Policies & Procedures


Section 1

Human Resources

Sec. 300-13: Guidelines for Volunteers

Responsible Office: Human Resources
February 2004

References / Resources

  • UCI Administrative Policies and Procedures

Contact: Human Resources at HRQuestions@uci.edu or (949) 824-5210

A. Authority and Responsibility

  1. The department is responsible for controlling and supervising the manner and result of the services rendered by the volunteer.
  2. The volunteer is responsible for abiding by the rules and policies of the University in the performance of services that are voluntarily rendered without hope or promise of compensation.
  3. Volunteers are not considered employees of the University, and therefore are not required to sign the standard hiring or employment forms. However, during times when volunteers are providing service for the University, they are eligible to be considered for workers' compensation, if necessary.

B. Restrictions

Volunteers may not perform and "direct" patient care activities or functions. Services should not include contact with human blood, body fluid or tissue, radioactive compounds or hazardous chemicals without prior consultations with Environmental Health and Safety to ensure the volunteer has the appropriate training, vaccinations and health coverage. Volunteers may not run errands off site of the campus proper.

C. Definitions

  1. For the purpose of workers' compensation coverage, a volunteer is defined as a person rendering services to the University where:
    1. The University has control and direct supervisory responsibility over the manner and result of the services rendered, and
    2. The volunteer receives no remuneration for such services other than meals, transportation, lodging, or reimbursement for incidental expenses, if appropriate.
  2. The following are NOT considered volunteer service:
    1. The service provided is solely in pursuit of the individual's personal educational goals, or to earn educational credit.
    2. The individual receives remuneration for services rendered from a non-UC pay source, for example, visitors or guests on per diem or travel allowances, academic or research visitors receiving support from home institutions, etc.
    3. The individual is sponsored by an outside agency and provides service to the University through that sponsoring agency, for example, Red Cross volunteers or United Way volunteers.
    4. The individual is an off-campus volunteer who is sponsored or referred by the University but is not under the direct supervision and control of the University, for example, student interns, student teachers, as defined by contract or agreement, etc.
    5. Guests of the University, such as casual visitors, employees of an organization that has a formal contract to use University facilities, or retired employees who desire occasional access to campus/laboratory/recreational facilities.

D. Guidelines

Volunteers cannot be used to replace a UCI career position. Volunteers do not have an employment relationship with the University and are not covered by Personnel Policies for Staff Members, or by Academic Personnel Policies.

Departments supervising volunteers should:

  1. Maintain a Volunteer Record for each volunteer in the department.
  2. Provide the volunteer with a description of services to be rendered.
  3. Ensure that volunteer assignments are under close and direct supervision.
  4. Create assignments that have a beginning and end date with the total period not exceeding 12 months.
  5. Establish a sign in/out process to account for the time volunteers have been onsite providing services. Sign in/out sheets should be retained for a period of three years after services have been rendered and include the following information:
    1. The date services were provided.
    2. The time that the volunteer arrived and left the office.
    3. A statement informing the volunteer what to do in the event of an injury.
  6. Acknowledge the value and contributions of volunteers. Encourage their continuing commitment to volunteer service at UCI by providing:
    1. Meaningful and rewarding assignments
    2. Proper training and supervision
    3. Expressions of appreciation from supervisors and staff members
    4. Recognition at annual events (National Volunteer Week and Awards Luncheon)
    5. Complimentary parking
    6. References and letters of recommendation