This policy establishes the requirements and procedures for engaging volunteers at Central College.

 

VOLUNTEER POLICY

Overview

Central College values volunteerism as a meaningful way for individuals to support the mission and operations of the college. While the normal and customary work of the institution is performed by Central College employees, volunteers may provide supportive services without expectation of compensation. This policy establishes clear guidelines for the screening, engagement, and oversight of volunteers to ensure compliance with college policies, applicable laws, and risk management principles. It also clarifies the non‑employee status of volunteers and defines the responsibilities of volunteers, supervisors, and the college in maintaining a safe, ethical, and effective volunteer environment.

Definitions

Volunteer: An individual who provides services to Central College in support of its mission without expectation of compensation, wages, or employee benefits, and who is not considered an employee or agent of the college for any purpose.

Volunteer Agreement: A written document (general or coaching) that outlines the expectations, responsibilities, and conditions under which an individual will serve as a volunteer for the college.

Background Check: A screening process conducted by Human Resources to identify any disqualifying factors prior to a volunteer beginning service.

Non‑Employee Status: The designation confirming that volunteers are not employees of the college and are not eligible for compensation, benefits, workers’ compensation, or unemployment benefits, nor do they create an employment contract with the college.

Responsibilities

Volunteers are responsible for:

• Complying with all Central College policies, procedures, and applicable external regulations while performing volunteer services.
• Adhering to expectations related to ethical conduct, confidentiality, safety, use of college technology, nondiscrimination, harassment prevention, abuse prevention, and alcohol and drug use.
• Completing all required documentation, including authorization for a background check and applicable volunteer agreements, prior to beginning service.
• Reporting any suspected or known unlawful harassment, sexual or relationship misconduct, or abuse of a minor or dependent adult to the Central College Title IX Coordinator, as well as any additional reporting required by Iowa law.
• Performing only those services for which they are approved, trained, and supervised.

Department heads or supervisors are responsible for:

• Identifying appropriate volunteer roles that support, but do not replace or displace, the work of college employees.
• Notifying Human Resources of proposed volunteers and providing required information, including name, contact details, and scope of volunteer services.
• Reviewing volunteer agreements with the volunteer and ensuring agreements are signed prior to service.
• Providing appropriate supervision, guidance, and oversight of volunteer activities.
• Ensuring volunteers understand their non‑employee status and the expectations of unpaid service.

Human Resources is responsible for:

• Receiving notification of new volunteers and maintaining official records of volunteer agreements and background checks.
• Conducting background checks and determining volunteer eligibility prior to the start of service.

Policy Details

College volunteers shall comply with all college policies, procedures, and external regulations that govern their actions while serving as volunteers for the college. These include, but are not limited to, those of ethical behavior, safety, confidentiality, protected health and student information, use of college technology, unlawful discrimination/harassment, abuse of a minor, sexual or relationship misconduct, alcohol and drug use. All college polices can be found at: http://www.central.edu/policies/employees/.

Volunteers are to report any suspected or known unlawful harassment, sexual or relationship misconduct, or abuse of a minor or dependent adult, in addition to any other reporting obligation under Iowa law, to: Central College Title IX Coordinator (Phone: (641) 628-5249; Email: titleIX@central.edu).

College volunteers are not employees or agents of the college for any purpose, including for the establishment of an employer-employee relationship under the Fair Labor Standards Act. As a result, college volunteers are not eligible for compensation, employee benefits, worker’s compensation benefits, or unemployment benefits. Nothing in this policy shall be deemed to create a contract between college volunteers and the college.

Volunteers may be asked to work on projects that are supportive of the work of college employees. However, volunteers may not be used to replace or displace work that is presently being performed by college employees.

Eligibility

Volunteers must be at least 18 years of age, unless they are providing volunteer services through association and under the supervision of an outside organization. Each college volunteer also must have adequate experience, qualifications, and training for the task(s) he or she will perform as a college volunteer.

A current college employee may not serve as a college volunteer unless the services are provided for a special event/program, or in a capacity that differs from his or her employment, and the employee clearly understands and acknowledges he/she is donating their time for volunteer services without the expectation of performing compensable work.

Procedures

The following steps must be completed before a college volunteer is permitted to perform volunteer services:

1. A college department head or supervisor must inform human resources of the new college volunteer, including the volunteer’s name, contact information, and desired volunteer services;
2. The volunteer must provide a written authorization for the college to conduct a background check and HR must complete the background check and determine there are no disqualifying factors before volunteering begins;
3. An appropriate volunteer agreement must be completed (coaching or general);
4. Department head or supervisor must review the volunteer agreement with the volunteer and both sign the agreement (HR will maintain a record of the agreement and background check).

Termination of Relationship

Volunteers and the college have the right to terminate any type of volunteer’s association with the college at any time, for any reason, with or without cause or notice.

Volunteer agreements can be found at my.central.edu under Human Resources, or can obtained from the human resources office.

Last Revision Date: 11/30/2018

Policy Owner: Human Resources