The purpose of this policy is to serve the needs of the community and ensure that the relationship between the University and its volunteers is clearly established. Life University reserves the exclusive right to change any of these policies at any time.
Life University encourages individuals to volunteer without compensation to support and promote the University’s mission. All departments who engage volunteers on behalf of the University are obligated to read, understand and abide by its terms.
A volunteer is an uncompensated individual who performs services directly related to the business of the University.
To qualify as a Life University volunteer, an individual must be willing to provide a service according to the policy and be in compliance with its supporting procedures. In performing these tasks, they support the mission of the University.
Guidelines and Procedures
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 covered by worker’s compensation insurance and are not eligible or entitled to receive benefits in return for their service to the University.
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. 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.
Note: It is important that a department determine beforehand that the time spent by a volunteer (whether an employee or non-employee) will not be considered compensable hours worked under the Fair Labor Standard Act. The department should contact the Human Resources Office if they have any questions.
An individual seeking to become a Life University volunteer is required to successfully complete a background screening as part of their application process. Based on the nature of the volunteer assignment and review of the background screen, additional background information may be required. The cost of the background screen will be charged to the department hosting the volunteer opportunity. Volunteers who do not agree to the background check will be refused the assignment.
Individuals who receive an unacceptable background check or who have been previously dismissed from employment at Life University are not eligible for volunteer service.
Maintenance of Records
A system of records will be maintained on each volunteer with Life University, including dates of service, volunteer opportunity held and duties performed. Supervisors are responsible for submitting all appropriate information to the HR Department in a timely and accurate manner.
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 or customer service requirements.
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 actively perform their duties to the best of their abilities regarding the goals and procedures of the University. All volunteers are expected to conduct themselves consistent with the standards of professional behavior common to Life University.
Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed to while serving as a volunteer. Failure to maintain confidentiality may result in the volunteer’s relationship ending with Life University.
As representatives of Life University, volunteers are responsible for presenting a good image to clients and to the community. Volunteers shall dress appropriately for the conditions and performance of their duties.
Volunteer Opportunity Description
All volunteer staff should receive a clear, complete and current description of the duties and responsibilities of the volunteer opportunity that they are expected to fill. Prior to any volunteer assignment or recruitment effort, a volunteer opportunity description must be developed for each volunteer opening. Volunteer opportunity descriptions should be updated whenever the work involved or responsibility changes.
All volunteer opportunity descriptions shall include the purpose and duties of the assignment, a designated supervisor, worksite and a listing of the assignment qualifications. The Human Resources Department is available to assist supervisor’s in the development of volunteer opportunity descriptions.
Volunteers shall be recruited without regard to gender, race, sexual orientation, etc. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering. No final acceptance of a volunteer shall take place without a specific written volunteer opportunity description.
Recruitment of Minors
Volunteers who are under the age of 18 must have written consent of a parent or guardian prior to volunteering. The volunteer services assigned to a minor should be performed in a non-hazardous environment and should comply with all appropriate requirements of child labor laws.
All volunteers should be interviewed to ensure their suitability and interest in the volunteer assignment. The interview should determine the qualifications of the volunteer, their commitment to fulfill the requirements of the assignment and to answer any questions that the volunteer may have.
Acceptance and Appointment
A volunteer should not begin performance of any volunteer assignment until they have completed all necessary paperwork and background screening. All volunteers should receive a copy of the volunteer opportunity description and agreement of service with Life University.
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.
At the time of separation, it is the department’s responsibility to recover any property issued to the volunteer.