These guidelines are designed to provide clarification and guidance for requesting assignment of Volunteers at Cal Poly Pomona.
Individuals who volunteer their time and expertise to the University provide important services to the campus and to the surrounding communities. Volunteer assignments are made in accordance with the
A Volunteer is an individual who performs work or provides services without compensation for a semester, academic year, calendar year, session or any part thereof, not to exceed one year. Volunteers should not replace or supplant the work performed by employees (represented or non-represented) and may not be used in full-time, long-term assignments. Special rules may apply regarding Volunteers with teaching assignments as outlined in provision 12.29 of the collective bargaining agreement between the CSU and California Faculty Association.
Volunteers are eligible for workers’ compensation and state liability coverage. Volunteers may be authorized to drive a vehicle on official state business, in accordance with the . Additionally, a Volunteer may be entitled to reimbursement for travel expenses in accordance with University procedures for reimbursement of travel expenses and allowances.
Academic Manual Policy No: 1303 Appointment of Volunteer Faculty and Support Staff (PDF)
Volunteers may perform a variety of functions in support of campus activities while under the oversight of CSU staff or faculty. Examples of volunteer work include, but are not limited to: Volunteers who decorate the Rose Float, Volunteers who teach or assist in teaching; Volunteers working in the University Library 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 perform general office work; and Volunteers who assist at campus events.
Volunteer activities do not include: a guest lecturer, “Professor for a Day” or other similar role, assisting at an athletic event, a participant in community service programs sponsored by the University, a participant in an activity or service on a committee sponsored by a University support group.
Volunteers are required to sign and date a Volunteer Identification Form (PDF), which must be renewed annually, prior to the work being completed. Once completed and signed by an appropriate administrator, the form must be kept on file in the appointing department for the duration of one year. A copy of an appropriate license or certificate, if applicable, must also be attached. It is the department’s responsibility to ensure all appropriate forms and, if necessary, a background check have been completed before the volunteer can begin work.
If a person receives any kind of compensation from a campus for services, an Employment Authorization Form I-9 needs to be completed and the person needs to be appointed as an employee.
All Volunteers are considered Limited Mandated Reporters under the Child Abuse and Neglect Reporting Act (CANRA). More information can be found on the CANRA site. Volunteers must be notified of the Act and the availability of training. Volunteers must also sign a statement acknowledging their role as a Limited Mandated Reporter (PDF) with each volunteer appointment.
All Volunteers are required to complete training. For additional information, please reference the Workplace Violence Prevention website.
If the Volunteer will drive on behalf of the university, they will need to complete driver training courses and authorize the university to check their driving record with the DMV. Information on obtaining driving authorization may be found at: Driving on University Business. If the Volunteer will drive their own personal vehicle, they will also need to complete and submit STD Form 261 - (PDF). This form needs to be maintained in the employing department sponsoring the Volunteer and re-certified annually.
Volunteers are required to undergo a background check if they:
If any of the above apply, the Volunteer must submit to an appropriate background check. When a background check is necessary based on the criteria above, it is the responsibility of the department sponsoring the Volunteer to initiate the process. For information, please visit the Live Scan website.
The department sponsoring the Volunteer is responsible for ensuring the Volunteer receives any training that is appropriate or required for the services being provided prior to work being performed. This includes Safety and training. Training specific to volunteer activities must also be provided. Please contact ehs@cpp.edu, if you have any questions.
The sponsoring department may gain access to training for the Volunteer by creating a Sponsored Affiliate Account via: .