Volunteer Procedures

For internal programs, Program Operators must verify that all volunteering Designated Individuals adhere to UT Tyler HOP, 6.32 Volunteer Service.

Volunteer Participation  
Anyone, including current employees, retirees, students, and alumni, may volunteer, with an approved application in accordance with the procedures outlined in the Procedure below, and under the following conditions: 

• A non-University student, who is under 18, may only volunteer with parental consent. Volunteers must be 16 years of age or older unless there is a formal volunteer program approved. Anyone working with minor volunteers must complete Child Protection Training and may be subject to criminal background checks. Minors are also prohibited from working in research and clinical laboratories that work with BSL-2 agents, radioactive materials, acutely toxic agents, or chemicals deemed hazardous by Environmental Health and Safety (EHS). 
• A foreign national employee must also receive clearance from the Office of Human Resources, and Immigration Services before volunteering. 
• Clinical Research Volunteers should contact the Office of Clinical Research for further information and registration guidelines. 

Volunteer Requirements 

• Volunteers must satisfactorily complete all applicable forms, training and orientation prior to commencing activities. 
• A volunteer's acceptance is subject to a satisfactory reference check by the Sponsoring Manager.  
• Volunteers are subject to, and must abide by, all applicable UT Tyler policies, procedures, and rules, including but not limited to those relating to health and safety, confidentiality, intellectual property, protected health information, non-discrimination, computer use, ethics, conflicts of interest, criminal background checks, alcohol and drug free campus and non-violence policies. 

Sponsoring Department Responsibilities

• Maintain a database of all volunteers associated with their respective programs. 
• Ensure personnel comply with the mandates specific to UT Tyler policy. 
• Select individuals with experience and qualifications appropriate for the tasks they will be expected to perform.
• Ensure completion of the UT Tyler Designated Individual Application, and any other applicable liability waiver or form. Further, prior to the first day of volunteer service, Sponsoring Managers are also responsible for obtaining all proper clearances and approvals within their department and from any required external departments, such as the UT Tyler Environmental Health and Safety, and the Office of Human Resources. 
• Conduct reference checks and verify that the individual successfully passed a background check before the start of service. 
• Ensure the volunteer is trained in all applicable policies and practices such as IT security policies, applicable departmental policies and procedures, safety equipment practices, and ensure compliance with set applicable standards. 
• Inform the volunteer that he or she is responsible for providing their own insurance and that UT Tyler will not be providing them with insurance coverage. 
• Ensure that adult volunteers who work with hazardous materials, as approved by EHS, attend the training applicable to their respective volunteer service activity. Ensure that volunteers are provided with the appropriate supervision while working with hazardous materials. 
• Collect any UT Tyler property in the possession of the volunteer by the end of the last day of service.
• Request the activation and subsequent deactivation of any official volunteer UT Tyler-issued badge or identification card and any other UT Tyler access upon completion of activity. 
• Retain all forms and documents for three years from the date the volunteer ends service. 
• Reviewing this policy and all applicable policies and procedures specific to the service opportunity with the volunteer. 
• Ensure that all extended volunteers apply for and obtain a Campus ID card applicable to their volunteer assignment and provide volunteers with a unique id for access to the appropriate training. 

End of Service or Service Completion 

• Volunteers must behave professionally. Volunteer service opportunities approved may be terminated at any time without cause or prior notice. 
• Student volunteers may have unsatisfactory behavior or compliance failures reported to the Office of Student Conduct and added to their educational records. 
• Email accounts, keys, ID badges and any other equipment issued to the volunteer remains the property of UT Tyler and must be returned at the end of service.