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Getting Started at the

Oak Street Campus

New Research Trainee/Student Onboarding

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This guide has been designed to help navigate the onboarding process for new research trainees and students at the Child & Family Research Institute and on the Oak Street Campus. The supervisor is responsible for ensuring the following activities are completed in a timely fashion. If you have any questions or concerns contact the Research Education Office at reseduc@cfri.ca. 4-6 weeks prior to arrival Network Account - Page 3 request a CFRI/PHSA network account

3-4 weeks prior to arrival Criminal Record Check - Page 5 request a criminal record check

2-3 weeks prior to arrival Payroll (if applicable) - Page 6 submit payroll forms

1-2 weeks prior to arrival Trainee Registration - Page 7 register as a CFRI Trainee (graduate students & postdoctoral fellows only) 1-2 weeks prior to arrival Security Access - Page 8 request an identification card and keys

On arrival Training Courses - Page 9 register for online safety and training courses

On arrival Orientation - Page 11 take a site tour, register for the orientation session, review online resource materials

PRE-ARRIVAL CHECKLIST

Did you know - Incorporated in 1995, the Child & Family Research Institute (CFRI) is the largest research institute of its kind in Western Canada, spanning a wide range of children’s and women’s health concerns.

There are currently 214 investigators, 42 affiliate investigators and 314 trainees (graduate students & postdoctoral fellows) and 427 research support staff affiliated with CFRI.

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NETWORK ACCOUNTSResearch trainees are required to have a personal network account to access the IM.IT services onsite. The sharing of usernames and passwords is strictly prohibited.

Privacy Training Privacy Training is mandatory for everyone onsite. A network account will not be issued until the privacy training module has been completed. For any questions or concerns regarding the privacy training contact learninghubadmin@phsa.ca. To complete the training the research trainee/student should follow the steps below -

• Visit https://learninghub.phsa.ca/• Select ‘Sign Up for an Account’ and create a ‘Affiliate’ login or login to your account• Select ‘Find a Public Course’ from the home page bar, search ‘Student Practice Education:

Privacy & Confidentiality’• From the search results select ‘Privacy and Confidentiality (All PHSA Agencies)’• Select ‘Register for Credits’ and ‘Start Course’ to begin the course.

The course takes an average of 30-45 minutes. The quiz must be completed and passed before the confidentiality agreement and certificate is viewable. A record of the module completion will be sent to the appropriate groups.

Requesting a Network Account & E-mail Address -CFRI vs. PHSA - Trainees onsite may access the CFRI network and/or the PHSA (C&W) network. Trainees who need to view any clinical systems (eChart, eHealth Viewer, M*Modal Dictation, etc) will require a PHSA network account. Trainees supervised by CFRI faculty members who are primarily undertaking research activities will require a CFRI network account.

To request a network account and e-mail address the CFRI member or manager should follow the steps below. Note the appropriate clearance will be verified before access is granted. User accounts are deactivated at the end of the trainees term or if there is no activity in the account for five months.

CFRI Network (noc@cfri.ca)• Visit https://support.cfri.ca/• Select ‘Request a CFRI Network Account’• Complete the form field and submit the

request

The trainee will receive e-mail confirmation with instruction on finalizing the activation process.

PHSA Network (servicedesk@phsa.ca)• Visit http://tsrequest.phsa.ca• Select ‘Network and E-Mail Account

Management’• Under ‘PHSA/VCH-PCH’ select

‘PHSA/VCH-PHS – Network and E-mail Account Management’

• Complete the form fields and submit the request

The trainee will receive e-mail confirmation with instruction on finalizing the activation process.

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Medical students and clinical trainees with placements in a clinical settings may also require access to the following - Cerner (eChart) Training Students who need access to Cerner for electronic patient health records are required to complete the Cerner Training module before requesting access. For any questions or concerns regarding training contact learninghubadmin@phsa.ca. To complete the training the student should follow the steps below -

• Visit https://learninghub.phsa.ca/• Select ‘Sign Up for an Account’ and create a ‘Affiliate’ login or login to your account• Select ‘Find a Public Course’ from the home page bar, search ‘Cerner (eChart)’ • From the search results select ‘Cerner Powerchart Basics for All Clinicians and Staff -

eLearning’• Click ‘Enroll in Curriciulum and ‘Register’ to select the course. Select ‘Start Course’ to begin

The course includes 2 modules. The quiz must be completed and passed before access is granted. A record of the module completion will be sent to the appropriate groups.

Requesting a New Cerner Account (includes e/Health Viewer access)To request access the supervisor should follow the steps below-

• Visit http://imitsrequest.phsa.ca• Click ‘Application Access’ and ‘Cerner - C&W Provider Update,’ select ‘Proceed’ to continue• Complete the form fields as required and submit the request

Once the request has been processed an email will be sent to the student regarding activating the account. Requesting M*Model Dictation Access -To access the electronic system for dictation and transcription the supervisor should follow the steps below -

• Visit http://imitsrequest.phsa.ca• Click ‘Dictation Account’ and/or ‘Transcription Account’ and select ‘Proceed’ to continue• Complete the form fields as required and submit the request

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CRIMINAL RECORD CHECKPHSA & UBC have mandated that all students, research trainees, staff and volunteers complete a Criminal Record Check (CRC) every five years. This applies to anyone (temporary or permanent) who works/volunteers at the Oak Street Campus, including BC Children’s Hospital, Mental Health, Child & Family Research Institute, Sunny Hill Health Centre for Children and Women’s Hospital and Health Centre. Trainees at any of the above mentioned locations could potentially have unsupervised access to children and pose a security concern. Payroll and security access may be suspended if a CRC isn’t completed in a timely manner.

Associated Costs-It is the faculty members responsibility to determine who will cover the cost of the CRC ($28 as of August 2014). Credit card information for billing will be required at the time the student submits the request.

For trainees who have completed a CRC in the last 5 years an additional CRC is not required IF results can be shared with CFRI. Contact hr@cfri.ca for details.

Requesting a Criminal Record Check - The weblink and access code below are intended for trainees associated with CFRI faculty members or CFRI programs, other institutes may require the student to submit a paper application. If you are unsure, check with your department administrator.

To request a CRC the student should follow the steps below - • Visit https://justice.gov.bc.ca/eCRC/. Scroll to the bottom of the page and enter the CFRI

access code, MR3G5AC23M• Select ‘Request a New Criminal Record Check’ to continue• Review the organization information and consent to the check• Provide the personal information required and check the information for accuracy• Verify your identify (questions will be based on your Canadian credit history)

*For students under the age of 18, new to Canada or who have a limited credit history you may be required to verify your identity manually. Once prompted; print a copy of the ID Verification Form, provide a signature, scan the document, and e-mail it directly to hr@cfri.ca to complete the process

• Provide a credit card for billing• Print a copy of the final verification for your records (no e-mail confirmation will be sent). If

prompted online, DO NOT ‘Share the result of a Completed Criminal Record Check.’

Reporting the Results - Results from the CRC will be reported directly to CFRI HR, no notification will be forthcoming to the trainee or faculty member unless discrepancies are reported. To request a copy be forwarded to another department/institution for verification contact hr@cfri.ca.

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PAYROLLThe majority of the trainees onsite will receive funding via UBC Payroll; salary, funding and other conditions of employment will be driven by the academic institution (this includes CFRI Summer Studentship recipients). All financial information can be viewed on the self-service portal at www.cwl.ubc.ca.

UBC employs trainees in several capacities under different funding conditions. It is the responsibility of the department/faculty member to determine the trainees classification and submit the appropriate documentation to UBC Finance or the Student Service Centre for payroll processing. For students who receive CFRI Summer Studentships payroll will be dealt with by the Research Education Office.

For more information and relevant documentation visit - • UBC Finance, http://finance.ubc.ca/ • UBC HR, www.hr.ubc.ca• UBC Faculty of Graduate & Postdoctoral Studies, www.grad.ubc.ca

Hiring an International Student? Trainees who are not Canadian citizens or permanent residents of Canada will require a valid work or study permit (situation depending) and a Social Insurance Number to legally be paid for services. Processing time can take up to 4-6 months so paperwork should be submitted in advance of the students arrival. For more information on applying for permits visit www.cic.gc.ca. For inquiries on a students eligibility to work contact UBC Finance at 604-822-2187.

Accident Insurance - Trainees who are employees of UBC (students paid via. a student appointment form) are automatically covered by UBC Accident Insurance and not eligible for Student Accident Insurance.

For other trainees performing course work in environments where the risk of injury is greater than in a classroom (such as a research lab) Student Accident Insurance is recommended. The premium is $7/year/student. Note accident insurance and lability insurance (required for students in clinical placements) are not covered under the same premium.

For more information or to purchase insurance visit www.riskmanagement.ubc.ca.

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TRAINEE REGISTRATIONAll graduate students and postdoctoral fellows working with CFRI faculty members are required to register online with the CFRI Research Education Office. This allows our office to keep trainees informed of relevant research news, funding opportunities and upcoming education events

Registration is not required for directed studies students, co-op students, summer students or part-time graduate students and postdoctoral fellows.

Registering as a TraineeTo register the trainee should follow the steps below. Security access to CFRI will NOT be approved until the trainee registration have been received.

• Visit http://www.cfri-training.ca/our-people/registration• Complete the online registration form• Click ‘Submit’ to complete the registration process

Why Register? The Research Education Office, established at CFRI in the fall of 2002, supports the development of an enriched, multidisciplinary learning environment for research trainees through the Research Education Program. The Program provides opportunities for trainees to build on the skills and knowledge needed to enhance their health research careers.

Along with the elements inherent to each student’s program of study, the Research Education Office offers trainees:

• extra-curricular training opportunities to build research and analytical capacity and enhance their career development skills

• a wide range of special events that exposes students to research across disciplines and offers opportunities to present and discuss their own work

• funding on a competitive basis for studentships and fellowships, subsidized conference participation and short-term training opportunities

For more information on the Research Education Office and the resources available for students at CFRI and on the Oak Street Campus visit www.cfri-training.ca.

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SECURITY ACCESSIdentification cards must be obtained by all trainees and must be made visible at all times when on the Oak Street Campus. Identification cards are the property of PHSA and must be returned to the C&W Protection Services office at the end of the students term.

Obtaining an ID Badge To request an ID Badge the CFRI member or manager should follow the steps below -

• Visit https://support.cfri.ca/, go to ‘ID and Security Access Request Form’ and download the ‘Photo ID Request Form’

• Complete the form fields (no need to print the form), go back to https://support.cfri.ca/ and upload the form to ‘CFRI ID and Security Request Form’

• The CFRI member or manager will be notified when the paperwork has been processed (paperwork is usually reviewed on Monday mornings)

• Once the paperwork has been processed, the trainee can report to Room A1-141 to have the ID Photo taken. Photos are taken Mondays, 8:30 - 11:30am & 12:30-4:30pm

• The form and picture will then be sent offsite. The final ID will be delivered to Room A1-141 within 5 business days. The trainee will be contacted when it’s ready for pick-up. If time is of concerns, a limited supply of temporary ID badges are available. Contact nsteel@cfri.ca for more information.

Finding Room A1-141 - CFRI Operations is located on the ground floor of CFRI’s Translational Research Building. The easiest way to find the office is to go down the main corridor linked to the atrium (past the reception area) and take the elevator to the 1st floor. Turn left out of the elevator and through the double doors going outside the building. Once outside turn left towards the shipping/receiving bay, the main door is propped open during business hours. Room A4-141 is around the corner on the left.

Not affiliated with CFRI? Other members (PHSA/C&W) on the Oak Street campus will be required to take the ‘PHSA Contractor Photo ID & Access Request’ form to Shaughnessy Room AB100 during the following times to have a Photo ID taken: Monday, 12:00 - 2:00pm. Wednesdays, 2:00 - 2:00pm Fridays, 8:30 - 10:30am. For more information contact photoid@phsa.ca.

Requesting Keys -To request keys the faculty member or manager should follow the steps below -

CFRI Members -• Visit https://support.cfri.ca/• Go to ‘Building Management/Operations

Requests’ and select ‘Key Request’• Complete the request form The requester will be notified when keys are ready for pick-up.

Other Members (PHSA/C&W) - • Visit http://fhpulse/lmc/integrated_protec-

tion_services/PHSA/• Complete the ‘ASSA Key Request Form’• Take the signed form to the C&W Protection

Services Office for processing

The requester will be notified when keys are ready for pick-up

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TRAINING COURSESCFRI/UBC has made the following training courses MANDATORY for all trainees and staff onsite.

Fire Safety Annual fire safety training is mandatory for students working at CFRI. Session are held in the Chan Centre for Family Health Education quarterly and advertised in the CFRI Operations Newsletter. For more information contact nsteel@cfri.ca.

Preventing and Addressing Workplace Bullying & HarassmentEffective November 2013, British Columbia’s Workers Compensation Act was amended to include three new policies addressing workplace bullying & harassment. The new legislation requires all students employed by the University to receive training about the new workplace bullying and harassment policies and requirements on how to recognize, prevent, and address workplace bullying & harassment. To register visit www.riskmanagement.ubc.ca/courses.

Depending on the trainees responsibilities they may also be required to enroll in a selection of the following MANDATORY lab safety courses.

Workplace Safety Orientation: Safety Training RecordAll students working in a lab setting must receive appropriate training and orientation in the hazards of their work sites and the procedures that must be followed to safely perform their work by the immediate supervisor. The orientation must be documented in the ‘Safety Training Record’, signed off by the student and the training records kept for possible review by WorkSafeBC inspectors or internal auditors. For more information visit www.riskmanagement.ubc.ca.

Introduction to Lab Safety The Introduction to Laboratory Safety course is mandatory for all students who may be potentially exposed to hazardous materials. Content includes; Workplace Hazardous Material Information System (WHMIS), biohazards, hazardous chemicals and radioactive materials. Completion of this course does NOT certify students to work unsupervised.

Laboratory Chemical Safety Course The Chemical Safety Course will cover: chemical hazards, WHMIS, safe handling, storage, hazard recognition and control, waste management and emergency response. The course includes an online component and practical session.

Laboratory Biological Safety - The University Biosafety Committee requires successful completion of the UBC Laboratory Biological Safety Course (RMS155) for all personnel working with Risk Group 2 or 3. The intent of this require-ment is not only to ensure compliance with university regulations, but more specifically, to prevent exposure of its employees to biohazards. The course includes an online component and practical session. Only required for trainees working with biological materials.

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Radionuclide SafetyThe course meets the basic training requirements of the Canadian Nuclear Safety Commission. The fundamentals of radiation physics are covered and emphasis is placed on practical handling techniques, health hazards, legal requirements, record keeping and waste disposal. Only required for trainees working with Radioactive Materials

To register for any of the courses above visit www.riskmanagement.ubc.ca/courses.

Additional safety courses available include the following - • LASER Safety• Occupation First Aid• Local Health/Safety Committee Training

• Transportation of Dangerous Goods• WHMIS

National Animal User TrainingThe Canadian Council on Animal Care (CCAC) has developed a National Institutional Animal User Training (NIAUT) program for all personnel involved in the care and use of animals for research. To access the Animal Care Facility onsite personnel are required to pass the NIAUT online certification examination. Only required for trainees who require access to the Animal Care Facility.

Students can register for the online course at www.ors.ubc.ca/contents/animal-care-training. The material is presented as a series of 3 modules, each dealing with a specific topic and with specific goals. Students will need to complete all 3 modules and all examinations. Once complete forward your certification to charrison@cfri.ca to have your security access modified.

It is HIGHLY RECOMMENDED that trainees engaged in clinical or population health research complete one or more of the following online courses. Ethical Conduct for ResearchThe Research Ethics Board (REB) recommends students engaged in research with human participants take the following tutorial online at http://tcps2core.ca/welcome.

The “Introductory Tutorial for the Tri-Council Policy Statement 2: Ethical Conduct for Research Involving Humans (TCPS2)” tutorial consists of 8 modules focusing on the guidance in the TCPS2 that is applicable to all research regardless of discipline or methodology. The tutorial takes an average of 3 hours to complete but the modules can be accessed at your own pace. CITI TrainingThe CITI-Canada Program offers comprehensive courses on a variety of research related matters forNetwork of Network (N2) member organizations. The following courses are available at no cost tostudents. For more information visit http://wiki.cfri.ca.

• Good Clinical Practice (GCP)• Human Subjects Research (HSR)—Biomedical Focus / Social and Behavioral Focus• Responsible Conduct of Research• Transportation of Dangerous Goods/ International Air Transport Association (TDG/IATA).

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ORIENTATIONTo ensure students are aware of the resources available onsite the supervisor is encouraged to orientate students to their new workplace.

Take a Tour Review designated meeting rooms, eating areas and washrooms. To access maps of the Oak Street Campus visit www.bcchildrens.ca/AboutUs/MapsDirections.htm

Register for the New Trainee/Student Orientation The Research Education Office encourages new students to attend a Trainee Orientation. Held each fall and spring, this one-hour session reviews the services and resources available to students onsite. An optional tour of the Oak Street campus is also offered. For more information or to register visit www.cfri-training.ca.

Review Onsite Resource Documents CFRI Trainee Handbook - This handbook has been designed as a resource document for students working at CFRI. It contains a wealth of information about the institute, including relevant facilities, services and contacts students are likely to utilize. www.cfri-training.ca/resources/trainee-handbook

PHSA Student Orientation - Review the necessary policies and training required for student placements at PHSA facilities. www.phsa.ca/HealthProfessionals/Student-Practice-Education Review Relevant UBC Guides The Grad Guide - Learn more about the support services available to graduate students at UBC. www.grad.ubc.ca/current-students

UBC Guide for Postdoctoral Fellows - This handbook provides basic information and advice for prospective and current postdoctoral fellows. www.grad.ubc.ca/postdocs/pdf-handbook

International Student Guide - Find out everything you need to know about life as an international student at UBC’s Vancouver Campus. http://students.ubc.ca/international

Did you know - The Research Education Office at CFRI provides training programs geared towards the variety of individuals on the Oak Street Campus, including -

High School Students Undergraduate Students Medical Students Graduate Students Postdoctoral Fellows Clinical Trainees

To learn more about the opportunities available for students visit www.cfri-training.ca.

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