Volunteers

Who is a volunteer?

  • A volunteer is a person appointed to perform official university duties without compensation or remuneration.
  • Individuals volunteer as a public service, for civic and humanitarian as well as personal development reasons.
  • The university receives the primary benefit from services performed by a volunteer. Volunteer services are performed at the request or consent of and under the direction and control of a university department or program. 
  • The university department or program is responsible to oversee work to ensure each volunteer complies with all applicable university policies and procedures as well as all local, state and federal requirements and laws.

Contacts

Forms

Is there a required form to be completed for a volunteer?

Yes, the Conditions of Volunteer Service form must be fully completed.  The Conditions of Volunteer Service form must be fully signed by both the volunteer and supervisor.  Assigned duties and an estimate of volunteer hours are to be completed by the volunteer supervisor.  A Conditions of Volunteer Service form must be completed each fiscal year (July 1-June 30).  If the volunteer assignment continues beyond June 30th of any year, a new form must be completed. If a person is a guest speaker a volunteer form is not required.

What do I do with the Conditions of Volunteer Service form once completed?

Completed forms must be received by the Office of Risk Management riskmanagement@uoregon.edu for coverage to take effect.  Units must provide a copy of any volunteer service form to Risk Management for retention and may dispose of their copies as soon as confirming successful transfer.

Volunteer Service Form - PDF

*Spanish updated version coming soon! 

Volunteer Service Form - Spanish - PDF

Risk has partnered with the Business Affairs Office to provide an electronic version of the volunteer form.  Departments may invite UO shiboleth users and Non-UO shiboleth users to use this form.  Please follow the instructions in the provided How to Invite a Volunteer to the BAO Electronic Form document.

Volunteer Service form - BAO Electronic Form 


Information and Resources

Retention Rule
 IV.05. Finance, Administration and Infrastructure/Public Safety - 405-10-120

Units must provide a copy of any volunteer service form to Risk Management for retention and may dispose of their copies as soon as confirming successful transfer.

Departments must retain volunteer program records for three years per the University's Records Retention Schedule.   

FAQs

Can a university employee volunteer?

Yes, employees, including student employees, can volunteer for the university.  The Oregon Bureau of Labor and Industries specifies all of the criteria below must be met when an employee volunteers at their place of employment.

  • The work must be at the employee´s initiative.
  • The work must be outside normal or regular work hours.
  • The employee must be performing a religious, charitable or other community service without contemplation of payment.
  • The employee must be performing a task outside of the regular job functions performed for the same employer.

Can a volunteer receive reimbursement for expenses?

Yes, a volunteer can be reimbursed for actual expenses.  This is not compensation or remuneration. 

Volunteers who are given anything of value (not including reimbursement for expenses) may be considered an employee under employment laws.  This may then present a liability for workers’ compensation insurance, minimum wage payment, federal withholding, and other costs to be paid by the department.   

Does a background check need to be completed for a volunteer?


More FAQs PDF