1. 1 SCHOOL OF MEDICINE STUDENT TRAINEES ANDVOLUNTEERS October 2007

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

3. 3 Background and Policy/Guidelines Commitment to provide education to broad community, particularly high school and undergraduate students Commitment to provide education to broad community, particularly high school and undergraduate students Guidelines for student trainees and volunteers (HRG Webpage) Guidelines for student trainees and volunteers (HRG Webpage) Exclusion of minors in the workplace Exclusion of minors in the workplace Parental consent Parental consent Request forms Request forms Offer letter Offer letter Required training (Stanford University Required training (Stanford University Required training (SHC & LPCH) Required training (SHC & LPCH) Medical screening Medical screening

4. 4 Definitions and Titles Used by the SoM for Student Assignments Student Trainee/Intern 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 Volunteer An individual who performs services for civic, charitable, or humanitarian reasons, without promise, expectation, or receipt of compensation Employee Employee Any individual who is paid to perform work as described in job descriptions, Any individual who is paid to perform work as described in job descriptions, pay classifications, or union contracts. “Employ” means “to engage, pay classifications, or union contracts. “Employ” means “to engage, suffer, or permit to work” suffer, or permit to work”

5. 5 Stanford Students What about Stanford students? Are they considered trainees? 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. 6 Other Titles Used by SHC or LPCH for Unpaid Positions Recruiter—an individual being interviewed and is shown around SHC units Recruiter—an individual being interviewed and is shown around SHC units Observer—an individual watching a procedure or administrative function Observer—an individual watching a procedure or administrative function Trainee—a healthcare professional invited to participate in a formal or informal training program Trainee—a healthcare professional invited to participate in a formal or informal training program

7. 7 Other Titles (con’t) Vendor—an individual who assist with training or utilization of equipment purchased from the vendor’s company 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 Individuals for non-training purposes—an individual who assists with a research project through the SoM

8. 8 Internship Programs UC, Santa Cruz extension UC, Santa Cruz extension San Mateo Regional Occupational Program San Mateo Regional Occupational Program Biotechnology Career Pathway Heald Business College (pending) Heald Business College (pending) Center for Clinical Immunology (CCSI) Summer Internship Program Center for Clinical Immunology (CCSI) Summer Internship Program High schools High schools

9. 9 Role of HRG, SPCTRM, and SHC Volunteer Services HRG—review and approval for trainees and volunteers (in advance of start date) HRG—review and approval for trainees and volunteers (in advance of start date) SPCTRM—assistance with medical screening and HealthStream training if necessary 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 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. 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 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? Authorization (I-9 form) to work as a volunteer—is it needed? Non-Resident aliens Non-Resident aliens When work authorization ends and the individual may wish to volunteer (or even continue to be employed) When work authorization ends and the individual may wish to volunteer (or even continue to be employed) Joint Employer Joint Employer Employment of Minors Employment of Minors Identification on badges and business cards Identification on badges and business cards

11. 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: 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) 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. 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. 12 Compliance Issues When the trainee or volunteer will be performing duties/training at SHC/LPCH When the trainee or volunteer will be performing duties/training at SHC/LPCH Medical screening Medical screening HealthStream training or SoM training (i.e. HIPPA) HealthStream training or SoM training (i.e. HIPPA) JACHO JACHO

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

14. 14 Getting A Trainee Or Volunteer Started How to evaluate the “work”—review documents: How to evaluate the “work”—review documents: Guidelines Guidelines Things to Consider Things to Consider Minors in the Workplace Minors in the Workplace Use available resources if you have questions Use available resources if you have questions Obtain approval BEFORE the trainee or volunteer begins Obtain approval BEFORE the trainee or volunteer begins

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

16. 16 When Requests May be Denied Foreign Trained MD’s Foreign Trained MD’s Postdocs requesting to work in additional department over and above current FT appt. Postdocs requesting to work in additional department over and above current FT appt. Visiting Researchers Visiting Researchers Visiting Scholars Visiting Scholars Spouse of a Postdoc Spouse of a Postdoc

17. 17 Resources Resources/Web pages HRG web page: http://hrg.stanford.edu/ HRG web page: http://hrg.stanford.edu/ SHC/LPCH Volunteer Services: http://www.stanfordhospital.com/employment/vol unteering/default SHC/LPCH Volunteer Services: http://www.stanfordhospital.com/employment/vol unteering/default SPCTRM (http://clinicaltrials.stanford.edu/): http://spctrm.stanford.edu/ SPCTRM (http://clinicaltrials.stanford.edu/): http://spctrm.stanford.edu/http://clinicaltrials.stanford.edu/ Administrative Guide 22.1, Employment of Minors Administrative Guide 22.1, Employment of Minors Restrictions for minors under age 16 Restrictions for minors under age 16 Work permits for high school students Work permits for high school students

18. 18 DISCUSSIONS & QUESTIONS DISCUSSIONS & QUESTIONS