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LU Policy Number: HR.018
Effective Date: 05/30/19
Approval Date:05/30/19
Revised Date: N/A
Purpose: The purpose of this policy is to serve the needs of the community by ensuring that the relationship between the University and its volunteers is clearly established.
Additional Authority: N/A
Scope: All departments.
Approval Authority:
Responsible Authority: Human Resources
Recipients: Director of Athletics, Executive Vice President of Finance, Vice President of Student Services, Vice President of Operations, Vice President for Enrollment and Marketing, Vice President of Academic Affairs
Publications: University Policies with link on LIFE University Human Resources webpage.
Definitions:
A volunteer is anyone who, without an expectation of compensation, performs services directly or indirectly related to activities of the University.
Policy Title
Volunteer Policy
Policy Statement
The purpose of this policy is the establishment of procedures for: classifying volunteers, selecting volunteers, background screening of volunteers, and defining the terms of the volunteer’s relationship with the University.
Procedure(s)
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Guidelines and Procedures
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Restrictions for Current Life University Employees
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Background Screening & Approved Driver List
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Drug Testing
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Maintenance of Records
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Training
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Volunteer Rights and Responsibilities
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Confidentiality
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Dress Code
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Volunteer Selection
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Volunteers Under the Age of 18
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Acceptance and Appointment
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Dismissal
Guidelines and Procedures:
No employer-employee relationship should be deemed to exist between an individual serving as a volunteer and the University. There is no promise to pay or hire a volunteer for services rendered. Individuals serving as volunteers are not eligible or entitled to receive compensation or benefits in return for their service to the University.
The following volunteer activities are generally considered low-risk and do not require a completed Volunteer Service Agreement and Release or a background check: advisory council participation, graduation or university events volunteer, public speaker, fundraising events.
Volunteers may be required to sign a release.
Volunteers who will be performing the following services are required to complete a Volunteer Service Form and Volunteer Service Agreement and Release and undergo a background check, drug test, and application to become an approved driver for the University (if the volunteer will be operating a motor vehicle while volunteering): University sponsored or related travel of any kind, athletics volunteers, volunteers working directly with students, operating a motor vehicle, handling heavy equipment or machinery, work with confidential information, work or contact with minors, clinic volunteers of any kind, any others not listed as low-risk or who are determined by the University to be performing duties that require the execution of a Volunteer Service Form and Volunteer Service Agreement and Release.
Restrictions for Current Life University Employees:
If a current employee wishes to volunteer his or her services to Life University for civic, humanitarian, or charitable reasons, the proposed volunteer service must be in a different occupational capacity from that in which the employee is employed. Because work as a
volunteer may have implications under the Fair Labor Standards Act, any Life University employee seeking to volunteer in any capacity at Life University must receive prior approval from Human Resources after receiving departmental level approval.
Background Screening & Approved Driver List:
Volunteers who will be performing the following services are required to successfully complete a background screening as part of their application process: University sponsored or related travel of any kind, athletics volunteers, volunteers working directly with students, operating a motor vehicle, handling heavy equipment or machinery, work with confidential information, work or contact with minors, clinic volunteers of any kind, any others not listed as low-risk or who are determined by the University to be performing duties that require the execution of a Volunteer Service Form and Volunteer Service Agreement and Release. Based on the nature of the volunteer assignment and review of the background screen, additional background information may be required.
Any volunteer who will be operating a motor vehicle is required to submit an application to be placed on the approved drivers list for the University. Application to become an approved driver must be made with the Facilities Management Department and approved before the volunteer may operate a motor vehicle as a volunteer of the University.
The cost of all screenings will be charged to the department hosting the volunteer opportunity. Volunteers who do not agree to the background check may not volunteer for Life University.
Individuals who receive an unacceptable background check or who have been previously dismissed from employment at Life University are not eligible for volunteer service.
Drug Testing:
Volunteers who will be performing the following services will be required to submit to substance screening as a condition of volunteer service:
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Any volunteer operating a motor vehicle or handling heavy equipment or machinery,
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Any volunteer working directly with student athletes involving coaching, instructing, tutoring or travel, and
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Any volunteer involved with any clinical operations.
Maintenance of Records:
Those volunteers who are required to complete and submit a Volunteer Service Form and Volunteer Agreement and Release, will submit the form to the supervisor requesting the volunteer assignment. The supervisor will complete the supervisor’s portion of the form before forwarding the Volunteer Service Form and Volunteer Agreement and Release to Human Resources. The Human Resources department will maintain the documentation related to volunteers.
Training:
Volunteers must satisfactorily complete all applicable training appropriate to the role prior to commencing activities. Depending on the nature of the service, training may include HIPAA, FERPA, Harassment, Title IX, health and safety precautions, compliance, customer service requirements and department specific training, in the sole discretion of the University.
It is the responsibility of the supervisor to review the policy and procedure details with the volunteer.
Volunteer Rights and Responsibilities:
Volunteers may be utilized in all programs and should be viewed as a valuable resource to Life University. In return, volunteers shall agree to perform their duties in accordance with the policies and procedures of the University. All volunteers are expected to conduct themselves in accordance with the Standards of Conduct of Life University.
Confidentiality:
Volunteers are responsible for maintaining all confidential or proprietary information to which they are exposed while serving as a volunteer. Failure to maintain confidentiality may result in the volunteer’s relationship ending with Life University. Volunteers may be asked to execute a confidentiality agreement.
Dress Code:
Volunteers shall dress appropriately for the conditions and performance of their duties.
Volunteer Selection:
Volunteer services will be accepted without regard to race, color, religion, sex, national origin, age, disability, or genetic information.
Volunteers Under the Age of 18:
Volunteers who are under the age of 18 must have written consent of a parent or legal guardian prior to volunteering.
Acceptance and Appointment:
A volunteer should not begin the performance of any volunteer assignment until they have completed all necessary paperwork and/or background screening if required.
Dismissal:
Life University accepts the service of all volunteers with the understanding that all assignments are at the sole discretion of the University. The University may at any time and for whatever reason, decide to end a volunteer’s service at the University without cause or prior notice.
The volunteer also may at any time and for whatever reason, decide to end their relationship with the University. Notice of such a decision should be communicated as soon as possible to the volunteer’s supervisor.
When the relationship with the volunteer ends, it is the department’s responsibility to recover any property issued to the volunteer.
Other Notes
N/A
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