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.
- Lisa Taylor, Assistant Director, Risk Management and Insurance (P) 541-346-2307
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 volunteering or a guest visiting or lecturing to a class for less than two hours, 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 email@example.com 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.
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.
Information and Resources
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.
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?
- In some situations it may be necessary to complete a background check. Please refer to the Background Check Guidelines provided by Human Resources.
- Volunteers working with minors must have background check completed prior to providing services. For additional information, refer to the youth program information page.
- Protecting Children: Identifying and Reporting Child Abuse and Sexual Misconduct