Volunteers

A volunteer is any person who freely offers their time, skills, or effort to support the mission and activities of the University without receiving compensation, wages, or other financial remuneration.  Volunteers may not perform duties that are ordinarily assigned to paid staff or student employees, and their activities must be supervised in accordance with University policies.

Volunteer Policy

All volunteers, students and non-students, must complete New Volunteer Request forms.  The request forms must be submitted at least two weeks prior to the volunteer’s first day of service.  

To help expedite the the process, gather the following information from the proposed volunteers:

• Last Name, First Name
• Begin and End Date
• UCPath ID (if known)
• Student Email
• Personal Email
• Citizenship Status
  • If volunteer indicates they have  F-1 Visa, copies of the I-20, Visa, and I-94 are needed.  You should inform the volunteer that they will need to be prepared to attach these documents to the request form.
  • If the volunteer is a Permanent Resident/Non-US Citizen, they will not sign the Oath at the top of the form and the department contact (you) will not sign as the Authorized Official.
• Relatives employed at UCSD
• Phone Number

Once all the required information is obtained, the volunteer coordinator for the department will notify their HR Contact. 

The New Volunteer Request forms include:

• Staff Volunteer Appointment Form
• Personal Data Form
• State Oath of Allegiance (N/A for Perm Resident/Non-US Citizen), Patent Policy, and Patent Acknowledgement
  • All dates must be the same on this form and they must be on or before the volunteer start date
  • Patent: Every volunteer (no matter their citizen status) must sign this. The department volunteer coordinator can witness and sign Oath/Patent. 
• Waiver of Liability, Assumption of Risk, Indemnity Agreement
  • Volunteers who are over 18 years of age must sign the Signature of Participant fields and enter date
  • Volunteers who are under 18 years of age must sign as well and have their Parent/Guardian sign and date

Volunteer Request Process

1. Volunteer requests volunteer assignment
2. Department volunteer coordinator gathers information and sends to HR contact
3. HR contact initiates the New Volunteer Request form Via Docusign
4. Request form gets routed to volunteer to complete and sign
5. Completed request gets routed to Talent Solutions for approval
6. HR contact will notify volunteer coordinator when the request has been approved 
7. Volunteer begins volunteer assignment