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 Identifier 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 definition
  • Students: Must get credit from their educational institution and are not paid per Children's Colorado 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, 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?

Affiliate researchers, student researchers and intern researchers must complete the following steps:

  • Background check completed within the last 12 months that is 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.
    • If you have already received a background check from the University of Colorado, please contact their Human Resources Department. Request that they email OnboardingResearch@childrenscolorado.org to confirm that you have passed the background check.
    • If you still 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:
  • Orientation Handbook: Complete page 40 of the Orientation and Training Handbook Acknowledgement form and email a signed copy to OnboardingResearch@childrenscolorado.org.
  • Security User Agreement (SUA): Go to https://agree.childrenscolorado.org to complete your online Security User Agreement.
    • 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. 
  • Immunizations:
    • Email documentation of the following to occhealth@childrenscolorado.org.
    • Tdap vaccine (on or after 11th birthday)
    • Two MMR vaccines or measles, mumps and rubella titers demonstrating immunity (history of disease not accepted)
    • Two 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 testing (must be in the last 12 months):
    • Negative QuantiFERON tuberculosis test, or
  • One 2-step TST/PPD skin tests (if positive, provide date and copy of last X-ray report); X-ray must have been for TB evaluation

Please follow the instructions below to access and review the My Health Express Portal

  • Click the link below to access your secure and private My Health Express webpage online. Follow the instructions to create a username and password and complete your Health Assessment Surveys.
    • https://childrenshealthexpress.readysetsecure.com  
    • 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 onboarding is complete.
  • Research agreement: Complete the Remote Research Associate Agreement Form

Once all of the above listed items are completed, 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 or screenshot of proof of your completed SUA
  • A completed copy of the Remote Research Associate Agreement Form

Vaccine titers can be completed at the 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.  

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.

The CITI/HIPS trainings are not required for the onboarding process. However, they must be completed prior to starting in your department.

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) - REQUIRED
  • Human Subjects’ Protections (CITI training) – if you are participating in human subject research
  • CITI Health Information Privacy and Security (HIPS) for Clinical Investigators - REQUIRED

The last step: gaining access to the network and signing your MOU

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 which require setting a password, gaining access to the CHCO network, and signing the Memorandum of Understanding (MOU).The MOU is valid for one year and must be renewed thereafter on a yearly basis for the non-employee researcher 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.