Policy: Authorization of Volunteers in the Work Place
|Date: 07/08/03||Policy ID: HRM-001||Status: Final|
|Contact Office:||Risk Management|
|Oversight Executive:||Executive Vice President and Chief Operating Officer|
|Applies To:||Academic Division.|
|Table of Contents:||Policy Statement
|Reason for Policy:||This policy establishes a protocol for the engagement of volunteers under circumstances that clarify when and how volunteers are authorized to perform activities on behalf of the University.|
|Definition of Terms in Statement:||
Non-immigrant Alien: Any alien whose reason for coming to the United States involves a temporary stay that will end when its purpose has been accomplished.
Volunteer: An individual permitted under specific conditions to perform activities on behalf of the University, but who is not an employee of the University of Virginia and, therefore, is not generally entitled to the benefits granted to employees.
Long-Term Volunteer: A volunteer engaged in accordance with this policy for a period longer than one week.Short-Term Volunteer: A volunteer engaged in accordance with this policy for a period not longer than one week.
University departments and academic units that engage volunteers (except individuals designated visiting faculty) must complete either the short-term volunteer form or the long-term volunteer form to document the engagement of the volunteer.
Departments and units that engage volunteers must adhere to the following requirements:
Departments must ensure that volunteers and employees understand their respective responsibilities and limitations, their relationship to each other, and their respective roles in fulfilling the objectives of the department.
Volunteers engaged to assist the University in its education, research or public service missions must have written authorization from the University. The written documentation should be signed by the appropriate department head (e.g., Chair, Dean, Director, Vice-President, etc.) authorizing an individual to provide volunteer services to the University. The documentation must be maintained on file in the department utilizing the volunteer’s services in accordance with normal record retention policy. There are two types of acceptable documentation: (i) a short-term volunteer form; or (ii) a long-term volunteer form.
Unauthorized employment of dependent family members of non-immigrant aliens is a violation of federal law with potential liability for both the dependent family member and the University. Such dependent family members may not volunteer or engage in unpaid employment in positions at the University that normally are paid positions. Accordingly, volunteer activities of such dependent family members must be limited to charitable activities on behalf of social service organizations, religious organizations, non-profit groups, etc.
|Procedures:||To authorize and document volunteer activities, departments must use the forms referred to in this policy. Any exceptions to these forms of documentation must include all the items of information present in the Long and Short-Term Volunteer Forms respectively, depending on which form is applicable to the situation, and receive approval from the Director of Risk Management. See guidelines for Documentation for Volunteers at the University of Virginia.|
See School of Medicine Policy, 2.300 Volunteers in Research
|Major Category:||Human Resource Management|
|Category Cross Reference:|
|Next Scheduled Review:||07/08/12|
|Approved By, Date:||Executive Vice President and Chief Operating Officer, 07/08/03|
|Revision History:||Updated 4/2/09. This is the first version of this policy.|
|Supersedes (previous policy):|