Barrett Processes
Volunteer Information
Rev.
Purpose
This Process Guidance is designed to to define a volunteer with ASU and an ASU employee that would like to volunteer with an organization outside of ASU.
References
Volunteer Definition
Volunteers are persons performing official University activities while under the direction and control of an ASU authorized official and are not paid. An ASU authorized official is an ASU employee.
- ASU volunteers are provided insurance coverage, including liability for acts or omissions while serving in their authorized capacity in accordance with state law Arizona Revised Statutes § 41–621 et seq., Arizona Administrative Code R2–10–107(B). Workers' compensation coverage is not provided to volunteers.
- If you are using non-ASU employees or Upper Division Students helping with lower division students to participate in your activities, they must complete a Volunteer Form.
- There are limits to the work and perquisites to volunteers engaging in activities at ASU. The complete list and the form is found on the Volunteers – Insurance Services website.
- The PowerForm does not require that you set up or have an account. The form will automatically route to the person listed as the Supervisor Insurance Services office and will be reviewed for approval.
- For volunteers on field-trips or other types of travel, Volunteers will choose the General Volunteers form.
- If any Volunteers are under the age of 18, they will need to use the General Volunteer Minor Participant form.
Completing Volunteer PowerForm
- In order to complete the form, your Volunteer will need the following information:
- The link to the Powerform (see Forms and References above)
- A name and email for Direct Supervisor (must use ASURITE@asu.edu email address only) EX: the person who will be in charge of the field trip / activity and is responsible for ensuring everything is done according to ASU guidelines.
- A name and email for Designee or Department Head (must use ASURITE@asu.edu email address only) EX: the Supervisor for the person listed as the Direct Supervisor of the Volunteer – this person is responsible for ensuring the form is completed appropriately and that the volunteer complies with all applicable training.
- They will be asked to complete:
- Name
- Address
- Phone #
- Whether they have medical insurance
- (Optional) Medical Insurance Carrier
- Criminal background – two questions
- If the answer to either of the two questions asked is YES, the next step is to provide additional information so that the situation can be considered and a determination made by Risk Management.
- Release, Indemnity, and Assumption of Risk form, requires completion of:
- Activities description
- Emergency contact information including physician contact
- Signature
- Driver acknowledgement
- If driving is taking place, Volunteer must become an ASU Authorized Driver by going through the training process.
- This needs to be cleared through Erika Ladewig prior to engaging the Volunteer as they will require a status in the system in order to access the training on Career Edge
- Upon completion and submission of the form, it will route to the parties as noted above and then to the Risk Management office for review.
Employee Volunteer Process
To ensure proper documentation, employees must follow these steps when requesting external volunteer hours:
- Provide written certification that the organization they plan to work with is a tax-exempt charitable organization under section 501(c)(3) of the Internal Revenue Code or a government agency. This is done by completing the BHC - Business Office - Volunteer Time Off Request to request time off.
- Once approved, time is entered into TAS and PeopleSoft to record the leave time.