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POLICY NUMBER: HR.018
EFFECTIVE DATE: 05/30/2019
INITIAL APPROVAL DATE: 05/30/2019
REVISED DATE: 02/12/2025
REVISION APPROVAL DATE: 03/03/2025
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.
APPROVAL AUTHORITY: President
SCOPE: All Departments
ADDITIONAL AUTHORITY: N/A
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)
1. Guidelines
2. Procedures
3. Restrictions for Current Life University Employees
4. Background Screening & Approved Driver List
5. Drug Testing
6. Maintenance of Records
7. Training
8. Volunteer Rights and Responsibilities
9. Confidentiality
10. Dress Code
11. Volunteer Selection
12. Volunteers Under the Age of 18
13. Acceptance and Appointment
14. Dismissal
Guidelines:
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 the volunteer to engage in the stated process: advisory council participation, graduation or university events volunteer, public speaker, game-day volunteers, fundraising events.
Volunteers who will be performing the following services are required to follow the procedure as outlined in this policy: University sponsored or related travel of any kind, 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 Agreement and Release.
Procedures:
All volunteers must first officially apply for volunteer position through Life University’s online employment portal. Applications are directed to the appropriate supervisor for next steps.
If volunteer and supervisor desire to move forward, the volunteer must complete a Volunteer Service Agreement and Release, then undergo background screening, drug test, and driver approval, if applicable based on volunteer’s role.
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:
Each department shall appoint an individual to run the background check for desired volunteers. 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.
Any volunteer who will be operating a motor vehicle as part of their volunteer role, is required to submit their driver’s license to Facilities Management to be placed on the approved drivers list for the University. Approved drivers must also complete required golf cart training through Facilities Management.
Drug Testing:
Volunteers who will be performing the following services will be required to submit to substance screening as a condition of volunteer service:
• Any volunteer operating a motor vehicle or handling heavy equipment or machinery,
• Any volunteer working directly with student athletes involving coaching, instructing, tutoring or travel, and
• Any volunteer involved with any clinical operations.
The department supervisor will make appropriate drug testing arrangements with volunteer, and completion of drug test is expected in the timeframe as stated by the supervisor.
Maintenance of Records:
The supervisor will collect completed Volunteer Service Agreement and Release, as well as completed background check, drug test, and driver approval (if applicable) to Human Resources.
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 performing 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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