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Volunteer

Volunteer Policy

Policy Statement

Business Center North institutions depend on volunteer support to accomplish their missions of education, research, and public service. This policy is designed to ensure that the relationship between Business Center North institutions and volunteers is clearly established and understood by all parties. This policy is also designed to reduce volunteer risk and protect the interests of volunteers, Business Center North institutions, and the community served.

Volunteer Definition

An individual who performs service for and directly related to the business of a Business Center North institution, without the expectation of monetary or material compensation.

Responsibilities and Rights of a Volunteer

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

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.

Types of Volunteers

Category "A" volunteer: A person who performs a volunteer assignment for three days or less.

Category "B" volunteer: 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.

Volunteer Screening

A prospective volunteer may be required to undergo a rigorous screening process to determine fitness for the assignment. Such a process may include, but is not limited to, a background check that may include fingerprinting, and a reference check.

Volunteer Training

Successful completion of assignment specific training may be required prior to the initiation of a volunteer assignment.

Other Considerations

If a volunteer suffers a work-related injury or disease, the reporting procedures used for "regular" employees apply.

A person under the age of eighteen may only become a volunteer with parental consent.
A person performing a service as part of a program for academic credit is not considered a volunteer.
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, a program assistant in the History Department cannot be considered a volunteer if their volunteer assignment requires them to perform program 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.

Volunteer Procedure

Overview

The purpose of the volunteer procedure is to provide BCN institutions and their departments with a process for properly selecting volunteers; for obtaining needed information from volunteers; and for ensuring that volunteers have workers' compensation and general liability coverage.

Category "A" Volunteer Procedure

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: Explain the manner and method by which the volunteer will be expected to perform their assignment; explain all policies and procedures that apply to the volunteer; and provide any assignment specific training that is deemed necessary.

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 Form.

Report the volunteer's name and social security number to the BCN Workers' Compensation Office quarterly. A form for reporting volunteers is provided by the BCN Workers' Compensation

Office Category "B" Volunteer Procedure

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: Explain the manner and method by which the volunteer will be expected to perform their assignment; explain all policies and procedures that apply to the volunteer; and provide any assignment specific training that is deemed necessary.

Have the volunteer read and sign the Volunteer Agreement.

Provide the volunteer with a copy of the Volunteer Agreement.

Provide the BCN Workers' Compensation Office with a copy of the Volunteer Agreement.

If the start or end date of the assignment changes, immediately notify the BCN Workers' Compensation Office of the change.

Adjunct/Clinical Faculty Procedure

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 the 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 Form.

Distribute the contract to the appropriate parties.

Provide the BCN Workers' Compensation Office with a copy of all accepted contracts

Board Member Procedure

Select the board member.

Explain all polices 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 Form.

Report the board member's name and social security number to the BCN Workers' Compensation Office quarterly. A form for reporting volunteers is provided by the BCN Workers' Compensation Office.