GUMC PROCEDURES FOR HIRING NON-GEORGETOWN STUDENTS WHO ARE MINORS
Updated July 22, 2016
The Georgetown University Medical Center (GUMC) has a responsibility to the local community and society at large to share knowledge and opportunities for learning and discovery. Allowing students and others who are under the age of 18 to participate in GUMC activities can stimulate young minds and inspire tomorrow’s scientists, researchers and health care workers. This also provides great satisfaction to those at GUMC who mentor them. However, the safety of minors who work or engage in activities at GUMC is of paramount importance.
Georgetown University’s Protection of Minors Policy
Georgetown University’s Protection of Minor’s Policy sets forth guidelines and requirements for the protection of minors (individuals under the age of 18) who are involved in University programs and activities and for University faculty, staff and students who are involved in such programs. GUMC has established this procedure in furtherance of the Protection of Minors Policy. This procedure applies to minors working in administrative, research, or educational settings as an employee, volunteer, or unpaid intern.
All minors must be assigned to a supervisor or other designated employee who will have responsibility for supervision. The supervisor must comply with all of the requirements of the University’s Protection of Minors Policy.
Supervisors are responsible for complying with this procedure when employing or working with minors on GUMC premises. Failure to comply may result in disciplinary action. Any incident of non-compliance will be reported to the GUMC Human Resources Department, Dean of Research, and Senior Associate Dean, Faculty Affairs.
hiring non-georgetown students at gumc who are minors
For minors who will work as employees or paid interns:
Before the employment start date for a non-Georgetown student who is a minor, the requirements of the Protection of Minors Policy must be met. The minor employee’s Supervisor needs to notify the Office of Compliance and Ethics (OCE) at firstname.lastname@example.org and provide the following information:
- minor’s name;
- the name and net ID of the Supervisor;
- the name of the department;
- the intended employment start date (and end date, if it is a term position);
- and a brief description of the work the minor will be doing.
OCE will advise the Supervisor of his/her obligations under the Protection of Minors Policy.
The following forms must be submitted to the Human Resources Department when hiring a Non-Georgetown student who is a minor:
- Non-GU Student Job Description
- Certification of Minor and Student Status Form
- Work Permit
- Georgetown University Employment Application
- Georgetown Instructions to Completing the I-9 Form
- I-9 Form and Instructions
- Tax withholding forms (all tax forms should be sent to the Payroll Office)
Note: District of Columbia law imposes requirements and restrictions on the employment of minors, including a work permit requirement and a prohibition on the employment of those under the age of 14. See HR Policy # 206: Employment of Minors.
Parental consent, mandatory safety training, and building access and schedules for minors
Parental Consent Form:
A Parental Consent Form is required for all minor employees or paid interns working at GUMC. The Supervisor must complete the work activities portion of the form, which must then be signed by the parent or legal guardian. The completed form must be given to the department’s HR Contact with a copy sent to the Office of Environmental Health & Safety.
Safety Training Requirements:
Minors who will be in laboratory settings or in other areas where special safety procedures or regulatory requirements apply must meet training requirements administered by the Office of Environmental Health & Safety prior to their start date. The Supervisor is responsible for coordinating and scheduling all required training for new hires. Please follow the instructions on the EHS webpage.
Building Access and Schedules:
Minors will not be permitted access to GUMC buildings during weekends after 6:00 p.m. unless accompanied by their supervisor and with prior approval from the Department Chair. In addition, all minors working in laboratory settings must have an established schedule (as outlined in the Job Description for Minors) that identifies what hours they will be in the laboratory setting. Under most circumstances, minors not enrolled in a post-secondary degree-granting program are not permitted access to the Department of Comparative Medicine’s facility (RRF). Minors are not to perform husbandry tasks. The Director of DCM, in consultation with the Director of EHS, must approve all exceptions to this requirement.
ENGAGEMENT OF NON-GEORGETOWN STUDENTS WHO ARE MINORS AS VOLUNTEERS OR UNPAID INTERNS
Please go to the Engagement of Minors as Employees or Volunteers page before engaging minors to work as volunteers or unpaid interns.