OHSU

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

RAVS:

Job Site Information form

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

Big Brain Certifications:

Respect at the University

HIPAA

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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