Registration and Compliance Forms

Registration forms

Please refer to How to Register a Visitor or Volunteer to learn how, if, and when to submit the following forms:

Step 2 Packet (to be distributed by OVV)

Confidentiality & Intellectual Property Assignment Agreement (CIPAA)

Rights & Responsibilities form

Compass Training*

  • OHSU Information Privacy and Security

  • Respect at the University

  • Integrity Foundations

  • Integrity Education Booster

  • Emergency Management

  • Register for/complete OVV Orientation (online and in-person sessions available)

Volunteers & Non-OHSU Student Interns: OVV: Visitor & Volunteer Orientation

Visiting Scholars & Practitioners: Visiting Physicians & Visiting Scholars Orientation (online only)

  • *Visiting Practitioners Only:
  • Abuse, Neglect, and Domestic Violence
  • Broadening Culture Competence
  • Cardiovascular Health
  • Environment of Care Education
  • Fire Safety &Response in Healthcare Occupancies
  • Hospital Compliance
  • Infection Prevention and Control

Medical Clearance (if applicable)

Minor Clearance Documents (if applicable)

Compliance forms

What to keep in your volunteers' files

Like employees, OHSU has a responsibility to keep a file on volunteers. While the Office of Visitors and Volunteers (OVV) 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 OVV 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.)
  • Ongoing education and/or training records (at least one training each year) with evident of the volunteer passing the training
  • Department specific orientation record
  • Performance Evaluations (Starting July 1, 2013 OVV will keep this on file)
  • Corrective Actions or Plans of Assistance if applicable

Optional:

  • Volunteer Application materials (resume/CV, letters of reference, etc.)
  • Volunteer assignment offer letter
  • Copies of any documents kept in the OVV file

See other parameters below for information of how contents should be kept & stored

OVV:

Required:

  • Visitor Information form
  • Background Clearance Authorization documentation
  • Compass Training:
    • Respect at the University
    • HIPAA
    • Emergency Management
    • Integrity Foundations
    • Integrity Education Booster (annually)
  • Confidentiality & Intellectual Property Assignment Agreement (CIPAA)
  • Volunteer Rights & Responsibilities form
  • Documentation of attendance at OVV New Volunteer Orientation
  • Annual performance evaluations
  • Medical Documentation* [when required] (kept in a separate location than documentation above)
    • Tuberculosis Screening results
    • Positive PPD Questionnaire (if applicable)
    • Immunization Records

Optional:

  • Application form
  • Exit interview

See other parameters below for information of how contents should be kept & stored

*Documentation initiated after 3/1/14 is now kept in ReadySet via the Department of Occupational Health; documentation collected prior to 3/1/14 is still kept in the OVV file until 3 years after the volunteer is no longer actively volunteering.

Other parameters:

  • All contents/ forms shall be appropriately filled
  • All forms shall be complete and accurate
  • There shall be no forms/ documents missing in the file
  • All forms shall be appropriately signed and dated by the volunteer, OVV Program manager, Hosting Supervisor/ Coordinator in the specified locations as appropriate

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