Student Life and Services

Student life at Baylor College of Dentistry is rich and varied. On this page you will find information about the following:

Academic Records

The Office of Academic Records is located in Room 503

Dr. Jack Long, Associate Dean for Student Affairs, 214-828-8232
Ms. Janice Ward, Associate Registrar, 214-828-8230

The Office of Academic Records maintains and provides services to document the students’ enrollment and progress in the programs of the college. This office provides the following services to applicants, students, faculty, alumni and administration:

• Enrollment
• Course registration
  • Certification of enrollment, degree and graduation to:
  • Financial aid lenders
  • Veteran benefits administrators
  • Credentialing agencies
  • Government agencies
• Maintains veteran files
• Maintains academic records and supplies:
  • Transcripts
  • Grade reports
  • Grade, course and class rosters
  • Diplomas
• Processes students’ financial aid loan deferrals
• Administers residency determination
• Publishes the catalog
• Generates the academic calendar
• Provides data support for Student Promotions Committee
• Data reporting
  • Federal
  • State
  • Texas A&M University System
  • A&M Health Science Center
• Supports graduation /commencement process
• Graduation certification
• Degree audit
• Diploma production
• Retains and archives academic and source documentation

Campus Services & Guidelines

Family Emergencies:
In the event of a family emergency, family members of students should call the Office of Student Affairs at 214-828-8210.

Housing:
Students at Baylor College of Dentistry live in a wide range of areas throughout the Metroplex. For information about local housing opportunities please inquire at the office of Student Affairs, Room 503E.

Check Cashing:
You may cash personal and two-party checks for up to $50 at the Business Office on the 5th floor during the hours of 10am-3pm. There is a 25 cent charge for this service.

Duplication Services:
Photocopiers are available for self-service copying in several locations: the library, the 1st, 2nd, 3rd, 4th, 5th and 7th floors. Copy cards are available from the Business Office on the 5th floor and may be purchased during the hours of 8am-5pm. Following are the prices for copy cards (tax included):

• 110 copies for $11.91
• 330 copies for $33.83
• 550 copies for $55.75
• 1100 copies for $97.43

Mail Room:
A mail room is located in the basement of the dental school in Room 8D. Mail slots for D1 and D2 students are located in the student lounge. D3 mail slots are
located at the PAA area on the second floor. D4 mail slots are located at the PAA area on the third floor. A full service post office is located at BUMC on the P1 level of Barnett Tower.

The Paging System:
Students are usually paged by the school operators or PAAs. Wall phones designated for student use should be used to dial the announced number. Pages cannot be heard in certain areas of the school including the laboratories and lecture halls.

Telephones:
To get an outside line from a wall phone, dial 9, and then the number. Dial only the last 4 digits for calls within the college.

Facsimile (Fax) Machine:
Students may use a fax machine located in the Office of Student Affairs to receive faxes or to send local faxes. The fax number is 214-874-4572.

Notary Public:
Notary Services are available in the Dean's Office, the Office of Admissions & Academic Records, the Office of Clinical Services and the Office of Academic Services.

Transcript Requests
The Office of Academic Records (Room 503) maintains and releases information related to the enrollment, academic progress, and degrees earned for current and former students. Students may obtain transcripts by completing a written request and paying a $5.00 fee per transcript. Enrollment verification letters, deferral certification for financial aid and veteran’s certifications are also processed by this office.

Transcripts and other information from a student’s academic records will be released only upon written request from the student or other person authorized by law and with payment of the appropriate fee. An exception may be made in response to a subpoena or a court order. Baylor College of Dentistry is in compliance with the Family Educational Rights and Privacy Act of 1974 as amended. Copies of diplomas and certificates may be obtained by filing a request for duplicate diploma.

Grade Reporting
Students receive unofficial transcripts as a report of grades at the end of each academic semester. The student must pick up his/her report personally in Room 503.

Address and Name Change
Students who have a change of name must notify the Office of Academic Records (Room 503) by filing a change-of-name form. Changes of name from birth certificate records require a court order, marriage certificate or naturalization certificate as documentation. All grade reports, transcripts, diplomas, etc. are issued under the student’s legal name as recorded in the Office of Academic Records. Students must also file a change of address with this office.

Campus Parking/Security/Access

Parking:
The college has limited parking facilities for the use of faculty, staff and students. These facilities include a garage and fenced lots with entrances from Nussbaumer Street and Gaston Avenue. Student parking fees are paid to the Business Office on a semester basis, during registration. Parking assignments are made by the security department. Other information in regard to parking can be found in the "Baylor College of Dentistry Parking and Traffic Regulations" booklet.

During the school year, parking in the garage is generally limited to D3 and D4 students and graduate students on a space-available basis. All other students will park in open lots on Nussbaumer Street or Gaston Avenue. If you park in one of the open lots and are planning to stay after hours, you must move your vehicle to the garage by 6:30 p.m. on weekdays. Vehicles should be moved to the lower two levels of the garage. The surface lots are not to be used on weekends, school holidays, or after 6:30 p.m. on weekdays.

Security: Ext. 8335
Crime is always a potential problem in hospital areas. Students frequently stay late at the dental school and are urged to take every precaution upon leaving the building. Students are encouraged to walk to the parking garage and open lots in groups at all times.

Security officers are available to walk you to your car. To contact a security officer for an escort or other assistance, go to the Hall Street entrance and if no officer is in the security office, use the wall phone outside of the office. Dial the beeper number posted by the phone, wait for the beep, and then press 2220. Hang up and wait for the security officer to return your call.

A security officer is on campus 24 hours per day, 7 days per week. A second security officer is available in the garage and parking areas from 7am-11pm, on weekdays only. A digital beeper is carried by a campus security officer at all times. Officers also carry cellular phones that are activated by relay from the garage and parking lot emergency phones and from emergency phones in the elevators. Please be aware of a delay caused with relays for both the cellular phone and the beeper.

Criminal incidents should be reported to the security staff as soon as possible. Campus crime statistics are posted in the basement locker room and at the security office window. A "SECURITY ALERT" is posted throughout the building on incidents of a serious nature as soon as possible where the knowledge may help to avert further incidents.

Anti-Crime Tips

• Always walk in groups of two or more - especially at night.
• Lock your car and remove the keys. Lock all valuables in the trunk or leave them at home.
• Check underneath the car as you approach and look in the back seat to be certain no one is hiding there before unlocking the car door. Once inside, lock the doors.
• Carry only necessary cash.
• Walk confidently; have your keys ready as you approach your car door.
• Trust your instincts - if someone doesn't look right to you or makes you uneasy, get away fast! Immediately report them to campus security or police. Wear comfortable clothing for easy movement.

Building Access:
Students may enter the Hall Street door after hours by using an access card issued individually to all faculty, staff and students.

College Health Clinic

Sharon Limes, College Nurse, Ext. 8253

The College Health Clinic is located in the Lower (B) Level in Room 24.
The full-time nurse is available from 8am-5pm, Monday through Friday.
Physician services are available from 11am-12pm on Tuesdays and Thursdays.

The clinic function includes:

• Provision of routine and acute medical care for students and recommends referral physicians for care that cannot be provided in the clinic. Treatment performed in the clinic is covered by a health clinic fee of $60.00/semester. Referral services are not covered by the health clinic fee.

• Occupational injuries and exposures are treated according to the BCD Clinical Protocol.
• Medical records are maintained and limited immunizations are available.
• A student health insurance plan is available on an optional basis. We require students to secure health insurance coverage, however the choice of plan in which they are enrolled is their own choice. Information on theTexas A&M University System student health insurance plan is available from the Director of Student Affairs, Room 525A.

Dental services are available in the college's clinics.

Community Service Opportunities

Community Connections
The Community Connections program is coordinated through the social services office of the Department of Public Health Sciences and provides a number of opportunities for BCD students to participate in outreach activities at health fairs. Students participate in presentations to service clubs and employee groups, nursing homes and retirement centers and Children's Sealant Day.

"Tooth Talk"
All D3 students are required to participate in "Tooth Talk," which involves spending one day making dental health education presentations to children in various Dallas area classrooms. Oral health education is given to public and private elementary school students, and career talks are made to middle school and high school students.

Dallas County Sealant Initiative
The Dallas County Sealant Initiative is a collaborative project of Baylor College of Dentistry and the Dallas County Dental Society. Under the supervision of faculty, D4 students screen elementary school children to determine the need for dental sealants and deliver this care free of charge.

Children’s Oral Health Center
This center provides dental care to children referred by the school nurses and is staffed completely by volunteer dentists and assistants. All dental care is provided free of charge. Any student who is interested in volunteering should call 214-827-1724.

Other Community Service Opportunities:

• Asian American Chamber of Commerce Dallas (972) 241-8250
• Dallas Black Chamber of Commerce (214) 421-5200
• Dallas Hispanic Chamber of Commerce (214) 521-6007
• Dallas Chamber of Commerce (214) 746-6600
• Dallas Urban League (214) 915-4600

Counseling Services

Academic Counseling:
The first year of dental school is especially demanding and the numbers of courses will require a lot more of your time than a typical undergraduate curriculum. It is not unusual for students to have difficulty keeping up with the coursework.

Many students find that group study offers an important way to review notes and materials after hours. Most students simply find a few classmates who live near them or with compatible schedules or lifestyles to allow informal group study in the evenings or on weekends.

If you should experience problems in a particular course, the key is to seek help immediately. You should make every effort to talk with the course director. He or she may be able to offer suggestions for ways to study more effectively, or may recommend study guides or other materials or methods to improve learning and retention in his/her particular course.

Dental hygiene students are encouraged to seek the help of the course director first, and then their faculty adviser who can assist them in obtaining appropriate help. In addition to working with course directors, you are strongly encouraged to contact Dr. Ernie Brooks, Ext. 8374, or Ms. Sheryl Hornback, Ext. 8185, to receive counseling on study skills, test-taking strategies, organization skills, time management and stress management. Free tutoring by your peers and upper level students can be arranged by contacting Ms. Hornback.

Psychological Counseling:
Up to three sessions of confidential, off-campus psychological counseling is available at no charge to all students (dental, dental hygiene and graduate) to provide adjustment counseling, brief psychotherapy and triage.

Students must be referred for psychological services by the Office of Student Affairs. All student contacts will be confidential as prescribed by state law. The Associate Dean for Student Affairs or the Director of Student Affairs may approve payment for a limited number of additional sessions if recommended by the consulting practitioner, the Student Promotions Committee or the Faculty-Student Review Committee.

If students present with difficulties requiring longer treatment, the Associate Dean for Student Affairs or the Director of Student Affairs will be notified by the consulting practitioner and the student may be referred outside this structure for consultation at his or her own expense. Several of the consulting practitioners also accept the student insurance program should extended counseling be required.

Career Counseling:
The Office of Student Affairs offers individual career counseling and information on professional opportunities.

This counseling covers a range of topics that includes clarifying career goals and interests, identifying areas of postdoctoral training, and helping students confront and resolve doubts about their career choice. To aid students in their future practice plan decisions, practice opportunities are listed on the Alumni Association web site at www.bcdalumni.org.

These lists of practice opportunities are also available in the Alumni Services office (Room 610) and on the bulletin board beside Room 211 on the second floor. If you would like to discuss your career options, call the director of student affairs at Ext. 8210 or stop by Room 525A.

Dental Fraternities

Four dental fraternities are currently active on campus:

• Delta Sigma Delta
• Psi Omega
• Xi Xsi Phi
• Alpha Omega

Dental fraternities play an important role in the social, community and professional activities at BCD and all students are encouraged to participate. Through these organizations you can participate in sports, visit private dental practices, meet dental professionals, learn about practice opportunities and participate in volunteer activities in the community.

Rush takes place in March when a series of fraternity-sponsored activities are held over a weeklong period. All first year dental students in good academic standing are eligible to participate in rush, which is a great time to enjoy the camaraderie of classmates and form lifelong friendships with other students and faculty.

Information Technology Services

Information Technology Services (Room 529) supports the computing and network needs of the college. In addition to providing general-use hardware and software, the staff of ITS offers technical support to all members of the college. This service unit provides test-scanning, maintains the BCD intranet web site, does programming and supports a variety of initiatives ranging from digital imaging to online course development.
           
General Information – Call Ext. 8248 if you want to know more about information technologies available at the college.

Helpdesk – Call 800.799.7HSC if you are experiencing problems with a computer, printer or network connection. The helpdesk can also be accessed via the online ComputeRx website at computerx.tamshc.edu. For login, the username and password to use are the same as the ones you use on the HSC-BCD network.

Instructional Computer Laboratory – This 25-workstation facility adjacent to the library is available for all BCD students. It includes Pentium computers, laser printers and an LCD video projector. The ICL is open the same hours as the library for self-directed learning. It is also used as a computer classroom several hours per week during which times it is not available for general use (these times are clearly posted in the room).

E-mail – All students are encouraged to open e-mail accounts to facilitate on-campus communication, as well as professional communication off-campus. The e-mail system used here – MS Exchange/Outlook – facilitates doing local and off-campus e-mail from a single “mailbox”. Come to Room 529 to initiate your account. Your e-mail address will be: FirstInitialLastName@bcd.tamhsc.edu as in jsmith@bcd.tamhsc.edu for John Smith.

Internet – Computers within the ICL are fully networked and have full Internet access.

Utility Software – BCD maintains institutional site licenses for the Microsoft Office suite – Word, PowerPoint, Excel and Access and Windows operating systems. Antivirus and other useful software is also readily available over the network.

Databases – Students have easy access to two of the most outstanding health-related databases – Micromedex for drug information and Ovid Medline for searching the biomedical literature.

Clinic Management System – Students, faculty and staff use the Axium software system to manage all aspects of patient care – scheduling, charting, accounting, etc. More than 150 PCs and printers are available in the clinics and elsewhere to use this state-of-the-art system.

Training Videos – ITS maintains a library of training videotapes and manuals for popular Microsoft software titles. These can be checked out from Room 529. Online tutorials can also be accessed on computers in the ICL.

Intranet – This internal web site contains announcements, information about courses and departments and general interest information to students and college personnel. Student organizations are also invited to submit information about their activities for this site.

Library

The Baylor Health Sciences Library is located between Truett Hospital and Baylor College of Dentistry.

Hours:
Mon-Thurs 7am-9pm
Friday 7am-5pm
Saturday 10am-3pm
Sunday 1pm-5pm
Holiday hours will be posted
Hours are extended during finals and national board exam weeks

Library Telephone Numbers:
Medical:  214-820-2377
Dental:  214-828-8151
Fax:  214-820-2095

The loan period for books is 2 weeks. Books may be renewed for two two-week periods. Renewals may be made by telephone or online. Reserve materials are available at the circulation desk for use in the library. Overnight checkout is possible at the discretion of the instructor. Book return boxes are located on the fourth floor and in the basement. A box is also available in the hall adjacent to the library. Overdue notices will be sent on all materials. Library privileges are suspended for overdue materials. All library records must be cleared before a student leaves the dental college permanently.

Four librarians and 10 staff members are available to assist with any questions. Library services include database searching, instruction for individuals and groups in information seeking skills, interlibrary loan, photocopy service and in-depth research assistance.

Living in Dallas

The ninth largest city in the U.S. and the third largest in Texas, Dallas is among the nation’s 100 most ethnically diverse communities. The city is home to more than a million residents within its distinct collection of neighborhoods.

Baylor College of Dentistry is located a few blocks east of downtown Dallas and steps away from the historic Deep Ellum entertainment and arts district. Dallas is a busy city boasting numerous museums, galleries and theaters in addition to professional sports teams, fine dining, upscale shopping and a bustling night life.

Mentor Program in conjunction with Dallas County Dental Society

A mentor program forms relationships between students and the practicing dental community and enables dental students and new dentists to obtain counsel and guidance with some of the concerns involved in beginning a dental career. All dental students are given the opportunity to participate in this program beginning in their D3 year. Any student wanting a mentor may contact Moira Allen in the Office of Student Affairs (Room 525A).

An expanded mentor program has been created for D4 students who have completed all clinical requirements. This program allows students to spend extended periods of time during their final semester in their mentor's dental office. Fourth-year general dentistry group leaders oversee this expanded mentor program.

Research Opportunities

Research and an understanding of the basis for modern biomedicine is an important part of Baylor College of Dentistry's predoctoral program. All interested students are encouraged to participate in research activities. The Office of Research and Graduate Studies coordinates the various school research activities and can help you in becoming involved. Contact them at 214-828-8344 for information.

Support for Student Research:
There are several mechanisms for supporting student research projects. Most projects are supported with either BCD funds or NIH stipends. To be eligible for these funds, students write a grant application (available in the Office of Research and Graduate Studies) in collaboration with their faculty mentor(s). Check with the office for deadline information. The application is then reviewed by the College Research Committee. There are also extramural funds available from AADR. The AADR application is due the first week in January.

Benefits of Student Research:

• A chance to experience the excitement of research in modern biomedical, biomaterials, and the clinical sciences
• A chance to travel to the AADR national meetings to present your results if the abstract from your research is accepted by AADR
• The opportunity to list the publications generated by the research on your resume, thus increasing your potential for advanced education programs in dental specialties.

Nominal salary support for the summer months.

Student Affairs

Student Affairs is located in Room 525A
Dr. Jack Long, Associate Dean for Student Affairs, may be reached at 214-828-8232
Ms. Moira Allen, Director of Student Affairs, may be reached at 214-828-8210

The Office of Student Affairs serves the college as advocates, advisers, educators and administrators for students and student organizations in order to create and foster leadership and involvement opportunities that enhance personal, interpersonal and organizational development.

This office facilitates numerous services, events and activities for students including, but not limited to:

Counseling

· In-office counseling
· Referrals for confidential off-campus counseling with consulting psychologist  and psychiatrist
· Career counseling and development

Student Leadership

• Student Council
• Class officer elections
• Student Organizations
• Dental fraternities/Interfraternity Council
• Organized dentistry liaison, e.g. Dallas County Dental Society, Texas Dental Association
• Texas A&M University System Chancellor's Student Advisory Board
• HSC President's Student Advisory Board

Student Events

• Orientation
• Commencement
• Graduation Awards Ceremony
• Senior Celebration Dinner
• First Year Family Day
• Holiday Gala
• Dental Olympics
• Vendor Fair Liaison

Support Services

• Postdoctoral Application Support Services & Match Liaison
• Mentor Program
• Student Handbook
• Student Telephone Directory
• Textbooks
• Housing information & roommate liaison
• Health Insurance
• Lab bench assignments
• Coat locker assignments
• Recommendations for scholarships, graduate programs and summer externships
• Armed Forces presentation coordination
• Student absence and faculty notification
• Short term leave of absence
• Summer Predental Enrichment Program support

Advocacy

• Class meetings with the dean
• Consultation regarding academic and disciplinary matters

The associate dean, Dr. Jack Long, is the official dental and dental hygiene student advocate to the Student Promotions Committee and the Facullty-Student Review Committee as outlined in the Academic and Disciplinary Due Process for Students document.

Student Financial Aid

Student Financial Aid is located in room 515
Ms. Kay Egbert, Director of Student Financial Aid, may be reached at 214-828-8236

Staff in the student financial aid office help students identify, receive and manage various sources of financial assistance necessary to fund their educational and living expenses.

The director and assistant director are available to counsel students regarding:

• the costs of their education
• eligibility for and sources of financial aid
• budgetin
• debt management and consolidation options

Staff processes all financial aid applications in accordance with established policies and procedures. The college participates in Electronic Funds Transfer (EFT) to facilitate disbursement of funds to students. Specific information on grants, scholarships and loans, along with application guidelines, is provided to incoming first year students prior to matriculation and again during orientation week. Counseling continues throughout the educational program. Alumni may contact the student financial aid office for information on consolidation or other questions regarding management of their loan programs.

Student Government

Student Council
The purpose and objectives of the council are to represent the student body to the faculty and administration; to coordinate, evaluate, and to present suggestions and problems arising in the laboratories and clinics and to propose any change which might result in mutual improvement for the school and the students.

Each dental and dental hygiene class elects three officers to serve on Student Council. This group meets once a month. The dean, associate deans and the director of student affairs attend these meetings providing a bi-directional flow of information.

HSC President's Student Advisory Board
Delegates from the dental and dental hygiene programs are elected by Student Council to serve on the PSAB. The PSAB promotes communication between HSC administration, component schools and the student body from each HSC campus.

Chancellor’s Student Advisory Board
The mission of the Chancellor's Student Advisory Board of the Texas A&M University System is to provide representation for the diverse students of The Texas A&M University System, to act as a liaison between the Texas A&M University System leadership and students, to enhance communication among students of the system institutions and to educate and stimulate student involvement in student affairs.

Student delegates representing the Health Science Center serve on this board. The president of the Health Science Center appoints these delegates. The associate dean for student affairs nominates a student from the BCD student council to the president of the Health Science Center.

Student Organizations

There are numerous active student organizations on campus, which students can join and network with classmates with similar interests. Refer to the Student Handbook or contact the Office of Student Affairs (Room 525) for the contact names and telephone numbers of all associations and groups.