Volunteer Policy and Procedures, The University Policy Manual, UNCG

Volunteer Policy and Procedures

The University Of North Carolina At Greensboro

(Approved by the Chancellor, 16 February, 2009)

Purpose
This policy is designed to enable the University to accept volunteers, reduce volunteer risk and protect the interests of the University, its volunteers, and the community it serves.
Definition
University volunteers are uncompensated individuals who perform services directly related to the business of the University to support the humanitarian, charitable or public service activities of the University Volunteer, or to gain experience in specific endeavors. To be covered under the University’s liability protection, volunteers must be authorized to serve in that capacity by a University official and must be registered as provided in the Procedures Section below.
Policy
1. Responsibilities and Rights of the University Volunteer
  University Volunteers are expected to abide by University policies and procedures and external regulations that govern their actions including, but not limited to, those relating to ethical behavior, safety, confidentiality, protected health information, computer use, financial responsibility, and drug use.
  
  University volunteers are not covered by the Fair Labor Standard Act and are not considered employees for any purpose. Therefore, they are not eligible for compensation or any University benefits as a result of this volunteer association.
  
  While Volunteers are not “employees” and are not protected by federal and state employment discrimination laws, University employees who direct Volunteer activities are subject to non-discrimination laws and the UNCG Policy on Discriminatory Conduct. University employees shall not discriminate on the basis of race, color, religion, sex, national origin, disability, political affiliation, or sexual orientation in the selection or supervision of Volunteers.
2. Who May Volunteer
  Anyone, including retirees, students, alumni, or others may provide volunteer services to the University, with the following restrictions:
  1. A person who is under the age of eighteen may only become a University Volunteer with written parental consent.
  2. A current employee may not become a University Volunteer at the University in any capacity in which he or she is employed at the University, or which is essentially similar to or related to the individual’s regular work at the University. A current employee may only volunteer for special events, such as United Way events, Commencement, and the like.
3. Prohibited Activities
  University volunteers may not replace employee positions or impair the employment of a University position. Volunteers’ services are generally limited to humanitarian, charitable or public services.
  
  University volunteers are also prohibited from performing the following activities:
  1. Operating heavy equipment
  2. Operating vehicles (including golf carts ) except with the express permission of a University official.
  3. Working with stored energy (e.g., steam, electricity, hydraulics)
  4. Activity considered inappropriate for any employee
  5. Entering into any contract on behalf of the University
4. Liability Coverage
  Pursuant to former Governor Hunt’s Executive Order No. 48, Volunteers who are acting within the scope of their authorized activities on behalf of the University are covered by the North Carolina Tort Claims Act and the Defense of State of Employees Act. This means that the State accepts legal responsibility for the Volunteer’s actions and, at the discretion of the North Carolina Attorney General, may agree to defend and indemnify the volunteer in the same manner as if the volunteer were an employee of the State of North Carolina.
Procedures
When selecting and engaging a Volunteer, it is the department’s or unit’s responsibility to be certain (1) that the individual has adequate experience, qualifications, and training for the task he or she will be asked to perform and (2) is “registered.”
1. Departments or Units wishing to engage a Volunteer must:
  1. Register the volunteers’ service by documenting the names of those persons who are authorized to perform volunteer service and the dates of that service. A brief description of the volunteer’s duties should be given. The documentation should be kept for 3 years.
  2. Ascertain whether the individual is at least eighteen years of age by reviewing appropriate proof of age presented by the Volunteer. If individual is under eighteen years of age then written parental consent must be obtained.
  3. Complete a criminal background check as appropriate, e.g., for all Volunteers who will be working with minors prior to their beginning service at the University or those with fiduciary responsibilities. Volunteers who do not agree to criminal background checks in such assignments may be refused an assignment.
  4. Provide appropriate orientation for Volunteers prior to commencing services, such as privacy policies and procedures and hazardous materials training.
2. Dismissal
  A University Volunteer’s term of service may be terminated at any time and without prior notice.