SCHOOL OF MEDICINE STUDENT TRAINEES AND VOLUNTEERS October 2007

Agenda Background and Guidelines Definitions-HRG, SHC & LPCH Internship Programs Role of HRG, SPCTRM, SHC Legal & Compliance Issues Getting Started Resources

Background and Policy/Guidelines Commitment to provide education to broad community, particularly high school and undergraduate students Guidelines for student trainees and volunteers (HRG Webpage) Exclusion of minors in the workplace Parental consent Request forms Offer letter Required training (Stanford University Required training (SHC & LPCH) Medical screening

Definitions and Titles Used by the SoM for Student Assignments Student Trainee/Intern A high school student or undergraduate student receiving training to receive current academic credit or prepare for coursework for future academic credit Volunteer An individual who performs services for civic, charitable, or humanitarian reasons, without promise, expectation, or receipt of compensation Employee Any individual who is paid to perform work as described in job descriptions, pay classifications, or union contracts. “Employ” means “to engage, suffer, or permit to work”

Stanford Students What about Stanford students? Are they considered trainees? Stanford students are not part of this trainee process, however, do need to complete all appropriate training and medical screening as needed Contact HRG, Employee Relations is you have any questions related to Stanford student training assignments.

Other Titles Used by SHC or LPCH for Unpaid Positions Recruiter—an individual being interviewed and is shown around SHC units Observer—an individual watching a procedure or administrative function Trainee—a healthcare professional invited to participate in a formal or informal training program

Other Titles (con’t) Vendor—an individual who assist with training or utilization of equipment purchased from the vendor’s company Individuals for non-training purposes—an individual who assists with a research project through the SoM

Internship Programs UC, Santa Cruz extension San Mateo Regional Occupational Program Biotechnology Career Pathway Heald Business College (pending) Center for Clinical Immunology (CCSI) Summer Internship Program High schools

Role of HRG, SPCTRM, and SHC Volunteer Services HRG—review and approval for trainees and volunteers (in advance of start date) SPCTRM—assistance with medical screening and HealthStream training if necessary SHC Volunteer Services—orientation and training for volunteers, observers, and any student trainee that will have any interaction with patients or work within the hospital

Legal Issues to Consider Potential claims for wages—is there documentation to verify the work is truly volunteer work, or is it work we pay for Authorization (I-9 form) to work as a volunteer—is it needed? Non-Resident aliens When work authorization ends and the individual may wish to volunteer (or even continue to be employed) Joint Employer Employment of Minors Identification on badges and business cards

Use of MD Title An individual in a position (paid or unpaid) cannot use the MD title if he/she is not licensed in the State of California: The CA statute now requires that only individuals with an unrestricted license to practice medicine in California may use the title "M.D." (Business & Professions Code, Section 2054) Controls need to be in place to prevent the use of such a title on business cards, voice mail greetings, or any other identification in the course of employment with Stanford; and, to insure each employee in such category has been counseled that he/she cannot use "M.D." in signing letters, or any other business done for Stanford.

Compliance Issues When the trainee or volunteer will be performing duties/training at SHC/LPCH Medical screening HealthStream training or SoM training (i.e. HIPPA) JACHO

Where To Begin—Getting Approval Role of Faculty sponsor Role of Department HR Administrator Human Resource Group Employee Relations HRG web page (http://hrg.stanford.edu/toolkit/) Guidelines, checklists, forms Examples and Cases Article, “Free Work May Prove Costly”

Getting A Trainee Or Volunteer Started How to evaluate the “work”—review documents: Guidelines Things to Consider Minors in the Workplace Use available resources if you have questions Obtain approval BEFORE the trainee or volunteer begins

Getting A Trainee Or Volunteer Started (con’t) Complete forms/packet: Request form Checklist Parental Consent

When Requests May be Denied Foreign Trained MD’s Postdocs requesting to work in additional department over and above current FT appt. Visiting Researchers Visiting Scholars Spouse of a Postdoc

Resources Resources/Web pages HRG web page: http://hrg.stanford.edu/ SHC/LPCH Volunteer Services: http://www.stanfordhospital.com/employment/volunteering/default SPCTRM (http://clinicaltrials.stanford.edu/): http://spctrm.stanford.edu/ Administrative Guide 22.1, Employment of Minors Restrictions for minors under age 16 Work permits for high school students

DISCUSSIONS & QUESTIONS