STEP 1: Supervisor
Trainee & Student Onboarding (Paid or Unpaid Positions)
To ensure the safety and security of the community, all new students and trainees are required to complete the BCCHR Onboarding process.
ARE YOU WORKING ONSITE?
Does the project include in-person research on the BC Children’s Hospital campus?
• Confirm COVID-19 vaccination status. As per the Order of the Provincial Health Officer, vaccination (2 doses) against COVID-19 is a condition of accessing health care locations in BC
• Send Onboarding information
STEP 2: Trainee
• Complete the following online courses:
- Privacy and Security 101 Login to access
- Provincial Code Red — Fire Safety Training
- Respectful Workplace — Fostering a Culture of Respect (PHSA) OR Preventing and Addressing Bullying and Harassment (UBC)
If applicable, the following lab safety courses:
- Introduction to Lab Safety For supervised students
- UBC Chemical Safety Training
- UBC Biosafety Training
- Transportation of Dangerous Goods
- TCPS 2: CORE-2022: Research Ethics
• Send a copy of the course certificates to your supervisor
• UBC students only: Complete the online vaccine declaration
STEP 3: Supervisor
• Review the course certificates for completion
• Submit the trainee’s BC Ministry of Justice Criminal Record Check (CRC)
• Submit the BCCHR Onboarding request
• IF the individual is a volunteer: Complete the UBC Volunteer Agreement Store the completed paperwork securely. Copies should be made available if requested by BCCHR
• IF the individual is working with biological materials and/or chemicals: Submit the proof of course completion to the BCCHR Operations ticket that was emailed during the onboarding request
What happens next?
STEP 4: Trainee
• BCCHR HR will approve the directory profile
• BCCHR Facilities will approve the ID request. Instructions on where to report for the ID photo will be emailed to the onboarding requestor
• If requested: BCCHR IT will create a network account/email. The temporary password will be sent to the onboarding requestor to forward
• BCCHR Research Education will send a welcome email outlining BCCHR resources
• Arrange to have your security ID photo taken
ARE YOU WORKING REMOTELY?
Is the project being completed remotely with NO in-person research?
• Send Onboarding information
• Complete the following online courses:
- Privacy and Security 101 Login to access
- Respectful Workplace — Fostering a Culture of Respect (PHSA) OR Preventing and Addressing Bullying and Harassment (UBC)
• Send a copy of the course certificates to your supervisor
• Review the course certificates for completion
• Submit the trainee’s BC Ministry of Justice Criminal Record Check (CRC)
• Submit the BCCHR Onboarding request
• IF the individual is a volunteer: Complete the UBC Volunteer Agreement Store the completed paperwork securely. Copies should be made available if requested by BCCHR
• BCCHR HR will approve the directory profile
• If requested: BCCHR IT will create a network account/email. The temporary password will be sent to the onboarding requestor to forward
• BCCHR Research Education will send a welcome email outlining BCCHR resources
• Request remote access to the BCCHR network with the BCCHR Support Portal: Select IT Support > Access and Connectivity > Request remote network access
STEP 5: Supervisor Submit requests for any additional BCCHR user accounts or for access to PHSA clinical infrastructure
ONBOARDING TIPS
How long does the Onboarding process take? After the supervisor has submitted the BCCHR Onboarding request, it can take up to 2 weeks. The process can be started before the individual arrives at BCCHR.
What happens if the individual is not affilated with UBC? A UBC CWL is required to access UBC safety courses. The supervisor will need to submit a request to sponsor a Guest Account.
Do you need a user account for the LearningHub? Yes, you can sign-up for an account here. The health organization affiliation is the “Provincial Health Services Authority” and the agency is “Children’s and Women’s Health Centre.”
What other BCCHR accounts may be necessary to request?
• BCCHR Remote Access: BCCHR Support Portal >
Select IT Support > Access and Connectivity >
Request remote network access
• BCCHR Software - Systems or Network Drives: BCCHR Support Portal. Select IT Support > Access and Connectivity
• REDCap: Request New User Account
• Update ID Access: BCCHR Support Portal >
Select Facilities > Phote IDs
Conducting clinical research?
Accessing hospital/clinical spaces: The supervisor will need to submit a Photo ID Request via PHSA Protective Services.
Accessing clinical infostructure: The supervisor can request access to clinical systems via PHSA IMITS. This may include: PHSA Network & Citrix Remote Access | Cerner PowerChart | CareConnect | PROMIS Access | CST Cerner | PHSA IMITS SelfService Portal | Citrix Remote Access Portal | PHSA Webmail
Is the Criminal Record Check (CRC) free? Volunteers (unpaid) can submit a free CRC with a BCCHR access code. For everyone else, the cost is $28. Check with your university department’s HR to determine who is responsible for covering the cost. CRC FAQ
QUICK LINKS
BCCHR Resources
• hub.bcchr.ca: BCCHR internal intranet
• support.bcchr.ca: Request BCCHR support
• my.bcchr.ca: Manage your BCCHR account
• share.bcchr.ca: File transfer service
• remote.bcchr.ca: Connect to a VPN
• directory.bcchr.ca: Find contact details
• rc.bcchr.ca: REDCap
• list.bcchr.ca: Internal mailing lists
• Accessing SPSS: SPSS Terminal Server
Why can’t the Criminal Record Check be completed online? If you’re new to Canada, under the age of 19 and/or have limited credit history, you cannot complete a CRC online. Contact hr@bcchr.ca to submit your paperwork.
Do visiting individuals also need to complete a BC Criminal Record Check? Yes, those new to Canada are still required to complete a Criminal Record Check.
What happens if a Criminal Record Check has been done previously? If you had a CRC completed within the last 5 years and can provide documentation that no reviewable offenses were found, you are not required to complete an additional CRC.
What about additional training?
The courses required represent the minimum safety requirements for those onsite. Additional training may be required depending on the role and level of supervision.
UBC Safety and Risk Services | Clinical Onboarding
The following courses are also available for FREE to BCCHR students:
• Good Clinical Practice Course
• San’yas Indigenous Cultural Safety Training
• CITI: Research, Ethics, and Compliance Training & Clinical Research Coordinator Course
Is UBC’s optional Student Accident Insurance required for students conducting research at BCCHR? No, additional insurance is not required.
How do I reach my department’s HR advisor?
For UBC HR contacts, visit the UBC HR page or contact hr.info@ubc.ca
• UBC Dept of Pediatrics: Harjit Gill
• UBC Dept of Surgery: Karen Larsen
• UBC Dept of Pathology & Laboratory Medicine: Ivy Zhang
• UBC Dept of Medical Genetics: Rene Mrzljak
• School of Population & Public Health: Virginia Anthony
Other Resources
• PHSA IMIT Service Desk
• C&W Library Knowledge Service
• UBC IT | UBC Students - Free Software
Onboarding Questions?
• BCCHR Human Resources: hr@bcchr.ca
• BCCHR Research IT: support@bcchr.ca
• BCCHR Facilities: maoreilly@bcchr.ca
• PHSA IMIT: servicedesk@phsa.ca
• UBC IT: service.helpdesk@ubc.ca
• UBC HR: hr.info@ubc.ca
• SFU HR: human_resources@sfu.ca
EMERGENCY NUMBERS
Campus Security / First Aid
C&W Emergency: 604-875-2000 x899
C&W Non-Emergency: 604-875-2999
BC Crisis Centre: 604-872-3311
OR 1-866-661-3311
BCCHR Facilities
Todd Jacques: 604-788-8806
Kayla Shayne: 604-314-0445
BCCHR Research IT
604-875-3882 (8:00 am to 5:00 pm)
www.bcchr.ca | Facebook | Twitter | Instagram | LinkedIn
BC Children's Hospital Research Institute operates on the ancestral and unceded territory of the Coast Salish peoplesxʷməθkʷəyəm (Musqueam), Sḵwxwú7mesh (Squamish), and Səlílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations. Further, this acknowledgement, gratitude, and respect extends to all the First Nations communities on whose traditional territories the Research Institute builds relationships and operates in BC.
