Structured Volunteer Program

Policy Number: 8.2.15.51
Effective Date: March 14, 2023 
Revision History: May 26, 2016
Policy Contact: Chief Human Resource Officer

I. Purpose and Policy Statement

Georgia Gwinnett College’s (“GGC”) structured volunteer programs exist for the purpose of encouraging community involvement in the advancement of campus programs.  The purpose of this program is to allow students, parents, alumni, faculty, staff, community leaders, and other stakeholders to actively participate in College initiatives on an ongoing basis. Each volunteer program must be structured, controlled, and managed in accordance with this policy and institutional processes and procedures.

II. Scope

This policy pertains to all employees of, and volunteers with, Georgia Gwinnett College.

III. Definitions

Volunteer: A person who freely takes part in an institutional program or activity, or program task, without receiving monetary compensation.

Program Sponsor: The chief officer or their designee who provides oversight to the volunteer program in their area of responsibility.

Volunteer Program Supervisor: The employee assigned responsibility for direct supervision of the volunteer program in their area of responsibility which includes creating, distributing, and maintaining documents which describe the specific duties and goals for the volunteer group and supervising the activities of the group members.

Volunteer Program Agreement Form: The form the volunteer and the supervisor sign which formalizes the approval for the individual to volunteer in the specific program associated with the agreement form.

Minor: A person under the age of 18 who is not enrolled at GGC, or who is not considered to be “dually enrolled” in college programs/classes while also enrolled in elementary, middle and/or high school.

IV. Roles and Responsibilities

1. Chief Human Resource Officer (“CHRO”) or designee: Oversees policy updating and maintenance; provides interpretation of the policy when questions arise.
2. Human Resources: Maintains the policy and approved agreements; conducts background checks as applicable; fields, researches and responds to questions.
3. Direct Manager: Keeps updated on program guidelines and responds to employee questions; directs employees to the appropriate institution resource.
4. Cabinet Member or designee: Responsible for and serves as the Program Sponsor for volunteer service programs within their area of oversight.

V. Volunteer Program Compliance

1. Each volunteer group must be assigned a Volunteer Program Supervisor who will oversee the volunteer activities. The specific duties for each volunteer group shall be documented by the Volunteer Program Supervisor and available for review. A copy of the agreement must be provided to the Office of Human Resources prior to the commencement of any service.
2. All volunteers are required by GCC to complete a background check. Exceptions are allowable for participants in one-time events where volunteers are supervised by College officials, (e.g. volunteer ushers, registration desk attendants, or cleaning crews for a special program or event). One-time event exceptions require prior written approval from the Chief Human Resources Officer. Students who volunteer on campus in a program that has duties involving direct contact with children will be required to submit to a background check.
3. An individual holding a temporary visa may not serve as a volunteer in a position where others in a similar position receive compensation for performing the same services. An individual with a pending H-1B visa application to work at the institution cannot serve as a volunteer unless they have some other valid employment authorization document.
4. Volunteer status may not be used to avoid or defer compliance with the employment eligibility requirements of federal laws. An individual who is under the age of 18 must have written parental consent to serve as a volunteer. An individual who is under the age of 16 must have written parental consent and written permission from the Chief Human Resources Officer to serve as a Volunteer.  Volunteers may only be used in non-high-risk positions for which they meet the minimum qualifications. Volunteers may not be used in positions that are normally paid or to replace employees who have been a part of a Reduction in Force. Volunteers and/or volunteer programs may be terminated at any time, at the institution’s sole discretion, without further obligation to the volunteer. At all times, the institution has the discretion to select volunteers. Volunteers do not have an employment relationship with the institution on any grounds or for any reason. Volunteers are not eligible for institution benefits, including but not limited to workers’ compensation, and the institution does not provide volunteers with accident or medical insurance. 

VI. Related Regulations, Statutes, Policies, and Procedures

BOR Human Resource Administrative Practice Manual Background Investigation  
12.9 Protection of Non-Student Minors