Volunteer Services

UC Santa Barbara Non-Academic Volunteer Guidance

UC Santa Barbara permits the use of volunteers to support civic, charitable, or humanitarian efforts. However, volunteer status must not be used to evade employment laws or University policies. All Non-Academic Volunteer appointments require prior review and approval to ensure compliance with federal regulations (29 CFR § 553.101) and University risk tolerances.

Definition of a Volunteer

A volunteer is an individual who performs service for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation.

Exclusions: The guidance does not apply to:

• Academic appointees
• Current UC active staff employees
• Student interns receiving credit
• Individuals sponsored by external agencies (e.g., Red Cross) 
• Groups providing fundraising, public outreach, or other support services as described in Regents Policy 5203 on Support Groups, Campus Foundations, and Alumni Associations

The following is not considered volunteer service:

• The service is given in exchange for academic credit, academic recognition or other academic benefit.
• The service is compensated by an external, non-UC organization.
• The service is provided by an individual affiliated with a non-UC organization like the Red Cross or United Way.
• The service is provided off-campus by individuals possibly affiliated with the University but not under the University’s direct control, e.g. student interns, student teachers, etc.
• The service is provided pursuant to a court order, fine, restitution agreement, or similar directive.
• Similar service is performed by university employees.

Eligibility and Restrictions

• Displacement: Volunteers may not perform services that are the same as those performed by any employee of the University.
• Former Employees: Former employees considered for staff volunteer opportunities may not perform services in connection with or related to their former regular duties or duties of other university employees.
• Duration: Appointments are limited to a maximum of one (1) year. Extensions require a new approval request.
• Minors: Volunteers under the age of 18 require parent/guardian consent and may be subject to limitations in laboratories.

Procedures and Approvals

• Initiation: Departments must submit the digital Non-Academic Volunteer Request Form prior to the volunteer’s start date.
• Required Approvals: The workflow must be approved by the Department Head,  Dean/AVC (or designee), Divisional Control Point (or designee), and Campus Human Resources. 
  • Risk Management review is required and they will evaluate volunteer services for minors or hazardous work.

Documentation

1. Upon approval, Departments must initiate and retain the signed UC Waiver of Liability. Departments must maintain a copy of the signed waiver (those signed by adults for three years following the conclusion of the activities. Those signed by a parent/guardian on behalf of a minor must be retained for 3 years after the minor turns 18).
2. Upon approval, volunteers must review and complete the Patent Acknowledgment in UCPath online by navigating to Menu > Personal Information > Patent Acknowledgment.
   Note: For volunteers assigned for one business day only, the Department must initiate a Patent Acknowledgment form signed by the approved volunteer.  
3. Upon approval, volunteers who are minors require parent/guardian consent and must ensure the Volunteer Authorization for Minor form is completed.  This form shall be maintained by the Department.
4. Upon approval, volunteers working with minors must complete the Volunteer Code of Conduct form. This form shall be maintained by the Department.
5. Upon approval, if the volunteer is assigned responsibilities that designate them as a mandated reporter, the Department must ensure the volunteer is notified and understands their obligations as a mandated reporter by ensuring the CANRA Acknowledgement Form is completed.  This form shall be maintained by the Department for five years after the end of the fiscal year in which the volunteer completes their service.

UCPath Transaction

1. Volunteers assigned for more than one business day
   Departments must submit a UCPath transaction with the appropriate volunteer code.
   • 9920 Student Volunteer (registered UCSB student)
   • CWR011 Staff (non-employee) Volunteer
   • CWR020 Student (non-matriculated) Volunteer
2. Volunteers must review and complete the Patent Acknowledgment in UCPath online by navigating to Menu > Personal Information > Patent Acknowledgment.

Compliance

There may be required mandatory training for volunteers.  Volunteers must complete this training within the designated period after assignment or the volunteer assignment may end.

• Depending on responsibilities assigned, some volunteers may be designated as mandated reporters.  The department must ensure the volunteer is notified and understands their obligations as a mandated reporter by ensuring the CANRA Acknowledgement Form is completed.
• Volunteers performing sensitive services (e.g., handling cash or cash equivalents, working with minors, key access, use of or contact with hazardous materials, equipment) must clear a background check before starting.
• California Assembly Bill 810 requires a misconduct review for all athletic volunteers.  This review must be completed after volunteer approval but prior to the start of the volunteer activity.  The Department must work with Campus Human Resources to complete this review. 

Record Keeping

Departments that utilize volunteers are responsible for maintaining written records on each volunteer. The records should include the UC Waiver of Liability, the CANRA Acknowledgment Form. Paperwork associated with any background checks and/or criminal checks that are performed will be accessible by authorized personnel within campus Human Resources. A record should be maintained on any training that the volunteer receives in addition to any equipment that they are issued. Departments are also responsible for maintaining an up-to-date and detailed written description of the services that the volunteer is to provide.