Contingent Worker Hire Workflow: Pre-College Intern/Minor

This process is specifically for the individualized experiences of minors in SMPH labs and offices. This process is managed by the SMPH Human Resources Operations Coordinators (HR Ops).

Overview

This process is specifically for the individualized experiences of minors in SMPH labs and offices. If you have an organized group activity (field trip, science camp, etc.), contact the Office of Youth Protection for more details on how to coordinate. This process is managed by the SMPH Human Resources Operations Coordinators (HR Ops).

Faculty and Department Staff may request an educational experience for a minor in their laboratory or office. To acknowledge and account for minors in these spaces, SMPH HR Ops work with Faculty and Department Staff to meet requirements and execute the appropriate appointment type.

Requests should be received no less than 30 days from the projected start date to allow for completion of all required tasks for the faculty, staff, and minor. Remote experiences are acceptable.

The two appointment types are:

  • Pre-College Intern: used when the minor has responsibilities or observing in the lab or office and is not receiving credit from UW-Madison.
  • Pre-College Student for Credit POI: used when the minor has responsibilities in the lab or office and is receiving credit from UW-Madison.

Credit is defined as UW-Madison credit and therefore the minor is considered as an undergraduate student participating in the lab. If enrolled in Integrated Sciences 299 and considered a special student by the university, the Student for Credit POI will work for tracking purposes.

Participants in programs such as the Summer Research Internship (SRI) Program or the Early College Access Program, or another similar program approved by the Office of Youth Protection, will not need an appointment for tracking. Their office will manage the requirements of faculty and staff involved with the experience. No special access or appointments should be needed. If special access is required, proceed with the Student for Credit POI with a working title of 'Pre-College Student for Credit'.

Patient Contact Responsibilities: Minors are not prohibited from direct contact with patients or human research subjects under UW Policy and Wisconsin State Law. Employee Health Services (EHS) and the Office of Youth Protection (OYP) strongly recommend that a minor employee not have contact with patients that have an infectious disease that is transmissible through proximity or casual contact. EHS and OYP state, "contact with healthy research subjects drawn from the general population or patients with non-infectious/non-transmissible conditions (e.g. cancer, asthma, diabetes) are not a concern."

UW Health Access: Individuals must be 18 years of age or older to obtain access to UW Health systems. If the person is 17 years or younger, UW Health will not allow system access. 

Questions regarding unique situations or to review UW-Madison policies, contact the Office of Youth Protective Services or visit Youth Protection - UW-Madison Policy Library and Minors in Research Laboratories - UW-Madison Policy Library.

Process

Pre-College Intern Process

Step 1:   Request for Minor in Pre-College Intern Appointment Received 

Step 2:  Department Approval     

  • Review the information regarding employee's personal information, duties, work location, CV, and identified Authorized employees. 
    • If work location is remote or hybrid, then Parent/Guardian is designated as Authorized Custodian and does not need to complete UW compliance tasks.
    • If work location is hybrid, then the supervisor is designated as the Authorized Assistant Custodian, which includes taking the Authorized Assistant Custodian trainings; all others remain Authorized Adult(s).
  • Once satisfied, submit information to department leadership or designee for approval.
  • NOTE: HR Ops must receive department approval in writing before moving forward.

Step 3: Authorized Employees Notified of Required Compliance

    • The Office of Youth Protection website provides all the current Staff Trainings for each authorized individual.
    • Send each Authorized Custodian, Authorized Assistant Custodian, and Authorized Adult their youth protection requirements based on their role using the Pre-College Program Authorized Individuals Requirements email template.
      • Remove tasks already complete or compliant.
      • CC the Authorized Custodian on communications to the other authorized individuals.
      • For the Authorized Custodian email, include the individualized SMPH Pre-College Intern Agreement.
      • Hybrid work location requires the supervisor be designated as the Authorized Assistant Custodian; all others remain Authorized Adult(s).
      • NOTE: A Parent/Guardian designated as Authorized Custodian does not need to complete UW compliance tasks.

Table of Background Check and Training Requirements

Types of Authorized Individuals

Caregiver Check Required

Required Training and Tasks

Authorized Custodian

Yes
  • Office of Youth Protection: Mandatory Reporting of Child Abuse and Neglect
  • Responsible Employee (RE)
  • Campus Security Authority (CSA)
  • Sign and Return Pre-College Intern Agreement

Authorized Assistant Custodian

Yes
  • Office of Youth Protection: Mandatory Reporting of Child Abuse and Neglect
  • Sexual Misconduct and Clery Crimes in Youth Activities: Reporting and Prevention

Authorized Adult

Yes
  • Office of Youth Protection: Mandatory Reporting of Child Abuse and Neglect

 Step 4: Authorized Employees Complete Compliance    

  • Track individual compliance requirements for each authorized staff.
    • Update the completion of tasks and information on authorized individuals in the Minors in Labs (Not for Credit) Staff Roster found in the SSZ - SMPH Google Drive.
    • NOTE: A Parent/Guardian designated as Authorized Custodian does not need to complete UW compliance tasks.
  • Update Background Check using the Update CBC Status of Pending in Workday with the CBC results, if applicable. As a reminder:
    • Use Pre-College Interns start date as the PoT2 status date
    • Add comment "Pre-College Intern experience START DATE - END DATE"

 Step 5: Minor Completes Appointment and Onboarding Tasks   

  • Upload the following completed documents to ImageNow:
    • Pre-College Intern Agreement
    • General Release of Liability form
    • Minors CV
  • Update the Minors in Labs (Not for Credit) Staff Roster found in the SSZ - SMPH Google Drive.

 Step 6: End of Experience - Optional Renewal or Extension   

Pre-College Student for Credit Process

 Step 1: Prepare Pre-College Student for Credit Appointment Request   

 Step 2: Department Approval   

HR Ops reviews the answers from the Youth Protection Email template for completion, employee role identification, and minors CV.

Once satisfied, HR Ops will submit information to department leadership or designee for approval. HR Ops must receive department approval in writing before moving forward.

  Step 3: HR Ops Contacts Pre-College Student for Credit for Pre-Onboarding   

HR Ops sends the minor the pre-onboarding requirements for the Pre-College Student for Credit appointment.  

If the Pre-College Student for Credit has contact with patients or research subjects, appropriate required tasks will be added to the email and must be completed prior to start.

If the Pre-College Student for Credit (must be 18 years or older) requires UW Health Access, appropriate required tasks will be added to the email and must be completed prior to start.

 

  Step 4: End of Experience Optional Renewal   

  Step 4: End of Experience Optional Renewal   

  • The Pre-College Student for Credit appointment is eligible for extension if the minor is completing independent study and enrolled.
  • Minors involved in programs with finite end dates (such as the Summer Research Internship), must end and be considered for a different appointment to continue.
    • This may be as a Pre-College Intern or a paid appointment.

 


Keywords:
minor, youth safety, minors in labs, volunteer, pre-college intern, student for credit, POI, person of interest, zero dollar, $0, Contingent Worker, CW 
Doc ID:
124367
Owned by:
Kate Y. in SMPH Human Resources
Created:
2023-02-24
Updated:
2025-08-25
Sites:
SMPH Human Resources