Dear Prospective Student, Thank you for your interest ... - Cedars-Sinai

Dear Prospective Student,
Thank you for your interest in the Independent Student Program at Cedars-Sinai
Medical Center. In order to participate in this volunteer program, you must:
• Be at least 18 years of age AND
• Must be legally able to work in the United States* AND
• Cannot be receiving a monetary reimbursement from ANY source relating to your
work (including a stipend). If you are receiving any financial compensation,
please contact the Academic Affairs Department of Cedars-Sinai Medical Center
at (310) 423-7888.
• *NOTE: for students on a work permit, the type of visa must be disclosed. If
you are an international student, please contact us prior to proceeding with the
application process. The requesting Department/Principal Investigator must
obtain placement approval from Academic Services and Human Resources prior
to submitting this application.
What makes the Independent Student Program unique is that you have the opportunity
to create your own volunteer position. This packet will outline the steps necessary for
you to get started as an Independent Student Volunteer. If you have any questions,
please do not hesitate to contact me by email at Kelly.McVeagh@cshs.org.
Again, thank you for your interest and I look forward to meeting with you soon.
Sincerely,
Volunteer Services Department
Registration Procedure for the Independent Student Program
Office Hours: Mon/Wed/Fri 9am to 11am and Tue/Thur 1pm to 3pm
North Tower, Plaza Level, Room 2403
Phone (310)423-3737 Fax (310)423-0452
Kelly A. McVeagh
Volunteer Coordinator
Independent Student Program
www.csmc.edu/7032.html

Getting Started as an Independent Student
STEP 1: Finding a Placement
• Determine if you would like to gain a clinical or clerical experience as an
Independent Student Volunteer.
The first step to getting started as an Independent Student is to determine what you
would like to do as a volunteer. Would you like to gain research experience or clinical
experience? After you have made that decision, the next logical question is in which
department would you like to gain that experience? Do you have a specific interest in
medicine?
• How to locate departments at Cedars-Sinai that may be able to
accommodate Independent Student Volunteers.
There are two ways to get started to find a placement.
1. For those students who have a local connection we always suggest starting with
your resources. Consult your professors and advisors to see if they have any
contacts here at Cedars-Sinai that they might be able to direct you to or that
they know have accepted students in the past. It’s always good to start with
someone who you know.
2. For those students who may not be local or who have interests that do not
match placements with established contacts here at Cedars-Sinai we recommend
going online and searching the department listings to see what peaks your
interest. To view the department listings, please visit:
http://www.cedars-sinai.edu/Patients/Programs-and-Services/
Many of the departments have an “Our Expert Team” tab, which will allow you to
view the background on both the physicians and researchers. This is a great
way to learn more about Cedars-Sinai as well as the different opportunities that
may be available to you as an Independent Student Volunteer.
o Note: if you are interested in research you can go to Research and
Education online at:
http://www.cedars-sinai.edu/Research-and-Education/Research-Labs/
Regardless of how you investigate the departments, keep in mind your interests as you
are the one who ultimately knows what you would like to gain from your experience at
Cedars-Sinai.
o If you have any questions about research positions, please contact Elsa
Aguilar at aguilare@cshs.org.
o If you have any questions about clinical positions, please contact Kelly A.
McVeagh at kelly.mcveagh@cshs.org.
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• What is the best way to contact a potential mentor here at Cedars-Sinai?
We encourage students to contact potential mentors via email. In many ways it is out
of everyones comfort zone to make “the ask”, but it will definitely be worth it for the
experience gained. Briefly introduce yourself, why you would like to volunteer at
Cedars-Sinai and under their mentorship, and what you would like to gain from your
experience. Do you have a specific time frame in mind? If so, please let them know as
well. You can contact the department through the “Contact Us” tab on the department
webpage, or you can contact your potential mentor directly. Typically, email addresses
at Cedars-Sinai are formatted as: firstname.lastname@cshs.org (example:
Vicki.Volunteer@cshs.org). We also recommend attaching your resume if you choose to
email your potential mentor directly.
NOTE: Mentors may only respond if they are able to accommodate you at this
time into their clinical area or labs. Also, it is fine and actually recommended to apply
to multiple potential mentors. If you don’t hear back, please don’t continually email as
they may simply be unable to accommodate you at this time. If you are having
difficulties, please contact Volunteer Services for assistance.
STEP 2: Completing the Department Request Form
• You have secured a mentor here at Cedars-Sinai, what is next?
After you have contacted a department or potential mentor and have received
confirmation that they are able to accommodate you as a research or clinical volunteer
the next step is to have your new supervisor complete a Department Request Form on
your behalf. We always recommend emailing your supervisor the Department Request
form as it is one less thing for them to do.
• Where can I find the Department Request Form?
The Department Request Form, which is to be completed by your new supervisor, can
be found online on the Independent Student website at www.csmc.edu/7032.html.
This form informs Volunteer Services that you have in fact secured a position as well as
what your volunteer job description will be. Your supervisor will also note if laboratory,
clinical or interaction with animals or children will be a part of your position. The form
does require the authorization and signature of the department supervisor and the
department head or principal investigator (PI). Typically your supervisor will fax the
department request form to Volunteer Services.
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STEP 3: Submitting your Paperwork to Volunteer Services
• After securing a placement, it’s time to start and submit your paperwork.
With the major task of securing a volunteer placement out of the way, you can begin
the easy task of completing the paperwork so we can get you registered as an
Independent Student Volunteer. We do ask that you retain your own copy of these
forms, especially if you fax or mail them in. Please complete the following forms:
o Independent Student Application
o Pre-Employ Form*
o Parking Form
o Volunteer Expectations Form
o Confidentiality Form
All forms are available online at www.csmc.edu/7032.html. You will also need to
submit:
o A copy of your unofficial transcripts or diploma
o A copy of resume or CV
Once you have completed these forms, please note the orientation you wish to attend
and submit them to:
Clinical assignment – Kelly A. McVeagh at Volunteer Services Department,
North Tower, Plaza Level, Room 2403 or fax it to (310) 423-0452.
Research assignment – Elsa Aguilar at Academic Affairs Department,
North Tower, Plaza Level, Room 2004 or fax it to (310) 248-6545.
Upon receipt of your paperwork you will then be notified if we have a copy of your
department request form as completed by your supervisor.
(*Pre-employ form will be required for all students. If your job states that you will be working with
children or research we will be required to run a background check before you will start volunteering.
Unless stated by your requesting department this is done at the expense of the requesting department.)
STEP 4: Obtaining an EHS Letter of Health Clearance
• What is an EHS letter of health clearance?
All volunteers and staff alike are required to have an initial and annual EHS letter of
health clearance. This is composed of two components: TB test and a titer test to
check your immunities for chicken pox, measles, mumps and rubella. After your
appointment with EHS they will give you a single piece of paper, your EHS letter of
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health clearance, which is what we need to show that you are medically ready to begin
volunteering.
• How to obtain an EHS letter of health clearance.
If you have had a TB test in the last 6 months, please notify EHS when you call them to
schedule your appointment. You can reach EHS at (310) 423-3322. Inform them that
you are new volunteer and need to schedule an appointment for your health clearance.
Before your appointment date you will need to go online and download the EHS forms
attachments #1 and #2 as you will need to present these at your appointment.
NOTE: Do not submit EHS forms to Volunteer Services as we simply need your
actual letter of clearance, which EHS will provide to you at your final
appointment.
STEP 5: Getting Registered For An Orientation
• Do I need to attend an orientation?
Every student needs to attend an orientation session prior to volunteering here at
Cedars-Sinai. You can view the yearly listing of Independent Student orientations
online and plan appropriately. For some students, those who will be involved in
research or volunteering in specific locations in the Medical Center, there may be an
additional Radiation/Laboratory Safety Orientation required.
• How do I register for an orientation?
In order to register for orientation, you must submit the following items at least 7 days
prior to the orientation you wish to attend:
o Independent Student Application
o Department Request Form (completed by your supervisor)
o Pre-Employ Form
o EHS Letter of Health Clearance or appointment date/time
NOTE: Orientations may fill quickly, so be proactive about finding your
placement and submitting the necessary paperwork so as not to delay the start
of your volunteer experience.
You will receive a confirmation email notification one week prior to the orientation you
wish to attend. Please check your emails frequently during this time.
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STEP 6: Attending Orientation and Taking Your Badge Picture
• It’s here – the day of your Independent Student orientation.
The Independent Student orientation will begin promptly at 8:00am and will run until
10:00am. Volunteers who arrive after 8:15am will be asked to reschedule to another
orientation session, so please arrive early. If there is any paperwork that you were
asked to bring, please have it ready as it will be collected during orientation.
• Attending radiation/laboratory safety orientation.
For those students who will be attending the radiation/laboratory safety orientation, you
will continue from 10:00am until 1:00pm. After the orientation has finished, please
drop off your quarter slip of white paper to Volunteer Services as proof of your
attendance. If you have a question about whether you need to attend this session,
please let us know as this will be required before you are able to begin volunteering
and they are typically offered only once a month.
• Taking your badge picture.
For those students who are not attending the radiation/laboratory safety orientation,
badge pictures will be taken in the order that you arrived to orientation that morning.
For those students who will be attending the radiation/laboratory safety orientation,
badge pictures will need to be scheduled with Kelly McVeagh via email at
kelly.mcveagh@cshs.org. The badge appointment will take no more than 10 minutes,
but please schedule an appointment.
NOTE: Badges are typically retained at this time with your folder as many
students must still complete the orientation checklist with their supervisor. Until
this last form is submitted, Volunteer Services will retain your badge and you will
be unable to officially begin volunteering.
STEP 7: Your First Day and Picking Up Your Badge
• Completing the Orientation Checklist with your Supervisor.
Typically on your first day, as your first priority, students will complete the orientation
checklist with your supervisor. This form informs Volunteer Services that you have
been trained to your new assignment area at Cedars-Sinai. As soon as you have
completed the checklist, please bring it to Volunteer Services. You will receive your
badge at this time. If additional paperwork is remaining, that too must be submitted
prior to your first day and release of your badge.
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• Receiving your badge and sign-in badge/sheet.
Depending on where you will be volunteering you will receive either an electronic signin
badge or paper sign-in sheet when your badge is released to you. It is important
that you document your volunteer hours either electronically or manually. We keep
track of your hours, so if you ever need documentation, please let Volunteer Services
know.
Upon receipt of your badge, please ensure that it is worn in a visible location at all
times while you are here on campus.
NOTE: For those students who will be volunteering in Davis, you will also need
to ask your supervisor to complete the Davis Access Form on your behalf so you
will have access to Davis, which is a secured facility.
• Review of parking privileges as an Independent Student.
As an Independent Student you will also receive complimentary parking privileges.
Upon receipt of your badge you will also receive your parking permit and we will discuss
where you will be parking on campus.
STEP 8: What To Do On Your Last Day of Your Volunteer Assignment
• Returning your badge to Volunteer Services.
At the end of your last day, please stop by Volunteer Services and return your ID
badge. If you went through the Radiation/Laboratory Safety Orientation and received a
dosimeter/film badge you MUST return it to your laboratory supervisor.
• Extending your assignment.
If you would like to extend your assignment you will need to provide your supervisor
with the department request form. Assignments as an Independent Student cannot
exceed one year. You may also need to fulfill any annual requirements such as the EHS
letter of health clearance and the radiation/laboratory safety orientation.
• What do I do if my badge is expiring?
As an Independent Student your badge has an expiration date placed on it that reflects
the end of your current assignment. As the expiration is nearing, if you wish to
continue, you will need to extend your assignment or find a new placement. Please
contact Volunteer Services to see what you l need to do to ascertain a new badge.
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