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Responsible Officer: |
Associate Vice Chancellor-Human Resources |
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Responsible Office: |
Human Resources |
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Origination Date: |
12/01/2011 |
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Date of Revision: |
08/09/2019 |
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Date of Last Review: |
08/09/2019 |
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Scope: |
Volunteers, Contingent Workers and Person of Interest Appointments on Campus |
I. Policy Summary
This policy provides guidance for the use of non-employees (e.g., volunteer services, temporary agency workers) of the University of California (UC), to promote safety, reduce risk and protect the interests of the University of California, Riverside (UCR) campus, its Contingent Workers, Person of Interest, and the community it services.
II. Definitions
A. Contingent Workers (CWR) not an employee of UC; an individual engaged by UCR on a non-permanent basis to complete a specific function or task who do not have an employee relationship with UCR and do not receive compensation through UCPath.
B. Person of Interest (POI) not an employee of UC; and will not receive compensation through UCPath. The POI relationship is at the Business Unit level, and cannot be tied to a certain department or unit. POI is created when there is a location need for a person that is not performing any duties or functions in the service of the location
however will need to exist in UCPath for location access issues, systems access, etc.
C. Student Intern is a student seeking to enhance their academic and career goals by gaining supervised practical experience and applying classroom theory to real world situations.
D. Volunteer an individual providing service directly to and under the supervision of the university with no promise or expectation of compensation. The following groups are not considered volunteers:
1. Individuals whose service is provided in pursuit of personal educational goals or to earn educational credit.
2. Individuals receiving payment for services rendered from a non-university of California pay source (e.g., visitors receiving per diem or support from home institutions, employees of an organization with a contract to use university facilities).
3. Individuals affiliated with and providing services on behalf of an external agency or service organization (e.g., Red Cross volunteers)
4. Off-campus volunteers sponsored by but not under the direct supervision of the university (e.g., student teachers).
5. Groups or individuals providing fundraising, public outreach, or other support services as described in UC Policy on Support Groups, Campus Foundations, and Alumni Associations.
6. Individuals holding academic “without salary” appointments.
7. Retired employees desiring occasional access to university facilities.
III. Policy
Individuals who perform service for their own benefit (including staff, faculty, retirees, students, alumni, and others not associated with the university) in furtherance of the humanitarian, educational, or service missions of the university and/or to gain professional experience through their service to the university are either classified as volunteers, contingent workers or person of interest.
A. Volunteers
1. All volunteers covered under this policy are uncompensated and provide services without any expectation of compensation.
2. Volunteer support may be used to help further the university mission of teaching, research and public service, and to provide valuable experience to the volunteer.
3. Volunteer support may be utilized whenever an individual volunteers assistance or services to the university and receives no compensation.
4. Volunteer service may be utilized at the sole discretion of the department for which the volunteer provides assistance.
5. A volunteer assignment must be established prior to the commencement of work.
6. Volunteer support cannot:
a. Displace/replace a paid position.
b. Be appointed to a volunteer assignment after the commencement of work.
c. Conduct duties that are identical or similar to current or past compensated work performed at the university.
7. Volunteer Assignments
a. Volunteers should be at least 18 years old.
1) Volunteers under 18 require additional reviews, approvals, and parental permission.
2) Volunteers who are minors (those under 18 years of age) and who have not graduated from high school are encouraged to provide a completed work permit prior to beginning their assignments.
3) Review the California Child Labor Law pamphlet and contact your Human Resources representative for information on volunteer assignments for minors.
4) The university governs the presence of minors in any university laboratory or shop that uses hazardous chemicals, biohazardous or infectious materials, radioactive materials or radiation producing equipment, or where there are physical hazards including (but not limited to) compressed gases, high voltage, extreme temperatures, excessive noise, or lasers. The UC Policy on Minors in Laboratories and Shops applies to all minors involved in summer internships, volunteering in research projects and participating in a scheduled assignment in a laboratory setting. In addition to completing a work permit, forms within policy (pages 9-13), must be completed by the appropriate parties. For additional information, review the UC Policy on Minors in Laboratories and Shops or contact your Human Resources representative.
b. Volunteers shall not be assigned tasks that require any of the following:
1) Access to university financial accounts or funds (e.g., cash, cash equivalents, checks, credit/debit cards, university property, disbursements or receipts).
2) Access to master keys.
3) Access to confidential records or information (e.g., student records or confidential data, protected health information).
4) Operation of university vehicles.
5) Access to controlled substances including contact with hazards that require medical monitoring.
6) Contact with hazards that require medical monitoring
c. Volunteer assignments that involve any of the following are considered sensitive or critical and require a criminal history check. The volunteer’s background check must be cleared prior to the start of the volunteer assignment and they must receive special training or supervision:
1) Care, safety and security of people, including children and minors, or property, including personal and university. Volunteer workers who work with minors are required to complete a Child Abuse and Neglect Act (CANRA) form.
2) Handling animals.
3) Handling cash.
4) Use of building or office keys.
For a comprehensive list, refer to PPSM: 21 – Selection and Appointment.
d. Volunteers shall be supervised by departmental staff or faculty. Volunteers may not supervise an employee (including a student employee) or another volunteer.
e. Volunteer services may be terminated without notice at the discretion of the department.
B. Contingent Workers
1. All contingent workers covered under this policy are uncompensated by the university and provide services without any expectation of compensation from UC or UCR. Examples of contingent workers include temporary agency workers, contractors/consultants, visiting scholars and volunteers.
2. Contingent worker assignments that involve any of the following are considered sensitive or critical and require a criminal history check. The contingent worker’s background check must be cleared prior to the start of the assignment and they must receive special training or supervision:
a. Care, safety and security of people, including children and minors, or property, including personal and university. Contingent workers who work with minors are required to complete a Child Abuse and Neglect Act (CANRA) form.
b. Handling animals.
c. Handling cash.
d. Use of building or office keys.
For a comprehensive list, refer to PPSM: 21 – Selection and Appointment.
3. Contingent workers who are assigned by a temporary agency will receive a background check via the agency’s process.
4. Job Codes for contingent workers:
|
ID |
CWR Type |
Description |
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CWR001 |
UCB Student Facilitator |
Student Facilitators in UCB’s Democratic Education at Cal (DeCal) Program. |
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CWR002 |
LBL/DOE Postdoc |
Lawrence Berkeley Lab/Department of Energy Postdoc. |
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CWR003 |
Visiting Student Res Graduate |
A graduate student on leave from enrollment at a home institution to participate in a short-term (not to exceed 12 mos.) educational project under the supervision of an academic appointee; must be enrolled in a degree granting program at an institution of higher education other than UC; must service an academic purpose for the unit in which they are visiting (APM 430). |
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CWR004 |
Staff Intern |
An individual providing service to UC as part of a bone fide internship program designed primarily for the benefit of the intern and in conjunction with an appropriate academic degree program. |
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CWR005 |
Affiliated Research Institute |
An employee of an organization that has a relationship with UC, such as research institute sponsoring a join research project with UC. Can also be used for HHMI or Ludwig workers or LBL workers needing access to campus facilities. |
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CWR006 |
Individual Contractor/Consultant |
An individual providing consulting services to UC as an independent contractor or through a third-party independent contractor/company. Payment for services is paid through Accounts Payable. |
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CWR007 |
Clin Assoc/Admitting Physician |
A community medical practitioner granted access to UC health care facilities. |
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CWR009 |
Temp Agency Staff – Health |
A temporary employee hired and paid through a third-party temporary employment agency and working in a UC health care facility. |
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CWR010 |
Temp Agency Staff – Non-Health |
A temporary employee hired and paid through a third-party temporary employment agency and not working in a UC health care facility. |
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CWR011 |
Staff Volunteer |
Volunteer an individual providing service directly to and under the supervision of the university with no promise or expectation of compensation.
The following groups are not considered volunteers: a. Individuals whose service is provided in pursuit of personal educational goals or to earn educational credit. b. Individuals receiving payment for services rendered from a non-university of California pay source (e.g., visitors receiving per diem or support from home institutions, employees of an organization with a contract to use university facilities). c. Individuals affiliated with and providing services on behalf of an external agency or service organization (e.g., Red Cross volunteers). d. Off-campus volunteers sponsored by but not under the direct supervision of the university (e.g., student teachers). e. Groups or individuals providing fundraising, public outreach, or other support services as described in UC Policy on Support Groups, Campus Foundations, and Alumni Associations. f. Individuals holding academic “without salary” appointments. g. Retired employees desiring occasional access to university facilities. |
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CWR012 |
Traveling Nurse |
Not Applicable at UCR |
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CWR013 |
Community College Instructor |
An instructor at a community college. Most likely utilized in GSOE. |
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CWR014 |
Affiliated Organization |
Someone on campus that is in service and requires a NetID for some duration of time. |
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CWR015 |
Visiting Scholar |
A person on leave from an academic appointment or other employment, to participate in a short-term (not to exceed 12 months) educational, research, or other academic project under the supervision of an academic appointee; terminal degree required (APM 430). |
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CWR016 |
Visiting Student Researcher |
External (to your location) students visiting your location to advance their learning through research.
An undergraduate student on leave from enrollment at a home institution to participate in a short-term (not to exceed 12 months) educational project under the supervision of an academic appointee; must be enrolled in a degree granting program at an institution of higher education other than the University of California; must service an academic purpose for the unit in which they are visiting (APM 430). |
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CWR017 |
UC Employee – Different BU |
Any Academic of Staff UC employee that is in service to UCR, may use for search committee members for AP recruit. |
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CWR018 |
UC Board of Regent |
Occurs very rarely contact Human Resources. |
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CWR019 |
Staff Emeritus |
Emeritus/a status is an honor granted by the chancellor upon retirement of a University of California, Riverside staff member who has provided outstanding service to the university. |
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CWR020 |
Student Volunteer |
This is a student seeking to enhance their academic and career goals by gaining supervised practical experience and applying classroom theory to real world situations. |
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CWR021 |
Research Fellow |
A non-salaried appointment for visiting fellows who come to the University, such as: a National Research Council Fellow; a Social Science Research Council Fellow; a Commonwealth Fund Fellow; a Rockefeller Foundation Fellow; or as a traveling fellow from other universities; PhD required (APM 355). |
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CWR022 |
Research Associate |
A non-salaried appointment for visiting scholars and scientists of distinguished standing who may be recommended by departments for association with the University; PhD required (APM 355). |
C. Person of Interest
1. All Person of Interest (POI) covered under this policy are uncompensated by the university and provide services without any expectation of compensation from UC or UCR.
2. POI is created when there is a location (business unit) need for a person that is not performing any duties or functions in the service of the location to exist in UCPath (for location access issues, system access, etc.)
3. The POI relationship is at the Business Unit level, and cannot be tied to a department or unit.
4. Types of POIs:
|
ID |
POI Type |
Description |
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00600 |
UC Assoc. of President/Chancellor |
Family members of a Chancellor or the President. |
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00601 |
UC Potential Hire – Academic |
Tracking of Potential Academic Hires and is used at the discretion of the location such as: · Used to add potential hires into the system ahead of an offer being made. This is typically used for access provisioning for Academic and Executive recruiting. Allows locations to track candidates that are undergoing evaluation as to whether or not that location would hire them. |
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00602 |
UC External Compliance/Auditor |
An employee of a federal, state or other regulatory body conducting an audit or other compliance review of UC, and with those agencies or persons in which there is a contract in place. |
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00603 |
UC Potential Hire – Staff |
Tracking of Potential Staff Hires and is used at the discretion of the location. |
IV. Procedures
A. Volunteer Appointments
Volunteer appointments without salary are to be utilized when an individual volunteers their assistance or services directly and under the supervision of the university without promise or expectation of compensation.
Departments should first determine the duties to be performed and if the volunteer is 18 or over. Note: Volunteer applications for minors (under the age of 18) may require additional reviews, approvals, and parental permission.
1. Unpaid Student Intern
All unpaid student intern volunteers who are performing service solely for their personal educational goals unrelated to the pursuit of their academic degree should be appointed as a Staff Intern, Code CWR 004.
2. Unpaid Volunteers
All other unpaid volunteers should be appointed as a Contingent Worker (refer to III.B.4.)
a. Volunteers must complete the following forms prior to the start of their volunteer assignment:
1) Volunteer Application Form
2) Volunteer Registration Form
3) UC Policy and Patent Acknowledgment
a) UC employees, persons not employed by the university but who use UC research facilities, and persons who receive gift, grant or contract funds through the University are all required to sign the University Patent Acknowledgment (pdf).
b) Visiting scientists who are not employed by UC but who visit the University and use UC funds and facilities are required to sign the University Patent Acknowledgment.
c) Certain individuals are affected by special circumstances and may or may not be required to sign the Patent Acknowledgment.
d) Students are generally not required to sign the University Patent Acknowledgment, but graduate and undergraduate students are required to sign the University Patent Acknowledgment if they are also UC employees or if they participate in an extramurally-supported research project.
4) Criminal Background Check Authorization Form (with the exception of temporary agency workers)
b. The department shall:
1) Retain the forms in a department/organization unit volunteer file for a period of three (3) years.
2) Determine a reasonable end date for the assignment.
3) Maintain a record of service hours, including the date of service and the time the volunteer arrived and left the office.
4) Volunteers may be compensated for incidental expenses in accordance with appropriate university policies.
a) In those instances, the department must provide an I-9 to the volunteer for completion.
b) The I-9 information must be recorded within three (3) days of the incidental expense and/or mileage reimbursement.
5) Formalize the volunteer appointment using the ServiceLink New Hire Request for Contingent Workers.
· Navigate to the ServiceLink Home Portal and follow the onboarding instructions.
6) Submit a copy of the completed Volunteer Application Form for eligible volunteers to Workers’ Compensation.
7) Provide and document all necessary safety training and personal protective equipment needed by the volunteer to safely perform the volunteer service.
3. Contingent Workers Appointment
All contingent workers, including temporary agency workers must be entered in UCPath for tracking purposes. Assignments must be established prior to the commencement of work.
UC Policy and Patent Acknowledgment
· UC employees, persons not employed by the university but who use UC research facilities, and persons who receive gift, grant or contract funds through the University are all required to sign the University Patent Acknowledgment (pdf).
· Visiting scientists who are not employed by UC but who visit the University and use UC funds and facilities are required to sign the University Patent Acknowledgment.
· Certain individuals are affected by special circumstances and may or may not be required to sign the Patent Acknowledgment.
· Students are generally not required to sign the University Patent Acknowledgment, but graduate and undergraduate students are required to sign the University Patent Acknowledgment if they are also UC employees or if they participate in an extramurally-supported research project.
4. Person of Interest (POI)
a. A POI is not an employee of the university; will not have position data or job data in UC Path.
b. The transactional unit will identify the POI and determine if the person already exists in UCPath; if the POI is not already in UCPath; the transactional unit will add them to UCPath as a POI.
c. UC Path will assign POIs a Person ID and a POI record, instead of an employee ID.
d. POI data will be sent to the location IDM systems.
e. If a POI becomes an employee or a contingent worker, then their assigned Person ID will become their employee ID.
B. Workers’ Compensation Coverage
Volunteers are covered by Workers’ Compensation when acting within the capacity and scope of the volunteer assignment.
1. The Volunteer Registration form must have been completed prior to the volunteer assignment for coverage to be in effect.
2. Any volunteer injured within the course and scope of service must immediately notify the supervisor of the injury.
3. If medical treatment is needed, volunteers are authorized to be treated only at the approved medical treatment facilities listed.
Additional information is available on the Workers’ Compensation webpage or call 951-827-4207.
C. UC General Liability Insurance Coverage
Qualified volunteers may be covered by the Insurance Program (BUS-81). Additional information is available on the Risk Management website or call 951-827-8221.
VI. Forms/Instructions
CDE Form B16 - Request for Volunteer/Unpaid Trainee Authorization for Minor
UPAY585P – Patent Policy and Patent Acknowledgment Form
Parental Consent Form for Performing Background Checks on Minors
Volunteer Background Check Authorization Form
Volunteer Extension/Separation Form
VII. Contacts
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Contact |
Phone |
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HR Policy |
951-827-2622 |
hrpolicy@ucr.edu |
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Environmental Health & Safety (EH&S) |
951-827-5528 |
ehs@ucr.edu |
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Risk Management |
951-827-8221 |
risk@ucr.edu |
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Workers’ Compensation |
951-827-4207 |
workerscomp@ucr.edu |
VIII. Related Information
A. PPSM-21: Selection and Appointment
B. Regents Policy 7706: Policy on Reemployment of UC Retired Employees into Senior Management Group and Staff Positions.
C. Regents Policy 5203: Policy on Support Groups, Campus Foundations, and Alumni Associations
D. UCR Policy 600-85 – Workers’ Compensation
IX. Revision History
01/08/2019
08/01/2014