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 Hospital 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 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 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 (shown below) with instructions to complete the onboarding requirements.

A screenshot of a sample email received during research onboarding.

What are the onboarding requirements?

Each researcher must complete the following documents/steps:

  • Background check: $70 (this must be completed within the past 12 months and must be compliant in the following areas: social security number validation, nationwide criminal repository and national sex offender registry in all 50 states)
  • Orientation and training handbook acknowledgement form for non-employees
  • Security user agreement (completed online)
  • Badging and parking form (completed online)
  • Health certification form:
    • 10-panel drug screen: approximately $60 (this must be completed within the last 12 months)
    • Immunizations: Cost will vary depending on where they are done.
      • T-dap
      • 2 MMR or 1 MMR titer (history of disease is not accepted)
      • 2 Varicella or chicken pox vaccines or 1 Varicella titer (history of disease is not accepted)
      • Hepatitis B vaccines or 1 Hepatitis B titer
      • TB test or Quantiferon blood test (this must be done within the last 12 months)
      • Seasonal influenza vaccine (this must be completed within November 1-April 30)

Immunizations can be done at the Children's Colorado Outpatient Lab

The Children's Colorado Outpatient Lab offers immunizations needed for onboarding requirements. While traditional TB skin tests take approximately three weeks, Quantiferon testing at the Outpatient Lab can be completed in about 48 hours, making the process quicker and easier for researchers.

These are done by completing the Lab Requisition form (.pdf) and billing directly to the department. If a department is not reimbursing for these expenses, we are not able to offer this service at this time.

Tests are run in the Outpatient Lab on Tuesdays, Thursdays and Fridays. Blood can be drawn Monday through Friday from 7 a.m. – 5:30 p.m. or Saturday from 8 a.m. – 12 p.m. An appointment is not necessary, but you must have a completed Lab Requisition form (.pdf) in order for the Lab to process the requested services.

Immunization costs:

  • Quantiferon/TB: $35
  • Rubella Titer: $5
  • Mumps Titer: $10
  • Varicella Titer: $10

Please allow at least two weeks for the onboarding process to be completed. The non-employee researcher is responsible for the cost of all requirements; please check with your department supervisor if reimbursement is available prior to paying for any of the onboarding requirements.

The last step: Your orientation appointment

Once all of the requirements have been completed and submitted, you will be sent an email to schedule an orientation appointment. At orientation, you will sign the Memorandum of Understanding (valid for one year and must be renewed on a yearly basis for the non-employee researcher to remain active at Children's Colorado), register for Epic training, and receive a PeopleSoft number so that you may obtain your Children’s Colorado badge and parking permit (if needed). If you have parking through the University of Colorado Department of Pediatrics, then parking will not be granted in the Children's Colorado parking structures.

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) - 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

For more information

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