Health Science Career Pathways Hub
Mission
The university supports activities and programs involving trainees/interns, volunteers, and minors. These activities benefit the participants and the university. It is recognized that these programs may pose additional responsibilities and increase risk exposure to participants and the university.
The following resources are intended to assist the CU Anschutz Medical Campus in managing the risks, requirements, and onboarding process. They include guidelines, checklists, templates, and waivers for trainees/interns, volunteers, and minors. Contact the campuses 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.
Before initiating the steps and processes below, it is recommended to review the trainees/interns, volunteer, and minor participant sections to make sure the participants you are working with are correctly 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.
- All trainees/interns, volunteers, minors, and students must obtain CU Anschutz Access Control Badges.
- Program coordinators/directors, please work with their department’s Badge Approvers to complete the necessary documentation.
- Educational Outreach and Pathway Initiatives can help you identify your department’s Badge Approvers.
- The following are required for trainees/interns, volunteers, and minors:
- Month and Day of Birth
- The four digits of the Social Security Number (SSN).
- If no SSN, use the last four characters of the Passport #.
- If no SSN or Passport, use the last four of their school ID number.
- The following are required for Trainees/Interns, Volunteers, and Minors:
- Badging requests for five persons or fewer, please submit the necessary Access Control Badge Applications.
- Badging requests for groups larger than six; a spreadsheet can be submitted.
- The Security Badging Office (SBO) can process and print badges for pickup. The programs distribute the Access Control Badges to the volunteers/trainees, interns, or Minors without going to the SBO.
- Ensure photos are attached to the badging documents.
- All badging documents and photos must be sent at least three weeks before the badges are needed to be picked up or issued.
- Please ensure the requested pickup date is included in the email when the documents are sent to the SBO by the Badge Approver.
- After the SBO has processed the application, the participant(s) will receive an email to set up an appointment to take a photo 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.
- All access requests must be submitted by the access areas’ respective Clearance Approvers.
- Research Labs, please work with your Clearance Approver to authorize access.
- Educational Outreach and Pathway Initiatives can help you identify your department’s Clearance Approver.
- Potential costs may occur; if your program cannot cover the price, please contact Educational Outreach and Pathway Initiatives.
- Minors
- Before 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.
- University Risk Management needs to authorize their badge before we can process the application/spreadsheet.
- Please notify the SBO of weekend or evening access to create a temporary clearance for that program.
- Environmental Health & Safety must authorize lab access before SBO can add any lab clearances.
- All participants in lab settings must complete noted trainings, and Environmental Health & Safety will verify the completion of the trainings for minors before approving the SBO.
- Non-lab training experience requests and forms for minors will be reviewed and approved by Risk Management before giving minor badge approval to the SBO. This is essential to make the proper insurance and worker’s compensation designation.
- Classroom-only trainees will be approved by the Office for Educational Outreach and Pathways Initiatives.
- Requests for specific building or timing access must be submitted by Badge Approvers
- 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