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 including but not limited to:

• 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 they 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 are they eligible for benefits. Potential Volunteers may be members of the public, alumni of the University or retired University faculty or staff. 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 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

Departments wishing to engage a volunteer must provide the Human Resources Department with a complete written description of the duties, services, and physical requirements to be performed by the volunteer.

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:

• 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 Human Resources 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 their 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 their designee, must consult with Human Resources prior to conducting any additional screenings 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.

Human Resources will maintain a file for each Piedmont University volunteer containing the relevant description of duties, services, and physical requirements; the volunteer’s application; the results of the volunteer’s background check; the volunteer’s signed volunteer agreement; documentation of receipt of appropriate training by the volunteer; and any other documentation deemed necessary by Human Resources.

Prohibited Activities

Piedmont University volunteers are also prohibited from performing the following activities at Piedmont University:

• Operating heavy equipment owned or used by Piedmont University, including Piedmont University vehicles.
• Working with stored energy (e.g., steam, electricity, hydraulics).
• Doing any activity considered inappropriate for any Piedmont University employee.
• Entering or purporting to enter any contract, or otherwise creating or purporting to create any kind of binding obligation, on behalf of Piedmont University.

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.