3.30 University Volunteers
Piedmont University recognizes the vital role that Volunteers play in accomplishing its mission of learning, discovery and engagement. This policy characterizes the relationship between the University and its Volunteers and provides a mechanism for minimizing risk and protecting the interests of the Volunteer, the University and the University community. Volunteers subject to this policy include:
- Camp Volunteers
- Athletic Volunteers
- Health Professional Volunteers
- Tutor Volunteers
Piedmont University is committed to providing a safe environment for work, study and outreach and to upholding the reputation and integrity of the University. To that end, Volunteers affected by this policy will be subject to background screening that will include, at minimum, a Sex and Violent Offender Registry Check. Any individual listed on a registry that is part of the University’s Sex and Violent Offender Registry Check or who has been convicted of an offense for which he or she must register as a sex or violent offender may not serve as a Volunteer. Piedmont University does not illegally discriminate on the basis of race, color, national or ethnic origin, sex, disability, age, religion, genetic information, veteran or military status, or any other basis on which the University is prohibited from discrimination under local, state, or federal law, in its employment or in the provision of its services, including but not limited to its programs and activities, admissions, educational policies, scholarship and loan programs, and athletic and other University- administered programs.
Under federal law, individuals holding F-2, J-2 and H-4 visa statuses are prohibited from volunteering in the same departments and on similar projects as paid University employees. Individuals holding B-1 or B-2 visas are prohibited from volunteering in any capacity at the University.
A Volunteer is an individual, 18 years or older, who performs services for and directly related to the business of the University or in support of activities of the University without promise, expectation or receipt of compensation, and who interacts with Piedmont University students on an ongoing basis. A Volunteer is not an employee for purposes of the Fair Labor Standards Act, nor is he or she eligible for benefits. Potential Volunteers may be members of the public, alumni of the University or retired University faculty or staff. In order to be a Volunteer with Piedmont University, an individual must:
- Sign a Piedmont University Volunteer Release Agreement and Waiver of Liability.
- Complete Background Check Authorization and submit to the Office of Human Resources for which volunteer duties will be performed.
- Comply with all applicable University policies and procedures.
- Perform services only within the scope of their Volunteer position.
-
Procedures:
Assessment of Volunteer Services
Each department wishing to utilize Volunteers must evaluate the services that a Volunteer will be expected to provide to be certain that the Volunteer is:
If the services the Volunteer will be performing require the individual to drive a vehicle, the department must make sure the Volunteer has completed the approval process through the Office of Human Resources including possessing an acceptable check of driver history.
- providing services that are for and directly related to the business of the University or in support of activities of the University,
- not replacing or displacing a compensable position within the department/unit, and
- providing services that are not prohibited under this policy.
Volunteer Selection
Each prospective volunteer must submit a signed Background Check Authorization to the Human Resources Department in order to conduct a background check on the individual prior to any services being rendered by the individual.
All Volunteers, by virtue of their relationship to the University, must comply with the University’s policies and procedures. Each Volunteer must provide a signed copy of the Piedmont University Volunteer Release Agreement and Waiver of Liability prior to beginning duties.
- The department head, or his/her designee, may require additional background screening on potential Volunteers based on the kind of tasks they will be providing and/or the level of access afforded them. In such cases the department head, or his/her designee, must consult with Human Resources prior to conducting any additional screenings in order to ensure appropriate procedures are followed.
- Each department is responsible for ensuring that Volunteers have adequate experience, qualifications and training for the tasks they will be performing.
Volunteers Selected Prior to this Policy’s Inception
Departments/units that have active Volunteers who were selected prior to inception of this policy must, within 30 days following this policy’s issue date, reassess the services their Volunteers are providing to be certain that the services are 1) allowable under this policy and 2) for and directly related to the business of the University or in support of activities of the University.
- Departments that wish to retain the services of any previously selected Volunteers must complete the following within 30 days of this policy’s issue date:
- Have the potential volunteer submit a signed Background Check Authorization to the Human Resources Department in order to conduct a background check on each Volunteer.
- Obtain a signed Piedmont University Volunteer Release Agreement and Waiver of Liability.
- Any Volunteer listed on a registry that is part of the University’s Sex and Violent Offender Registry Check or who is found to have been convicted of an offense for which he or she must register as a sex or violent offender may not continue to serve as a Volunteer.
Ending the Relationship
Departments may end their relationship with a Volunteer at any time and without prior notice.
Volunteers may likewise end their relationship with the University at any time and without notice.
Required forms may be found on PilgrimNet under the Documents section on the:
Faculty and Staff Resources: Human Resources page under the Volunteer tab.