How to Register a Volunteer
Registration Status UpdateWe are currently working on volunteer Registration Step 1 packets submitted on:
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Registering May - July Volunteers
Registration Dates for May-July Volunteers |
Step 1 Paperwork Due |
RAVS Orientation / Step 2 Materials Due** |
Start Date* |
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Wed, May 15, 2013 |
Mon, May 20; Tues, June 4; Thurs, June 6, 2013 |
Fri, June 7, 2013 |
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Fri, May 31, 2013 |
Mon, June 10; Thurs, June 13; Wed, June 19; Fri, June 21, 2013 |
Mon, June 24, 2013 |
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Fri, June 14, 2013 |
Tues, June 25; Thurs, June 27; Mon, July 1, 2013 |
Tues, July 2, 2013 |
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Fri, June 21, 2013 |
Tues, July 9; Thurs, July 18 |
Fri, July 29, 2013 |
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After June 21 - All registration materials will be processed in the order received. |
| **Orientation sessions will be held twice a week in June, unless registration numbers don’t warrant such frequency. Volunteers are INVITED to register for orientation – volunteers should not sign up before RAVS has requested them to do so. |
| *Start dates will only be honored by RAVS if each step of registration materials are turned in entirely completed by each deadline outlined above. Additionally, RAVS is not responsible for delayed background checks due to the volunteer's lack of participation, by OHSU's background check vendor Pre-Employ, OHSU Public Safety, or OHSU Human Resources. Delayed background checks, or incomplete registration materials will interrupt the registration process schedule above. In the event that RAVS completes registering the volunteer before the outlined start date, the volunteer is welcome to start as soon as their receive their RAVS issued OHSU ID badge. |
Expediting OptionFor Hosting Sites who would like to expedite their applicant volunteer's registration process, this summer, Hosting Sites can run their own background checks, and submit the background check clearance along with the Job Site Information form to receive quicker invitations to orientation. Expediting Process:1. Complete the background check:
2. Submit the Background Clearance email from Public Safety along with a completed Job Site Information form to RAVS for processing 3. Shortly thereafter, your volunteer will receive a request to attend an upcoming orientation session The benefit of Hosting Sites running their own volunteer's background checks is the ability to more closely watch the background check process, ensure their volunteers complete their portion in a timely manner, and identify and resolve any issues at a faster rate. |
Responsibilities of the the hosting site
While the Research & Academic Volunteer Services office handles the majority of the paperwork and required compliance components, our office does need your help in registering and maintaining volunteers in your area. Your responsibilities for hosting a volunteer include:
- Assessing the applicant volunteer to ensure they are a good match for your department
- Accurately completing the Job Site Information form; resubmitting as needed if duties change
- Only assigning duties to a volunteer that have been cleared through the Research & Academic Volunteer Services office
- Requiring and tracking completion of any further training needed for the volunteer to perform their duties safely and responsibly
- Ensuring that the volunteer is logging his or her hours each week in Volgistics
- Informing our office when a volunteer leaves or takes a leave of absence
- Informing our office if any problems or concerns regarding the volunteer
- Maintaining a department file for all volunteers located in your area - See what should be kept in the department file here
Step 1: Is Your Volunteer Eligible
A volunteer is someone who:
- Is participating in the activities of the hosting site* without any compensation (school credit does not count as compensation)
- Performs activities that are flexible and in support of the work of a paid employee, but not comparable in scope
- Will serve a total of at least 40 hours (no duration specified); but less than or equal to 25 hours per 7 day week
- Is at least 16 years of age
- Volunteer Supervisors cannot oversee volunteers who are family members, or members of their household
What duties are volunteers not allowed to perform? Some examples include, but are not limited to:
- Volunteers cannot perform duties that are comparable in scope to that of an OHSU paid position
- Volunteers cannot drive as part of their duties
- Volunteers cannot have direct patient contact, or provide patient care
- Volunteers cannot have non-human primate contact
- Volunteers cannot perform high-level/high-risk duties (e.g. rodent surgery; rodent blood draws; exposure to radiation; handle/maneuver certain equipment and machinery, etc.)
- Volunteers cannot supervise or oversee OHSU personnel (paid or unpaid)
- If the volunteer is also an OHSU employee, they cannot volunteer to perform duties that are similar to their paid OHSU position (however, volunteers may not volunteer to perform very different duties within the department in which they are employed at OHSU)
Questions? E-mail us.
If your prospective person does not meet these qualifications, please see the Visiting Scientists and Other Affiliates Policy and contact your HR Business Partner/HR Consultant about more appropriate classifications.
*hosting site: hosting Department, Division, Institute, Center or School
Step 2: Registering A Volunteer
1 - Complete a Job Site Information form and a Background Disclosure Request form with your volunteer.
- Submit both forms together to our office via one of the following options:
- Fax: 503-494-1099
- E-mail: RAVolunteer@ohsu.edu
Anticipate an approximate 1 week turn around time to process and approve these forms.
2 - Preparing for Orientation
- The volunteer will be invited to attend an upcoming orientation session
- Further registration materials will be given to them to complete
3 - Orientation
- Volunteers will submit all completed registration materials at orientation
Anticipate an approximate 1 week turn around time to process these forms.
4 - Obtain an ID Badge
- Once processed and approved, we will e-mail the volunteer the required documents to obtain their OHSU ID badge
5 - Start volunteering!
- Once the volunteer has an ID badge they can start volunteering!
Step 3: Other items to consider for your volunteer
- Any other duty-specific training needed?
- Any other paperwork to be completed (e.g. Patient Confidentiality Agreement)?
- If needed, request computer access for your new volunteer
- If needed, request an employee ID number (for eIRB, CoIR, etc.)
Area Specific Guides
- On-boarding a volunteer who will be involved in IACUC or IRB research? Check out the Guide to On-boarding Research Volunteers
- On-boarding a volunteer who will be located in a clinical area? Check out the Guide to On-boarding Clinical Volunteers
