To:       Executive Vice Presidents, Chancellors, Vice Presidents, Vice Chancellors, Vice Provosts, Deans, Directors and Heads of Schools, Divisions, Departments and Offices

 From:   Luis E. Lewin, Vice President for Human Resources
Alysa Christmas Rollock, Vice President for Ethics and Compliance

Date:  January 31, 2014

Regarding: Volunteer Policy Revisions

The Executive Policy Review Group approved revisions to the policy on Volunteers (VI.B.2), which will be announced in Purdue Today next week. We believe these revisions address the concerns that were raised when the interim policy was first presented, while prioritizing the safety and security of our faculty, staff and students.

You may recall that while the interim policy was in effect, a waiver was granted to exempt advisory board/council members from the registry check procedures until such time as input on the issue could be considered. We received emails from and met with several of you regarding the issue and would like to extend our sincere thanks to you and your staff for taking the time to explain your concerns. In addition, registry checks were performed on a sampling of advisory board/council members, which demonstrated that the checks could be performed in a swift and discreet manner. As a result of all these considerations, the following changes go into effect February 1:


  1. Registration forms and photo IDs will no longer be required, allowing for registry checks to be done without the potential to offend the individual.
  2. Departments may request a written exemption if they believe extenuating circumstances prevent them from being able to perform the checks on a particular group of volunteers.


In light of the temporary waiver on advisory board/council members, the finalized policy maintains the 30-day window to allow departments time to perform the registry checks on current volunteers. We also will postpone the requirement for annual reports of registry checks and certifications of compliance until February 2015.

Questions regarding the policy may be addressed to Brenda Coulson in Human Resources.