L&S Policy on Volunteers

This document contains L&S Policy regarding volunteers.

From time to time, departments and programs of the College of Letters and Science may wish to engage unpaid volunteers in various aspects of their activities, including but not limited to formal instruction. University policy allows this.

It is important to clarify, however, that departments should not rely on volunteers to perform duties typically performed by permanent employees or short term staffing. Volunteers should be supplementing the work done by employees rather than replacing paid staff. The contributions of volunteers should enhance existing programs. Concerns about program stability and continuity dictate that programs should not rely solely on volunteer efforts. In most cases, the College will not allow a volunteer to serve as the sole instructor of a course or courses on an on-going basis (more than one semester or summer session).

To request permission to appoint volunteers, departments should follow procedures akin to personnel transactions. As with any appointment, volunteer appointments require HR approval prior to appointment and may require a Criminal Background Check (CBC).

Volunteer Instructional Staff (see below for information regarding non-instructional volunteers)

  1. Contact your Associate Dean. When a situation arises wherein a volunteer offers instructional services to the department or unit and the department seeks to pursue the offer, consult with your Associate Dean to discuss preliminary terms. If possible, please include your volunteer request as part of the L&S Short-Term Staffing Request Process.

  2. Obtain approval from your Associate Dean. Once tentative terms have been agreed upon, submit a proposal to your Associate Dean (with a copy to Amanda Mahr in 301 South Hall). The proposal should include:
    • The terms of the relationship. Please describe the duties or services to be provided, begin date, end date, procedures for terminating the agreement prior to the designated end date, time commitment expected, etc. These terms should be approved by the departmental executive committee or its equivalent.
    • Information about the volunteer. Include a statement attesting to the volunteer's qualifications for providing these services. This may include, for example, a vita or resume, letters of support from colleagues or peers who would work with the volunteer, etc.  
    • Justification for using a volunteer. Include a statement explaining why the use of the volunteer enhances the program or provides additional benefits to existing program features. Specify the title requested. Instructional volunteers will be appointed as zero-dollar academic staff (e.g., emeritus professor, lecturer, and instructor); doing so allows them to be entered into HRS so that they can obtain an instructor ID.

  3. When approved, draft an offer letter to the Volunteer. This letter must be received and approved by Amanda Mahr (301 South Hall; 3-8873) before it is sent to the volunteer. To avoid any confusion about the terms of the relationship, the department should send a letter to the volunteer spelling out the begin date, end date, procedures for terminating the agreement prior to the designated end date, time commitment, responsibilities, whom to contact with questions and information about insurance coverage and ID cards. Include the Volunteer Fact Sheet (Unclassified-Appendix 1-B) with the confirmation letter and provide a copy of the confirmation letter to L&S Payroll.

  4. Enter your volunteer's zero dollar academic staff appointment into JEMS or submit the appropriate JEMS forms to your Division Payroll Coordinator.

  5. Welcome the Volunteer into your organization. 

All Other Academic Staff Volunteers

  1. Submit a request to your departmental HR Rep (see KB60443) for review. The request should include:

    L&S draft volunteer appointment letter letter describing the duties or services to be provided, begin date, end date, and hours to be worked per week.
    Vitae for volunteer.

    If your volunteer needs a zero dollar academic staff appointment, please specify the title. A zero dollar academic staff appointment allows the employee to obtain a campus ID, email, etc.

  2. If the volunteer is in a position of trust with unsupervised access to vulnerable populations or is involved with a camp a CBC is required.

    Fill out appropriate CBC spreadsheet (CAMP Volunteer Spreadsheet or Volunteer Spreadsheet) and submit to
    your departmental HR Rep (KB60443) along with draft letter.

    CBC must be complete prior to volunteer appointment begin date (CBC’s generally take 1-5 days to process).

  3. The appointment must be approved by your departmental HRS Rep before the letter is sent to the volunteer. Once approved, send the appointment letter to the volunteer and include a copy of the Volunteer Fact Sheet (Unclassified-Appendix 1-B) with the letter.

  4. Send a final copy of the signed letter to your departmental HR Rep (see KB 60443).

  5. Volunteer appointments are not entered into JEMS/HRS. However, if a zero dollar academic staff appointment was requested for your volunteer, you will need to enter the appointment into JEMS or submit the appropriate JEMS forms.

  6. Welcome the volunteer to your organization.

Keywords:volunteers, unpaid services, forms, $0, zero dollar, sts, volunteer   Doc ID:23622
Owner:Annie P.Group:College of Letters & Science
Created:2012-04-04 11:27 CDTUpdated:2016-06-24 09:24 CDT
Sites:College of Letters & Science
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