SON Human Resources

Background

Emory SON supports the involvement of students in SON research activities to enhance their educational experiences and provide experience in basic and clinical research, which could include interaction with human participants in a clinical or non-clinical setting.

Our guidance was developed in collaboration with Emory College of Arts and Sciences, Laney Graduate School, and Georgia Tech.

Volunteers in SON Research Activities:

• The Federal Labor Standards Act (FLSA) defines volunteers as individuals who volunteer for public service, religious, or humanitarian objectives without compensation and freely forgo all forms of support typically provided to employees of an institution.
• Individuals participating in SON research activities must be enrolled in a formal educational program (see below) or be compensated.
• In addition, individuals serving as unpaid interns are subject to strict FLSA labor laws and liability issues (including not being covered by Emory insurance). As such, unpaid interns are not permitted in SON labs.
• In either case, it is permitted to pursue a hire through Human Resources (HR) or Emory Temporary Services (ETS).

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This document provides guidance for the following individuals:

Emory University/GA Tech Graduate Students

‍Students must meet all of the following requirements:

• The student must be either enrolled in an Emory University or Georgia Tech course, degree program, or a formal research program during the current semester or hired through Emory Human Resources or Emory Temporary Services (for example, if a student is not enrolled in the summer semester, they would need to be hired for that period). Please note that Ph.D. students are enrolled year-round.
• Work to be completed must be necessary for the student’s curriculum, thesis, or dissertation unless hired through Emory Human Resources or Emory Temporary Services. To verify this, the PI should request a copy of the syllabus that states research work/exposure is needed to pass or enhance the course or perhaps a letter of support from a faculty mentor that states that. 
• By virtue of placing an Emory/Georgia Tech student in an SON lab, the PI agrees to verify eligibility with Department HR or Georgia Tech.
• If in a clinical setting, including work with patient care records, the student must comply with screening guidelines, vaccination requirements, and credentialing/observership requirements. Observership requests can be sent to credentialing@emoryhealthcare.org.
• If in a lab setting, the student must comply with all EHSO requirements.
• Emory graduate students must follow all Emory Laney Graduate School policies.
• Georgia Tech students must follow all Emory Visitor Policies.

Graduate Students Enrolled at Other Universities (Not Emory University or GA Tech)‍

Students must meet all of the following requirements:

• The student must be either enrolled in a graduate degree program at their home institution during the current semester or hired through Emory Human Resources or Emory Temporary Services (for example, if a student is not enrolled in the summer semester, they would need to be hired for that period).
• Students attending a university other than Emory University or Georgia Tech would need to provide a letter from their university that includes: the name of the course/degree program that the research experience supports and beginning and end dates for the coursework (the research experience should be parallel to the course work, not after a course is completed). This letter needs to be submitted to and maintained by the Department HR.
• Work to be completed must be necessary for the student’s curriculum, thesis, or dissertation unless hired through Emory Human Resources or Emory Temporary Services. To verify this, the PI should request a copy of the syllabus that states research work/exposure is needed to pass or enhance the course or perhaps a letter of support from a faculty mentor that states that. 
• By virtue of placing a non-Emory University/non-Georgia Tech student in an SON lab, the PI agrees to verify eligibility with Department HR or the University that the student attends.
• If in a clinical setting, including work with patient care records, student must comply with screening guidelines, vaccination requirements, and credentialing/observership requirements. Observership requests can be sent to credentialing@emoryhealthcare.org.
• If in a lab setting, the student must comply with all EHSO requirements.
• Non-Emory University/non-Georgia Tech graduate students must follow all Emory Visitor Policies.
• Non-Emory University/non-Georgia Tech graduate students who do not meet all the above criteria must be hired through Emory Human Resources or Emory Temporary Services.

Emory University/GA Tech Undergraduate Students‍

Students must meet all of the following requirements:

• The student must be either enrolled in an Emory University/Georgia Tech course, degree program, or a formal research program during the current semester or hired through Emory Human Resources or Emory Temporary Services.
  
  If an Emory student is not enrolled in the summer semester, they would need to be hired for that period or they would need to enroll in the ECAS Summer Research Registration Program. Please contact URP (urp@emory.edu) for additional information about this program.

• Work to be completed must be necessary for the student’s degree program/curriculum or essential for future educational goals unless hired through Emory Human Resources or Emory Temporary Services. To verify this, the PI should request a copy of the syllabus that states research work/exposure is needed to pass or enhance the course or perhaps a letter of support from a faculty mentor that states that. 
• Duties should focus on exposure to research and should not be used for compensatory duties unless hired through Emory Human Resources or Emory Temporary Services. Those performing compensatory duties for a very limited time as a learning experience with no expectation of a work product by the sponsor is considered an educational experience.
• By virtue of placing an Emory University/Georgia Tech undergraduate in an SON lab, the PI agrees to verify eligibility with Department HR or Georgia Tech.
• If in a clinical setting, including work with patient care records, the student must comply with screening guidelines, vaccination requirements, and credentialing/observership requirements. Observership requests can be sent to credentialing@emoryhealthcare.org.
• If student is in a lab setting, the student must comply with all EHSO requirements.
• Emory University undergraduate students must follow all Emory College of Arts & Sciences policies.
• Georgia Tech students must follow all Emory Visitor Policies.
• Emory University/Georgia Tech undergraduates who do not meet all the above criteria must be hired through Emory Human Resources or Emory Temporary Services.

Undergraduate Students Enrolled at Other Universities (Not Emory University or GA Tech)‍

Students must meet all of the following requirements:

• The student must be either enrolled in an undergraduate degree program at their home institution during the current semester or hired through Emory Human Resources or Emory Temporary Services (for example, if a student is not enrolled in the summer semester, they would need to be hired for that period).
• Students attending a university other than Emory University or Georgia Tech would need to provide a letter from their university that includes: the name of the course/degree program that the research experience supports and beginning and end dates for the coursework (the research experience should be parallel to the course work, not after a course is completed). This letter needs to be submitted to and maintained by the Department HR.
• Work to be completed must be necessary for the student’s degree program/curriculum or essential for future educational goals unless hired through Emory Human Resources or Emory Temporary Services. To verify this, the PI should have a copy of the letter from their university as mentioned above.
• Duties should focus on exposure to research and should not be used for compensatory duties unless hired through Emory Human Resources or Emory Temporary Services. Those performing compensatory duties for a very limited time as a learning experience with no expectation of a work product by the sponsor is considered an educational experience.
• By virtue of placing a non-Emory University/non-Georgia Tech student in an SON lab, the PI agrees to verify eligibility with Department HR or the university that the student attends.
• If in a clinical setting, including work with patient care records, the student must comply with screening guidelines, vaccination requirements, and credentialing/observership requirements. Observership requests can be sent to credentialing@emoryhealthcare.org.
• If student is in a lab setting, the student must comply with all EHSO requirements.
• Non-Emory University/non-Georgia Tech undergraduate students must follow all Emory Visitor Policies.
• Non-Emory University/non-Georgia Tech undergraduate students who do not meet all the above criteria must be hired through Emory Human Resources or Emory Temporary Services.

Adult Non-College Students

• Individual must be hired through Emory Human Resources or Emory Temporary Services.

Minors

Must meet all of the following requirements:

• Must be at least 16 years old and be hired through Emory Human Resources or Emory Temporary Services.
• Minors involved in any research activities (human, animal, basic science) including shadowing other research personnel in lab areas or otherwise, please reach out to the Office of Research Compliance & Regulatory Affairs (researchcompliance@emory.edu) to ensure appropriate trainings and research safety oversight measures are in place.

The PI is responsible for reporting to the Department HR representative all tracking, training, and oversight documentation.

Formal SON Research Programs with Minors

Must meet all of the following requirements

• Students must be at least 16 years old
• Formal SON Research Programs with Minors must be approved and documented by the Department HR
• Programs involving minors should be registered in the Central Registration Platform, and program managers should complete all compliance requirement certifications from the Office of Ethics and Compliance (compliance@emory.edu) found in the online portal.
• All programs including research with minors should be disclosed to the Office of Research Compliance & Regulatory Affairs (researchcompliance@emory.edu)
• All programs must be in compliance with Emory policy

Program administrators are responsible for reporting to the Department HR representative all tracking, training, and oversight documentation.

Formal Research Programs Based at Local High Schools

Must meet all of the following requirements:

• Students must be at least 16 years old
• Students must provide official documentation from the high school outlining requirements of the program. The documentation should be reviewed by the Department HR leader and any program requirements should be acknowledged and agreed upon by the PI.
• Programs involving minors should be registered in the Central Registration Platform  , and the sponsoring PI should complete all compliance requirement certifications from the Office of Ethics and Compliance (compliance@emory.edu) found in the online portal.
• The program must be disclosed to Research Compliance (researchcompliance@emory.edu) to be sure all requirements are met to comply with policy 7.21 (Minors in Lab)
  
• Compliance will require: a scope of work for the student, any trainings the PI will be providing, program description from school/county with duration and documentation of HR approval from Department to allow activity
•   All programs involving minors (SON or local high schools) should also be disclosed to Office of Ethics and Compliance (compliance@emory.edu)
•   All PIs and labs must be in compliance with background checks, training, and other requirements at https://conferences.emory.edu/planning/policy.html.

PIs are responsible for reporting to the Department HR representative all tracking, training, and oversight documentation.

Contact Information:

If you have questions about the guidance, please contact:

• Andrea Corbett at Andrea.Corbett@emory.edu
• Bernadine Williamson at Bernadine.Williamson@emory.edu
• Gina Critchet at Gina.Critchet@emory.edu

Link to Volunteer Policy 4.83 (will require network access)

• SON Student Volunteer Form

Required forms

• Confidentiality agreement
• Request form
• Covenant not to sue