Volunteer Policy

Reviewed By: Administrative Council on November 04, 2002
Approved By: President Karnig on November 07, 2002

Source / Authority

For interpretation of this policy, Please Contact: Associate Vice President of Human Resources, 909/537-5138

Background

Volunteers, those persons who perform work or provide services to the University without financial gain, have had a long-standing relationship with the University. Volunteers provide services in a number of areas throughout the University on a regular basis.

Purpose

The purpose of this policy is to provide a definition and a procedure for volunteers to be recorded with the University.

Policy

Volunteers at California State University, San Bernardino (CSUSB) are individuals who perform work or volunteer services to CSUSB on an ongoing basis or for a short-term event.

A volunteer is an individual who performs work or provides services without compensation for a quarter, academic year, calendar year, session, or any part thereof. Volunteers may perform a variety of functions in support of campus activities. Examples of volunteer work include, but are not limited to:

  • volunteers who teach or assist in teaching;
  • volunteers who assist with registration;
  • volunteers working in the Health Center or Learning Center;
  • students who volunteer to assist with campus ongoing activities;
  • volunteers who drive vehicles on official university business such as field trips or athletic events;
  • volunteers who perform general office work; and
  • volunteers who assist at campus events.

Volunteers must have the necessary training and/or supervision to safely carry out the volunteer work and, depending on the particular function performed, must meet the appropriate license requirements, including defensive driver training and a good driving record.

An individual who volunteers services in a field which requires a license or certificate must satisfy that requirement prior to performing those duties. For example, a medical doctor volunteering services must have a current license to practice medicine before volunteering.

All policies of the University shall apply to volunteer employees.

A volunteer who renders services of his or her own free will, without remuneration of any kind, does not need to complete a Form I-9. If a person receives any kind of compensation for services, a Form I-9 needs to be completed and the person needs to be appointed as an employee through the regular employment process.

CSUSB students who provide service in connection with an academic course or program may be a type of volunteer in certain circumstances. The community agency for which the student is providing services and CSUSB should develop an agreement that articulates the students' agreed upon responsibilities for purposes of Worker's Compensation and liability coverage prior to the students' placements. The University does not provide Worker's Compensation coverage to students participating in University-sponsored community service programs.

Personal identification, fingerprinting, and/or background checks will continue to be required, as determined appropriate. CSUSB volunteers are eligible for Worker's Compensation and state liability coverage. A CSUSB volunteer may be authorized to drive a vehicle on official state business, in accordance with University policies and procedures, as determined to be appropriate in relation to the CSUSB volunteer's duties and responsibilities. Additionally, a CSUSB volunteer may be entitled to reimbursement for travel expenses in accordance with University procedures for the reimbursement of travel expenses and allowances.

Volunteer Identification Form and Process

CSUSB volunteers are required to sign and date a CSUSB Volunteer Identification Form. The information outlined below must be on file in the Human Resources Department:

  • Name, address, telephone number
  • Social Security Number (only for volunteers who drive vehicles on state business and/or are reimbursed for travel expenses)
  • Date of birth
  • Emergency contact information
  • Assignment, duties, department, supervisor