Registration & Compliance Forms

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:

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 Agreement (CIPA)

    Rights & Responsibilities form

    Compass Training* **

    • HIPAA
    • Respect at the University
    • Integrity Foundations
    • Integrity Education Booster
    • Emergency Management
    • Register for OVV Orientation (excludes Visiting Scholars/Practitioners) via Compass

    *Visiting Scholars Only:

    • OVV Orientation for Visiting Scholars & Practitioners

    **Visiting Practitioners Only:

    • OVV Orientation for Visiting Scholars & Practitioners
    • 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)

     Compliance forms

     

    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 Agreement
    • 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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