Forms and Policies

The Center for Social Concern and Homewood Student Affairs have created many policies that help provide framework and structure for the students who are involved in our programs. In addition to the CSC’s policies, students are also required to follow the University Student Policies and Student Conduct Code. Below are the CSC policies, online trainings, and forms that we require of our volunteers and students who participate in our programs. As our office and programs continue to grow, we continuously modify and expand our policies to meet our needs while keeping in mind the safety of our students, community partners, as well as the University. Read more about our policies below.

If you are interested in starting a new group, please refer to our student group registration page.

Have questions about these policies? Contact volunteer@jhu.edu or (410) 516-4777.

Required Forms

Reimbursement Request Form

In response to student requests, The Center for Social Concern has moved the process for requesting reimbursements online. In the event that a student group member must make an out-of-pocket purchase, the member is eligible to submit a reimbursement request. To learn more about the CSC’s Reimbursement Policy, see below.

Submit Reimbursement Now

Release and Indemnification Agreement

All students participating in a Center for Social program are required to submit the Center for Social Concern’s Release and Indemnification Agreement. Depending on the type of work you are completing, additional trainings may be required. Please continue reading more about our policies and trainings below to determine if you need to complete anything additional.

Required Online Trainings

The Center for Social Concern is requiring all of its student volunteers to complete the Center for Social Concern Student Training which is a “Path” in Hopkins Groups.

Questions? Contact volunteer@jhu.edu.

Student Training

The Center for Social Concern is requiring all of its student volunteers to complete the Center for Social Concern Student Training “Path” in Hopkins Groups.

Students who are a member of a CSC student organization(s) are required to be listed as an active member on your Hopkins Groups student organization roster. If you are not listed, please reach out to the primary contact of your student organization immediately. If you needed to be added to the “Path” in Hopkins Groups, please submit this form or email volunteer@jhu.edu. You will be added to the Path within approximately 1-2 business days. Students cannot begin service until the entire Center for Social Concern Training Path is complete. Read more below on how to access the training.

How to Access the Student Training

To begin the Center for Social Concern Student training in Hopkins Groups, please follow the steps below.

Step 1: Search in Hopkins Groups for your student organization page and click “Join”.

screenshot of how to join a student organization in HopkinsGroups

 

 

 

 

Step 2: Look for a subsection titled “Paths” and you should see “Center for Social Concern Student Training”. If you do not have access to this training, please submit this form or email volunteer@jhu.edu. You will be added to the Path within approximately 1-2 business days.

screenshot of Hopkins Groups and how to see a Path

 

 

 

 

 

Step 3: You’ll see this page which has a drop-down list. Click on Center for Social Concern Training.

screenshot of CSC Training in Hopkins Groups

 

 

 

 

Step 4: Complete all seven requirements by October 13th.

screenshot of Hopkins Groups CSC Training Path

 

 

 

 

 

 

Step 5: Make sure to look at how the CSC would like the certificates labeled before uploading them.

picture of JHU myLearning Bloodborne Pathogen training certficate

 

 

 

 

 

 

Step 6: When you are finished, the page should look like this:

screenshot of Hopkins Groups completed CSC training path

 

 

 

Blackboard Training (Risk Management and Financial Management)

This training is hosted on Blackboard and includes an introduction to the CSC including risk management and financial management. Follow the steps below to access the training.

Steps to access training in Blackboard:

  1. Login to Blackboard with your JHED ID and password
  2. Click the self-enroll link to add yourself to the Center for Social Concern organization in Blackboard.
  3. View the CSC Training for 2017-2018 under “My Organizations” and complete the quiz.
  4. After you pass the quiz, you will be able to print the certificate from the “Achievements” section on the left navigation menu. Use a filename in the format: JHED-CSCtraining (ex: msmith1-CSCtraining).
  5. Upload the certificate of completion to the Center for Social Concern Student Training “Path” in Hopkins Groups.

HIPAA and Bloodborne Pathogen Trainings

The Center for Social Concern worked with different departments and offices, university wide, to create guidelines for CSC student groups who provide health advocacy and/or volunteer in clinical and/or health related settings. As a result of these meetings, we learned that there are certain university policies that CSC student groups must follow while working with and in the community when it comes to involves health related issues. Due to volume and activities of our volunteers, we are requiring all volunteers to complete HIPAA and Bloodborne Pathogen Trainings annually.

CSC students cannot:

  • administer over-the counter or prescription medications, vaccines or any other treatment preventative or otherwise
  • handle medical devices for the use of patient care including without limitation to lancets, needles, and glucometers or engage in any medical screening activities (ie. blood pressure screenings, body mass index blood glucose, etc.)

The CSC is working with all of our community partners that this affects to inform them of our policy as well. This information will also be included in our Memorandum of Understandings, so it’s extremely important to follow these policies.

HIPAA Training

This training will discuss the responsibilities of maintaining confidential patient information. To complete this requirement, you will need to take the HIPAA training provided by Johns Hopkins on the myLearning platform. Follow the steps below to access the training.

Steps to access training

1. Log in to myJHU and navigate to myLearning using the sidebar.

2. Search in the catalog for Patient Privacy for Workforce Members 2017.

3. Complete the training. It should take about 30 minutes.

4. Once you are done the training, go to “My History” in myLearning and click “view PDF” for the HIPAA course.

5. Save the certificate of completion with a filename in this format: JHED-HIPAAtraining (ex: msmith1-HIPAAtraining) and upload it to the Center for Social Concern Student Training “Path” in Hopkins Groups.

Bloodborne Pathogen Training

This training will discuss health and safety tips and limiting exposure to bloodborne pathogens. To complete this requirement, you will need to take the HIPAA training provided by Johns Hopkins on the myLearning platform. Follow the steps below to access the training.

Steps to access training

1. Log in to myJHU and navigate to myLearning using the sidebar.

2. Search in the catalog for Bloodborne Pathogens. You will need to take the online version offered by JHHS.

3. Complete the training. It should take about 30 minutes.

4. Once you are done the training, go to “My History” in myLearning and click “view PDF” for the Bloodborne Pathogen course.

5. Save the certificate of completion with a filename in this format: JHED-BBPtraining (ex: msmith1-BBPtraining) and upload it to the Center for Social Concern Student Training “Path” in Hopkins Groups.

Child Safety Training

All students working with children should view JHU’s Child Safety in University Programs Policy. All participants in CSC programs are responsible for upholding this policy.

Many CSC programs work with children (under 18 years of age). Due to volume and activities of our volunteers, we are requiring all volunteers to complete Child Safety Training annually.

The training discusses your responsibility as a student working with children. It will also provide best practices when working with children, describe the different types of child abuse, and JHU’s process of reporting suspected abuse or neglect of a child.

For more information, read the Child Safety Policy below.

To complete this requirement, you will need to take the Child Safety training provided by Johns Hopkins on the myLearning platform.

1. Log in to myJHU and navigate to myLearning using the sidebar.

2. Search in the catalog for Safety of Children in University Programs.

3. Complete the training. It should take about 30 minutes.

4. Once you are done the training, a certificate will pop up.

5. Save the certificate of completion with a filename in this format: JHED-CStraining (ex: msmith1-CStraining) and upload it to the Center for Social Concern Student Training “Path” in Hopkins Groups.

Policies

Branding Guidelines and Use of University and Iconography Policy

The use of the University name and iconography by student organizations is governed by the PDF Document: Homewood Student Affairs Branding Guidelines and JHU’s Office of Communication. Student Organizations that use “Johns Hopkins University”, “Hopkins”, or “JHU” in their name or incorporate JHU iconography in their logo are required to comply with the HSA Branding Guidelines effective the first day of classes in the Fall 2017 semester. The staff at the Center for Social Concern will work with student organizations to manage this transition and provide assistance. PDF Document: Please review answers to Student Leadership and Involvement’s frequently asked questions or email volunteer@jhu.edu with questions and concerns about this policy.

Cash Donations Policy

All donations in the form of cash or checks should be taken to the Center for Social Concern for deposit within 3 business days. Groups that collect cash donations should follow the steps below. As a reminder, student groups are not allowed to use Venmo, PayPal, Kickstarter, or similar platforms to conduct group business, including collecting donations for fundraisers.

Step 1:

The group financial officer must first make a record of the total monies received.

Step 2:

Take the money to the CSC for deposit. For cash deposits, please bundle the money separated by denomination. Please do not submit large quantities of coins.

Step 3:

At the CSC, a receipt will be given for the deposit amount.

Child Safety Policy

JHU’s Online Child Safety Training

All students working with children should view JHU’s Child Safety in University Programs Policy and are responsible for upholding this policy.

Many of the students in the CSC’s programs work with children (under 18 years of age). Those students who are working with children are required to complete JHU’s online child safety training prior to service. The training discusses your responsibilities of working with children. It will also provide best practices when working with children, describe the different types of child abuse, and JHU’s process of reporting suspected abuse or neglect of a child.

Students who are working with children should refrain from being alone with a child. You are responsible to report known or suspected abuse or neglect. We hope this never occurs but should you learn of or suspect abuse or neglect, you should be vigilant and take immediate action. Proof of child abuse is not necessary to file a report of suspected abuse.

Many fear of making false reports, interfering in someone’s personal business, or causing a scene, and/or making the situation worse for the child. The best way to stop potential child abuse is to protect the child and report it. Don’t protect the abuser. A child’s life may depend on it.

Reporting Process

If you need to report suspected abuse or neglect of a child, you need to report it internally to the Office of the General Counsel and externally to Baltimore Child Protective Services within 48 hours of the incident. The Center for Social Concern can assist you with this process. For your reference, both offices contact information is listed below.

Office of the General Counsel
3400 N. Charles Street
Garland 113
Baltimore, MD 21218-2688
Phone: (410) 516-8128
Fax: (410) 516-5448

Baltimore Child Protective Services
1900 N. Howard Street
Baltimore, MD 21218
Phone: (410) 361-2235
Fax: (443) 423-7003 or -7002
After-hours Fax: (410) 423-5950

Community Partner Policy

The Center for Social Concern works with community partner organizations and request that they sign a Memorandum of Understanding and submit a Certificate of Insurance before participating with any of our programs (PDF Document: view sample Memorandum of Understanding). Students are not allowed to participate in a CSC Program until staff have communicated with the partner and/or signed an agreement.

For CSC student groups, we are able to identify our community partners based on the re-registration paperwork that you submit for your group. If we are having trouble signing the agreement for whatever reason, we will contact the student group leaders. If there are other organizations that you’d like to work with, you must contact and receive approval from your CSC staff advisor prior to your service with them.

Student groups who are looking to partner with a new organization should contact their CSC staff advisor or group management intern.

Fundraising Events and Philanthropy Policy

Center for Social Concern student groups may hold fundraising events to benefit nonprofit organizations. However, student groups should be advised that such events tend to yield a very small final donation, especially considering the amount of planning and preparation that goes into making the event successful. We encourage our groups to consider whether alternative methods of serving a community partner might be more beneficial.

CSC/France Merrick funds cannot be used for event expenses, such as food, venue rental, AV, security, facilities, etc., and related items. These expenses must be deducted from the event’s revenue. Thus, the final donation from the fundraiser will equal the ticket proceeds minus event expenses. To offset these costs, groups may solicit outside fundraising to cover event expenses.

Approval Process

  1. The charity/organization must be approved by the CSC before proceeding with the fundraiser. We are unable to donate to international organizations unless they have a domestic partner who can receive the donation.
  2. Paperwork to get the charity/organization into the JHU vendor system (for payment purposes) must be completed before the event.
  3. An Event Outline must be submitted to the group’s CSC Staff Advisor at least three months prior to the event.

Groups may borrow a JCard reader for fundraising events – from ID Card Services, 52 Garland Hall. Groups must abide by ID Card Services’ Loaner Equipment Agreement.

What do we do with our money?

For events that bring in cash, refer to the Cash Donation Policy above. All fundraiser cash and checks should be taken to the Center for Social Concern for deposit within 3 business days. As a reminder, student groups are not allowed to use Venmo, PayPal, Kickstarter, or similar platforms to conduct group business, including collecting donations for fundraisers.

Image and Photo Policy

The CSC prohibits volunteers from taking any images, including photos and video, of or with children, in connection with your volunteering activities. There are many privacy and safety concerns that are easily forgotten when it comes to taking photos and images of people without their permission. We take this policy seriously and prohibit students involved with the CSC’s programs from taking pictures of people or children.

The CSC and JHU realize that the work you are doing is engaging and impactful and in many cases, it provides you the opportunity to build strong bonds and meet new friends. When you work with the same people and/or children week after week, it’s hard not to build a friendship. We understand but you must remember that you don’t have the authority or right to take a picture of anyone without permission nor do you have the right to decide where their photo can be placed/shared (i.e.-social media, brochure, etc.).

We realize that you mean no harm. However, by taking and having a picture of a child in your possession, you are putting them at risk or in danger. What if the photo falls into the wrong hands of someone who does want to harm the child? What if the child and their family is in a witness protection program and should not be identified? What if a child is adopted and their biological parents are trying to locate them and harm them? By having and/or posting a picture of a child in a public forum, you are placing that child at risk. We realize these are drastic situations but point being is we don’t know any child’s situation nor can we make any assumptions of their situation. Any information or pictures shared online and/or in a public setting lasts forever and you have no control over where it goes and/or who has it which is why we prohibit students from taking any photos or images, in connection with your volunteering activities. If a student chooses to do so, it is at the student’s own discretion and JHU/CSC cannot advise the student in this process.

Home Visitation Policy

The majority of the Center for Social Concern’s programs do not provide home visitations. However, if students need to visit someone’s home within the scope of your volunteering, there are safety protocols that need to be in place between you and your community partner prior to entering someone’s home. There is a detailed “home visitation” section in our Memorandum of Understanding (MOU) that are signed by our community partners. PDF Document: View Home Visitation Policy in MOU.

Your supervisor should share their home visitation safety protocol policy with you and discuss an emergency plan and your itinerary (including the location of the home and estimated time of return). Your community partner should know where you are at all times and in case there is an emergency. There should be a plan in place prior to departing for a home visit. In addition, students should always be going to someone’s home in a pair if not a larger group, NEVER alone, and always with an employee of the Organization.

Home visitations are optional and you should never feel unsafe. If you have concerns about the work you are doing, you should discuss them with your organization and/or contact the Center for Social Concern immediately.

Reimbursement Request and Purchasing Policies

Student groups must be in good standing with the Center for Social Concern in order for reimbursement requests to be processed. Good standing includes responding to emails from your advisor and Group Management Intern, submitting end-of-semester reports on time, completing required trainings, tracking service hours in Track it Forward, and acting in accordance with the CSC’s policies.

In the event that a group member must make an out-of-pocket purchase, the following rules apply:

  • The university will not reimburse for sales tax.
    • Any sales tax will be deducted from the total of any reimbursement.
  • The CSC has a supply of university tax exempt cards, which should be used for every retail purchase.
    • Please stop by the CSC for a tax exempt card if your group plans on making retail purchases.

If there is a problem with your reimbursement request, the CSC staff will contact you.

Important Reimbursement Request Information

  • The Reimbursement Request Form can only be used for expenses less than $100.
  • You may submit multiple receipts as long as the total to be reimbursed is under $100.
  • Reimbursements over $100 must be pre-authorized by a CSC staff member before the purchase is made. Reimbursements cannot be guaranteed for expenses over $100 that have not been pre-approved (read more below).
  • All reimbursement requests must be submitted within 30 days of the date of the expense (the date on the receipt).
  • The treasurer of your student group must sign the back of your original receipt.

Picking Up Petty Cash Vouchers at the CSC

  • Wait for an email from the CSC letting you know that your Petty Cash Voucher is ready to be picked up (generally within 2 business days).
  • When your Petty Cash Voucher is ready, come to the Center for Social Concern (3103 N. Charles) Monday through Friday from 8:30 a.m. to 4:45 p.m.
  • Only the student being reimbursed can pick up the Petty Cash Voucher.
  • You must bring your original receipt signed on the back by the treasurer of your student group with you when you come to the CSC to pick up your Petty Cash Voucher.
    • If you do not have your original receipt with you, you will not be able to pick up your voucher.
    • This is due to the regulations of the Petty Cash Office.
    • This will also ensure that your treasurer has noted the expense in the group’s budget.
      • Group budgets (including all expenses) are submitted to the CSC at the end of each semester.
      • It is the responsibility of the group’s treasurer to have an accurate accounting of the group’s finances at all times.
  • The Petty Cash Voucher must be cashed at the Petty Cash office within 60 days of it being issued (not the day you pick it up).
    • Please pick up your voucher promptly once you’ve been notified it is ready and plan ahead to make sure you’ll be able to redeem it before it expires!

Submit Reimbursement Now

Reimbursements over $100

  • In cases where a student group must complete a transaction over $100, you must submit the Purchase Request Form and work with your Center for Social Concern staff advisor to facilitate the purchase.
  • Reimbursements over $100 must be pre-authorized by a CSC staff member before the purchase is made. Reimbursements cannot be guaranteed for expenses over $100 that have not been pre-approved.
  • Contact your advisor if you need more information or have any additional question about this process.

Making Purchases

  • Purchases other than groceries and transportation reimbursements (Uber/Lyft and similar) should be pre-authorized via the new online Student Organization Purchase Request Form, available on Hopkins Groups. This form must be completed 10 business days in advance of when you need the purchase.
  • Through this form, you can start the process of having the CSC order for you from Amazon and Office Depot, among other vendors.
  • You should also use this form to start the process of ordering imprinted items like apparel, stickers, etc. All items and logos must comply with the HSA Branding Guidelines and be approved by the Center for Social Concern.
  • An important note re: Venmo/PayPal/Kickstarter and similar platforms—Student groups are not permitted to use these platforms to raise funds or conduct other transactions for their groups.
  • Requests for out-of-pocket reimbursements should be limited to items where it is not feasible or practical for the CSC to assist you in paying for the purchase. In all other cases, it is expected that you will plan ahead to have the CSC help you to make the purchase.
  • Further information about financial procedures and student organization policies and procedures are also available on the Student Leadership and Involvement Website. Please note that in nearly all cases CSC policies are identical to SLI policies, with the exception of policies regarding using group funding for events and for the process for purchasing groceries and transportation due to restrictions on the funding used to support Center for Social Concern student groups. We appreciate your patience as we work to streamline policies and procedures across campus.

Submit Purchase Request Now

Transportation Policy

Getting to your Community Partner Site

Volunteers may use public transportation. If a volunteer chooses to use their personal vehicle, be aware that the volunteer’s personal insurance will be primary coverage in the event that there is an incident. Under no circumstances, should you be driving any minors under the age of 18 at any time.

A benefit of where JHU is located and where our partners are located, is that in many instances, you can get around the city by walking (or even biking). If your community partner is too far from campus to walk or bike, you have other public transportation options:

  • Charm City Circulator
  • Hopkins Shuttle
  • MTA Bus

You can always reserve CSC and HOP Vans (read more in the Student Management Handbook regarding van usage). Use common sense when walking, waiting for the bus, or traveling on the bus. Be alert of your surroundings, don’t get distracted, and use common sense. Put down your cell phone, take your ear buds out and make eye contact with those around you. Campus Alerts reminds you of the same information

Transportation Policy and Memorandum of Understanding (MOU)

The majority of the Center for Social Concern’s programs do not provide any kind of transportation within the scope of your work. If students need to provide transportation (i.e. going to Staples to pick up drawing supplies for your community partner), there are safety protocols that need to be in place between you and your community partner prior to leaving. There is a detailed “transportation” section in our Memorandum of Understanding (MOU) that are signed by our community partners. PDF Document: View Transportation Policy in MOU. Your supervisor should share their transportation safety policy with you, addressing your safety, discuss an emergency plan, and your itinerary (including the location of the home and estimated time of return). Your community partner should know where you are at all times and in case they need to reach you or you need to reach them, to ensure there is a plan in place.

In addition, students are not permitted to drive any Organization owned or non-owned vehicles (i.e. leases, business Zipcars, etc.). Students should not drive minors under the age of 18. If you ever feel unsafe, you should share your concerns with your organization and/or contact the Center for Social Concern immediately.

Trip Policy

Overnight Trips

Any student groups who are going on overnight trips or conferences outside of the Baltimore area need to be approved by a CSC Staff Advisor at least 2 weeks in advance of the trip. If approved, a student group leader must submit the following documents:

Student group leaders should PDF Document: bring a copy of the CSC’s Travel Policy with them and get their CSC staff advisor’s contact information in case of emergency.

Other Trips

We understand that it’s important for some student groups to plan field trips with your community partners and we believe it’s important for the work that you are achieving. However, there are policies and protocols that need to be put in place before your trip can be approved. Each trip is reviewed on a case-by-case basis with CSC and applicable university staff. Additional paperwork may be required of the attendees and/or participants, depending on the trip or activity planned. Unfortunately, this process could take several weeks since multiple offices need to communicate. Please plan your trip several weeks in advance and work with the CSC staff to ensure that your trip is not delayed.

Website Policy

Student groups are not allowed to have websites or use a 3rd party to host a website. Student groups who need to recruit students or provide information to the public should use Hopkins Groups to post any necessary information that needs to be promoted. Hopkins Groups has the ability to post event information, pictures, current leaders, social media, group overviews, etc. It has similar functionality as a website and is a consistent way for student groups to recruit and promote your group and activities.

Background Checks and Fingerprinting

Students working in Baltimore City Public Schools will need to be fingerprinted and background checked through City Schools. Those who have already completed these checks by BCPS, do not need to complete this process again, unless notified otherwise. The CSC will be working with BCPS to provide fingerprinting and background check sessions on campus in the fall. Students who are not able to attend these sessions will be responsible to work with the BCPS where he/she is volunteering to have this completed.

In other instances, students who are not working in a Baltimore City Public School may also be required to complete fingerprinting and background checks. If your community partner requires these checks, you will need to have this done through an approved provider. If you need assistance having this completed, please contact the Center for Social Concern at volunteer@jhu.edu or (410) 516-4777.