Volunteers (VI.B.2)

Volume VI: Human Resources
Chapter B: Classification
Responsible Executive: Vice President for Ethics and Compliance and Vice President for Human Resources
Responsible Office: Office of the Vice President for Human Resources
Date Issued: July 1, 2012
Date Last Revised: August 1, 2017

TABLE OF CONTENTS

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

Policy Clarification

Title/Office

Telephone

Email/Webpage

Office of the Vice President for Human Resources – Employee Relations

765-494-1679

erofficer@purdue.edu

Campus Specific Questions

Title/Office

Telephone

Email/Webpage

Fort Wayne Human Resources

260-481-6677

Northwest Human Resources

219-989-2251

hr@pnw.edu

West Lafayette HR – Employee Relations

765-494-1679

erofficer@purdue.edu

STATEMENT OF POLICY

Purdue University is committed to providing a safe environment for work, study and outreach and to upholding the reputation and integrity of the University. To that end, all Volunteers will be subject to background screening that will include, at minimum, a Sex and Violent Offender Registry Check. Any individual listed on a registry that is part of the University’s Sex and Violent Offender Registry Check or who has been convicted of an offense for which he or she must register as a sex or violent offender may not serve as a Volunteer. No department/unit may discriminate in selecting Volunteers based on race, religion, color, sex, age, national origin or ancestry, genetic information, marital status, parental status, sexual orientation, gender identity and expression, disability, or status as a veteran.

Each department/unit must evaluate the services that a Volunteer will be expected to provide to be certain that the Volunteer is 1) providing services that are for and directly related to the business of the University or in support of activities of the University, 2) not replacing or displacing a compensable position within the department/unit, and 3) providing services that are not prohibited under the Administrative Manual on University Volunteers. Each department/unit is responsible for ensuring that Volunteers have adequate experience, qualifications and training for the tasks they will be performing.

Volunteers Under Age 18

The parent or legal guardian of any Volunteer under the age of 18 is required to sign a Consent to Volunteer form (as provided in the Administrative Manual on University Volunteers). Volunteers who are under age 18 may only provide certain types of services, as outlined in the Administrative Manual on University Volunteers. Volunteers who are under the age of 15 may only provide services under the direct supervision of their parent or legal guardian. In such cases, a Sex and Violent Offender Registry Check also must be conducted on the parent or legal guardian.

Foreign Citizens as Volunteers

U.S. citizens and non-U.S. citizens who hold lawful permanent resident status (a green card) or who are asylees or refugees may serve as Volunteers. Non-U.S. citizens who are in the United States on a visa may be limited in the type of volunteer services they can provide or prohibited from volunteering in any capacity at the University. Departments/units need to follow the steps in the Administrative Manual on University Volunteers to ensure that the individual’s visa status is not put at risk and that the University is in compliance with federal immigration laws.

REASON FOR THIS POLICY

Purdue University recognizes the vital role that Volunteers play in accomplishing its mission of learning, discovery and engagement. This policy characterizes the relationship between the University and its Volunteers and provides a mechanism for minimizing risk and protecting the interests of the Volunteer, the University and the University community.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All University Volunteers and all campuses, colleges, schools, departments and units of Purdue University.

EXCLUSIONS

The following categories of individuals are not subject to the background screening requirements of this policy.

  • Current faculty and staff
  • Adjunct faculty members, associate staff members, affiliate staff appointees and visiting scholar appointees
  • Currently enrolled students
  • Guest lecturers/speakers and entertainers
  • Human subject research participants
  • Individuals performing services for an entity other than the University or as a member of a group contracted by the University
  • Members of a committee appointed either by the University or a third-party accrediting agency for the purpose of conducting a review in conjunction with a program assessment or accreditation review

These exclusions do not limit the University’s right to conduct Sex and Violent Offender Registry Checks on individuals in these categories or its right to prohibit an individual who is listed on a registry that is part of the University’s Sex and Violent Offender Registry Check or who has been convicted of an offense for which he or she must register as a sex or violent offender from serving as a Volunteer.

RESPONSIBILITIES

Departments/Units

  • Assess the services that a Volunteer will be expected to provide to ensure compliance with this policy.
  • When engaging a non-U.S. citizen as a Volunteer, obtain appropriate verification of the individual’s eligibility to serve as a Volunteer for the University.
  • Consult with Human Resources regarding the need for additional background screening and volunteer agreements.
  • Conduct Sex and Violent Offender Registry Checks prior to engaging the services of a Volunteer and annually thereafter.
  • Obtain signed Volunteer agreements, if required.
  • Provide to the applicable campus Human Resources an annual report of all Sex and Violent Offender Registry Checks conducted.
  • Maintain relevant forms and documentation in a central location for a period of three years from the date the relationship with the Volunteer ends.
  • Handle all data collected as a result of this policy in accordance with the policy on Data Classification and Governance (VII.B.6), as amended or superseded.

Human Resources for Each Campus

  • Assist departments/units on determining whether a position qualifies as a Volunteer position.
  • Provide guidance to departments/units regarding verification of a possible match in a Sex and Violent Offender Registry Check, additional background screening options and volunteer agreements.
  • Collect and retain indefinitely annual reports on Sex and Violent Offender Registry Checks.

International Students and Scholars and Office of Legal Counsel

  • Advise departments/units on how to verify whether a non-U.S. citizen is authorized to serve in a particular Volunteer role for the University.

Office of the Vice President for Ethics and Compliance

  • Implement processes to obtain annual certifications from department/unit heads that they have complied with this policy.

Office of the Vice President for Human Resources

  • Administer this policy.

Volunteers

  • Provide necessary information for a Sex and Violent Offender Registry Check and any additional background check to be conducted.
  • If applicable, provide documentation of citizenship or verification of eligibility under the terms of their visa to serve as a Volunteer for the University.
  • Sign and adhere to a Volunteer agreement, as applicable.
  • Comply with all applicable University policies and procedures.
  • Perform services only within the scope of the Volunteer position.

DEFINITIONS

All defined terms are capitalized throughout the document. Additional defined terms may be found in the central Policy Glossary.

Sex and Violent Offender Registry Check
Verification that the selected Volunteer is not listed as having any convictions of certain sex and violent crimes on either the Dru Sjodin National Sex Offender Public Website or the Indiana Sex and Violent Offender Registry, or any other national or state registry that may become available. Instructions for conducting checks are found in the Administrative Manual on University Volunteers.

Volunteer
An individual who performs services for and directly related to the business of the University or in support of activities of the University without promise, expectation or receipt of compensation. A Volunteer is not an employee for purposes of the Fair Labor Standards Act, nor is he or she eligible for benefits. Potential Volunteers may be members of the public, alumni of the University or retired University faculty or staff members.

RELATED DOCUMENTS, FORMS AND TOOLS

Administrative Manual on University Volunteers

Frequently Asked Questions

Online Volunteer Screening Verification Submission Form

Policies:

Registries:

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/human-resources/vib2.html

HISTORY AND UPDATES

August 1, 2017: Policy converted to new template. Language regarding non-U.S. citizens as Volunteers updated to provide better clarity.

February 1, 2014: Added to the policy were exclusions for accrediting agency members and a procedure for requesting exemptions to the screening requirement. The requirement that all volunteers complete a registration form and present a photo ID was removed. This policy supersedes Volunteers, Interim (VI.B.2) dated August 20, 2012.

August 20, 2012: Current faculty and staff and currently enrolled students were excluded from this policy due to practices already in place that provide for the regular check of registries on these populations.

July 1, 2012: This is the first system-wide policy to address this issue.

APPENDIX

There are no appendices to this policy.

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