HEALTH SCIENCE CAREER PATHWAYS HUB

Mission

The university supports activities and programs involving trainees/interns, volunteers, and minors. These activities benefit the participants and the university. It is recognized that these programs may pose additional responsibilities and increase risk exposure to participants and the university.

The following resources are intended to assist the CU Anschutz Medical Campus in managing the risks, requirements, and onboarding process. They include guidelines, checklists, templates, and waivers for trainees/interns, volunteers, and minors. Contact the campus's University Risk Management, Environmental Health & Safety, Badging Office, Central Human Resources, and/or Office for Educational Outreach and Pathways Initiatives for additional resources and guidance.

Before initiating the steps and processes below, reviewing the trainees/interns, volunteer, and minor participant sections is recommended to ensure the participants you work with are correctly categorized.

Onboarding Process

Follow the steps below for trainees/interns, volunteers, and minors.

Training and documentation:
- The Risk Management website must be reviewed for appropriate forms. The correct forms to be completed by the department and student are determined by the type of effort involved (shadow/observer, trainee, intern, volunteer, etc.).
- If the student is going to work in the research labs, then the department and student must complete the EHS training.
The registration process will depend on whether the student is paid or non-paid.
If non-paid, the student must be logged into HCM as a POI using job code 00007. This will require a period associated with the person’s effort on campus. It can be less or more than 30 days.
If the student is to be paid, use code 3205 in HCM and set up a biweekly payroll.

Complete the Personal Data Online Form
Please share the links to complete the forms once completed, an automated email with the information will be sent to the noted program contact or host
Platforms used to collect personal and vaccination information are secured and recommended by the University of Colorado Office of Information Technology for safe harboring data

HCM is the university software that manages all personnel data actions; including HR, payroll, and personnel information
Any staff onboarding participants must have access to HCM to create records or work with their department/office/program administrator or HR Business Partner to create university records

Create a Record in HCM (please verify participant(s) does not have a record in HCM to avoid duplicate records)
Submit Background Check Request
- Minors will not need background checks
Update or Create position
- Update position
- Create position
- Use Job Code: 3205
Create a Badge Application
- Complete the Bading Template Spreadsheet in the badging section
- Review the appropriate badge application instructions and the photo requirement document
- Work with your department's designated approver to submit the application to the Badging Office
- If you do not know who your designated approver is, please call 303-724-0399 or contact the Office for Educational Outreach and Pathway Initiatives
Enter Hire in HCM
- Hiring an Employee
- Payroll on Monthly or Bi-Weekly cycles
Payment options
- Monthly stipends or hourly with timesheet submission (bi-weekly pay cycle only)
Submit I-9 Request
- Only paid participants will complete I-9 forms
- Please work with your department, office, program administrator, HR Business Partner, or HR Operations to complete the request within 3 days of the start of the experience

Create Record in HCM via POI (please verify participant(s) does not have a record in HCM or POI to avoid duplicate records which will create problems down the line)
- Adding a Person of Interest (POI)
- Use POI Code: 33
Submit Background Check Request
- Minors will not need background checks
Create Badge Application-Visitor Badge
- Complete the Bading Template Spreadsheet in the badging section
- Work with your department’s designated approver to submit an application to the Badging Office
  - Designated approver will need to relay badge access details of respective buildings/labs to the Badging Office
  - Review the appropriate badge application instructions and the photo requirement document
    - Verification of identity will require acceptable forms of I.D.
  - If you do not know who your designated approver is, please call 303-724-0399 or contact the Office for Educational Outreach and Pathway Initiatives

Tools & Resources

CU Campuses

CU Anschutz Medical Campus

Diversity, Equity, Inclusion and Community Engagement

HEALTH SCIENCE CAREER PATHWAYS HUB

Office for Educational Outreach and Pathway Initiatives

Office of Diversity, Equity, Inclusion, and Community Engagement

HEALTH SCIENCE CAREER PATHWAYS HUB

Minor Onboarding

Non-Minor Onboarding

Participant Requirements

Human Captial Management (HCM)

Creating University Recored - Paid Participant

Creating University Record - Non-Paid Participant

Office for Educational Outreach and Pathway Initiatives

Office of Diversity, Equity, Inclusion, and Community Engagement