2,162: Contingent Workers

Revised: December 2021

Volunteers, affiliates and other non-paid worker types are called Contingent Workers in the Workday system. 

Department Guidelines for Engaging Contingent Workers

1. Develop a description of the Contingent Worker assignment
2. Determine the experience qualifications, and training needed
3. Recruit Contingent Workers
4. Perform appropriate screening of prospective Contingent Workers

Upon acceptance of a Contingent Worker, complete the following:

1. Explain the manner and method by which the Contingent Worker will be expected to perform their assignment. Ensure the Contingent Worker is physically able to perform these duties.
2. Explain all policies and procedures that apply to the Contingent Worker.
3. Provide any assignment-specific training that is deemed necessary.
4. Enter the Contingent Worker into Workday unless exception has been granted by Risk Management Office (see section below).
   1. The Contingent Worker will need to provide Social Security number to the department in order to be entered into Workday.
   2. Department will be responsible for maintaining any required documentation, which may need to be reviewed in the event of a workplace injury. 

Recordkeeping and Contingent Worker Categories

All contingent workers must be entered into Workday and their contracts must be maintained by the departments. Departments are responsible for terminating Contingent Worker contracts in a timely manner once assignment has ended.

Volunteers who are performing services as a one-time occurrence (i.e. concert or event) and are serving less than seven (7) consecutive days in one calendar year, do not need to be entered into Workday. This group of volunteers fall under the Events category and the department will be responsible for collecting and maintaining sign-in sheets with basic information about a volunteer (name, contact information, date of the event) for seven (7) years.

There may be certain volunteer groups that are granted an exception to the requirement to be entered into Workday, however, these requests will be reviewed on a case-by-case basis and must be approved by the Risk Management Office. Departments will be responsible for maintaining accurate Contingent Worker documents and sign-in sheets for this group.

Contingent worker categories are determined by their need to access university resources and systems. The department may review a grid of Contingent Worker categories and their access categories in the Knowledge Base under the Volunteers category.

Contingent Work Categories

1. On Campus Affiliate and On Campus Affiliate 2: a person who performs services for the University but is compensated by a separate company, ex. Washoe County School District, Renown, etc. Categories are determined based on the business reason to have access to University resources.
2. Volunteer Board Member: volunteer on various Boards at University.
3. Emeritus Faculty: retired academic or administrative faculty.
4. Classified Staff Honoree: retired classified staff.
5. Clinical Adjunct Faculty/Joint Faculty: a person who performs services with appropriate rank and title, ex. Volunteer Medical Professor.
6. Volunteer Adjunct Faculty: a person who provides special services with appropriate rank and title, ex. Volunteer Professor.
7. Volunteer “A” and “B”: a person who performs services for the University that provide a benefit to the department or University. Categories are determined based on the business reason to have access to university resources. If no UNR email and software are required, Volunteer A category should be used.
8. Contractors via Third Party Agency: used for staffing agencies.
9. School District Affiliate – a person who is a school district employee and is performing an activity at the University
10. Postdoctoral Fellow Trainee – an advanced scholarly appointment
11. Affiliate 1 and 2: a person who performs services for the University but is compensated by a separate company, ex. Washoe County School District. Categories are determined based on the business reason to have access to university resources, as outlined on the chart below.
12. Board – member of the Board of Regents who require access to NSHE systems.

**Volunteers are not eligible for Adobe licensing.