Greetings! This University Policy Spotlight will focus on University Policy 4:8,
Volunteers. Please keep reading to learn more about this important policy.
Why is this policy in place?
This policy exists to enhance campus safety and to ensure volunteers at the university are documented properly and covered for liability and workers' compensation coverage.
Who is considered a volunteer under the policy?
The policy defines volunteers as individuals who perform services directly related to the business of the university without promise, expectation, or receipt of compensation, future employment, or any other tangible benefit.
Is there an age requirement to serve as a university volunteer?
In general, individuals under the age of 16 may not serve as university volunteers unless they have been authorized by the university. Individuals under the age of 18 who are authorized to serve as a university volunteer may only become a volunteer with written parental consent and written approval from Human Resources.
Are there other requirements to serve as a university volunteer?
All volunteers new to the university must provide a social security number along with other personal information requested on associated forms to ensure sufficient information is available for coverage under workers' compensation. Additionally, all volunteers must establish proof of identity and citizenship or permanent residency prior to beginning volunteer activities.
What kind of forms do volunteers need to complete?
The university department coordinating the volunteer is responsible for working with the individual to complete a Volunteer Work Agreement using the applicable DocuSign forms. There are different sets of DocuSign forms for new, returning, or minor volunteers, all of which are linked at the bottom of University Policy 4:8.
Is a volunteer appointment the same as a Visiting Scholar or Unpaid Adjunct appointment?
No; while Visiting Scholars and Unpaid Adjunct faculty members complete the volunteer forms as part of their onboarding to campus, there are other policies and procedures that apply in those cases. Please refer to University Policies 2:14 (Adjunct Faculty Appointments) and 2:32 (Visiting Scholars).
What are a volunteer's obligations to the university?
Volunteers must be willing to provide services according to the policy, attend required training, successfully complete background checks applicable to the duties assigned, and complete and sign the Volunteer Work Agreement using the applicable DocuSign forms prior to beginning volunteer activities.
Who is responsible for the volunteer's background check?
The supervisor or sponsoring department is responsible for defining the volunteer's duties, which in turn determines if a background check is necessary. Human Resources conducts any applicable background checks.
Who is responsible for supervising the volunteer?
The sponsoring department or unit is responsible for supervising the volunteer.
How do I confirm that an individual has been authorized to volunteer?
Human Resources will notify the department that the volunteer engagement is approved, denied, or terminated following submission of the Volunteer Work Agreement via DocuSign.
Is there a set of rules or code of conduct for university volunteers to follow?
University volunteers are expected to comply with SDSU and SD Board of Regents policies, as well as the state and federal laws that govern their actions, including but not limited to employee conduct, treatment of confidential information, acceptable use of university technology, drug use, and financial responsibility.
If I am a university employee, can I serve as a university volunteer?
Yes; however, an employee may not become a university volunteer in any capacity in which they are employed by the university, or which is similar to the individual's regular work at the university.
Can a university volunteer perform the same duties as a paid employee?
No; volunteers cannot perform any duties for which other individuals at the university are performing and receiving compensation.
Do volunteers receive access/permissions to the campus network?
No; standard volunteer appointments will not receive access to the university's network. Job duties that require access more closely align with employment opportunities or other special designations.
Can the university pay a volunteer for their services?
Payment for volunteer services is not allowed under any circumstances; however, the department has the authority to decide whether to reimburse a volunteer for actual and reasonable expenses. Any reimbursement must be made following the standard university reimbursement guidelines. Reimbursement must not be used as a substitute for compensation and cannot be linked to productivity.
Are there certain activities that volunteers cannot perform?
Yes; section 3.h. of the policy lists activities that are prohibited for university volunteers unless the individual has completed appropriate training and has requested a specific exception, which has been approved by the appropriate university office. Some of these activities include operating heavy equipment, operating university- or state-owned vehicles, working with or having access to any export-controlled materials, or working with hazardous materials.
Does a student enrolled at the university need to complete the volunteer forms to drive a state vehicle?
Yes; all students who utilize a state vehicle must complete the volunteer forms via DocuSign. However, students who are only riding in a state vehicle do not need to complete the volunteer forms.
As a university volunteer, am I covered by the university's insurance?
The university provides liability coverage through the Public Entity Pool for Liability (PEPL) fund and workers' compensation coverage to properly documented and engaged university volunteers who are acting within the scope of their assigned duties. Please note that 4-H volunteers are not covered by the PEPL fund coverage.
For additional information, please refer to University Policy 4:8. Additionally, you may contact the Office of General Counsel or the Office of Human Resources with any questions.
