start by clicking in the United Search box on the Library homepage.

United Search box

If you have an e-journal citation, from the Library homepage, click “E-journal” to get started. Type the journal title in the box.

 

If we have an online version of the journal, the title will be listed with the years of electronic coverage.

 

  • In the event that we do not have electronic coverage, click “Try the Library Catalog” button to see if we have it in print in the Library.
  • Journal title results are shown with links to the years of coverage.  Choose the link to Journal button that matches the year of your citation.

Getting to Full-Text from Library Databases

From inside most Library Databases, when working on an article search for a topic, you will see buttons that say HSCLink.  These buttons connect you to the Library’s e-journal system.

Things to remember

If you need help finding library materials, contact Askalibrarian, call (210) 567-2450, or come by the library.

To login from off campus, use your domain username/password. Give the library a call if you encounter any problems or errors with the log in process.

 

Find Help – Guides

Refreshed and redesigned with the user in mind, our guides offer a fully responsive experience on your desktop and mobile device. Select a guide by topic from the options below, or browse all guides.

We hope you found what you need using the available guides. You can always contact us to suggest an enhancement or an entirely new guide.

 

 

 

 

 

 

 

 

 

 

 

Find Resources for Writing

When you need to write research papers, articles and dissertations, be sure to carefully collect the reference details for the articles and books you will use while writing.

Check with your school or department to see if individual writing tutors are available.  Librarians are not able to review or edit papers but students are welcome to ask specific questions related to the research and writing process.

Selected Style Guides at the Libraries

A variety of additional style guides can be found using the Library Catalog – keyword or title search.

Tools to Use – Help with Citation Styles

  • RefWorks – online tool to help collect, organize and cite research sources, free to UT Health Science Center affiliates, sign up for a personal account at RefWorks
  • EndNote – installed software, available to UT Health Science Center affiliates for individual or department purchases ($79) at the Campus Computer Store
  • Mendeley – free web-based reference manager software and academic social network
  • Zotero – free web browser based reference tool to help you collect, organize, and cite your research sources

Comprehensive Writing Websites

Personal Statements and the Job Search

Scientific and Medical Writing

  • A manual for writers of research papers, theses, and dissertations : Chicago style for students and researchers. Z 253 T929m 2007
  • From research to manuscript: a guide to scientific writing. e-book
  • Medical writing: a guide for clinicians, educators, and researchers. WZ 345 T245c 2011
  • Science research writing for non-native speakers of English. PE 1475 G549s 2011
  • Writing the NIH grant proposal: a step-by-step guide. W 20.5 G355w 2006

APA Style Tips & Tricks

Frequently Asked Questions about Records Management

What is Records Management?

Records management is the application of management techniques to the creation, use, maintenance, retention, preservation and destruction of records for the purposes of improving the efficiency of record keeping.

Why is Records Management Important?

There are many reasons — legal requirements, open records requests and litigation, disaster recovery, lack of space, and backup of vital records. Texas laws require all state agencies, including state educational institutions, to maintain an active records management program with an appointed Records Management Officer and an approved Records Retention Schedule for state records.

Is there training available on Records Management?

Training classes are available for Records Management Representatives for each department and any other interested staff. See the Records Management Classes page for more information.

What are the duties of the departmental Records Management Representatives?

The Records Management Representative (RMR) for each department is responsible for helping the Library update the department’s records in the Records Retention Schedule. A full list of duties is available on the Records Management Representatives page.

What is the definition of a state record? Are all records at the UTHSC considered state records?

A state record is any written, photographic, machine-readable or other recorded information created or received by or on the behalf of a state agency or elected state official that documents activities in the conduct of state business or use of public resources.

The following are examples of documents that are not considered state records: library or museum material, reference materials, stocks of publications, blank forms, convenience copies, and alternative dispute resolution documentation.

What is the Records Retention Schedule?

The Records Retention Schedule, known as the RRS, provides information on the location of records, how long records must be kept before they are destroyed, confidentiality of records, and whether records are considered vital to the institution. Each state agency must submit a revised Records Retention Schedule every five years. The next UTHSC revision is due July 2018 although yearly amendments are also submitted. To facilitate this process, each UTHSC department is requested to appoint a Records Management Representative (RMR) who will work with Library staff to revise their department’s records in the RRS.

Do I need permission to destroy records listed on the Records Retention Schedule?

A departmental Records Management Representative (RMR) who has taken the required records management training may dispose of records listed on the Records Retention Schedule following their approved retention period without asking permission of the Records Management Officer or of the Texas State Library and Archives Commission. A Disposition Log listing all the records disposed of and signed by the departmental Records Management Representative must be sent immediately to the UTHSC Records Management Officer.

May records not listed on the Records Retention Schedule be destroyed?

Some records, such as phone messages, fall under the general category of Transitory Information and may be discarded after they have fulfilled their purpose. Transitory records are records of temporary usefulness that are not an integral part of a records series of the University, that are not regularly filed within the University’s record keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the University or in the preparation of an on-going records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of University functions.

Most records, however, are not transitory in nature. Destruction of any non-transitory state record that is not on the RRS must be approved by the Texas State Library and Archives Commission. Departments must send information on such records needing destruction to the Records Management Officer in the library, who will obtain approval from the Texas State Library.

Do I have to keep any kind of documentation on the records I destroy?

You must fill out a Disposition Log describing the records you have destroyed. Blank disposition log forms (and a sample completed form) are available from the Library Forms page. The log must be signed by your departmental Records Management Representative then sent to the Records Management Officer in the library.

What is a Disposition Log, and how long does my department have to keep them?

A disposition log is a document that tracks the final disposition (removal) of records from a state agency. The retention period for disposition logs is 10 years. Departments should send the original to the Briscoe Library to the Records Management Officer, who will keep the official copy. Departmental copies are convenience copies and may be discarded when no longer valuable. Blank disposition log forms (and a sample completed form) are available from the Library Forms page.

Can the Warehouse Certificate of Destruction be used as my disposition log?

The warehouse issues a Certificate of Destruction to departments after it destroys records belonging to that department. If the Certificate contains the same information as that listed on the Disposition Log , it may be used in lieu of filling out a Disposition Log.  This includes for each type of record listed the Record Series Title, Agency Item Number, required retention period, and the dates of the records included in the destruction.

Why are some records designated as “Vital” records?

Vital records are records that are necessary to the resumption or continuation of University operations in case of an emergency or disaster. They may also be records that are necessary to the recreation of the legal and financial status of the university. State law requires that vital records included on this list be backed up and stored off site.

Examples of vital records include: Contracts and leases, affiliation agreements, accounts payable ledgers, accounts receivable ledgers, federal tax records, employee earnings records,long-term liability records (bonds), insurance policies.

What kinds of records may be stored in the UTHSC warehouse?

  • Only official state records, those listed on the Records Retention Schedule, may be stored in the warehouse.
  • Do not send personal items such as books and journals.
  • The records must have at least 2 years left in their required retention period.
  • You must designate a destruction date for records sent to the warehouse.  Permanent records are generally not accepted as there is not enough room.
  • Note: All records in the box should have the same retention period as warehouse staff will discard the entire box at one time.

On the Materials Management (General Services) Storage Request form you should include for each box # a list of all the record series in the box.  For each record series listed include 1) the Agency Item Number (in the column for Record Series #) and 2) the official Record Series Title, official retention period, and date range of records included (in the Description column) .

How are records disposed of once they are removed from the UTHSC warehouse?

Periodically, warehouse staff determine which boxes have exceeded their disposition date and notify the responsible department that the box is eligible for final destruction. Copies of the original storage request and a Record Destruction Report are sent to the department. A department representative then signs and dates the Destruction Report form, permitting the warehouse to destroy the documents. Once permission is obtained, the boxes are pulled and taken to the recycler’s warehouse where they are mixed with documents from other sites then sent to a paper mill for pulping.

Do not recycle confidential documents (see next topic for examples) — they should be shredded instead.  Ask the warehouse if they can store the records until the next free university shred day.  If not, the department must pay for the shredding of the records.

What types of records should be shredded?

Records that have confidential information should be shredded. State law only requires that such records be destroyed to the point where they are unrecoverable–it does not specify how. The pulping process of recycling of paper satisfies this requirement, but is not as secure as shredding.

Confidential information includes the following: social security numbers, medical records, investigation of alleged child abuse and neglect, juvenile court records, and student records.

Small volumes of paper may be shredded in departments by using a small shredder. For large volumes of paper, contact the UTHSC Accounting department for information on shredding companies with state contracts.  Information Security occasionally offers a free Shred Day for the university.  You can also contact them to see if one is coming soon.

Do departments have to keep backup for IDTs and billing detail (4.1.002)?

Departments with federal grants are the only departments required to keep IDTs and billing detail.  Accounting scans these records but only keeps them for FE+3 (3 years after the end of the fiscal year in which they were created).  Fiscal records for federal grants must be kept for 6 years after the end of the grant, so departments must have them on hand to show federal auditors. Departments may keep the current year  or two in the department and send the remaining years (at least 2) to the UTHSC Warehouse with a date to destroy the records written on the box.

What is the difference between a fiscal year and a calendar year?

The fiscal year for UTHSC runs from September 1 of one year through August 31 of the following year. For example, the 2016 fiscal year runs from September 1, 2015 through August 31, 2016.

The calendar year runs from January 1 through December 31 of the year. For example, the 2016 calendar year runs from January 1, 2016 through December 31, 2016.

To figure out when documents may be destroyed, you can either count backwards from the beginning of the current year (fiscal or calendar) to determine which old documents may be destroyed or count forward from the end of the year to determine when a document created during that year will be eligible for destruction. See the examples and spreadsheet calculator for more information.

How long must we keep documentation for charges against state accounts?

The state requires FE +3, or 3 years past the end of the fiscal year in which charges occurred.

How long must we keep grant records?

It depends on grant requirements and the type of record.

The Records Retention Schedule sets the retention period for federal grants to AC +5 (close of grant plus 5 years). Non-federal grants (state or privately funded) must be kept for AC+3 (close of grant plus 3 years).  Fiscal records for federal grants are kept longer, AC+6.

Note, however, that grants involving clinical trials and drug studies can only be kept for 3 years after either 1) notification of new drug application approval or 2) completion, termination, or discontinuation of study if it does not result in a submission of application for research or marketing permit. This includes research data and documentation, case reports, study protocols, etc.

The text portions of grants may be kept as long as needed as they are often re-used in subsequent grant applications. Medical research findings (research participant records, surveys, questionnaires, etc.) may also be kept as long as desired, except for clinical trials.

All of these are state requirements. Check with the granting agency to be sure they do not require a longer retention period.

How long must departments keep resumes, employment applications, etc.?

Individual departments do not have to keep applications, resumes, etc., as Human Resources does so. Any resumes received for employees that are hired should be sent to Human Resources for filing as employees often ask for them.

May we keep personnel files for separated employees longer than 5 years?

Documents used for credentialing or verification for employees who are health professionals may be kept for as long as they are deemed administratively valuable while such documents for Residents/Fellows must be kept permanently. This includes certifications, training certificates, most current licenses, anything of value in responding to requests for credentialing or verification.

How long must travel expense backup, such as credit card bills & receipts, RTAs, etc. be kept?

FE+3 (3 years past the end of the fiscal year in which expense occurred). See Record Series 3.3.023 Reimburseable activities.

Fresh Food and Coffee Machines are Coming!

Here’s a sneak peek at Briscoe library’s new vending machines waiting in the warehouse for shipment.

The fresh food, coffee, and snack machines are expected to arrive before the end of September.

Having these vending machines means that food and coffee will be available for students in the library 24 hours a day, 365 days a year. You will no longer have to leave campus when you get hungry at night or on weekends, food and coffee will be right here in the library!

Future Health Science Students Tour Briscoe Library

In April and May, students interested in health science careers from the San Antonio Cornerstone Christian Academy and Eagle Pass students in the Southwest Area Health Education Center (AHEC) College Enrichment Program, came to Briscoe Library to become more familiar with a health science library. Students learned about health science resources, were able to visit student study areas, and were treated to a virtual reality and 3-D printing demonstration in The Hub.

Cornerstone Christian Academy Students with Librarian Kelley Minars and Library Assistant Diane Fotinos

Southwest Area Health Education Center College Enrichment Program students

Get Some Exercise at the Library!

Did you know that you can exercise and study at the same time?

Well, now you can, and you will have a great view of our beautiful campus!

Come to the 5th floor of the Briscoe Library to check out the new equipment.

There are 3 exercise bikes with attached desk-tops that can be used night or day, 24/7/365.

Standing power hubs are also available to charge your phone or laptop while you are exercising.

Stay tuned for a treadmill desk coming soon.

Girl Scout Carnival of Hope

With the help of many dedicated adult leaders, Girl Scout Troop 128 created a one-of-a-kind health event at the Salvation Army Hope Center  Emergency Shelter For Women and Children on Saturday, April 8th. Many UT Health San Antonio campus departments, including the library, volunteered to make this event a success. Women and children who attended the event were treated to many fun and educational activities revolving around  nutrition, exercise, relaxation, health screenings, and more.

Shown above, librarian Kirsten Lorenzen uses an anatomy model to show carnival attendees how to identify organs in the body. Crayons and handouts were available for kids to color in order to learn how to identify nutritious fruits and vegetables.  Girl Scout troop member, Carolina Toboada, eagerly helped at the library exhibit table handing out crayons and coloring sheets.

To achieve the Girl Scout Silver Award,  troop members have also created a website, Worthy Women, that provides support information to homeless women.

To learn more about how the UT Health Libraries can partner with you on community outreach events, contact Peg Seger segerp@uthscsa.edu.

Help Us Name Our New Space!

Our new library entrance area is finally nearing completion! Now all it needs is a name. Please drop by the library to give us your suggestion.

Coming soon to the area will be a Keurig coffee machine and microwave. You’ll be able to bring your own K-cup and food of your choice to enjoy while studying or just hanging out with friends and colleagues.