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4.0.1 – Use of Volunteers

Minnesota State Procedure

Part 1: Purpose

Individuals who volunteer their time and expertise to the College provide an important service and help us to further our mission. In turn, volunteers gain valuable experiences and a sense of personal satisfaction.

This procedure is intended to help promote a productive, safe, and mutually beneficial environment for college volunteers by setting appropriate expectations and clarifying roles and responsibilities for both the volunteers and their sponsoring departments or programs.

Volunteers perform supplemental tasks that generally would not be completed without volunteer assistance. Volunteers are not to be used to eliminate the need for, or take the place of, paid staff.

Part 2: Applicability. This procedure applies to individuals who:

  1. volunteer their services directly to the College, whether on an ad hoc basis or through a formal volunteer program, including spouses or partners of the College President performing ceremonial roles or otherwise engaged in a volunteer capacity on behalf of the College;
  2. provide services under the supervision of the College and;
  3. receive no compensation for such services.

Volunteers may not be used in full-time, long-term assignments. Volunteer activities are expected to be part-time, sporadic, or of limited duration.

Part 3: Requirements for Volunteers. The following requirements apply to volunteers.

Subpart A: Compliance with Policies. Volunteers must comply with all applicable college policies and procedures. In addition, compliance with any electronic resource or facility access privileges is required.

Subpart B: Access to Protected Data. Volunteers generally shall not be given access to protected student, personnel, or other non-public data. Limited access may be granted if the information is necessary to the volunteer function, the volunteer has been instructed on the requirements of the law and protecting the data, and the volunteer has signed a confidentiality form.  A copy of the completed confidentiality forms shall be submitted to Human Resources, along with the completed LSC Volunteer Assignment Requisition form, prior to the volunteers performing assignments that require them to have access to protected student, personnel, or other non-public data.

Subpart C: Volunteer Coaches. Persons who volunteer to coach students must sign a volunteer coaching release of liability form prior to performing such duties.

Part 4: Other Restrictions and Conditions

Subpart A: Injuries. Volunteers are not eligible for workers’ compensation for injuries incurred while performing volunteer duties. If injuries occur while performing volunteer duties, the volunteer should contact Human Resources.

Subpart B: Employee Benefits. Volunteers are not eligible for compensation or for staff development training and benefits, sick leave, health insurance, retirement, or other employee benefits. However, active volunteers may take advantage of the following items during the semester in which the volunteer work takes place:

  1. Use of Wellness Center at the employee per semester fee.
  2. Use of the day care center while volunteering for the normal fee, on a space available basis.
  3. Access to tickets for official College activities and events.

Subpart C: Travel and Expenses

  1. Expenses. The College may choose to reimburse a volunteer for transportation, meals, and incidental expenses incurred while providing volunteer services. Volunteers must receive prior authorization for the expense and must submit required documentation of eligible expenses in accordance with applicable policies and procedures.
  2. Use of state vehicle. In accordance with System Procedure 5.19.3 (Travel Management), volunteers are not allowed to drive state vehicles or state rental vehicles. Volunteers may ride in a state vehicle, in accordance with System Procedure 5.19.3, if on official business for the College, and the traveler has received prior authorization from the appropriate supervisor.

Subpart D: Liability and Indemnification. A volunteer who acts in good faith, within the scope of the volunteer assignment, may be covered under the state tort claims act, Minnesota Statutes section 3.736. State law provides for legal representation and indemnification for eligible persons involved in authorized activities.

Part 5: Volunteer Procedures. College departments utilizing volunteers shall submit a copy of the completed LSC Volunteer Assignment Requisition form to Human Resources. When practicable, a copy of the LSC Volunteer Assignment Requisition forms will be submitted to Human Resources prior to the volunteer performing any assignments. A copy of a completed confidentiality form must also be submitted to Human Resources for any volunteers performing assignments that require them to have access to protected student, personnel, or other non-public data. The information on LSC Volunteer Assignment Requisition form shall be used only to maintain a roster of potential volunteers for LSC.

Date Implemented: February 2009

Date Updated: May 16, 2018