- Volunteers Policy

Comment on Policy

.1 - AUDIENCE

All departments that engage a Volunteer to provide assistance on the University’s behalf.

.2 - PURPOSE STATEMENT

The purpose of this Policy is to provide guidance for use of Volunteers by University departments, as well as reduce volunteer risk and protect the interests of the University, its Volunteers, and the community it serves.

.3 - DEFINITIONS

Volunteer—any uncompensated individual who is authorized by a University division or unit to perform humanitarian, charitable or public services on behalf of the University, or to gain personal or professional experience in specific endeavors.  By definition, Volunteers perform services without promise, expectation or receipt of any compensation, future employment or any other tangible benefit.

Vulnerable Persons—include minors, developmentally disabled individuals regardless of age and vulnerable individuals regardless of age.  Vulnerable persons include those who are mentally incapacitated, whether temporarily or permanently, for any cause including but not limited to intoxication, drugs, or mental incompetence.

Vulnerable Population Programs—means University-sponsored programs and activities, including but not limited to academic programs and camps, serving Protected Persons.

.4 - THE POLICY

University departments may use volunteers to accomplish certain work as well as extend their budgets.  Volunteer services must be properly authorized by the host department and Human Resources.  Authorized volunteers may be deemed to be agents of the University; therefore, qualifications, background and suitability of the individual must be considered before offering an opportunity to volunteer.  Unauthorized volunteers may not be permitted to perform any duties or services on behalf of the University.  Moreover, any individual listed on a sex offender registry or who has been convicted of an offense for which he or she must register as a sex or violent offender may not serve as a Volunteer.  No department may discriminate in selecting Volunteers based on any status protected by state or federal law.

Under federal law, individuals holding F-2, J-2 and H-4 visa statuses are prohibited from volunteering in the same departments and on similar projects as paid University employees. Individuals holding B-1 or B-2 visas are prohibited from volunteering in any capacity at the University.

.5 - RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Background, Reference, and Verification Screens Policy

.6 - PROCEDURES

I. Responsibilities and Rights of University Volunteers

University Volunteers must comply with University and division policies and procedures, as well as legal requirements that govern their actions.  These include but are not limited to those relating to employee conduct, safety, confidentiality, sensitive information, protected health information, University computer and network system use, financial responsibility, and drug or alcohol use.  Department heads are responsible for making certain Volunteers comply with all applicable University policies and procedures, as well as applicable laws and regulations.

Volunteers are not covered by the Fair Labor Standard Act and therefore are not considered employees for any purpose.  As such, they are not eligible for compensation or benefits.

II. Eligibility

Anyone, including retirees, students, alumni, or others, may provide volunteer services to the University with the following restrictions:

• Individuals under the age of fifteen may not become Volunteers;
• An individual under the age of eighteen must obtain parental or guardian consent to volunteer;
• A current non-exempt employee may not become a Volunteer at the University in any capacity in which the employee is presently employed at the University, or which is essentially similar to or related to the individual’s regular work at the University. A current non-exempt employee may only Volunteer for special events (i.e., fundraisers, etc.) upon approval of the appropriate vice president/Provost;
• Any individual listed on a registry that is part of the University’s criminal record check or who has been convicted of an offense for which he or she must register as a sex or violent offender may not serve as a Volunteer. With the exception of religious services, no department may discriminate in selecting Volunteers based on any other status protected by state or federal law; and
• Under federal law, individuals holding F-2, J-2 and H-4 visa statuses are prohibited from volunteering in the same departments and on similar projects as paid University Individuals holding B-1 or B-2 visas are prohibited from volunteering in any capacity at the University.
• No individual shall be pressured or coerced to provide volunteer services.  Any individual wishing to provide volunteer services must do so by their own volition and of their own free will for charitable, civic or humanitarian purposes.

III. Selection and Assignment

When selecting and engaging a Volunteer, it is the department’s responsibility to be certain the individual has adequate experience, qualifications, and training for the assigned task(s).  The following procedures are required to engage a Volunteer:

• Departments desiring to engage volunteers must complete a description of the duties and services to be performed by the volunteer and obtain approval from the appropriate vice president or Provost as applicable;
• Each potential Volunteer (or their parent/guardian) must complete a Volunteer Registration Form and, if assigned to a Vulnerable Population Program or providing regular volunteer duties to the University, satisfactorily complete a criminal record check (see the Background, Reference, and Verification Screens Policy). The form must be filed with Human Resources upon completion;
• Each Volunteer must complete a Release and Waiver of Liability Form. The completed form is then forwarded to Human Resources for filing;
• Appropriate training must be completed for all volunteers prior to their beginning service at the University;
• All completed forms and description of service must be submitted to the department head for approval and then to Human Resources;
• If the individual is a returning Volunteer but the break in their service is greater than one year, all applicable forms, criminal record checks, and processes described above must be completed once again; and
• If the individual is a current Volunteer but their duties are changed, all applicable forms and process described above (with the exception of a criminal records checks) must be completed once again.

IV. Dismissal

A Volunteer’s term of service may be terminated at any time and without prior notice by the supervisor or the appropriate vice president.  Similarly, the Volunteer may end service at any time. 

.7 - REFERENCING THE POLICY

.8 - HISTORY

This is a new policy, replacing language in the Staff Manual (May 2014).

.9 - APPENDIX

There are no appendices to this Policy.

.10 - APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President