Guide to Educational Experiences Student/Employee Classification Page Number High School Student2 Undergraduate/Graduate Student- Unpaid Educational Experiences (Includes credit-seeking students) 3 Undergraduate/Graduate Student-Paid Educational Experiences 5 Established Student Programs 7 PostDoc/Faculty8 Definitions9

High School Educational Experience “Guests under age 16 must be closely supervised by a parent or responsible adult at all times and are never permitted in high security or Laboratory Areas, except to pass through such an area for the purpose of accessing an office which is not otherwise accessible.” Affiliation and Master Agreements can be put in place to allow students from other institutions to participate in educational experiences at MCW. If the other institution will not or cannot in a timely manner implement an affiliation agreement, Human Resources will request a letter of endorsement from the student’s home institution stating the experience is aligned with and will benefit the student’s educational goals.

High School Educational Experience Education Experience Enrollment Procedure: 1.Contact HR to confirm and/or establish affiliation agreement with student’s high school. (If affiliation agreement is not in place with the school and the school declines to enter into one, a letter of endorsement and certificate of insurance must be provided by the school and forwarded to HR) 2.If/when Affiliation Agreement is in place, HR provides a blank program memorandum, which will outline details in regard to the specific educational experience. 3.Return completed program memorandum to HR for review and signature facilitation with the Office of General Counsel and Dean of the Medical School/Executive Vice President. 4.General Counsel will return signed form to HR. Send signed copy of program memorandum to the high school for authorized signature. 5.Once form is signed and returned by the high school, send fully executed program memorandum back to HR for record keeping. Forms Required: Fully executed affiliation agreement and program memorandum Permission and Release Agreement (required for students under 18). Form will be provided by HR. Additional Forms, as required by HR.

Undergraduate and Graduate Students Full time GRADUATE degree seekers from an accredited institution may use existing affiliation agreements. Affiliation and Master Agreements can be put in place to allow students from other institutions to participate in educational experiences at MCW. If the other institution will not or cannot in a timely manner implement an affiliation agreement, Human Resources will request a letter of endorsement from the student’s home institution stating the experience is aligned with and will benefit the student’s educational goals.

Undergraduate and Graduate Students Enrollment Procedure (Unpaid Students): 1.Contact graduate school to confirm student qualifies via an existing agreement. 2.Contact HR to confirm which forms will be necessary, prior to student’s start date. 3.HR will contact General Counsel as appropriate to confirm and/or establish affiliation agreement with student’s home institution. 4.HR provides a blank program memorandum, which is incorporated into the affiliation agreement, and which will outline details in regard to the specific educational experience. 5.Return completed program memorandum to HR, which will facilitate institutional signatures. 6.HR will facilitate returning signed form. Send signed copy of program memorandum to the student’s home institution for their advisor to obtain institutional signature and send back to MCW. 7.Once form is signed and returned to MCW HR by the student’s advisor, HR will send a copy of the fully executed program memorandum to General Counsel for record keeping. 8.Contact Public Safety to establish E-card access ( 9.Contact your department’s IT representative to establish any necessary computer or server access.

Undergraduate and Graduate Students Credit Seeking Students: Credit-seeking status must be clearly stated in the program memorandum. In order for the student to obtain course credit, the student’s home institution will need to stipulate the requirements for earning credit. Forms Required (Unpaid students): Fully executed affiliation agreement and program memorandum. Completed Background Information disclosure. Successful background check. Completed Confidentiality Agreement form. Acceptable work authorization (Visa). Permission and Release Agreement (required for students under 18). Please contact Human Resources to obtain the necessary forms.

Undergraduate (Interns) and Graduate Students Enrollment Procedure (Paid Students): 1.Contact graduate school to confirm student qualifies via an existing agreement. 2.Contact HR to confirm which forms will be necessary prior to student’s start date. 3.HR will contact General Counsel as appropriate to confirm and/or establish affiliation agreement with student’s home institution. 4.HR provides a blank program memorandum, which is incorporated into the affiliation agreement, and which will outline details in regard to the specific educational experience. 5.Return completed program memorandum to HR, which will facilitate institutional signatures. 6.HR will facilitate returning the signed form. Send signed copy of program memorandum to the student’s home institution for their advisor to obtain institutional signature, and send back to MCW. 7.Once form is signed and returned by the student’s advisor, send fully executed program memorandum back to General Counsel for record keeping. 8.Contact HR to confirm that all necessary forms are completed prior to student’s start date. 9.Contact Public Safety to establish E-card access ( 10.Contact departmental IT representative to establish any necessary computer or server access.

Undergraduate and Graduate Students Forms Required (Paid Students): Fully executed affiliation agreement and program memorandum Completed Background Information disclosure form Successful background check Completed Confidentiality Agreement form Acceptable work authorization (Visa) Permission and Release Agreement (required for students under 18) Appointment of Trainee form needs to be determined by Department Administrator and HR –This will be submitted to Payroll to determine frequency of pay and amount Direct Deposit authorization agreement I-9 Form-Employment Eligibility Verification Contact Human Resources to obtain the necessary forms.

Undergraduate and Graduate Students Training Required: Identify the necessary lab safety training per departmental regulations. Gather the following from the student: –Full name –Phone number – address –Primary institution –Start/end date –Advisor/Supervisor/PI above information to to establish training in –Once an account is set up in D2L, student should receive an with a link to set up a password. –PI or lab manager must orient the student to each lab in which the student works. For animal, rDNA, or human subject research, please contact the Office of Research.

Established Programs Existing Collaborative Agreements with MU and MCW: Any full time degree seeker may register for “classes,” such as Reading and Research, which allows the student to work in a lab under the mentorship of graduate school faculty. The experience timeframe follows MCW academic semesters. Credits and grades are earned, and the student may register for as many terms as mentors determine. Sponsoring department: Graduate School Contact Information: Angela Gord Backus

Established Programs (BUILD) – Biotechnology & Bioengineering Undergraduate program in Innovation, Learning, and Discovery This program provides an intensive 10-week exposure to technology development. In addition, students will be introduced to basic laboratory environment learning standard procedures including safety protocols and practices. Students with an engineering focus will also be exposed to an introduction of biomedical engineering, including engineering concepts and tools. Sponsoring department – Biotechnology & Bioengineering Center Contact Information: Tim Sobotka, Program Manager

Established Programs (SPUR) – Summer Program for Undergraduate Research SPUR is a 10-week hands-on laboratory experience for approximately undergraduate students during the summer at MCW. (PURE) – Program for Undergraduate Research Experience Internships are available in the fall and spring (part-time), and the month of January (full-time) Sponsoring department – Graduate School of Biomedical Sciences Contact Information: Anthony Perez, Recruitment

Established Programs (DSHREP) – Diversity Summer Health Research Education Program 10-week summer fellowship, open to resident and non-resident undergraduate and graduate students from diverse backgrounds. Sponsoring department – Student Affairs/Diversity Contact Information: Jean Davis-Mallett, Student Affairs

Agreement and Experience Definitions “Visiting Scholar” This is a non-degree seeking opportunity, offered for an extended period of time, which is intended to foster collaboration. Visiting Scholar designation would be requested by an MCW faculty member to facilitate a visit of a non-MCW post-doctoral fellow for the purpose of engaging in collaborative research or education. Fellows would remain employed and would continue to receive salary and other compensation from either MCW or their home institution. Fellows would receive necessary MCW credentials to access the appropriate MCW resources. There is potential to extend this designation to bring other non-MD or PHD (technicians, etc.) to MCW. Affiliation Agreement Established agreement between MCW and another institution that would allow students into MCW for a predetermined period of time.

Agreement and Experience Definitions Educational Experience Program that MCW offers via the Educational Experience Policy as an option to non- MCW students and observers. This program serves to authorize a student’s or observer’s presence at MCW as long their experience aligns with the student’s educational goals as outlined by the student’s home institution, or in the case of observers is consistent with the Educational Experience Policy or applicable Department Program. This program does have time limits, which are normally 6 or 12 weeks per calendar year, as provided in the Educational Experience Policy. Agreement is required from the student, the student’s home institution, and the MCW faculty member who will mentor the student. For observers, agreement is required by the observer, the department and the MCW faculty or staff member who will supervise the observer. Internship Program (MCW) Experiences SPUR, BUILD, and PURE are all established internship programs through which students can receive credit and/or payment for the services rendered during their time spent at MCW.

Contact Information Human Resources Craig Roeder, Human Resources General Counsel Kristin Johnson, Assistant General Counsel Registrar Office Angela Gord Office of Research April Haverty Biotechnology & Bioengineering Center Kym Hytry Tim Sobotka