Onboard Volunteers

Use a SharePoint form to onboard Associated Personnel:

· To access the Associated Personnel home page navigate to the “Human Resources page” available on our intranet. There you will find the link/button “Associated Personnel” on the right-hand side under “what are you looking for?”

· On this page you will find the link to the Associated Personnel Data collection Form. Use this form to collect the information that will be needed to complete the SharePoint request from the prospective volunteer. The Data Collection form does not need to be uploaded or sent to us.

· On this page you will also find the link to view and submit the SharePoint request.

What happens once you submit the request:

· Use this link to see the definition of each status and what actions you can take.

· Please use the classification table (under “what are you looking for”) to see the description of the job titles available to APs

· Once the request is submitted, you can check back to see the status of the application and to see the ID number once it has been created/activated. (On our page look for the link: “To view applications that you submitted click here ”)

· HR will revise the request, and once approved, HR will send instructions and a link to the individual explaining how to complete the Compliance documents online (Participation, Confidentiality, Acknowledgment, etc.)

· If the AP is not an US citizen the request will remain on the status “Initiated” until OIS reviews and approve the request. Please contact OIS directly to provide any documentation needed and for updates on what may be pending. Click here for OIS contact information

· If the AP needs OHS clearance, they will receive a communication about how to submit his/her health records. Nothing should be uploaded to the SharePoint request. All OHS documentation should be sent directly to AP_OHS2@childrens.harvard.edu

Editing a request/Checking Status:

Use the link mentioned above to view the requests you submitted. There is a column marked “Assigned CHB ID” where the new ID will appear when the status changes to “HR APPROVED.” When the status is “WF COMPLETED” (workflow completed), this means that he/she is completely cleared and can go get her badge at the security office in the main hospital.

IMPORTANT: If you ever edit the requests “mid-workflow” please e-mail AP_HumanResources@childrens.harvard.edu and inform us about the changes otherwise it might go unnoticed.

After the request is submitted, please allow up to 72 hours for HR processing, and another 72 hours for OHS approval if having patient contact. OHS considers being in patient care areas as having patient contact, therefore if they walk through the halls of the hospital beyond the lobby or the cafeteria, they are considered working in a patient care areas.

When submitting Interns and students:

Managers interested in offering an individual an unpaid Internship Opportunity, must refer to the guidelines below to determine individual eligibility for an unpaid internship.

· Student Intern must be currently enrolled as a student. Student Intern understands he or she will not be paid for the internship nor promised a job at the end of internship.

· Internship provides training in an educational environment.

· Internship is tied to the Student Intern’s formal educational program with academic credit OR is beneficial for the Student Intern’s studies.

· The length of the internship will not exceed the time needed for the Student Intern to benefit from the learning experience.

· The Student Intern’s work complements, rather than displaces, the work of paid employees.

· All duties assigned to the Student Intern must be for the intern’s educational benefit, and the intern must work under close supervision of staff for the duration of the internship.

· Individuals must be at least 16 years of age to be considered for any paid or unpaid roles at BCH.

If it appears that the Student Intern does not meet the guidelines for an unpaid internship, the Department may establish a paid internship. Paid internships are managed through the Human Resources Staffing Department.

If it appears that the Student Intern does meet the guidelines for an unpaid internship, Departments should submit an Associated Personnel (AP) Student Intern Request Form through SharePoint for final review and approval by Human Resources.

A big piece of this corresponds to the department’s “advantage” versus the student’s “benefit.” It is HR’s responsibility to make sure these students are not doing “work” but are rather here for strictly educational experiences. We should not assign tasks that we would otherwise pay an employee to complete to an unpaid intern (displace an employee). The department may ultimately receive some ancillary benefit from the student’s activities, but the balance should be weighted heavily to the student’s benefit. For example, an internship that consisted almost entirely of data entry (and only data entry) would not be considered an unpaid internship. Data entry is work we would normally pay someone to complete. The student does not really learn anything other than how to input data and the department directly benefits from this work. Needless to say, there may be exceptions and we will always review these applications on a case-by-case basis.

The following documentation should be uploaded with the AP Student Intern Request in SharePoint:

1. If the Student Intern is not earning academic credit for the internship, the Department should upload a letter from the teacher or academic advisor, on school letterhead, detailing how the internship will be beneficial to the Student Intern’s learning.

2. Regardless of whether or not the internship is for academic credit, ALL unpaid internships require that the Department upload ONE of the following:

a) Letter from the Registrar’s Office or Academic Advisor on school letterhead stating the Student Intern is not on academic probation and in good standing with the school

OR

b) Signed Educational Program Agreement (Available on this link), in the form approved by the Office of General Counsel, which allocates responsibilities between the Student Intern’s school and BCH

i. Research based Educational Program Agreement

ii. Clinical/Administrative based Educational Program Agreement

The SharePoint AP Student Intern Request form has been updated to reflect the new guidelines and requirements.

Please feel free to contact AP_HumanResources@childrens.harvard.edu with any questions or concerns.