OHSU

Guide to On-boarding Shadows & Visitors

Volunteers are not the same as shadows or visitors. 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/Escorted Visitors – less than 30 days

Shadows typically observe for a much shorter time-span (1-2 days is typical). Shadows are registered as escorted visitors (reference OHSU Visiting Scientists and Other Affiliates) and are assigned to one specific OHSU employee to act as the escort – this escort must accompany the shadow at all times. As an escorted visitor and observer, the shadow must read and understand the policies below, and print and sign the attached observer agreement. These signed documents are to be kept by the hosting department for 7 years, like employee files.

Related policies and documents:

Escorted visitors are also required to follow the ill provider policy which means shadows should not visit OHSU clinical areas when ill.  This policy can be found here.

Other items to consider:

  • Is your escorted visitor doing more than just observing? Liability Insurance may be needed – Please contact Risk Management to discuss the need for, and obtaining proof of liability insurance for your visitor
  • Is your escorted visitor an international citizen?
    • Export Controls: If a background check is not ran on your international visitor, please contact the Office of Export Controls to ensure your escorted visitor is compliant to visit OHSU
    • Immigration/Visas: Notify the Office of International Services before your escorted visitor arrives – they can assist to ensure your visitor has the correct visa in order to legally visit OHSU

Longer-Term Shadows/ Unescorted Visitors / Visiting Scientists – 30 days or more

In the event that the shadow will be on the OHSU campus for longer than 30 days, per the OHSU Visiting Scientists and Other Affiliates policy, the shadow should be registered as an unescorted visitor and therefore must read and understand the policies below, and complete the following compliance policies. This applies based on the length of stay of the shadow, not how many days cumulative they are shadowing (e.g. an unescorted visitor/longer-term visitor could visit this month for two hours and next month for two hours. An escorted visitor/shadow/short-term visitor could visit two hours today and two hours in three weeks). All of the items below must be completed by the unescorted visitor prior to arrival at OHSU. These signed documents are to be kept by the hosting department for 7 years, like employee files.

Related policies and documents:

unescorted visitors are also required to follow the ill provider policy which means shadows should not visit OHSU clinical areas when ill.  This policy can be found here.

Other items to consider:

  • Is your unescorted visitor doing more than just observing? Liability Insurance may be needed – Please contact Risk Management to discuss the need for, and obtaining proof of liability insurance for your visitor
  • Is your unescorted visitor an international citizen?
    • Export Controls: If a background check is not ran on your international visitor, please contact the Office of Export Controls to ensure your visitor is compliant to visit OHSU
    • Immigration/Visas: Notify the Office of International Services before your visitor arrives – they can assist to ensure your visitor has the correct visa in order to legally visit OHSU
The above processes are not coordinated or established by RAVS. This guide was provided by request, and is meant to assist hosting OHSU departments through the OHSU on-boarding policies for visitors. The above processes are subject to change. Questions? Please contact your HR Business Partner, or the RAVS office.