Volunteer - General Guidelines

Printable Guidelines

TABLE OF CONTENTS
I. OVERVIEW
II. VOLUNTEER PROCESS
III. VOLUNTEER TRAINING AND SAFETY
IV. VOLUNTEERS FOR COMMENCEMENT

I. OVERVIEW

Sacramento State volunteers are defined as individuals who perform assignments or services to the University without compensation, whether on an ongoing basis, a semester, academic or calendar year, or for a short-term event. For additional information on the CSU Volunteer Policy, refer to the System-wide Human Resources’ Volunteer document at: http://www.calstate.edu/HRAdm/pdf2005/HR2005-26.pdf

CSU volunteers are required to complete the volunteer process outlined in this document before starting their volunteer assignment. Individuals being compensated for their efforts are not considered volunteers. If an individual is being compensated by the University, they must be hired as an employee and will need to go through the payroll process.

CSU volunteers may perform a variety of functions in support of campus activities. Examples of volunteer duties include, but are not limited to: volunteers who teach or assist in teaching; volunteers who assist with registration; volunteers working in Health Centers or learning centers; students who volunteer to assist with campus activities; volunteers who drive vehicles on official University business such as field trips or athletic events; volunteers who assist with commencement; and volunteers who assist at campus events.

II. VOLUNTEER PROCESS

NOTE: FORM(S) MUST BE RECEIVED IN HUMAN REOURCES (HR) BEFORE THE VOLUNTEER BEGINS THEIR ASSIGNMENT

Each department is responsible for recruiting their own volunteers and following their own internal department process related to volunteers.

However, the department is required to complete the Volunteer Identification Form and provide it to the HR Classification and Compensation Department for review and approval at least 10 business days prior to the anticipated start date of the volunteer assignment. This will allow time for Human Resources review, routing and approval.

Sacramento State Volunteer Identification Form

All Sacramento State volunteers are required to complete a Volunteer Identification form, which is available on the HR website at: http://www.csus.edu/hr/forms.html under Payroll Forms and submit it to their department prior to starting the volunteer assignment. The completed form must be signed by the volunteer and the manager (MPP), and then

forwarded to HR for processing; a copy of any applicable professional license or certificate must be attached. Please ensure the form is complete; any incomplete forms may cause a delay in the processing.

The volunteer may commence work 10 business days following the submittal of the Volunteer Identification Form, unless otherwise notified by HR. If a request is denied, HR will contact the supervisor within 10 business day of the receipt of the form. The original form will be kept in HR Payroll. A copy of the form is sent to Risk Management for tracking purposes.

If the volunteer returns after the completion of their assignment, he/she must complete a new Sacramento State Volunteer Identification form and any necessary steps prior to starting the new assignment.

Parking Permits

Depending on the length and type of volunteer assignment, Parking Services will work with the department to issue the volunteer parking permit. Current Sacramento State students, staff and faculty will not be issued a parking permit for volunteering.

Background Checks

In an effort to provide the safest possible environment for students, visitors, faculty, and staff, and enhance the security of all physical resources, Sacramento State conducts criminal records checks on employees and volunteers appointed to designated sensitive positions, or as required by law. HR is responsible for determining which positions meet the guidelines for designated sensitive positions and are subject to background checks (See Attachment A). The volunteer’s department is responsible for the cost of the criminal background check.

For additional information regarding background check requirements and procedures, please refer to the CSU Technical Letter HR- 2005-10: http://www.calstate.edu/HRAdm/pdf2005/HR2005-10.pdf

Volunteers Who Drive on University Business

Sacramento State volunteers may be authorized to drive a vehicle on official state business, in accordance with University policies and procedures, as determined appropriate in accordance with the Sacramento State volunteer duties and responsibilities.

If the volunteer will need to drive a vehicle on university business, he/she must complete the Drivers’ Authorization Process. See the Risk Management webpage for more information: http://www.csus.edu/aba/ABA-Files-Configs/documents/forms/riskMgmt/DriverAuthPacket.pdf

The volunteer must meet the appropriate licensing requirements and Sacramento State University requirements such as Defensive Driver training and possession of a good driving record, and complete the Defensive Driving Course as soon as they start the assignment. A copy of the certification of completion must be submitted to the department before the volunteer can be allowed to drive. The Office of Risk Management submits a request to the DMV for the driving record of each person who completes the Drivers’ Authorization Process. The purpose of the DMV records pull is to ensure that only those with a good driving history drive on University business.”

Volunteers Under the Age of 18

CSU volunteers may be under the age of 18. If the campus believes the CSU volunteer may be a minor, campuses should ask the volunteer if he/she is 18 years old or older to determine appropriate restrictions. If the CSU volunteer is under 18 years old, the campus should request the date of birth to determine specific restrictions. Although CSU volunteers are not employees, campuses may refer to the CSU Employment of Minors policy (Coded Memo: HR 2004-24) for guidelines on restrictions that may apply. This document can be found on System-wide Human Resources' Employment Policies website at: http://www.calstate.edu/HRAdm/pdf2004/HR2004-24.pdf

III. VOLUNTEER TRAINING AND SAFETY

Sacramento State volunteers must have the necessary training and/or supervision to safely carry out the volunteer assignment and, depending on the particular function performed, must meet the appropriate licensing requirements. An individual who volunteers services in a field which requires a professional license or certificate must satisfy that requirement prior to performance of those duties. For example, a medical doctor volunteering services must have a current license to practice medicine before volunteering. (A copy of the document must be on file with HR.)

Additionally, a volunteer may be entitled to reimbursement for travel expenses in accordance with University procedures for reimbursement of
travel expenses and allowances. See University Policy Manual: http://www.csus.edu/umanual/admin/ADM-0147.html

Sacramento State volunteers are covered as an “employee” for purposes of Workers’ Compensation and are eligible for workers’ compensation and state liability insurance; however, Workers’ Compensation coverage is not provided to students participating in University-sponsored community service learning programs.

All work-related injuries and illnesses should be reported immediately to the volunteer’s manager and the Risk Management department at (916) 278-6456. Questions concerning whether or not an injury occurred during the course of volunteer services should also be referred immediately to the volunteer’s manager and Risk Management.

IV. VOLUNTEERS FOR COMMENCEMENT

Staff, faculty or student employees who volunteer for commencement must visit the Sacramento State Commencement website at www.csus.edu/commence or contact the Commencement Office at (916) 278-4724 for information regarding the Commencement Volunteer process.

Please contact the Human Resources Office for any questions regarding these guidelines: (916) 278-4488.

ATTACHMENT A

BACKGROUND CHECK GUIDELINES FOR DESIGNATED NON-FACULTY POSITIONS

DEFINITION:

In an effort to provide the safest possible environment for students, visitors, faculty, and staff, and enhance the security of physical resources, Sacramento State University shall, consistent with the requirements of the law and prudent practices, conduct criminal records check on applicants or current employees who are under final consideration for a position that has been designated as sensitive. The campus recognizes that its need to investigate an employee’s or prospective employee's criminal record must be balanced with the need to protect privacy. University policy and state and federal laws recognize the individual's right to privacy and prohibit campus employees and others from seeking, using, and disclosing personal information except within the scope of their assigned duties.

AUTHORITY:

CSU Technical Letter HR 2005-10

SCOPE:

All non-faculty employees, including those with temporary interim appointments for a period of 90 days or more, student employees or volunteers, appointed to designated sensitive positions, or as required by law. University Police Department sworn and non-sworn dispatch employees are subject to more rigorous background checks than other campus employees. Screening guidelines and standards for these individuals are contained in Government Code 1031 et. seq and enforced by the Commission on Peace Officer Standards and Training. All other University Police Department employees will be subject to a modified version of the P.O.S.T. required screening to exclude psychological and medical screenings.

A Designated ‘sensitive positions’ may involve, but are not limited to, those which have:

Frequent handling of cash and/or access to blank check stock;

____ Frequent handling of cash and/or access to blank check stock;

____ Direct access to, or control over cash, checks, other cash equivalents, credit cards

and/or credit card account information;

____ Possession of master keys; unrestricted access to residence halls or student housing;

access to expensive and/or sensitive equipment;

____ Access to dangerous chemicals, radioactive material;

____ Broad update access to administrative systems;

____ Access to confidential or sensitive records (hard copy and/or electronic) which must

be guarded due to proprietary, ethical, or privacy considerations. (Level 1 confidential data) including student, personnel, benefits, medical, donor, alumni or State Controller’s payroll information;

____ Responsibility for providing child-care, working in a child-care facility, or have access

to child-care facility in the course of their duties;

____ Perform job duties in the presence of a minor in a confined room, vehicle or work space without the presence of another adult; or being in the presence of a minor outside the view of another adult within 30 feet. Position involving work with minors who are not enrolled students of the University;

____ Healthcare providers/practitioners or employees working in a healthcare setting;

____ Direct access to or responsibility for controlled substances (e.g. pharmacists, pharmacy assistants);

____ Extensive authority for committing the financial resources of the University (e.g. Directors assistant/associate directors, AVP’s) with financial responsibility, accountants, buyers, and other staff who have extensive responsibility for approving purchases or committing financial resources;

____ Other assignment or combination of assignments which would put the University community at risk as determined by Human Resources and the hiring program center.

Sensitive Positions: The following are classifications recognized as sensitive positions:

• Academic and Institutional Studies (5783, 5784)
• Accounting Technician Series (if handling cash, access to blank check stock, or access to confidential or sensitive records (1730, 1733, 1740, 1741)
• Administrative Support Series (if handling cash, access to blank check stock, or access to official student grades) (1031, 1035, 1038)
• All Management Personnel Plan Employees (M80)
• All Skilled Crafts Classifications (R06)
• Athletic Equipment Attendant Series (1513, 1514)
• Athletic Trainer Series (8180/8181/, 8185/8186, 8190/8191)
• Buyer Series (4791- 4795)
• Clinical Assistant/Medical Assistant (8137, 8148)
• Clinical Laboratory Scientist Series (7926, 7927)
• Coach Series, including Coach, Associate Coach, or Assistant Coach (2376, 2377, 2378)
• Confidential Employees (1170, 1173 - 1178)
• Counselor Series (SSP/AR) ( 2341) (3070, 3071, 3072, 3073, 3074, 3075)
• Custodial Series (2010, 2015)
• Evaluator Series (2632, 2633, 2634)
• Head Resident and Advisor Series (9687, 9688)
• Information Technology Classifications (if access to sensitive secured data) (0420, 0421, 0422)
• Information Technology Series (only those with access to student information and CIRS - all locations (0420, 0421, 0422)
• Instructional Faculty (particularly those working with children or in locations with children or where driving is an essential job function) (various)
• Instructional Support Assistant Series (if access to dangerous chemicals or radioactive material) (1577, 1578, 1579)
• Instructional Support Technician Series (if access to dangerous chemicals or radioactive material) (1615, 1616, 1617)
• Lead Custodian (2015)
• Licensed Vocational Nurse (8134)
• Locksmith Series (6642, 6643)
• Mailroom (1504, 1505)
• Nurse Practitioner Series (8165, 8166)
• Payroll Technician Series (ll00, 1101, 1102)
• Physician (7737)
• Physician Assistant (8161)
• Pharmacist Series (7994, 7991, 7992, 7993)
• Pharmacy Technician (7994)
• Physical Therapist (7980, 7981)
• Radiation Safety Officer (3801)
• Student Personnel Technician (2635)
• Student Services Professional Series (3078, 3079, 3081, 3082, 3083, 3084,3085,3086,3088,3089)

Depending on specific assignments, other positions, including Faculty, may be covered by this policy. Please consult with Human Resources if the proposed assignment contains one of the responsibilities listed as "sensitive."