Volunteers, interns, and independent contractors assist the University in a variety of different ways. This policy defines each group and outlines what access and training are required.
This policy applies to individuals who either volunteer or work as an intern or independent contractors.
Volunteers are individuals who provide ongoing charitable and civic contributions of their time to undertake service for 藏精阁. Time and services provided by a volunteer are done so freely, without any coercion from 藏精阁, and without the expectation of compensation. A volunteer’s work may complement a University department but does not displace regularly employed workers or take the place of work that would otherwise be performed by regular employees. It is neither legal nor permissible for a regular or student employee to volunteer for a position or department in which they are currently employed or will soon be employed. Volunteers are expected to follow the same rules and policies as 藏精阁 employees and must adhere to all policies listed on the volunteer application.
Volunteers providing services on an ongoing basis will need to complete an application, a background check, and a brief onboarding in Workday prior to volunteering with any department. Volunteers for graduations or other one-time special events will not need to complete the volunteer process. Human Resources will review all applications and will start the onboarding and background check process. Additionally, volunteers will be granted the following:
The NCAA Division I govern the use and number of volunteers per sports program. The definition of a volunteer as defined by NCAA is a “coach who does not receive compensation or remuneration from the institution’s athletic department or any organization funded in whole or in part by the athletics department or that is involved primarily in the promotion of the institution’s athletic program.” (pg 44). Volunteers assisting the institution’s DI athletic programs must adhere to the following guidelines:
Most DI sports programs are allowed the services of one volunteer coach. Exceptions apply for football, basketball, women’s equestrian, women’s rowing, swimming and diving, and women’s triathlon. See below for details. For volunteers, indoor track and field, outdoor track and field, and cross country are considered separate sports programs. In programs where the NCAA conducts separate men’s and women’s championships, a combined men’s and women’s program may use two volunteer coaches (pg 39-40)
Sports Program |
Volunteer Maximum |
Additional Details to Note |
---|---|---|
Football Championship Subdivision |
2 |
|
Basketball |
0 |
|
Swimming and Diving |
2-3 |
If the institution has separate programs, then there can be 1 volunteer for men’s swimming, 1 volunteer for women’s swimming, and 1 volunteer for diving. If the institution only sponsors men’s or women’s then the team can have 2 volunteers. |
Cross Country/ Track and Field |
1-3 |
If the institution sponsors cross country, indoor track and field, or outdoor track and field as separate programs, then one volunteer can help for each of the sports. |
Student Life Sports programs do not have to adhere to the strict guidelines of the NCAA and therefore do not have a limit on the number of volunteers that can assist with their programs.
Both NCAA and SLS athletic volunteers providing services on an ongoing basis, will need to complete an application, a background check, and a brief onboarding in Workday prior to volunteering with any of the sports programs. Human Resources will review all applications and will start the onboarding and background check process. Additionally, athletic volunteers will be granted the following:
Unpaid internships are different from volunteering as they are designed to provide work experience related to an academic program or field of study. Time and services provided by an external intern are done so freely, without any coercion from 藏精阁, and without the expectation of compensation. An intern’s work may complement a University department but does not displace regularly employed workers or take the place of work that would otherwise be performed by regular employees.
Managers must complete the Contract Employee/ External Internship Hire form (located in Workday’s Useful Links) for all external, unpaid internships established through another institution but to be completed on campus. Managers must know the beginning and end dates for the internship when submitting the hire form. The Office of Engaged Learning will need to sign off on all external internships. This process helps track external experiential learning opportunities. Interns from other institutions will also need to complete a background check (charged to the department) and brief onboarding in Workday prior to starting any work.
Once the hiring form is complete, hiring managers will complete the IT Access form in Workday outlining the access needed for the internship. Interns’ access is limited and likely will not be granted to processes or software containing identifying student and employee information. Additionally, interns are not permitted to have building keys. All external internships will be granted the following:
*Internships paid through 藏精阁 must be reviewed and approved by Human Resources prior to posting or hiring candidates.
Independent contractors are companies or individuals that are hired by the institution to complete a specific work or service. Though paid, these individuals are not employees and they have limited access and involvement on campus. Managers will need to complete the Contract Employee/ Intern Hire form for all independent contractors needing access to university systems and email. These forms must be submitted to Human Resources for processing. Contractors will need to complete a brief onboarding in Workday prior to starting. All contractors will be provided a temporary parking sticker for on-campus parking. Those needing a temporary email may request one as part of the hiring process.
*Certain exceptions apply to independent contractors that work for Wiley and ITEN.