Transcript Guide to Educational Experiences - 010416

Guide to Educational Experiences
Student/Employee Classification
Page Number
High School Student
2
Undergraduate/Graduate StudentUnpaid Educational Experiences
(Includes credit-seeking students)
3
Undergraduate/Graduate StudentPaid Educational Experiences
5
Established Student Programs
7
PostDoc/Faculty
8
Definitions
9
High School Educational Experience
“Guests under age 16 must be closely supervised by a parent or
responsible adult at all times and are never permitted in high
security or Laboratory Areas, except to pass through such an area
for the purpose of accessing an office which is not otherwise
accessible.”
Affiliation and Master Agreements can be put in place to allow
students from other institutions to participate in educational
experiences at MCW. If the other institution will not or cannot in a
timely manner implement an affiliation agreement, Human
Resources will request a letter of endorsement from the student’s
home institution stating the experience is aligned with and will
benefit the student’s educational goals.
High School Educational Experience
Education Experience Enrollment Procedure:
1. Contact HR to confirm and/or establish affiliation agreement with student’s high
school. (If affiliation agreement is not in place with the school and the school
declines to enter into one, a letter of endorsement and certificate of insurance
must be provided by the school and forwarded to HR)
2. If/when Affiliation Agreement is in place, HR provides a blank program
memorandum, which will outline details in regard to the specific educational
experience.
3. Return completed program memorandum to HR for review and signature
facilitation with the Office of General Counsel and Dean of the Medical
School/Executive Vice President.
4. General Counsel will return signed form to HR. Send signed copy of program
memorandum to the high school for authorized signature.
5. Once form is signed and returned by the high school, send fully executed program
memorandum back to HR for record keeping.
Forms Required:
• Fully executed affiliation agreement and program memorandum
• Permission and Release Agreement (required for students under 18). Form will be
provided by HR.
• Additional Forms, as required by HR.
Undergraduate and Graduate Students
• Full time GRADUATE degree seekers from an accredited
institution may use existing affiliation agreements.
• Affiliation and Master Agreements can be put in place to allow
students from other institutions to participate in educational
experiences at MCW. If the other institution will not or cannot in
a timely manner implement an affiliation agreement, Human
Resources will request a letter of endorsement from the student’s
home institution stating the experience is aligned with and will
benefit the student’s educational goals.
Undergraduate and Graduate Students
Enrollment Procedure (Unpaid Students):
1. Contact graduate school to confirm student qualifies via an existing agreement.
2. Contact HR to confirm which forms will be necessary, prior to student’s start date.
3. HR will contact General Counsel as appropriate to confirm and/or establish affiliation
agreement with student’s home institution.
4. HR provides a blank program memorandum, which is incorporated into the affiliation
agreement, and which will outline details in regard to the specific educational
experience.
5. Return completed program memorandum to HR, which will facilitate institutional
signatures.
6. HR will facilitate returning signed form. Send signed copy of program memorandum to
the student’s home institution for their advisor to obtain institutional signature and
send back to MCW.
7. Once form is signed and returned to MCW HR by the student’s advisor, HR will send a
copy of the fully executed program memorandum to General Counsel for record
keeping.
8. Contact Public Safety to establish E-card access
(http://infoscope.mcw.edu/publicsafetyinfoscope/ElectronicAccessRequestForm.htm)
9. Contact your department’s IT representative to establish any necessary computer or
server access.
Undergraduate and Graduate Students
Credit Seeking Students:
• Credit-seeking status must be clearly stated in the program
memorandum.
• In order for the student to obtain course credit, the student’s home
institution will need to stipulate the requirements for earning credit.
Forms Required (Unpaid students):
• Fully executed affiliation agreement and program memorandum.
• Completed Background Information disclosure.
• Successful background check.
• Completed Confidentiality Agreement form.
• Acceptable work authorization (Visa).
• Permission and Release Agreement (required for students under 18).
Please contact Human Resources to obtain the necessary forms.
Undergraduate (Interns) and Graduate
Students
Enrollment Procedure (Paid Students):
1.
Contact graduate school to confirm student qualifies via an existing agreement.
2.
Contact HR to confirm which forms will be necessary prior to student’s start date.
3.
HR will contact General Counsel as appropriate to confirm and/or establish affiliation
agreement with student’s home institution.
4.
HR provides a blank program memorandum, which is incorporated into the affiliation
agreement, and which will outline details in regard to the specific educational experience.
5.
Return completed program memorandum to HR, which will facilitate institutional signatures.
6.
HR will facilitate returning the signed form. Send signed copy of program memorandum to
the student’s home institution for their advisor to obtain institutional signature, and send back
to MCW.
7.
Once form is signed and returned by the student’s advisor, send fully executed program
memorandum back to General Counsel for record keeping.
8.
Contact HR to confirm that all necessary forms are completed prior to student’s start date.
9.
Contact Public Safety to establish E-card access
(http://infoscope.mcw.edu/publicsafetyinfoscope/ElectronicAccessRequestForm.htm)
10.
Contact departmental IT representative to establish any necessary computer or server
access.
Undergraduate and Graduate Students
Forms Required (Paid Students):
• Fully executed affiliation agreement and program memorandum
• Completed Background Information disclosure form
• Successful background check
• Completed Confidentiality Agreement form
• Acceptable work authorization (Visa)
• Permission and Release Agreement (required for students under 18)
• Appointment of Trainee form needs to be determined by Department
Administrator and HR
– This will be submitted to Payroll to determine frequency of pay and
amount
• Direct Deposit authorization agreement
• I-9 Form-Employment Eligibility Verification
Contact Human Resources to obtain the necessary forms.
Undergraduate and Graduate Students
Training Required:
• Identify the necessary lab safety training per departmental regulations.
• Gather the following from the student:
– Full name
– Phone number
– Email address
– Primary institution
– Start/end date
– Advisor/Supervisor/PI
• Email above information to [email protected] to establish training in D2L.
– Once an account is set up in D2L, student should receive an email with a
link to set up a password.
– PI or lab manager must orient the student to each lab in which the
student works.
• For animal, rDNA, or human subject research, please contact the Office of
Research.
Established Programs
Existing Collaborative Agreements with MU and MCW:
• Any full time degree seeker may register for “classes,” such as
Reading and Research, which allows the student to work in a lab
under the mentorship of graduate school faculty. The experience
timeframe follows MCW academic semesters. Credits and grades
are earned, and the student may register for as many terms as
mentors determine.
• Sponsoring department: Graduate School
Contact Information:
Angela Gord Backus
414-955-5670
[email protected]
Established Programs
(BUILD) – Biotechnology & Bioengineering Undergraduate program in
Innovation, Learning, and Discovery
This program provides an intensive 10-week exposure to technology
development. In addition, students will be introduced to basic
laboratory environment learning standard procedures including
safety protocols and practices. Students with an engineering focus
will also be exposed to an introduction of biomedical engineering,
including engineering concepts and tools.
• Sponsoring department – Biotechnology & Bioengineering Center
Contact Information:
Tim Sobotka, Program Manager
414-955-4178
[email protected]
Established Programs
(SPUR) – Summer Program for Undergraduate Research
SPUR is a 10-week hands-on laboratory experience for
approximately 35-50 undergraduate students during the
summer at MCW.
http://www.mcw.edu/graduateschool/programsSPUR.htm
(PURE) – Program for Undergraduate Research Experience
Internships are available in the fall and spring (part-time), and the
month of January (full-time)
http://www.mcw.edu/graduateschool/futurestudent/Programforundergraduateresearchexperience.htm
• Sponsoring department – Graduate School of Biomedical
Sciences
Contact Information:
Anthony Perez, Recruitment
414-955-4407
[email protected]
Established Programs
(DSHREP) – Diversity Summer Health Research Education
Program
10-week summer fellowship, open to resident and non-resident
undergraduate and graduate students from diverse
backgrounds.
http://www.mcw.edu/Medical-School/Student-Affairs/Student-Diversity/Enrichment-Programs.htm
• Sponsoring department – Student Affairs/Diversity
Contact Information:
Jean Davis-Mallett, Student Affairs
414-955-8735
[email protected]
Agreement and Experience Definitions
“Visiting Scholar”
This is a non-degree seeking opportunity, offered for an extended period of time,
which is intended to foster collaboration.
• Visiting Scholar designation would be requested by an MCW faculty member
to facilitate a visit of a non-MCW post-doctoral fellow for the purpose of
engaging in collaborative research or education.
• Fellows would remain employed and would continue to receive salary and
other compensation from either MCW or their home institution.
• Fellows would receive necessary MCW credentials to access the appropriate
MCW resources.
• There is potential to extend this designation to bring other non-MD or PHD
(technicians, etc.) to MCW.
Affiliation Agreement
Established agreement between MCW and another institution that would allow
students into MCW for a predetermined period of time.
Agreement and Experience Definitions
Educational Experience
Program that MCW offers via the Educational Experience Policy as an option to
non-MCW students and observers. This program serves to authorize a student’s or
observer’s presence at MCW as long their experience aligns with the student’s
educational goals as outlined by the student’s home institution, or in the case of
observers is consistent with the Educational Experience Policy or applicable
Department Program. This program does have time limits, which are normally 6
or 12 weeks per calendar year, as provided in the Educational Experience Policy.
Agreement is required from the student, the student’s home institution, and the
MCW faculty member who will mentor the student. For observers, agreement is
required by the observer, the department and the MCW faculty or staff member
who will supervise the observer.
Internship Program (MCW) Experiences
SPUR, BUILD, and PURE are all established internship programs through which
students can receive credit and/or payment for the services rendered during
their time spent at MCW.
Contact Information
Human Resources
Craig Roeder, Human Resources
414-955-8307
[email protected]
General Counsel
Kristin Johnson, Assistant General Counsel
414-955-8677
[email protected]
Registrar Office
Angela Gord
414-955-5670
[email protected]
Office of Research
April Haverty
414-955-4844
Biotechnology & Bioengineering Center
Kym Hytry
Tim Sobotka
414-955-8671
[email protected]
[email protected]