Onboarding and Offboarding Employees and Student Clinicians

SCCE Clinic Onboarding Steps

Notify SCCE Compliance of Incoming Workforce Member
    • Student Clinicians: Client Care Representatives (CCRs) will notify SCCE Compliance.
    • Faculty or Staff: Supervisors will notify SCCE Compliance.
  2. SCCE Onboarding Email and Completion of Required Training
    • After notification, users will receive an email from sccecompliance@usu.edu with:
      • HIPAA Training (An additional email from support@hipaatrek.com will also be sent.)
      • Fraud, Waste, and Abuse Training
    • Workforce members must complete these trainings prior to completing the access request form
  3. Submit an Access Request Form
  4. Form Processing
    • After submission, the form will be routed to the following:
      • Clinic Director (Students) or Supervisor (Faculty or Staff)
      • SCCE Compliance
      • System Administrators to grant access.

For questions on any of the above steps or to check on the status of your onboarding, reach out to sccecompliance@usu.edu for help.

Additional onboarding tasks and helpful links can be found on the SCCE onboarding tip sheet.

For more detailed information see: Onboarding Process Sheet

User Access Change Request 

Access for active SCCE HIPAA Clinic users can be modified by submitting the User Access Change Request form in ServiceNow. CCRs and Clinic Directors can initiate these requests. This form can be used to: 

  • Update an SCCE user's existing access (systems, keys, and Box folders) 
  • Add or remove a user from an SCCE clinic
  • Update the user's role. 

New or returning SCCE employees should submit the SCCE Onboarding Request form. Exiting employees (leaving a HIPAA clinic role) should complete the CEHS Termination Checklist.

Offboarding Employees and Student Clinicians

SCCE Clinic Offboarding

  1. Notify SCCE Compliance of Outgoing Workforce Member
    • Student Clinicians: at the direction of clinical supervisors, Client Care Representatives (CCRs) will notify SCCE Compliance
    • Faculty or Staff: workforce member will notify SCCE Compliance
  2. Complete all tasks listed in the CEHS Termination Checklist
  3. Submit the Offboarding Request in ServiceNow

For more detailed information see:  SCCE Decredentialing Process sheet

SCCE Non-Clinic Offboarding

Supervisors should notify SCCE Compliance when lab or non-HIPAA IVS access is no longer needed to ensure access is properly termed.

Sorenson Center Map

Sorenson Center Emergency Plan

Sorenson Center Handbook

Supervisor Instructions for Onboarding New Users in ServiceNow


SCCE Approved Devices for HIPAA System Access:

CEHS HIPAA Policy 212- Workstation and Device Use and Security states that workstations and devices used with PHI must be configured securely to protect the privacy, security, confidentiality, integrity, and availability of PHI. 

For students working in an SCCE HIPAA clinic, the SCCE (through CEHS IT) will issue a properly configured device to be used for SCCE clinic work-related purposes. 

Student MacBooks are requested within Service Now using the onboarding process listed above. Prior to approval, students will need to read the CEHS HIPAA Policy 213- Accessing ePHI Remotely