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News & Program Updates

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What to Keep in the Hosting Site File

Frequently Asked Questions

 

News and Program Updates

Badge Software update May 10-14; potential delays for new or updated badge requests

Beginning at 5 p.m. Thursday, May 10, the software used for badge access will be upgraded. Until the update is complete on the morning of Monday, May 14, no new badges can be made and no changes on existing badges will be available. This includes changes badge access, names, departments or titles. Read more on the O2.

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Information Security Training Compliance - Potential Consequences of Time & Money

Update 4/30/18: The OHSU Integrity Office IPS Project Team has granted OVV an extension - we have modified the dates below.

As you know, everyone who works, learns or volunteers at OHSU must complete Information Privacy and Security Essentials training, as required to comply with OHSU's resolution agreement with the Department of Health and Human Services' Office of Civil Rights. Unfortunately, at the time of this posting, OVV has over 300 individuals who are out of compliance. We need your help! OHSU's absolute deadline for 100% compliance (for visitors and volunteers) with Department of Health and Human Services is May 15, 2018. Therefore, we have a very narrow timeframe to get everyone into compliance. Without full compliance, OHSU, Hosting Sites, and our visitors/volunteers may experience substantial consequences including time and money.

What you need to know:

  • Visitors & Volunteers have until 7:00 a.m. on Monday, May 14, 2018 to complete their Information Privacy and Security training in Compass
  • Those who are out of compliance after this deadline will be locked out of the OHSU electronic network, and their badge access will be deactivated effective 12:01 a.m. Tuesday, May 15, 2018
  • Completing the course after the deadline will not instantly restore access
    • For each individual, restoring network access is an overnight process, requires data entry in 4 different systems, and requires work across multiple OHSU administration offices (not just OVV)
    • If hundreds of visitors and volunteers wait until they are deactivated it may impact OVV's regular processing
    • ID badge order forms have to be re-created; a simple e-mail to the badge office will no longer suffice due to the new ID badge format (see below for further ID badge details)
    • Hosting Sites and visitors/volunteers can expect up to a 1-2 week turnaround after completing the course
  • Once a badge is deactivated, it cannot be reactivated: Hosting Sites or visitors/volunteers will need to pay $25 to have their badge replaced

What you can do to help prevent this:

  • Login to the OVV Registration Tracker to learn who in your area is out of compliance; their role will read "Out of Compliance - Contact OVV" (Don't have access to log-in? E-mail us at )
  • Ask your volunteers/visitors to complete the training in Compass ASAP. You can share this flier for information about how to log in.
  • Assist them with finding an available computer to complete the training - if needed, there are computers in the OHSU BICC Library
  • Tell them to as soon as it is done. OVV will run reports, but emails are helpful too.

Unfortunately there are no exceptions. Because the training is mandated by the Federal Government, we are required to take action.

Questions? Contact the , or .

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Formal Internship Programs at OHSU

OHSU has compiled information from Central Financial Services, HR Compensation, Legal, Office of International Affairs and the Provost's Office to bring you a one-stop shop of information about formal internship programs at OVV:

Check it out! Formal Internship Programs: Resources for New & Existing Formal Internship Programs

More information about international visitors and stipends is still be developed, stay tuned!

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Background Check Delays from Japan

Please note, there are current significant delays for background checks in Japan. If your visitor has spent more than a year in Japan or lived most of their life in Japan, please contact our office to let us know ahead of time. Please plan for an extra 6-8 weeks for these applications to be processed.

Questions? Contact OVV@ohsu.edu

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Questions, comments, suggestions?

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