2,161: Volunteers

Revised: April 2017

A volunteer is any individual who performs a service for, and directly related to the business of, the University without expectation of monetary or material compensation.

Volunteers are expected to abide by the same university policies and regulations that govern the actions of employees, including but not limited to those of ethical behavior, confidentiality, financial responsibility, and drug and alcohol use.

The department head must select volunteers who meet the minimum qualifications to perform the desired tasks.

A volunteer may not perform any work until he/she has signed the volunteer agreement form detailing the nature of the work to be performed and the relationship of the volunteer to the University.

Volunteers are not considered employees for any purpose other than workers' compensation and general liability protection. Therefore, they are not eligible for retirement and health benefits, other than workers' compensation, as a result of their volunteer status.

A volunteer assignment can be terminated at the discretion of the institution without notice or cause.

Minors:

A person under the age of 18 may only become a volunteer with parental consent. Minors are not allowed to work with any type of machinery and/or equipment under any condition. Per the Fair Labor Standards Act (FLSA), the minimum age for employment and/or volunteering is 14 years of age. Any department that will have minors as volunteers will need to comply with the UAM 7,002: Policy on the Protection of Children. The appropriate documentation needs to be completed and included with the Volunteer Packet.

Employee Performing Volunteer Service:

Under the FLSA, a non-exempt employee cannot be both a paid employee and a non-paid volunteer while performing the same type of work for the same employer. For example, an administrative assistant in the History Department cannot be considered a volunteer if their volunteer assignment requires them to perform administrative assistant duties in the Sociology Department. Any hourly employee who is entitled to overtime, such as a classified employee, is generally considered to be non-exempt.

Volunteer Training:

Each department will be responsible for training its volunteers. Training must be completed successfully before the volunteer may begin the assignment. If volunteers will be working with machines and/or equipment they must be provided with the proper protective gear. If the volunteer will be working with machines and/or equipment, they must be supervised by a trained staff member or experienced volunteer. 

Volunteer Screening:

As part of the screening process, a prospective volunteer may be asked to demonstrate that he is lawfully able to work in the United States. If he cannot demonstrate this, then he cannot be considered for volunteer service. If the volunteer holds a Visa, please ensure it allows for work in the United States and provide a copy of the Visa with the volunteer packet to the BCN Risk Management/Workers" Compensation Office.

Each department can establish its own screening process that best meets its needs. Department screening policies must be in compliance with University EEOC/AA policies. A prospective volunteer may be required to undergo a rigorous screening process to determine fitness for the assignment. It is strongly recommended that each department develop a description of the volunteer assignment prior to the screening process. This will assist in determining the experience, qualifications, and training needed to fill that assignment. Such a process may include, but is not limited to: interview, a background check, fingerprinting, and reference check. (Departments appointing volunteers to roles for which employees would be drug tested shall use the Volunteer Drug Testing Procedures and have each volunteer comply with the Volunteer Drug Testing Form.)

Guidelines for Engaging Volunteers:

1. Category "A" Volunteer (a person who performs a volunteer assignment for three days or fewer)

a. Develop a description of the volunteer assignment
b. Determine the experience, qualifications, and training needed
c. Recruit volunteers
d. Perform appropriate screening of prospective volunteers

Upon acceptance of a volunteer, complete the following:

a. Explain the manner and method by which the volunteer will be expected to perform their assignment. Ensure the volunteer is physically able to perform these duties.
b. Explain all policies and procedures that apply to the volunteer.
c. Provide any assignment-specific training that is deemed necessary.

Have volunteer complete a Volunteer Agreement. If reimbursement is requested for a UNR Volunteer only, the volunteer needs to complete a Personal Data Sheet and their Social Security Number must be provided verbally to the department in order for the volunteer to be entered into Web Contracts.

Send a copy of the Volunteer Packet to the BCN Risk Management/Workers' Compensation Office via email or fax.

Notify the BCN Workers' Compensation Office immediately if the start or end date of the assignment changes. 

2. Category "B" and "C" Volunteer (a person who performs a volunteer assignment for more than three days or on a recurring basis)

"B" Volunteers - Eligible for university access necessary to perform volunteer assignment (i.e. email address, keycard access, travel reimbursement, etc.).

"C" Volunteers - No university access needed.

a. Develop a description of the volunteer assignment
b. Determine the experience, qualifications, and training needed
c. Recruit volunteers
d. Perform appropriate screening of prospective volunteers

Upon acceptance of a volunteer, complete the following:

a. Explain the manner and method by which the volunteer will be expected to perform their assignment. Ensure the volunteer is physically able to perform these duties.
b. Explain all policies and procedures that apply to the volunteer.
c. Provide any assignment-specific training that is deemed necessary.
d. Upon completion of the training and review of the assignment, have the volunteer read and sign the Volunteer Agreement Packet.

If the volunteer requires any type of access listed in the Volunteer Packet, a Social Security number must be provided verbally to the department and the volunteer must be entered into Web Contracts.

Provide a copy of the Volunteer Packet to the BCN Workers' Compensation Office via email or fax.

Notify the BCN Workers' Compensation Office immediately if the start or end date of the assignment changes.

3. Adjunct/Clinical Faculty (a person who provides special services with appropriate rank and title, ex. Volunteer Professor)

a. Develop a description of the volunteer assignment.
b. Determine the experience, qualifications, and training needed.
c. Recruit volunteer.
d. Perform appropriate screening of prospective volunteer.

Upon acceptance of a volunteer, complete the following:

a. Explain the manner and method by which the volunteer will be expected to perform their assignment.
b. Ensure the volunteer is physically able to perform these duties.
c. Explain the policies and procedures that apply to the volunteer.
d. Provide any assignment-specific training that is deemed necessary.
e. Upon completion of the training and review of the assignment, have the volunteer read and sign the Volunteer Packet.

If the adjunct/clinical faculty member requires any type of access listed in the Volunteer Packet, a Social Security number must be provided verbally to the department and the volunteer must be entered into Web Contracts.

Provide the BCN Workers' Compensation Office with a copy of all accepted contracts via email or fax.

Notify the BCN Workers' Compensation Office immediately if the start or end date of the assignment changes. 

4. Board of Regents

a. Identify the board member.
b. Explain all policies and procedures that apply to the board member.
c. Have board member complete a Volunteer Packet.

If the board member requires any type of access listed in the Volunteer Packet, a Social Security number must be provided verbally to the department and the volunteer must be entered into Web Contracts.

Provide the BCN Workers' Compensation Office with a copy of all accepted contracts via email or fax.

Notify the BCN Workers' Compensation Office immediately if the start or end date of the assignment changes.

5. Affiliates (performs services for NSHE, but is being compensated by a separate company, ex. Washoe County School District)

a. Identify the affiliate.
b. Explain all policies and procedures that apply to the affiliate.
c. Have the affiliate complete a volunteer packet.

If the affiliate requires any type of access listed in the Volunteer Packet, a Social Security number must be provided verbally to the department and the volunteer must be entered into Web Contracts.

Provide the BCN Workers' Compensation Office with a copy of all accepted contracts via email or fax.

Notify the BCN Workers' Compensation Office immediately if the start or end date of the assignment changes.

6. Military Medical Residents and Surgeons

a. Identify the military medical resident or surgeon.
b. Explain all policies and procedures that apply to the military medical resident and surgeon.
c. Have the military medical resident or surgeon complete the Volunteer Packet.

If the military medical resident or surgeon requires any type of access listed in the Volunteer Packet, a Social Security number must be provided verbally to the department and the volunteer must be entered into Web Contracts.

Provide the BCN Workers' Compensation Office with a copy of all accepted contracts via email or fax.

Notify the BCN Workers' Compensation Office immediately if the start or end date of the assignment changes.

Equal Employment Opportunity Statement:

The University is committed to providing a place of work and learning free of discrimination on the basis of a person's age, disability, whether actual or perceived by others (including service-connected disabilities), gender (including pregnancy related conditions), military status or military obligations, sexual orientation, gender identity or expression, genetic information, national origin, race, or religion. Where discrimination is found to have occurred, the University will act to stop the discrimination, to prevent its recurrence, to remedy its effects, and to discipline those responsible.