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 (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 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 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:
    • Background checks cost approximately $70 for non-clinical positions and $100 for clinical positions.
    • It must have been 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.
    • 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 it has been passed.
    • 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.
  • Health certification: Complete the Health Certification Form, and email it 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.
  • Immunizations:
    • The following vaccinations are required:
      • MMR
      • Varicella (history of disease is not accepted)
      • TB (Quantiferon Blood test or 2-part Skin Test) must be within last 12 months
      • Tdap (adult titer)
      • HepB (for clinical positions only)
      • Flu vaccine (November 1 through April 30)

Remote researchers must complete the following steps:

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

To complete your immunizations at the Children’s Colorado Outpatient Lab, complete the Lab Requisition form (.pdf), and this will be billed directly to the department. Your Children’s Colorado manager must sign the Department Contact Information section of the form prior to going to the Lab. If a department is not reimbursing for these expenses, we are not able to offer this service.

Tests are run in the Outpatient Lab on Tuesdays, Thursdays and Fridays. Blood can be drawn Monday through Friday from 7 a.m. to 5:30 p.m. or Saturday from 8 a.m. to 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.

The Outpatient Lab will only provide the following immunizations:

  • Quantiferon TB
  • Rubella
  • Mumps
  • Varicella
  • Measles
  • Diphtheria/Tetanus
  • Hepatitis B

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: 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.

For more information

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

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