Mission

The university supports activities and programs involving trainees and minors. These activities benefit the participants and the university. It is recognized that these programs may pose additional responsibilities and increased exposure of risk to participants, as well as to the university.

The following resources are intended to assist the CU Anschutz Medical Campus in effectively managing the risks, requirements, and onboarding steps. They include guidelines, checklists, and waivers for volunteers, trainees, and minors. Feel free to contact the campus University Risk Management, Environmental Health & Safety, Badging Office, Central Human Resources, and/or Office for Educational Outreach and Pathways Initiatives for additional resources and guidance.

Prior to initiating the steps and processes noted below, it is highly recommended to review the volunteer, trainee, and minor participant sections to ensure the participants you are working with are properly categorized.

 

Creating University Records


Trainee/Summer Intern, Minors & Volunteers

 

Training & Background Check


Badging

Please note: Badging forms must be completed by sponsoring departments or programs

  • Prior to badging minors, the department, office, or experience host will need approval from Risk Management, Environmental Health & Safety, or the Office of Educational Outreach and Pathways Initiatives.
    • All participants (minors & trainees) in lab settings must complete noted trainings and Environmental Health & Safety will verify completion of trainings for minors prior to giving approval to the Badging Office.
    • Non-lab training experience requests and forms for minors will be reviewed and approved by Risk Management before giving minor badgeapproval to the Badging Office.  This is essential so the proper insurance and worker’s compensation designation may be made.
    • Classroom only trainees will be approved by the Educational Pathways Office.
    • Requests for specific building or timing access must be submitted by Badge Approvers
  • After the Badging Office has processed the application, the participant(s) will receive an email to set up an appointment to have a photo taken and receive their badge.
    • Verification of identity will require acceptable forms of I.D.
    • Please NOTE: It might take up to two weeks to process a badge.
  • Participants in experiences under 30 days will NOT complete the picture-based badging process.  Instead, program leaders will need to contact the Office for Educational Outreach and Pathway Initiatives for Group Visitor Badge Assignments.
  • Non-paid participants with experiences over 30 days will follow the badging process.
  • Note, requests for specific building access or timeframe access to campus must be submitted by Badge Approvers.

Onboarding Process

  • Summarize the following:
    • Claim your university account
    • I-9 Meeting/Documentation (paid only)
    • Send instructions for W4 and direct deposit (paid only)
    • Parking (if applicable)
    • Orientation (if applicable)
  • Schedule I-9 identify verification via Zoom
  • Training and documentation:
    • Risk Management website needs to be reviewed and consulted for appropriate forms.  The correct forms that need to be filled out by the department and student will be determined by the type of effort involved (shadow/observer, trainee, intern, volunteer, etc.)
    • If the student is going to work in the research labs, then the department and student must complete the EHS training
  • The registration process in our computer system will be dependent on whether the student is paid or not.
  • If not paid, they are to be logged in to HCM as a POI, job code 00007.  This will require a time period to be associated to the person’s effort on campus.  It CAN be less or more than 30 days.
  • If the student is to be paid, then use code 3205 in HCM, and set up biweekly payroll
  • Badges:
    • As long as they’re unpaid, most minors will receive visitor badges and have access to education buildings; some individual minors will receive access to research buildings and labs
    • Summer interns will receive regular student badges, and be able to access parking lots as students

Resources