Registration forms

Please refer to How to Register a Visitor or Volunteer to learn how, if, and when to submit the following forms:

Step 1 forms:

Visitor/Volunteer Information Forms PDF:

• Altruistic and Skilled Volunteer Information form
• Non-OHSU Interns and Experiential Volunteers Information form
• Episodic Volunteer Information form
• Visiting Scholars Visitor Information form
• Visiting Practitioners Visitor Information form

Visitor/Volunteer Information Forms MS Word (new!):

• Altruistic and Skilled Volunteer Information form
• Non-OHSU Interns and Experiential Volunteers Information form
• Episodic Volunteer Information form - coming soon!
• Visiting Scholars Visitor Information form
• Visiting Practitioners Visitor Information form

Online Registration Forms (to be completed by the visitor/volunteer):

• Altruistic and Skilled Volunteer Online Registration form
• Non-OHSU Interns Online Registration form
• Experiential Volunteers Online Registration form
• Episodic Volunteer Online Registration form (Not needed/required)
• Visiting Scholars Visitor Online Registration form
• Visiting Practitioner Online Registration form

Step 2 Packet (to be distributed by OVV)

Confidentiality & Intellectual Property Assignment Agreement (CIPAA)

Rights & Responsibilities form

Compass Training*

• OHSU Information Privacy and Security
• Respect at the University
• Integrity Foundations
• Integrity Education Booster
• Emergency Management
• Register for/complete OVV Orientation (online and in-person sessions available)

Volunteers & Non-OHSU Student Interns: OVV: Visitor & Volunteer Orientation

Visiting Scholars & Practitioners: Visiting Physicians & Visiting Scholars Orientation (online only)

• *Visiting Practitioners Only:

• Abuse, Neglect, and Domestic Violence
• Broadening Culture Competence
• Cardiovascular Health
• Environment of Care Education
• Fire Safety &Response in Healthcare Occupancies
• Hospital Compliance
• Infection Prevention and Control

Medical Clearance (if applicable)

Minor Clearance Documents (if applicable)

• Guidelines for Hosting Minors in Laboratories
• Parental Consent Agreement  

 Compliance forms

• Annual Performance Evaluation
• Joint Commission File Audit Checklist  (for OVV & Hosting Site to complete together)

What to keep in your volunteers' files

Like employees, OHSU has a responsibility to keep a file on volunteers. While the Office of Visitors and Volunteers (OVV) maintains records on volunteers, the hosting department/site is responsible for maintaining and tracking duty-specific documentation. Below is a guide to what is kept in the OVV file, and what should be kept in the hosting department/site's file:

Hosting department/site:

Required:

• All education, training and competency completion documentation (e.g. rodent handling training, MSDS review, EPIC training, etc.)
• Ongoing education and/or training records (at least one training each year) with evident of the volunteer passing the training
• Department specific orientation record
• Performance Evaluations (Starting July 1, 2013 OVV will keep this on file)
• Corrective Actions or Plans of Assistance if applicable

Optional:

• Volunteer Application materials (resume/CV, letters of reference, etc.)
• Volunteer assignment offer letter
• Copies of any documents kept in the OVV file

See other parameters below for information of how contents should be kept & stored

OVV:

Required:

• Visitor Information form
• Background Clearance Authorization documentation
• Compass Training:
  
  • Respect at the University
  • HIPAA
  • Emergency Management
  • Integrity Foundations
  • Integrity Education Booster (annually)
• Confidentiality & Intellectual Property Assignment Agreement (CIPAA)
• Volunteer Rights & Responsibilities form
• Documentation of attendance at OVV New Volunteer Orientation
• Annual performance evaluations
• Medical Documentation* [when required] (kept in a separate location than documentation above)
  
  • Tuberculosis Screening results
  • Positive PPD Questionnaire (if applicable)
  • Immunization Records

Optional:

• Application form
• Exit interview

See other parameters below for information of how contents should be kept & stored

*Documentation initiated after 3/1/14 is now kept in ReadySet via the Department of Occupational Health; documentation collected prior to 3/1/14 is still kept in the OVV file until 3 years after the volunteer is no longer actively volunteering.

Other parameters:

• All contents/ forms shall be appropriately filled
• All forms shall be complete and accurate
• There shall be no forms/ documents missing in the file
• All forms shall be appropriately signed and dated by the volunteer, OVV Program manager, Hosting Supervisor/ Coordinator in the specified locations as appropriate

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