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Human Resources

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: February 1, 2014

TABLE OF CONTENTS

Statement of Policy
Reason for ThisPolicy
Individuals and Entities Affected by This Policy
Who Should Know This Policy
Exclusions
Website Address for This Policy
Contacts
Definitions
Responsibilities
Procedures
Related Documents, Forms and Tools
History and Updates
Appendix

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.

Under federal law, individuals holding F-2, J-2 and H-4 visa statuses are prohibited from volunteering in the same departments and on similar projects as paid University employees. Individuals holding B-1 or B-2 visas are prohibited from volunteering in any capacity at the University.

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 colleges, schools, departments and units of Purdue University.

WHO SHOULD KNOW THIS POLICY

President
Vice Presidents
Chancellors
Vice Chancellors
Vice Provosts
Deans/Directors
Department Heads/Chairs
Faculty
Staff
Students
Volunteers

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.

WEBSITE ADDRESS FOR THIS POLICY

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

CONTACTS

Subject 

Contact

Telephone

E-mail/Web Address

Policy Clarification

Office of the Vice President for Human Resources – Employee Relations

765-494-1679

erofficer@purdue.edu

Campus Specific Questions

Calumet:
Human Resources

219-989-2251

Fort Wayne:
Human Resources

260-481-6677

North Central:
Human Resources

219-785-5300

West Lafayette:
Human Resources – Employee Relations

765-494-1679

erofficer@purdue.edu

DEFINITIONS

Purdue, University and Purdue University
Any campus, unit, program, association or entity of Purdue University, including but not limited to Indiana University-Purdue University Fort Wayne, Purdue University Calumet, Purdue University North Central, Purdue University West Lafayette, Purdue Cooperative Extension Service and Purdue University College of Technology Statewide.

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 performing 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.

RESPONSIBILITIES

Departments/Units

  • Assess the services that a Volunteer will be expected to provide to ensure compliance with this policy.
  • Consult with Human Resources regarding the need for additional background screening and volunteer agreements.
  • Perform Sex and Violent Offender Registry Checks on all potential Volunteers.
  • Obtain signed Volunteer Agreements if required.
  • Comply with the procedures for Volunteers selected prior to this policy’s inception.
  • Provide to the applicable campus Human Resources an annual report of all Sex and Violent Offender Registry Checks performed.
  • Maintain relevant forms and documentation in accordance with this policy.

Human Resources for Each Campus

  • Provide guidance to departments/units with regard to additional background screening and volunteer agreements.
  • Collect and retain annual reports on Sex and Violent Offender Registry Checks.

Office of the Vice President for Ethics and Compliance

  • Collect and retain 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 to be conducted.
  • Comply with all applicable University policies and procedures.
  • Perform services only within the scope of their Volunteer position.

PROCEDURES

  1. Assessment of Volunteer Services
    1. 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.
    2. If the services the Volunteer will be performing require the individual to drive a vehicle, the department/unit must make sure that the policy on Use of Vehicles for University Business (IV.A.1) is followed.
  2. Volunteer Selection
    1. Each department/unit must conduct a Sex and Violent Offender Registry Check on each potential Volunteer prior to any services being rendered by the individual, and annually thereafter for the duration of the Volunteer’s service to the department/unit. See section VI below for deviations from this procedure.
    2. The department/unit head, or his or her designee, may require additional background screening on potential Volunteers based on the kind of tasks they will be providing and/or the level of access afforded them. In such cases the department/unit head, or his or her designee, must consult with Human Resources prior to conducting any additional screenings in order to ensure appropriate procedures are followed.
    3. Each department/unit is responsible for ensuring that Volunteers have adequate experience, qualifications and training for the tasks they will be performing.
  3. Requests for an Exemption to the Screening Requirement

    In the event a department/unit believes that a potential Volunteer or group of Volunteers should be exempt from the screening procedure as outlined in section II.A above, the department/unit may submit a request for exemption, which includes the recommendation of the applicable dean, vice president or vice chancellor, to the Chancellor or Vice President for Human Resources, as the case may be. Approval of the exemption must be received in writing from the Chancellor or Vice President for Human Resources, as the case may be, prior to engaging the services of the Volunteer(s).
  4. Volunteer Agreements

    All Volunteers, by virtue of their relationship to the University, must comply with the University’s policies and procedures. In some cases and in accordance with the Administrative Manual on University Volunteers, a Volunteer may be required to sign a Volunteer Agreement. Departments/units must have Volunteers who are subject to this requirement and who remain active sign the agreement annually.
  5. Volunteers Selected Prior to this Policy’s Inception
    1. Departments/units that have active Volunteers who were selected prior to inception of this policy must, within 30 days following this policy’s issue date, reassess the services their Volunteers are providing to be certain that the services are 1) allowable under the Administrative Manual on University Volunteers and 2) for and directly related to the business of the University or in support of activities of the University.
    2. Departments/units that wish to retain the services of any previously selected Volunteers must complete the following within 30 days following this policy’s issue date:
      1. Conduct a Sex and Violent Offender Registry Check on each Volunteer.
      2. Obtain a signed Volunteer Agreement if required.
    3. Any Volunteer listed on a registry that is part of the University’s Sex and Violent Offender Registry Check or who is found to have been convicted of an offense for which he or she must register as a sex or violent offender may not continue to serve as a Volunteer.
  6. Volunteers Under Age 18
    1. 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).
    2. Volunteers who are under age 18 may only provide certain types of services as outlined in the Administrative Manual on University Volunteers.
    3. 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.
  7. Ending the Relationship

    Departments/units may end their relationship with a Volunteer at any time and without prior notice. Volunteers may likewise end their relationship with the University at any time and without notice.
  8. Reporting
    1. Each department/unit head, or his or her designee, must provide an annual report of all Sex and Violent Offender Registry Checks they performed during the reporting period to the applicable campus Human Resources. Details regarding the specific data that must be included in the report may be found in the Administrative Manual on University Volunteers.
    2. The Office of the Vice President for Ethics and Compliance will request from each department/unit head a certification that his or her department/unit has complied with this policy for the specified time period. Each department/unit head will be required to respond to such request.
  9. Data Handling and Retention of Records
    1. Reports provided under section VIII above will be maintained by the applicable campus Human Resources indefinitely.
    2. Each department/unit must retain in a central location any forms completed during the above procedures, as well as copies of any supporting documentation, for a period of three years from the date the relationship with the Volunteer ends.
    3. All data collected by a department/unit as a result of this policy must be handled in accordance with the policy on Data Classification and Governance (VII.B.6).

RELATED DOCUMENTS, FORMS AND TOOLS

Administrative Manual on University Volunteers

Frequently Asked Questions

Online Volunteer Screening Verification Submission Form

Policies:

Registries:

HISTORY AND UPDATES

February 1, 2014: Added to the policy were exclusions for accrediting committee 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.