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Children’s Hospital Colorado
Anschutz Medical Campus
13123 East 16th Avenue
Aurora, CO 80045
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Researcher Onboarding Process
Definition of a research non-employee at Children’s Colorado
Research non-employees (NEs) who come to Children's Colorado must fall under one of the following job categories:
- Remote research affiliates will only need system access to support research activities at Children’s Colorado. Remote affiliates will not receive a badge or on campus parking.
- Research affiliates must be working on an approved Human Subjects research study at Children's Colorado. This includes PhDs not serving as PI or Co-I. They need systems and a badge for onsite or hybrid research activities at Children’s Colorado facilities.
- This includes students and interns. Students and interns must either be getting credit from their educational institution and/or paid per Children’s Colorado’s definition.
- Research investigators (PhD) must serve as a principal investigator (PI) or co-investigator (Co-I) without a National Provider Identification number. They need systems and badge access.
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 research non-employee onboarding process at Children’s Colorado, the NE will submit an Onboarding Intake Form and memorandum of understanding (MOU) acknowledgement in RedCap. When the form is submitted, the NE will receive an email with instructions to complete the onboarding requirements specific to their assigned job category.
Please allow at least two weeks from the date when the last required document was received for the NE to be onboarded. The affiliate’s organization is responsible for the cost of all requirements.
Research investigators (PhDs), admin research partners, and research affiliates (inclusive of students and interns) are required to attend an Occupational Health screening at Children’s Colorado and are only allowed to be on campus for the duration of their appointment. All onboarding requirements must be completed prior to working on campus. All requests more than 30 days old will be declined.
What are the onboarding requirements?
- Research agreement: Remote Research Associate Agreement Form to be completed and signed by research affiliate and a paid Children’s Colorado manager.
- 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 — remote research associate agreement form, SUA, and orientation handbook form — in one email to onboardingresearch@childrenscolorado.org for review/processing.
This cohort must complete both the Occupational Health Screening and Human Resource Clearance. Steps listed below:
Occupational Health Screening
During your appointment, Occupational Health will review immunization status to meet onboarding requirements.
Occupational Health Services will notify Children’s Human Resources department once you have been cleared.
- Please schedule an appointment with Occupational Health through your MyChart account or call Occupational Health services at 720-777-6577 and identify yourself as a research non-employee to schedule your Health Assessment. After your appointment is scheduled, complete the Health Assessment questionnaires and consents in MyChart via eCheck-in (available 7 days before your appointment) prior to your appointment date.
- Scan and send all personal vaccine records to vaccine@childrenscolorado.org.
- Failure to fill out your health questionnaires and consents in MyChart prior to completing or during your appointment OR failure to complete a pre-employment health screening before your expected start date will delay your start date. If you are out of state, please advise Occupational Health when you call to schedule an appointment. We can complete an appointment by phone in extenuating circumstances.
Human Resource Clearance
Background check
Complete at the time of hire/enrollment with current employer/school 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)
University of Colorado employees: Please contact your Human Resources Department and request they email OnboardingResearch@childrenscolorado.org to confirm your background check has been passed.
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. Background checks cost approximately $70 for non-clinical positions and $100 for clinical positions.
Drug screen
A 10-panel drug screen must be successfully completed at the time of hire/enrollment with current employer/school or within the last 7 years.
You can visit any Concentra Clinic to complete this authorization.
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.
Submit all Human Resources 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
Final onboarding step: gaining access to the network
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
- The MOU is valid for one year and must be renewed on a yearly basis thereafter for research non-employees to remain active at Children’s Colorado.
Additional training for roles engaging in clinical research activity
- If relevant in their role at Children’s Colorado, each research non-employee must provide all necessary certifications and/or licensures, including Collaborative Institutional Training Initiative (CITI) Program certifications, before engaging in research at Children's Colorado.
For more information
For any questions, please email OnboardingResearch@childrenscolorado.org or call 720-777-8598.