Registration & Compliance Forms

Registration Forms

Please refer to "Step B: Registering A Volunteer" as to when and how to submit the following forms:

Miscellaneous Forms (needed on case-by-case basis)

Compliance 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:


  • 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 RAVS will keep this on file)
  • Corrective Actions or Plans of Assistance if applicable
  • (If volunteer is a minor)


  • Volunteer Application materials (resume/CV, letters of reference, etc.)
  • Volunteer assignment offer letter
  • Copies of any documents kept in the RAVS file

See other parameters below for information of how contents should be kept & stored



  • Job Site Information form
  • Background Clearance (disclosure forms are shredded once clearance has returned)
  • Compass Trainings:
    - Respect at the University
    - HIPAA
    - Emergency Management
    - Integrity Education
  • Health & Safety Acknowledgment / Infection control education
  • 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


  • 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, RAVS Program manager, Hosting Supervisor/ Coordinator in the specified locations as appropriate

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RAVS is proud to announce it's 2015 Outstanding Award Winners

AiLien Truong, Commitment to Service, Critical Care Academics Associates Program (CCAAP)

 "AiLien is the longest standing member of the CCAAP team. She is greatly committed to this program and providing service to our patients at OHSU...AiLien is extraordinarily dedicated and takes on additional tasks whenever they are offered," Hannah Lobingier, AlLien's supervisor, who nominated her, writes. Aside from being the longest standing member of CCAAP, AlLien is one of RAVS' longest serving volunteers across the thousands that have registered over the years.

Warren Maunu, Outstanding Teamwork, Pulmonary and Critical Care & Sleep Medicine Clinical ResearchWarren

 "[Warren] has put himself out there to work with everyone. He is constantly helping his supervisor with their task and will gladly assist his fellow volunteers with anything he can offer them," nominating supervisor Chido Nguyen writes.



Hannah Lobingier, Outstanding Mentor, Critical Care Academics Associates Program (CCAAP)

Hannah_1Hannah's nominator, CCAAP volunteer Farshid Taghizadeh, credited her helpful nature, and ability to be serious and flexible at the same time. Farshid continues, “The way she cares about the improvement of our services and the way she supports us is really impressive.” RAVS's Program Manager, Amber Bruner, PHR, seconds this nomination, "Hannah demonstrates fantastic organization skills, is extremely collaborative, and consistently demonstrates a warm and professional decorum. She is one of our most stand-out Volunteer Program Managers, and we are thrilled to honor her with this award!"

OHSU Research & Academic Volunteer Services annually awards one fantastic volunteer in each of the three “Outstanding Volunteer” award categories: Commitment to Service; Teamwork, and; Demonstrated Growth. New to 2015, Volunteers were given the opportunity to nominate their excellent supervisors and mentors for RAVS' first Annual "Outstanding Mentor" Award which recognizes supervisors and program managers of volunteers who provide excellent leadership, mentorship, and meaningful experiences to our volunteers. Editor's note: The 2015 Award season did not have any submissions for the "Demonstrated Growth" category. 

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Follow us on Twitter! 

twitterWe're excited to announce our new Twitter page! Follow us @OHSUravs for the latest in OHSU volunteer news and events!