Registration & Compliance Forms

Registration Forms

Coming soon!

Forms vary per the classification of your visitor or volunteers. Visit our "How to Register" section for more information.

Compliance Forms

What to Keep in Your Volunteer's File

Like employees, OHSU has a responsibility to keep a file on volunteers. While the Office of Visitors & Volunteers (OVV) 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 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
  • (If volunteer is a minor) (Starting July 1, 2016 OVV will keep this on file)

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/Volunteer Information form
  • Background Clearance (disclosure forms are shredded once clearance has returned)
  • Compass Trainings:
    - Respect at the University
    - HIPAA
    - Emergency Management
    - Integrity Foundations
    - Integrity Education Booster 2016
  • Confidentiality Agreement
  • Volunteer Rights & Responsibilities form
  • Documentation of attendance at New Volunteer Orientation
  • Annual performance evaluations
  • Medical Documentation* [when required] (kept in a separate location than documentation above)
    - Tuberculosis Screening results
    - Postive 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 RAVS file until 3 years after the volunteer is no longer actively volunteering.

Other Perameters:
  • 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