Overview

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This article provides information on the Campus Staff Volunteer request process.  The purpose of the process is to ensure that Staff Volunteer requests comply with all applicable volunteer policies and guidelines outlined in our local UC San Diego Staff Volunteer Policy. 

This process only applies to Campus Staff Volunteer requests; it does not apply to individuals volunteering for Academic endeavors or volunteer requests for Health or Health Sciences.

Critical Concepts

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Volunteer: An individual providing unpaid service directly to and under the supervision of the University. 

The following groups are not considered volunteers for the purposes of this policy:  

1. Volunteers at UC San Diego Health's Medical Center and its clinics.
2. Individuals whose service is provided to earn educational credit.  
3. Individuals receiving payment for services rendered, including from a non-UC pay source (e.g., visitors receiving support from home institutions, employees of an organization with a contract to use University facilities).  
4. Individuals affiliated with and providing services on behalf of an external organization (e.g., Red Cross volunteers).  
5. Volunteers not under the direct supervision of the University (e.g., student teachers).  
6. Groups providing fundraising, public outreach, or other support services as described in Regents Policy 5203 on Support Groups, Campus Foundations, and Alumni Associations.  
7. Individuals holding academic “without salary” appointments.  
8. Retired employees desiring occasional access to University facilities. 

 

Appointment Duration

Volunteer appointments may be approved for up to one (1) year. Appointments may be extended by completing a new Volunteer appointment request form. 

 

Campus HR Approval Process:

HR approval is only required for:

1. 1. Noncitizens (for Export Control Screening)
   2. Minors under age 16
      1. Exceptions may be made for minors between the ages fourteen (14) and sixteen (16), but only in a lab setting and in compliance with UC San Diego’s Minors in Labs policy.
   3. Active and former employees volunteering within the same department
      1. Volunteer services cannot be performed connection with regular duties.
   4. Former employees
   5. Volunteers performing activities outside of the state of California

Steps to Take

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Important Reminders:

• ALL Staff Volunteer requests need to be submitted using the Staff Volunteer Request Form via Docusign.  We will not accept PDF forms via email or Docusign forms generated from department-owned accounts.  Any department specific forms outside of the standard Docusign form packet will need to be completed and stored at the department level.     
• If the Volunteer is a minor under the age of 18, the department will need to enter their Parent/Guardian’s name and email address when submitting the packet.  If this step is not completed, the request will need to be cancelled, and the department will need to resubmit a new Docusign request form.

• Applicable background/misconduct checks must be completed, and clearances must be received before the volunteer can begin their appointment.
• Volunteer appointments may be approved for up to one (1) year. Appointments may be extended by completing a new Volunteer appointment request form. 

 

1.  The Department Initiator:

1. 1. Reviews the UC San Diego Staff Volunteer Policy.
   2. Completes and submits the Staff Volunteer Request Form via Docusign.
      1. The Department Initiator enters their own name and email, the Volunteer’s name and email, and—if applicable—the Parent/Guardian’s name and email. This initiates the signing process.
   3. Completes the Department Attestation Form and Section 1 of the Volunteer Request Form.  Once finished, the forms route to the Volunteer.
   4. Conducts a background/misconduct check on the volunteer if required.
   5. Ensures CANRA training and the CANRA form are completed by the Volunteer/Supervisor if required.
   6. Informs the volunteer that they are not covered by Workers’ Compensation, and therefore, the volunteer must have their own medical insurance for the duration of their volunteer appointment. 

 

2.  The Volunteer completes and signs the following forms:

1. 7. Section 2 of the Volunteer Request Form
   8. University of California Patent/IP Acknowledgement
   9. UC San Diego’s Waiver of Liability, Assumption of Risk, and Indemnity Agreement
      1. If the volunteer is a minor under the age of 18, their Parent/Guardian must also sign this form.  Once the Volunteer is finished, the form will route to the Parent/Guardian for final review if applicable.  If the Parent Guardian denies the request, the Department HR Contact will be notified.   
   10. Other forms required by the department
   11.  

3a.  If Campus HR approval is NOT required, the signed forms are saved to DocuSign for record keeping purposes and no further action is required.  The Department HR Contact will receive a copy of the completed forms.

 

3b.  If Campus HR approval IS required, HR will review and either approve or deny the request.  The Department HR Contact will be notified of the decision, and the forms will be saved to DocuSign for record keeping purposes.

 

4.  The Department:

1. Enters the Volunteer as a Contingent Worker in UCPath once the request is completed (or approved by Campus HR if required).