Internships & Shadowing Compliance Checklist

Launch internship and shadowing experiences with confidence using this comprehensive compliance checklist. This page guides you through every critical step, from registering your program with RM&I and setting it up in Teamworks to completing required documentation, background checks and youth protection training. It also outlines expectations for supervision, emergency preparedness and lab safety, helping you create a structured, secure and fully compliant environment. Use this resource to streamline planning, reduce risk and deliver a safe, high-quality experience for every participant.

Official Registration & System Entry

RM&I Notifation

  • Has this shadowing or research experience been officially registered with the Office of Risk Management & Insurance (RM&I)?

Teamworks Setup

  • Has the program been created in Teamworks?
  • Are all required forms and fields activated?

Waivers & Documentation

  • Liability Waiver: Has the Volunteer Agreement been signed by the parent/guardian in Teamworks?
  • Photo Release (Optional): If photos will be taken for departmental use, is a signed release on file in Teamworks?

Program Details

  • Start/End Dates: Are the exact dates of the experience recorded in Teamworks?
  • Participant Registration: Are all minors registered in Teamworks for centralized tracking and document retention?
  • Administrative Access: Have all relevant department administrators been granted access to monitor compliance?

Youth Protection & Personnel Requirements

Criminal Background CHecks

  • Have the Host Faculty and all supervising adults with direct contact cleared a CBC within the last 365 days?

Mandatory Training

  • Have all supervising adults completed Youth Protection Training (YPT) within the last 365 days?

Supervision Plan

  • Is there a plan ensuring the minor is never left unsupervised, especially in labs or high‑hazard areas? Note: A 1:1 adult-to-minor ratio is not permitted.

Medical & Emergency Protocols

Emergency Contact Information

  • Is parent/guardian contact information current in Teamworks and accessible to the mentor?

Medical Authorization

  • Has the “Consent for Medical Treatment” form been signed in Teamworks?

Emergency Protocols

  • Life-threatening emergency: Call 911 or Campus Police (704‑687‑2200).
  • Non-life-threatening situations: Contact the parent/guardian immediately.

Lab Safety & Environmental Health (EHS)

Hazard Assessment

  • Has the lab been cleared for minors? Minors are generally prohibited from working with radioactive materials, select agents, or high-toxicity chemicals.

PPE Fit-Check

  • Does the department provide properly sized PPE (e.g., small lab coats, safety glasses)?

Site Orientation

Has the minor been shown the location of:

  • Eye-wash stations and safety showers
  • Fire extinguishers and emergency exits
  • First aid kits

Restricted Access

  • Has the minor been clearly instructed on equipment, rooms, or procedures that are off-limits?

Note: Not all EHS steps apply to every lab environment, but each should be reviewed and considered.