Policies & Procedures

Administrative Procedure: 7419

VOLUNTEER WORKERS

Prerequisites

The following are prerequisites for service as a volunteer with the College:

• Authorize an Inquiry Release Form and pass a Criminal background check;
• Meet the qualifications necessary to perform the task;
• Abide by all state and federal laws as well as College policies and administrative procedures; and
• As appropriate, agree to mandated training including, but not limited to harassment, sexual misconduct, Title IX, FERPA, and HIPPA.

Procedures

• Complete a signed Volunteer Inquiry Release Form to permit the required background check.

• Volunteer applicants will not be processed without verification of all credentials.

• Each volunteer applicant who is a foreign national will be required to produce an authorization card which includes the foreign national’s registration number.

• Minors under the age of 18 may not be assigned without presenting approved working papers and parental permission for a pre-assignment physical exam, when required. Any department engaging a minor in volunteer work must comply with the New Jersey Child Labor Laws regarding appropriate duties, the posting of work schedules, and permissible hours of work. Upon assignment, applicants will be required to present proof of age.

• Human Resources will conduct a background check on applicants before an actual assignment can commence. The background checks will consist of criminal history and social security verification. Motor vehicle records will be checked as volunteer assignments demand. All background checks will be conducted in accordance with the Fair Credit Reporting Act (FCRA) and require a signed release by the applicant. The signed release is a condition of the volunteer assignment and will not be waived for any reason.

• If a background check disqualifies an applicant for any reason, the applicant will be notified.

• Applicants falsifying information on their application, will not be considered for a volunteer assignment.

• Department/Units are responsible for providing a departmental orientation to volunteers, including review of relevant policies.

• Volunteers must carry either a College issued identification (ID) card or personal ID while on campus.

• Temporary parking permits will be issued as required.

• Upon conclusion of an assignment, volunteers are required to turn in all College property to the department supervisor or manager, including, but not limited to, ID cards, uniform, keys, tools, parking permits, etc. It is the supervisor’s responsibility to ensure cancellation of access to technology or computer accounts, i.e. email or calendaring systems, and other network or wireless access. In addition, the supervisor must secure all College property and return same to the issuing units.

• If the individual is a returning volunteer, but the break in his/her service is greater than one year, all applicable forms and procedures must be completed again.

• Volunteers who have completed all requirements successfully may, with HR approval, begin their volunteer service.

Expenses

Courts have interpreted the Fair Labor Standards Act (FSLA) to permit volunteers to be paid expenses and/or nominal fees for their services without losing their volunteer status. Expenses and fees that may be paid include: out-of-pocket expenses incurred incidental to providing volunteer services (e.g. meal, transportation, and uniform expenses) and training-related expenses.

Services Not Requiring a Volunteer Agreement or other Prerequisites

• College Open Houses;
• Commencement volunteers;
• Ushering campus events;
• Public/Guest speakers; and
• Participation in all volunteer College committees

All specific one-time activities must be discussed with the Associate Vice President of Human Resources, or his/her designee, who will determine if the activity may be considered “low risk”. Once the activity is determined to be “low risk”, the Volunteer Agreement or other prerequisites as listed on page one would not be required. To ensure compliance contact HR before allowing any person to begin volunteering at the College.

Please consult HR with any questions or concerns.

References:

Rowan College of South Jersey Board of Trustees Policy Manual, 7419 Volunteer Workers and 7401 Background Checks and Self-Disclosure of Criminal Convictions