Volunteer Registration Forms

What to Keep in Your Volunteer's File

Like employees, OHSU has a responsibility to keep a file on volunteers. While the Research & Academic Volunteer Services (RAVS) Office 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 RAVS file, and what should be kept in the hosting department/site's file:

Hosting Department/Site (* indicates required items):

Volunteer Application materials (resume/CV, letters of reference, etc.)

*All education, training and competency completion documentation (e.g. rodent handling training, MSDS review, EPIC training, etc.)

*Performance Evaluations (Starting July 1, 2013 RAVS will keep this on file)

*Corrective Actions or Plans of Assistance if applicable

*(If volunteer is a minor) Signed Policy: Guidelines to Hosting Minors in the Lab

Copies of any documents kept in the RAVS file


Job Site Information form

Background Clearance (disclosure forms are shredded once clearance has returned)

Big Brain Certifications:

Respect at the University


Emergency Management

Integrity Education

Health & Safety Acknowledgment

Confidentiality Agreement

Volunteer Rights & Responsibilities form

Documentation of attendance at New Volunteer Orientation

Medical Documentation [when required] (kept in a separate location than documentation above)

Tuberculosis Screening results

N-95 Mask Fitting results

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