Volunteer, Job Shadowing & Educational Programs

Implementation Date: 4/2009

Date of Last Revision: 4/19/2023

Next Review Due: 4/18/2025

 

Reviewed by VTH Administrative Team: 4/16/2009, 4/01/2023

Reviewed by VTH Board: 4/16/2009

 

Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.

Policy

The University of Illinois recognizes a fundamental obligation to protect minor children in its care, the youngest and potentially most vulnerable members of its community. Accordingly, the University has adopted certain safeguards intended to better protect minor children when they are on University premises participating in University programs and activities designed to include minors, or when they are in the care of University staff. The University and its employees shall comply with applicable federal and state laws to provide a safe environment in which children can learn, discover, and achieve their full potential. This includes compliance with the “Illinois Abused and Neglected Child Reporting Act” (ANCRA).

All University of Illinois personnel, volunteers, and contractors are expected to be familiar with and comply with the provisions of this Policy and any related University or campus policies and/or procedures, as applicable. In addition, non-university organizations and entities that operate non-university programs and activities on campus (i.e. Registered Student Organizations, lessees, etc.) shall be familiar with this Policy and shall take appropriate precautions to protect minors participating in or attending their programs and activities.

Guidelines

General

Prior to volunteering or job shadowing at the VTH, the prospective participant must:

1. Be at least 18 years old to volunteer or 16 years old to job shadow.
2. Complete the Job Shadowing or Volunteer Agreement & Releases of Liability form (available on the VTH intranet)
3. Complete the VTH information security and compliance form and confidentiality training (if volunteering).

All volunteers must maintain a record of volunteer time (date/start-end times) with the overseeing service.

Activities with Minors

In the broadest sense, the goals of this policy are to ensure participant safety, maintain hospital confidentiality and integrity, as well as minimize university liability while providing an educational experience.

The university must maintain a current report of University activities and programs designed for minors not enrolled or accepted for enrollment at the U of I System. Activities and programs to be recorded in the report include, but are not limited to camps, summer programs, lessons, performances, and tutoring. The report must at a minimum, detail the program location/facility, dates and times, the age range of participants, and the planned number of participants. Contact information must be provided for two responsible individuals for each program, who will make arrangements for the safety of minors and other participants in the event of an emergency.

The following pertains to all VTH activities involving minors:

• No overnight or residential activities will be permitted.
• Activities and programs must be approved by VTH Director or designee prior to being initiated.

The VTH Director or designee, representing the VTH (University Unit), may annually submit a Protection of Minors Event Form as a standing event, encompassing all job shadowing and educational programs for one year. If the event will involve VTH personnel having 1 on 1 time alone with participants, that supervisor would need to submit a separate form and be the one whom is the background and sex offender registry checked.

Procedure (if applicable)

1. Activities with Minors: For Clinic Job Shadowing and Educational Programs (University Processes/Procedures/Guidelines)

1. 1. VTH personnel who will be supervising the participant(s) must obtain approval by the VTH Director or designee at least 45 days prior to initiating the Activity.
   2. The VTH will maintain annual standing Protection of Minor Events forms on file for job shadowing during day-time receiving in the VTH and for educational programs.
   3. If there is not already an annual standing Protection of Minors Event form on file that is applicable for the planned Activity, the University Unit (VTH) must report information about the proposed Activities at least 30 days prior to the start date using the Protection of Minors Event Form. Late submission or submission of an incomplete form could result in delay or cancellation of the Activities. 
      1. The form must include the Activity date(s), time(s), location(s), estimated attendance (age range and a number of applicants), and contact information for two responsible individuals who will arrange for the safety of Minors and other participants in an emergency. 
      2. As part of the Protection of Minors Event Form, the University Unit (VTH) must submit a Compliance Plan for review by the Protection of Minors Compliance Specialist in the Division of Public Safety.  The University Unit must enforce the Compliance Plan.
      3. Background Checks
         1. 1. 1. 1. General requirement: The University Unit (VTH) shall not allow any person who would be responsible for the supervision or care of Minors or whose duties would require close contact or alone time with Minors to participate in Activities without first clearing the person through a criminal background check and the sex-offender registry. Individuals who require background checks include directors and supervisors of Activities; individuals who will have one-on-one time with Minors.
                  2. Submission of names: University Unit will submit the names of individuals who require a background check per this policy via the Protection of Minors Event Form. Once submitted online, the completed form will be automatically routed to the Unit Human Resources Contact named on the form. The Unit Human Resources Contact will enter the names of the individuals who require a background check into the university’s applicant tracking system. The Unit Human Resources Contact shall follow Illinois Human Resources Office procedures for submitting names for criminal background and sex-offender registry checks. Untimely or incomplete submission of information could result in delaying or canceling the proposed Activity or rendering those individuals who require background checks ineligible to participate in the Activity.
                  3. Clearance: Illinois Human Resources, in consultation with other relevant personnel, will determine the eligibility of individuals to participate in Activities. Illinois Human Resources will work in conjunction with the Protection of Minors Compliance Specialist in the Division of Public Safety once names have been processed in the university’s applicant tracking system and will update the Compliance Specialist on the status of the check. Illinois Human Resources will also inform the University Unit whether the individuals whose names were submitted cleared the background check.
                  4. Exception: The Director of Public Safety may permit a unit to adopt alternative measures and safeguards instead of background checks. University Units must submit the request for such an exception to the Illinois Human Resources Office. That office will review the circumstances and consult with appropriate officials. The Director of Public Safety will document the decision in writing.
   4. For Educational Programs, once clearance has been obtained, the event may be initiated.
   5. For Clinic Job Shadowing, once clearance has been obtained, the VTH Personnel responsible for the Minor must then send the Job Shadowing Agreement & Release of Liability form to the applicant. Job Shadowing cannot take place until this is completed.

1. 1. 1. 1. The applicant will receive an email notification of the received application as well as a link to complete the VTH Information Security Compliance Form and a link to the Volunteer and Job Shadowing Policy. Job shadowing may not take place until this form is completed.
         2. Once the VTH Information Security Compliance Form is completed, medical records will go into the application system marking it complete, thereby notifying the supervisor who initiated the application so that the applicant may begin observing.
         3. Once completed, the Agreement & Release of Liability Form is electronically available for the VTH Director’s office.

2.  Clinic Job Shadowing with Non-Minors:

1. 1. The VTH Personnel responsible for the Job Shadow applicant must send the Job Shadowing Agreement & Release of Liability form to the applicant. Job Shadowing may not take place until this is completed.
   2. The applicant will receive an email notification of received application as well as a link to complete the VTH Information Security Compliance Form and a link to the Volunteer and Job Shadowing Policy. Job shadowing may not take place until this form is completed.
   3. Once the VTH Information Security Compliance Form is completed, medical records will go into the application system marking it complete, thereby notifying the supervisor who initiated the application so that the applicant may begin observing.     
   4. Once completed, the Agreement & Release of Liability form is electronically available for the VTH Director’s office.

3. Educational Programs with Non-Minors:

1. 1. No additional action is needed for participation.

4. Volunteers in VTH Clinical Programs

1. 1. The VTH Personnel responsible for the Volunteer applicant must send the Volunteer Agreement & Release of Liability form to the applicant. Volunteering may not take place until this is completed.

      b)  The applicant will receive an email notification of received application once they complete the application. A link to this policy is also included in the email.

1. 1. 1. If the applicant is a CVM student/staff member, the email will notify them that they should have already completed required medical records training and are now eligible to volunteer.  An email will go to the service notifying them of this status.
      2. If the applicant is not a CVM student/staff member, but has a netID, the email will also have a link to complete the VTH Security Confidentiality Access & Release of Information training via Canvas and the Information Security Compliance form within this training.
      3. If the applicant is not a University of Illinois student or staff member, the email will inform them that they will be contacted by medical records to complete the training required to volunteer.
      4. Volunteering may not take place until this training is completed.

3. 3. Once the applicant completes the online form, an email notification goes to the VTH administrative aides, the Medical Records Supervisor and Web Help Desk (medrechelp@illinois.edu), and the Referral Coordinator.

3. 1. 1. VTH Administrative Aides:
         1. VTH Administrative Aide will request a UIN/netID, visitor badge, and building access for those who are not U of I students or employees. The application sends an email to the aides for notification.
            1. VTH Administrative Aide completes the unit and sponsor, card and payment, and card activation and deactivation dates portions of the Visitor ID Request paperwork from campus once they obtain the UIN. They will then provide the paperwork to the community volunteer to complete and take with them to obtain a visitor ID on campus at the ID center in the Illini Union Bookstore.  The cost of $10 for the visitor ID is to be paid for by the volunteer.
            2. Once the visitor ID is obtained, the VTH Administrative Aides need to be notified so that they can request access to the appropriate building for those volunteers.  This may take 48-72 hours to process.
            3. Once the netID is obtained, the aide goes into the application system to select that this step has been completed, thereby sending an email notification to the medical records supervisor that they may begin Canvas training for HIS confidentiality with the applicant. Volunteering may not occur until this is complete.
         2. VTH administrative aide will request building access for U of I undergraduate applicants from facilities once notification is received via email upon completion of an application.

ii) Medical Records Supervisor:

1. 1. 1. 1. A netID is needed for the Canvas training (process above with admin aide)
         2. Once the netID is obtained for non-U of I applicants, medical records will set applicant up in Canvas. Once done, they will go into the application system to select that this step has been completed, thereby sending an automatic email to the applicant notifying them they can now complete the required training and form.
         3. Once the applicant has completed the training and form, the Medical Records supervisor will go into the application system to select that this step has been completed, thereby sending an email notification to the supervisor who initiated the application so that the applicant may begin volunteering.
         4. If the applicant is a CVM student/staff member, no notification goes to medical records as the applicant has already completed the required training.

1. 1. 3. Referral Coordinator:
         1. Receives notification of all applications submitted.
         2. Verifies that the service the applicant selected as the area of interest to volunteer in is the service intended.  If not, will correct the application in the system.

3. If the applicant is not a VTH student or staff member, they must be instructed on appropriate parking locations.
4. Lastly, volunteers will receive training from the appropriately designated person in the area in which they are to volunteer.  This same designee will also orientate the volunteer on appropriate attire, safety, sign-in and out location, as well as any other information relevant to their volunteer experience.
5. Applications do not renew annually. If the volunteer supervisor wants someone to renew, they go into the application system, and in the complete/renewed responses, they can individually select the “send the renewal email” box for the applicant. The volunteer will be sent an email asking to confirm that all current information is correct. The same process is followed for volunteers not being renewed by selecting the “do not renew” box.
6. Once a volunteer is done volunteering, the volunteer supervisor must notify the VTH Administration to inactivate netID/UIN, building access, and to return the visitor ID, depending on volunteer status (non-U of I vs undergraduate).
7. Any person involuntarily leaving the program will receive a letter advising them of their termination. The letter will be drafted in cooperation with the volunteer supervisor and the VTH Director’s Office.

Definitions (if applicable)

Activities: Programs and activities designed to include Minors or for which the target audience is individuals 17 years of age or younger. Activities include but are not limited to camps, summer programs, lessons, performances, and tutoring.

Educational Programs: PR events, presentations, workshops, and hosted tours

Job shadowing: An activity by which a person shadows an employee working in the VTH for a limited amount of time (1 to 2 days). 

Member of the University Community: All University Personnel, University Volunteers, and University Contractors.

Minor: A person under the age of eighteen (18).

University Contractor: An individual retained by the University under contract to provide services and/or support for programs and activities designed to include minors.

University Personnel: Includes but is not limited to all University faculty, staff, post-Doctoral, visiting scholars, and students in their capacity as student-employees. Excluded from this definition are individuals who began unpaid service to the University prior to 2013 and who do not have any current affiliation with the University of Illinois.

University Volunteer: An uncompensated individual who is authorized by a university department or unit to perform civil, charitable, or humanitarian services related to the business of or in support of activities of the University designed to include minors, or b) gain personal or professional experience in specific endeavors. Volunteers perform services without a promise, expectation, or receipt of any compensation for services performed, including a promise of future employment. This definition does not include parents or guardians who are accompanying their child at a program or activity and who may provide incidental service for the program or activity. 

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.