Board of Regents Policy CSCU Volunteer Policy

Volunteers play a vital role in supporting the mission of the CSCU and enhance the quality of education and services provided to students, staff, faculty, and the community. This policy outlines how institutions engage, manage, and recognize external volunteers.

Volunteer Coach: A volunteer who offers their time, skills, and/or expertise to support athletic program(s) without financial compensation.

Volunteer: A volunteer is an individual who offers their time, skills, and/or expertise without financial compensation to assist an institution in various capacities, including but not limited to educational support, event management, research, and community outreach. These individuals may have access to sensitive information. Examples include assistance in a laboratory, access to personal identifiable information and/or confidential information such as outreach efforts to prospective students and/or families, outreach efforts to alumni, any service which includes handling cash or performing financial transactions, coaching or any work with athletic teams.

A. Eligibility

To be eligible to volunteer at an institution, individuals must:

• Be at least 18 years old
• Complete a Volunteer Agreement Form
• Undergo a background check, including a search of the National Sex Offender Registry.
• Adhere to all CSCU policies and procedures
• May be required to possess a certification such as CPR, First Aid, AED
• May be required to complete specific training, such as concussion training or child safety training

Prior to engaging in any volunteer work, a volunteer must complete a Volunteer Agreement Form. Once completed, the form shall be transmitted to the Human Resources Department for review and authorization. A background check must be completed prior to beginning any volunteer services. The falsification or omission of any information on a Volunteer Agreement Form may be grounds to prohibit the individual from becoming a volunteer.

B. Volunteer Roles and Responsibilities

To serve as a volunteer, an individual must be under the general guidance of an identified CSCU employee.

Volunteers may engage in a variety of roles, such as:

• Volunteer coach
• Academic support and tutoring
• Assisting in research projects
• Event support
• Administrative support
• Mentorship and guidance
• Engagement with students, faculty, staff and community members

Volunteers shall adhere to the CSCU Code of Conduct for Regents, Employees & Volunteers, and must abide by the values and standards outlined in the policy. As a community member, volunteers must uphold ethical standards and maintain and treat others with dignity and respect. Volunteers must not engage in any conduct that causes disruption, or otherwise disturbs the operation of the institution, including offices and classrooms.

Volunteers who have access to technology services (email or network access) must comply with CSCU Acceptable Use and CSCU Electronic Communications policies. Volunteers may be required to complete security training or other training as a pre-requisite to email access.

Additionally, volunteers may not work with hazardous materials, enter any contract on behalf of the institution, or perform any activity which would be considered inappropriate for an employee. Further, volunteers may not operate institution vehicles or heavy equipment without prior approval from the Department of Administrative Services Director of Fleet Operations.

Anything that a volunteer creates for the institution shall belong to the institution. The volunteer shall transfer and assign all rights and interests in and to such creations to the institution.

Volunteers must disclose any conflicts of interest. Volunteers must abide by all applicable CSCU and institutional policies and procedures.

Serving as a volunteer provides no guarantee or expectation of future employment by the CSCU institution. Volunteers are not eligible for compensation or any retirement, health, workers’ compensation or other benefits normally afforded to employees. Additionally, any expenses incurred, including, but not limited to travel, meals, and/or equipment will not be reimbursed unless explicitly approved in writing by the institution and in accordance with all associated CSCU policies.

C. Supervision

Volunteers will be supervised by designated institution staff members who will provide guidance, support, and feedback on performance. Additional training may be required for any volunteer at the discretion of the administration and/or department.

D. Confidentiality and Ethical Standards

Volunteers must maintain the confidentiality of all institution-related information and uphold the highest ethical standards in their conduct. Any breach of confidentiality or unethical behavior will result in immediate termination of volunteer services.

E. Termination of Volunteer Services

Volunteers serve at the sole discretion of the Institution. The Institution may decide to end the service of a volunteer for any reason, at any time, without prior notice or cause.

F. Exemptions

The following individuals are exempt from the eligibility requirements; however, all volunteers must adhere to the CSCU Code of Conduct for Regents, Employees & Volunteers and anyone working with minors will be subject to a background check unless they are supervised by a parent/guardian/chaperone or an outside agency.

• Individuals who engage in low-risk activities and have limited or no access to sensitive information.
  • Examples include a single evening distributing programs at a theatre or dance performance, coordinating alumni at a single event, greeting visitors to campus and offering directional assistance, participating in a service project, or other efforts to engage students, families, faculty or staff.
• Students performing services to satisfy curricular requirements
• Generally, individuals serving on advisory boards as well as invited speakers or guest lecturers
• Members of the Board of Regents

Enforcement

Volunteers are subject to the CSCU Code of Conduct for Regents, Employees & Volunteers. Violations of the Code may result in separation from CSCU.