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Volunteer Management - Onboarding - Volunteer Agreement Letter

Once applicants complete onboarding requirements #1 through #5 (Position Description, Contact Info, Required Forms, Background Check, Training), they must be issued a volunteer agreement letter. The letter confirms the volunteer’s service. Should there be an issue where liability comes into play, this letter will need to be produced.

Steps to Complete Requirement

  1. Verify that all volunteer requirements are met prior to issuing an agreement letter (see Items #1 through #5).
  2. Download a copy of the Extension Volunteer agreement Letter template.
  3. Customize the template for your volunteer.
  4. Email or mail the letter to the volunteer. Attach a copy of the position description. 
  5. Keep a copy for program records.

Additional Information

  • A volunteer agreement letter must never be issued until ALL requirements are met.
  • The language in the agreement letter has been vetted by Risk Management and the Office of Legal Affairs. Since this document is essential to show a volunteer has met the requirements to function as an agent of the state, any significant changes must be approved by Extension's Volunteer Management Systems Specialist.
  • Programs must be able to show tracking of all requirements should an audit be conducted on volunteer management in Extension. This can be done electronically or through paper files.

Get Help

For assistance, contact Kim Nawyn at or (608) 262-5864.

Keywords:Volunteer Management Onboarding Agreement Letter Requirement Service Liability Coverage   Doc ID:102187
Owner:Kim N.Group:Extension Employee Handbook
Created:2020-05-18 14:00 CDTUpdated:2021-06-01 14:51 CDT
Sites:Extension Employee Handbook
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