Volunteers
Volunteers provide an invaluable service to the NSHE; therefore, we need to ensure that our volunteers are protected in case they sustain injuries while performing these services for a university or college.
The purpose of this policy and procedure is to provide NSHE institutions with a guideline that will allow them to properly select volunteers, obtain needed information from volunteers, and ensure that volunteers have workers' compensation and general liability coverage.
Who Is Considered a Volunteer?
A volunteer is any individual who performs a service for and directly related to the business of the NSHE, without the expectation of monetary or material compensation. There are different types of volunteers:
- Category A – a person who performs a volunteer assignment for three days or less
- Category B – a person who performs a volunteer assignment for more than three days or on a recurring basis
- An adjunct or clinical faculty member
- A non-paid board member
- Community service workers (These are court-assigned individuals.)
Volunteers are expected to abide by university/college policies and regulations that govern their actions, 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. Volunteers may not replace classified employees who have been laid off.
A volunteer may not perform any work until he has signed the volunteer agreement form detailing the nature of the work to be performed and the relationship of the volunteer to the university or college.
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.
Volunteers serve at the pleasure of the institution. Accordingly, a volunteer assignment can be terminated at the discretion of the institution without notice or cause.
Volunteer Screening
As part of the screening process, a prospective volunteer should 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.
Each department can establish their own screening process that best meets their needs. 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 a reference check.
Volunteer Training
Each department will be responsible for training their volunteers. If volunteers will be working with machines and/or equipment, they must be provided with the proper protective gear. Training must be completed successfully before the volunteer may begin the assignment. If the volunteer will be working with machines and/or equipment, they must be supervised by a trained staff member or experienced volunteer.
Minors
A person under the age of eighteen 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.
Employee Performing Volunteer Service
Under the Fair Labor Standards Act, a non-exempt employee cannot be both a paid employee and 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. Although the definition of a non-exempt employee is complex, any hourly employee who is entitled to overtime, such as a classified employee, is generally considered to be non-exempt.
Process for Engaging Volunteers
Category "A" Volunteer |
Develop a description of the volunteer assignment |
Determine the experience, qualifications, and training needed |
Recruit volunteers |
Perform appropriate screening of prospective volunteers |
Upon acceptance of a volunteer, complete the following:
|
Record the volunteer's name and social security number and obtain emergency contact information. Emergency contact information can be obtained by having the volunteer complete a Personal Data Sheet |
Complete the Workers' Compensation Volunteer Report which is obtained from the BCN Risk Management/Workers' Compensation Office and submit the report to the workers' compensation office quarterly |
Category "B" Volunteer |
Develop a description of the volunteer assignment. |
Determine the experience, qualifications, and training needed |
Recruit volunteers |
Perform appropriate screening of prospective volunteers |
Upon acceptance of a volunteer, complete the following:
|
Provide a copy of the Volunteer Agreement to the workers' compensation office |
Notify the workers' compensation office immediately if the start and end date of the assignment changes |
Adjunct/Clinical Faculty |
Select an adjunct/clinical faculty member |
Complete a Terms of Employment for Adjunct and Clinical Faculty contract |
Explain the policies and procedures that apply to the adjunct/clinical faculty member |
Have the adjunct/clinical faculty member sign a Terms of Employment for Adjunct and Clinical Faculty contract |
Obtain emergency contact information. This information can be obtained by having the adjunct/clinical faculty member complete a Personal Data Sheet |
Distribute the contract to the appropriate parties |
Provide the workers' compensation office with a copy of all accepted contracts |
Board Member |
Select the board member |
Explain all policies and procedures that apply to the board member |
Obtain emergency contact information. This information can be obtained by having the board member complete a Personal Data Sheet |
Report the board member's name and social security number to the workers compensation office quarterly. A form for reporting volunteers is provided by the workers' compensation office. |
Community Service Worker |
Develop a description of the volunteer assignment |
Determine the experience, qualifications, and training needed |
Perform appropriate screening of prospective volunteers |
Upon acceptance of a volunteer, complete the following:
|
Provide a copy of the Volunteer Agreement to the workers' compensation office |
Notify the workers' compensation office immediately if the start and end date of the assignment changes |