Minor Volunteer

MINOR VOLUNTEER APPOINTMENT PROCESS:

Complete the following forms and return to Stefany Nielsen ([email protected]):

Form to Return: Minor Volunteer Activity Questionnaire Step 1 – May take up to 4 weeks to process

Division office will send questionnaire to Human Resources for processing.

HR will send the minor volunteer packet to the parent/guardian of the minor by adobe sign.

Parent/Guardian returns packet via adobe sign.

HR will send email to division office once minor volunteer is set up in system; division will forward to lab contact.

Lab contact must email Caltech Help ([email protected]) or submit a ticket: IMSS>Accounts>New Account Request: Provide as much information in the request detail as possible including UID# and if they have been at Caltech previously.

Lab contact must email Card Office ([email protected]) submit a ticket: Card Office>Access Card Request: The prompts are self-explanatory but you will need to add a photo to request.

Include First and Last Name, and UID#

Photo (photo requirements below)

Any passport photo
A non-passport photo fitting the following requirements:
The photo must be of only you (no group photos)
The photo must be taken from directly in front of you (no side angles)
The photo must be in color
The photo must have a solid background
No sunglasses, hats, hoods, masks, etc.
JPEG format

For access to BBE buildings (key and card access), lab contact must email BBE Access ([email protected]), and include a scan of the Lab Safety Orientation Checklist.

For questions, please contact Stefany Nielsen at (626) 395-4700 or [email protected].

MINOR VOLUNTEER GUIDELINES FROM HR WEBSITE:

Minor Volunteer Guidelines

A minor is any person under the age of 18 years who is required to attend school. Under state and federal law, minors may not be employed in any hazardous occupations, and Caltech places the same restrictions on volunteers. Because the restrictions can be complex and vary according to the age of the minor, please consult with Human Resources regarding each specific minor.

Minor Volunteer Process

Minor volunteers are not permitted to work on campus until Human Resources has approved their assignment.

Approval may take up to four weeks to complete.

Step 1: Minor Volunteer Activity Questionnaire

The Division/Department must complete the Minor Volunteer Activity Questionnaire to start the minor volunteer process. The questionnaire should be reviewed and approved by the following:

Division Chair or Division Administrator

Caltech Mentor/Supervisor

Caltech Faculty Member

After completion and required signatures by Division, please send to Human Resources at [email protected] for review by:

Environment, Health, & Safety - Review any potential hazards associated with the specific research, type of equipment to be used, and any potential chemical, biological and/or other exposures.

Employee and Organizational Development - Review Questionnaire and complete required Mandated Reporter and Background Screenings.

If minor is 15 years of age or younger, Assistant Vice President for Human Resources will also review volunteer applicant and approve activity.

Once all of the above departments have provided signature approvals, the minor volunteer and parent/guardian will receive the Minor Volunteer Questionnaire and the Minor Volunteer Packet for review and required signatures.

Step 2: Minor Volunteer Packet

The packet will include the following documents:

Minor Volunteer Data Sheet - The data sheet includes required personal information that will be used to set up the volunteer record and generate a UID.

Volunteer Agreement and Release Form for Minors - Required signatures include minor volunteer and parent/guardian.

Confidentiality and Non-Disclosure Agreement Form - To be signed by the minor volunteer and parent/guardian.

Patent Agreement - Required signature by minor volunteer.

Signed forms should be returned to Human Resources.

Human Resources will notify Division/Department when record is set up and provide the UID number.

Minor volunteers who require a Caltech ID card will need to work with the Division/Department and Card Office ([email protected]) to receive an ID Card.

Minor Volunteer Matrix