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:

  • Required:
    • 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
  • Optional:
    • Volunteer Application materials (resume/CV, letters of reference, etc.)
    • 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
  • Annual performance evaluations
  • Medical Documentation [when required] (kept in a separate location than documentation above)
    • Tuberculosis Screening results
    • N-95 Mask Fitting results
    • Postive PPD Questionnaire (if applicable)

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