Procedures for Volunteers, Summer Students/Student Workers and Visiting Residents

VOLUNTEER/INTERN:

• Receive information from various sources and if applicable schedule an interview.
• Following positive feedback from interviewees provide the applicant with an offer (sample attached A) and copy to advisor if appropriate for degree satisfaction.   At this point we need to have a Mentoridentified and project formulated.
• Refer to Director of Volunteer Services-HILLMAN (Lisa Huntley, 412-623-4636)

Here they will receive an orientation to the facility, get photo ID, Parking and meal passes, Act 33/34 clearance and a timesheet.

• Determine cube availability
• Establish an NT account (attachment B), working hours, complete I 9 employment form with backup (attachment C) and W 4 for payroll (attachment D) and contact person for questions that arise.

SUMMER STUDENTS/STUDENT WORKERS:

PITT

• When looking for student workers utilize the University of Pittsburgh Placement and Career Services. Students post their resumes and departments are able to post their student needs.
• The Student Employment Policy and the Addendum (attachment G) is the guideline used by the University and the students.
• Once a student has been identified Placement and Career Services should be notified and then proceed with proper notification.
• Set up NT account, cube space and ID badge.
• Appropriate payroll information (attachments C & D) goes to Carolyn Nolte in BST.
• Timesheets need to be sent to Carolyn Nolte.

UPCI

• These student workers follow the same procedure as above, however, their payroll forms and hours are sent to Sharon Coyne, the UPCI Budgets Manager in the Iroquois Building.

VISITING RESIDENTS:

• Once a resident has indicated a desire to come do an elective in Pathology Informatics the resident is instructed to begin applying for a Pennsylvania Training license.  This is only necessary if they are not licensed in Pennsylvania.  Copies of the application are on file. (Attachment E)
• It would be appropriate to send a formal letter to the resident indicating acceptance, hours, location, project and mentor.  This letter will be needed for acquiring a Photo ID badge at UPMC.
• Begin the Affiliation Agreement between the two institutions (attached F) once the UPMC portion is complete forward to the resident for his institution completion. 
• Gather the appropriate forms for payroll and Graduate Medical Education.  A copy of a current CV, MT copy if available, I 9 form and documents (attachment C), and a valid “for work” Social Security Card. 
• Locate a cube, computer activation and access to an NT account.
• Secure a badge and entry into the suite.