Frequently Asked Questions

Contents

How do I know if this incoming person is a volunteer or an unpaid intern?

Is a shadow the same as a volunteer?

What if my volunteer is under the age of 16?

What job duties can I assign my volunteer?

Is my volunteer eligible for stipends or other compensation?

Does my volunteer have to have TB screening or other medical clearances?

Do you providing parking for volunteers? What discounts do volunteers qualify for?

Can I issue my volunteer an ID badge?

What do I do if my incoming volunteer already volunteers in another OHSU department?

What do I do if my incoming volunteer is or was an employee of OHSU?

Do I have to run a new background check if my incoming volunteer already had one done?

Is it okay if my volunteer is receiving school credit for volunteering?

How is your program different then the Hospitals and Clinics Volunteer Services?

Can I issue my volunteer a key to our work area?

How do I add my volunteer to my IRB protocol?

How do I request computer access for my volunteer? 

How do I request EPIC access for my volunteer? 

How many hours can a Volunteer work per week?

 

How do I know if this incoming person is a volunteer or an unpaid intern?

Unpaid interns within research and academics are registered as volunteers. Check to see that your incoming person meets the definition of a volunteer. For more information contact .

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Is a shadow the same as a Volunteer?

No. A shadow is someone who strictly observes - not participating in any capacity. Shadows are registered through the hosting department as Escorted Visitors, rather than through Research & Academic Volunteer Services. Shadows typically observe for a much shorter time-span (1-2 days is typical). View the OHSU Visiting Scientists and Other Affiliates policy for guidelines on how to register a visitor.

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What if my volunteer is under the age of 16?

Applicant volunteers under the age of 16 are not eligible to volunteer. Research & Academic Volunteer Services is happy to start working with prospective volunteers at the age of 15 closing in upon their 16th birthday; but they cannot begin volunteering until they meet the minimum age requirement.

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What job duties can I assign my volunteer?

Your volunteer should be assigned duties that are flexible and not comparative in scope to a paid OHSU position. The volunteer should not be assigned duties or tasks that the department is reliant upon. Assigned duties can be in support of a paid employee's duties, but not in replacement of a paid employee's duties. Be sure to review the "Is Your Volunteer Eligible" portion of our website for further information about acceptable volunteer duties. If you have any questions please contact .

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Is my volunteer eligible for stipends or other compensations?

No. Volunteers are not compensated for their services. However, if you want to register them under a different classification you may be able to provide them a stipend (please consult your HR Business Partner).

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Does my volunteer have to have TB screening or other medical clearance?

It depends on their building location and whether or not they will be located in clinical areas, or near patients. Once you fill out and submit the Job Site Information form, Research & Academic Volunteer Services will notify the prospective volunteer as to whether they will need to obtain medical clearance from Occupation Health, or they are exempt from needing such clearance.

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Do you providing parking for volunteers? What discounts do volunteers qualify for?

Parking is not provided for volunteers, nor is a discount rate. Research Volunteers may purchase hourly and daily permit parking at the OHSU guest rates. They also qualify for the Tri-Met/C-Tran bus pass at an annual subsidized rate, and can ride the tram, streetcar and OHSU shuttle for free. Additionally, they are eligible to participate in the Bicycling Program if their hosting department requests appropriate computer access.

Transportation options and other discounts are explained to all new volunteers in orientation or upon receiving their ID badge, and can be found on our Registered and Active Volunteers Website.

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Can I issue my volunteer an ID badge?

No. All ID Badge forms that request a "Volunteer" ID have to be signed by Research & Academic Volunteer Services, or Hospitals and Clinics Volunteer Services.

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What do I do if my incoming volunteer already volunteers in another department?

If the individual is volunteering in a Research, Academic or Central Services department, you will need to fill out a Job Site Information form, submit it to and include that the individual is already registered with Research & Academic Volunteer Services. Once you receive an approval e-mail, the individual is cleared to start.  Please note upon receiving the Job Site Information form RAVS will review the volunteer's file to ensure they are up to date with all required materials (Big Brain, medical clearance, miscellaneous forms, etc.)

If the individual is volunteering with Hospitals and Clinics Volunteer Services, they will need to follow the standard RAVS registration process, but will not need to repeat the completion of their relevant Big Brain training. They will however, need to complete the background check again, as well as attend the RAVS orientation. Once they have completed all required registration items, you will receive an approval e-mail, and the individual will be cleared to start.

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Is it okay if my volunteer is receiving school credit for volunteering?

Yes. School credit is not considered "compensation." Unpaid interns in Research, Academics, or the Central Services are registered as volunteers.

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How is your program different then the Hospitals and Clinics Volunteer Services?

As each program's titles imply, each covers different areas of OHSU. All Research, Academics or Central Service departments that host a volunteer register that individual through this program's office. Any department that is part of the Hospitals or Clinics would work with Hospitals and Clinics Volunteer Services.

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Can I issue my volunteer a key to our work area?

No, unfortunately it is against OHSU policy to issue volunteers metal keys. Volunteers are to be supervised at all times, therefore their supervisor should be able to unlock any necessary doors.

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What do I do if my incoming volunteer is or was an employee of OHSU?

If the individual is a current or former employee, they will need to follow the standard RAVS registration process, but will not need to repeat the completion of their relevant Big Brain training or medical clearance (if they currently hold the same level of clearance as is needed). They will however, need to complete the background check again, as well as attend the RAVS orientation.They may skip the first 30 minutes of orientation. Once they have completed all required registration items, you will receive an approval e-mail, and the individual will be cleared to start.

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Do I have to run a new background check if my incoming volunteer already had one done?

Most often, yes. There are various contingencies rules regarding their previous role/title, what institution or department performed the check, how long ago the clearance was received, etc. A new background is not required if:

·                  Your volunteer is currently registered with RAVS

·                  Your volunteer is registered with Hospital and Clinics Volunteer Services and had a background check clear within the last 180 days

·                  A new background check is likely required if:

·                  Your incoming volunteer had a background check performed outside of OHSU

·                  Your incoming volunteer held a role at OHSU other than "volunteer"

·                  Your incoming volunteer had a background check performed by a department, center, school or institute other than one of the two volunteer programs

·                  Your incoming volunteer's last background check was performed prior to 180 days ago

 Contact to discuss your incoming volunteer's scenario

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How do I add my volunteer to my IRB protocol?

Please see our Guide to Onboarding Research Volunteers

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How do I request computer access for my volunteer?

Please see our Guide to Requesting Computer Access for Volunteers

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How do I request EPIC access for my volunteer?

Please reference the Manager's Toolkit  to learn about the steps required to request EPIC access for your volunteer.

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How many hours can a volunteer work per week?

Our policy currently states that volunteers are to serve no more than 25 hours per 7 day week in total between all assignments, while registered through our program. However, if the volunteer is able to provide proof of Academic enrollment (see list below) then they can serve up to a total of at least 40 hours between June – September.

·         Academic  Transcripts

·         DARS report

·         Report card

·         Registration with the Educational Service District (ESD) – for home schooled children

·         Letter of acceptance into an educational institution, with intent of registered courses.

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