PBSci Personnel/Payroll
5th Floor Physical Sciences Building
Mail Stop: PB Sci. Pers/Pay Res. Acctg.
Fax: 831-459-5599

Volunteer Information

• Volunteer Guidelines
• Volunteer Agreement: Letter
• Volunteer Agreement: Election of Workers' Comp Coverage
• Volunteer Monthly Roster
  

VOLUNTEER GUIDELINES FOR THE DIVISION OF PHYSICAL AND BIOLOGICAL SCIENCES

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1. Hiring departments/supervisors are responsible for ensuring that all new volunteers and docents have read, signed, and returned both a Volunteer Agreement Letter and Volunteer Election of Workers’ Compensation Coverage PRIOR to performing ANY volunteer activity. Supervisors are to fill in the affective dates of the appointment, including the month, day, and year that the appointment is beginning and an ending date. Ending dates cannot be left blank or indicated as indefinite and should not normally extend beyond the next June 30.

2. Once both of the forms have been signed, supervisors are to forward the originals to the Physical and Biological Sciences Business Office and retain copies for their records as well as providing copies to the volunteer.

3. A volunteer is entitled to the following benefits during the time period noted on the agreement letter : 1) check cashing privileges at the UC Cashier’s Office, 2) ability to purchase an OPER’s Recreation Card. (The Volunteer form must be shown along with a photo ID at the time a check is cashed or a Rec card purchased.)

4. When the volunteers' appointment end date approaches, the Business Office will send to the hiring supervisor a list of the name(s). Supervisors must return this list to the Business Office indicating if the individual(s) are no longer volunteering or if they are to be extended. All requests for extensions must include newly completed forms with a revised dates. Again, supervisors cannot indicate indefinite ending dates for volunteers. In addition, supervisors should notify the Business Office at any time throughout the year when volunteers terminate prior to their end date.

5. To reactivate a former volunteer, supervisors need only to have them complete new Volunteer Agreement Letter and Volunteer Election of Workers’ Compensation Coverage forms. Once both of the forms have been signed, supervisors are to forward the originals to the Physical and Biological Sciences Business Office and retain copies for their records as well as providing copies to the volunteer.

6. In the event of an accident or injury, supervisors must be familiar with the appropriate procedures regarding where an injured volunteer in need of medical care is to be seen (as outlined on the Volunteer Agreement Letter), and the forms that must be completed immediately (within 24 hours or the next working day). Contact your Personnel/Payroll Representative in the Business Office if you need assistance with this process. Supervisors will be expected to confirm whether a volunteer who was injured was actually working at the time of the injury. Units are required to establish a sign in/out process to account for the time that volunteers have actually been on site providing services. The following information should be recorded on the Volunteer Monthly Roster sheets: a) the date services were provided, b) the time that the volunteer(s) arrived and left the site, and c) a statement informing the volunteer(s) what to do in the event of an injury. Supervisors should retain these records for a period of three years after services have been provided.