Non-OHSU Student Interns
Registering a Non-OHSU Student Intern
While the Office of Visitors & Volunteers (OVV) 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
- Only assigning duties to a volunteer that have been cleared through the OVV
- 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 OVV when a volunteer leaves or takes a leave of absence
- Informing OVV if any problems or concerns regarding the volunteer
- Maintaining a department file for all volunteers located in your area
An non-OHSU student intern is:
- Is participating in the activities of the hosting site* for academic credit from their home institution
- Performs activities that are project-based, have specific milestones, a pre-determined end date, and a formal review at the conclusion of the internship
- Will serve a total of at least 40 hours (no duration specified); but less than or equal to 25 hours per 7 day week, unless otherwise specified by the home institution granting the academic credit (and proper documentation is provided to OVV)
- Is enrolled and sponsored by an institution of higher education
- Supervisors cannot oversee volunteers who are family members, or members of their household
- The intern's duties should be similar to training which would be given in an educational environment - it is expected that hosting an intern will occasionally impede on the operations of the work area
- OHSU should not derive immediate advantage for the intern's activities; all assigned work should be in assistance to paid staff, and therefore intern's duties performed wouldn't be sole contributions that immediately advantages the work area
- The work should provide experience for the benefit of the intern
- Interns are to be under the close supervision of existing paid OHSU personnel
- OHSU is not committed to hire the intern at the conclusion of the intern's assignment
- OHSU and the intern agree that (s)he is not entitled to wages from OHSU for the work performed (Interns may be given stipends though OHSU Accounts Payable, or stipends/compensation from an outside source)
This definition tracks the test for unpaid interns who are exempt from the Fair Labor Standards Act's (FLSA) minimum wage and overtime requirements (See U.S. Department of Labor Fact Sheet #71, available at http://www.dol.gov/whd/regs/compliance/whdfs71.htm), as well as ensuring OHSU stays in compliance with our union labor contracts and general OHSU labor/employment policies.
What duties are interns not allowed to perform? Some examples include, but are not limited to:
- Interns cannot perform duties that are comparable in scope to that of an OHSU paid position
- Interns cannot drive as part of their duties
- Interns cannot have direct patient contact, or provide patient care (i.e. no physical contact that could be considered clinical in nature or could be interpreted as unnecessary or inappropriate)
- Interns cannot have non-human primate contact
- Interns cannot use or work with "sharps" (e.g. needles, surgical tools, etc.)
- Interns cannot obtain patient consent for research studies that are high-risk and/or involve interventions. For low-risk studies interns must be added to the study research protocol and thoroughly and properly trained. Lastly, for low-risk studies, the intern's work must be checked/audited by paid staff to ensure such work is performed accurately, legally, and per the study protocol
- Interns cannot supervise or oversee OHSU personnel (paid or unpaid)
- If the intern is also an OHSU employee, they cannot volunteer to perform duties that are similar to their paid OHSU position regardless of location within the institution (e.g. a paid Patient Access Specialist (PAS) in Healthcare cannot volunteer to perform data entry in Research - as both positions involve data entry)
Questions? E-mail OVV@ohsu.edu.
*hosting site: hosting Department, Division, Institute, Center or School
1. Complete a Visitor Information form
- Submit to our office via
- Ensure your volunteer has submitted an online registration form
Once these items are reviewed and approved, OVV will initiate the background check, request an External EID, and request computer access. Background checks can take 7-10 business days for processing.
2. Preparing for Orientation
- The intern will be invited to attend an upcoming orientation session
- Further registration materials will be given to them to complete (Compass training, documents to sign, and medical clearance if required)
- Interns can register for orientation via Compass
- Volunteers will submit all completed registration materials 1 week prior to orientation for processing
- Interns attend orientation, which is offered twice a month during the academic season, and weekly during the late spring/early summer
- If everything required was submitted prior to orientation, OVV will issue them their ID badge order forms
4. Start interning!
- Training: Assign other duty-specific training needed (e.g. Responsible Conduct of Research, Rodent Handling, etc.)?
- Documentation: Assign other paperwork to be completed (e.g. Patient Confidentiality Agreement)?
- Computer Access: Request any additional computer access needs (e.g. X Drive, Remote Citrix Access, EPIC read-only, etc.)
- Affiliation Agreements: An Affiliation Agreement with the intern's home institution and OHSU must be established before OHSU can commit to hosting a Non-OHSU Student intern. Domestic Affiliate Agreements are established through the OHSU Contracting Services, and International Affiliate Agreements are established through the Academic Affairs office (with some exceptions). OVV does not negotiate, coordinate, sign or establish Affiliation Agreements, but must know that one is in place in order to fully register the Non-OHSU Student intern.
- Certificate of coverage: Non-OHSU Student Interns are not covered by OHSU's accident insurance. Because the visitor is being sponsored by their home institution, that institution should be covering their liability insurance. Contact Risk Management to ensure you obtain the right documentation that verifies this coverage.
- Compensation: OVV needs to know if the visitor is receiving compensation, and who the funding source is. This is relevant for both domestic and international visitors to ensure OHSU is following OHSU Policy, employment law, and immigration law. Hosting OHSU Departments may need to provide information or documentation to OVV, the Office of International Affairs, and/or Central Financial Services Accounts Payable. Hosting OHSU Departments, if compensating their visitors, must handle the processing of those payments; OVV does not process payments.