Children's Hospital Colorado

Children's Hospital Colorado Researcher Onboarding Process

Definition of a non-employee researcher at Children’s Colorado

Non-employee researchers (NE) who come to Children's Colorado must meet one of the following criteria:

  • PhDs must serve as a private investigator (PI) or co-investigator (Co-I) without a National Provider Identification number.
  • Affiliate employees must be working on an approved Human Subjects research study at Children's Colorado. This includes PhDs not serving as PI or Co-I.
  • Interns must get paid per Children's Colorado’s definition.
  • Students must get credit from their educational institution and are not paid per Children's Colorado’s definition.
  • Remote researchers will only need system access for a research study. This includes Children’s Research Management System (CRMS) access and will not be on campus. Therefore, remote researchers will not require a badge or parking.

Please note: Credentialed individuals serving as PI or Co-I do not qualify to be onboarded through this process. Please contact the Medical Staff Office at 720-777-6652. Volunteers and observers are not eligible to be onboarded for research.

What to expect from the onboarding process

  • To initiate the researcher onboarding process at Children’s Colorado, the non-employee researcher’s supervisor (a paid Children’s Colorado manager) will complete a Non-Employee Researcher Onboarding Form located on the Children’s Colorado intranet. When the form is submitted, the researcher will receive an email with instructions to complete the onboarding requirements.
  • Please allow at least two weeks from the date when the last required document was received for the non-employee researcher to be onboarded. The non-employee researcher is responsible for the cost of all requirements. Please check with your department supervisor if reimbursement is available before you pay for any of the onboarding requirements.
  • Non-employee researchers are not allowed to be on campus prior to the completion of the onboarding process.

What are the onboarding requirements?

Remote researchers:

  • Research agreement: Complete the Remote Research Associate Agreement Form.
  • Complete the online Security User Agreement (SUA).
    • Enter the password “balloonboy” and click Login.
    • Enter your First Name and Last Name and click Find.
    • If you have a previous Security User Agreement on file, your name will appear. Confirm the ID shown is your previous ID to complete.
    • If your name is not found, select the Create a new Security User Agreement link, which is located below the Find button.
    • Please take a photo or screenshot of the screen once your SUA has been completed or you were able to find your previous SUA.
  • Orientation Handbook: Complete page 40 of the Orientation and Training Handbook Acknowledgement Form.
  • Email all completed documentation of the following to onboardingresearch@childrenscolorado.org for review/processing.

All non-employee researchers, affiliate researchers, student researchers and intern researchers:

  • Background check: Complete at the time of hire/enrollment with current employer or within the last 7 years.
    • Background check must be compliant in the following areas:
      • Social security number validation
      • Nationwide Criminal Repository
      • National Sex Offender Registry (50 states)
    • Background checks cost approximately $70 for non-clinical positions and $100 for clinical positions.
    • University of Colorado employees:
    • If you need to complete a background check, please email OnboardingResearch@childrenscolorado.org. We will forward you an email invitation directly from Universal Background Screening.
  • Drug screen:
    • A 10-panel drug screen must be successfully completed at the time of hire/enrollment with current employer or within the last 7 years.
    • You can visit any Concentra Clinic to complete this authorization, which costs approximately $60.
    • Please provide them with the Non-Employee Authorization for Drug Screen Form upon screening.
  • Orientation Handbook: Complete page 40 of the Orientation and Training Handbook Acknowledgement form.
  • Complete the online Security User Agreement (SUA).
    • Enter the password “balloonboy” and click Login.
    • Enter your first name and last name and click Find.
    • If you have a previous Security User Agreement on file, your name will appear. Confirm the ID shown is your previous ID to complete.
    • If your name is not found, select the Create a new Security User Agreement link, which is located below the Find button.
    • Please take a photo or screenshot of the screen once your SUA has been completed or the screen that shows your previous SUA.
  • Immunizations:
    • COVID-19 vaccination: Children’s Colorado requires a COVID-19 vaccination for all employees, contractors and partners who work in our facilities. This aligns with the Colorado State Board of Health emergency rule issued on Aug. 30, 2021, requiring all licensed healthcare facilities to ensure their eligible employees, direct contractors and support staff obtain full COVID-19 vaccination status.
      • Beginning Nov. 1, 2021, all new team members, employees and non-employees must have either 1) verified proof of vaccination or 2) an approved exemption before their first day on site.
      • As a new team member beginning work at Children’s Colorado, please upload proof of your full vaccine series to our COVID-19 vaccine submission form. If you need a medical or religious exemption, you may also apply for such an exemption utilizing this form. The exemption request will be reviewed by a committee and you will be informed of the status once the review is complete, usually within a week of receipt. Be sure to select “New Hire” to the question “Reason for submitting.”
        screenshot_of_survey.png
    • Other required vaccines: Email documentation of the following immunizations to occhealth@childrenscolorado.org.
      • On the subject line, please specify that you are a non-employee researcher.
      • Within the body of the email, please specify whether you will practice patient care within your role as a non-employee researcher.
      • Please include the following documents within your email:
        • Tdap vaccine (on or after 11th birthday)
        • 2 MMR vaccines or measles, mumps and rubella titers demonstrating immunity (history of disease is not accepted)
        • 2 varicella (chickenpox) vaccines or varicella titers demonstrating immunity (history of disease not accepted)
        • Hepatitis B vaccine series of hepatitis B titer demonstrating immunity (for clinical positions only)
        • Seasonal flu vaccine (if on campus Nov. 1 through April 30)
        • Tuberculosis (TB) testing (must be in the last 12 months): negative QuantiFERON TB test, or one 2-Step TST/PPD skin test (if positive, provide date and copy of last X-ray report. X-ray must have been for TB evaluation.
    • My Health Express Portal: Access your secure and private My Health Express webpage and follow the instructions to create a username and password. Complete your Health Assessment Surveys.
      • Click “Create a new account” and follow the instructions. You will need the following information:
        • Organizational 4-digit Code: 1427
        • Program Type: Pre-Placement NE Researcher
        • Enter your full legal name as written on your government issued ID. (No nicknames)
        • For ID: Enter full date of birth – no dashes or slashes.
        • Location: Anschutz Main Hospital
        • Population type: Pre-Hire Candidate
      • Complete the Health Assessment Surveys.
        • All survey statuses will have a green checkmark under status when you are finished.
      • Occupational Health Services will notify you if any follow-up is needed or if this portion of your on-boarding is complete.

    Vaccine titers at Children's Colorado outpatient lab

    After your records are reviewed, Occupational Health may send you for titers to complete your health requirements to onboard as a researcher at Children’s Colorado. Instructions for accessing the outpatient lab will be emailed to you. If your titers do not demonstrate immunity to a particular disease, you will need to provide further documentation of initiation of the vaccine series related to that titer.

    The outpatient lab can provide the following titers/TB test:

    • Measles
    • Mumps
    • Rubella
    • Varicella
    • Hepatitis B
    • Tuberculosis (QuantiFERON)

    Occupational Health will communicate with onboardingresearch@childrenscolorado.org about the status of your health requirements.

    Submit all required documents

    Once you have completed all of the above listed items, please send all required documents in one email to OnboardingResearch@childrenscolorado.org. The email should contain the following:

    • Background check
    • Drug screen
    • A signed copy of page 40 from the Orientation Handbook
    • A screenshot of proof of your completed SUA

    Additional training

    Each non-employee researcher is required to show proof of their Collaborative Institutional Training Initiative (CITI) training to their Children’s Colorado department supervisor. This training is good for three years.

    If your certificates are beyond this approval period, you will be required to do a refresher course.

    The following trainings are required. If you have completed them, but your trainings are expired, you will need to do a refresher course:

    • Biomedical Responsible Conduct of Research (CITI training)
    • Human Subjects’ Protections (CITI training), if you are participating in human subject research
    • CITI Health Information Privacy and Security (HIPS) for Clinical Investigators
    • Please note the CITI/HIPS trainings are not required for the onboarding process. However, they must be completed prior to starting in your department and sent to your Children’s Colorado manager.

    Last step: gaining access to the network and signing your memorandum of understanding

    Once we have received all required documents and your immunizations have been processed as complete through Occupational Health Services, you will receive an email with instructions on your next steps. These steps will include:

    • Setting a password
    • Gaining access to the Children’s Colorado network
    • Signing the memorandum of understanding (MOU)

    The MOU is valid for one year and must be renewed on a yearly basis thereafter for non-employee researchers to remain active at Children’s Colorado.

    For more information

    For any questions on the researcher onboarding process, please email OnboardingResearch@childrenscolorado.org or call 720-777-8598.