1. SCHOOL OF MEDICINE
STUDENT TRAINEES
AND
VOLUNTEERS
October 2007

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

3. 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

4. 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”

5. 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.

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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.

12. 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

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

14. 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

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

16. 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

17. Resources Resources/Web pages HRG web page: http://hrg.stanford.edu/
SHC/LPCH Volunteer Services:
SPCTRM (
Administrative Guide 22.1, Employment of Minors
Restrictions for minors under age 16
Work permits for high school students

18. DISCUSSIONS & QUESTIONS