Volunteers perform a service for the University without promise, expectation, or receipt of compensation for services rendered. A volunteer offers service to the University and does so without pressure or coercion; and is not otherwise employed by the University to perform the same type of services as those for which the individual proposes to volunteer.
REQUIRED INFORMATION AND SCREENING
To ensure volunteers are appropriately registered, those seeking to serve as a Volunteer within a department or unit must first complete required screenings/processes which will be initiated with HR by the related OU manager.
All volunteers are subject to a background screening which is completed as a part of the registration process.
Ottawa University recognizes the vital role volunteers play in accomplishing its Mission and acknowledges the service of all Volunteers. This policy characterizes the nature of Volunteer service; establishes mechanisms to promote a safe, productive, and mutually beneficial environment; specifies allowable services with appropriate authorization; and identifies tracking processes.
Persons who provide Volunteer services to Ottawa University. This policy does not apply to any person providing services for a one-time event.
Volunteers perform a service for the University without promise, expectation, or receipt of wages, compensation, benefits, unemployment coverage, or remuneration of any sort for services rendered and have no assurance or reason to expect Ottawa University will offer employment following the Volunteer period. Volunteers are not provided access to the same campus systems, services, and facilities as employees. The Volunteer may be able to obtain some limited accesses by special request (as identified later in this handbook).
Volunteers are not covered by the Fair Labor Standards Act (FLSA) and are not considered employees for any purpose. In the event of an accident while a Volunteer is performing services for the University, the injury must be reported to the Compliance Department to record with the liability insurance company.
The Human Resource Department (HR), in consultation with the Chief Financial Officer, has the authority to determine whether services provided represent a volunteer service status pursuant to the interpretation of federal regulations.
Volunteer services may be declined and/or ended at the discretion of the University at any time by the unit for which services are being provided or by the HR. Similarly, the Volunteer may end service at any time.
Volunteers are subject to, and must abide by, all applicable University policies and procedures and all external regulations that govern their actions. This includes, but is not limited to, those relating to health and safety, confidentiality, intellectual property, protected information, non-discrimination, computer, and equipment use, ethics, conflict of interest, alcohol, and substance abuse, anti-violence, sexual misconduct, smoking, nepotism, and background checks. Applicable policies are included in, or referenced at, the end of this document.
Volunteers must satisfactorily complete all applicable training and orientation required by the unit for which they volunteer, and which is appropriate to their role. This training should be provided prior to commencing activities. Depending on the nature of the service, training may include topics related to any policy listed above or processes specifically related to the voluntary role.
IDENTIFICATION, APPROVAL, AND TRACKING
All volunteers will provide details required in the link provided above. HR will determine whether the request qualifies as eligible as a volunteer role. The first step is the completion of a background screening.
Volunteers are accountable and responsible for compliance with related University policy and may be subject to disciplinary action for the unit’s failure to comply. Volunteers are additionally obligated to conduct themselves consistent with standards of professional behavior common to university expectations.
- Temporary, intermittent, or occasional employees, contractors, and student employees are not eligible for volunteer status.
- This policy does not apply to volunteers providing one-time service or for single events.
- This policy does not include services performed by students for student-, campus-, or community-related organizations.
- Volunteers are prohibited from engaging in any of the following activities while providing services to the University unless specifically approved in advance by the appropriate administrative authority and HR:
- Operating heavy equipment,
- Working with stored energy (steam, electricity, hydraulics)
- Any activity considered inappropriate for any employee
- Those already in a Contractual/Consultant Agreement with the University
- Individuals under age 18 unless specifically approved in advance by the HR.
- An individual is not eligible to continue in a role of volunteer until they are vetted for services by HR.