University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Volunteers

UPPM 60.81

For more information contact:
   Human Resource Services
   hrs@wsu.edu / 509-335-4521

Forms:

1.0   Overview and Purpose

Many individuals volunteer their time to assist WSU departments in the conduct of official University activities. To ensure volunteers are covered for liability and workers’ compensation, departments are required to comply with this policy.

WSU volunteers are expected to adhere to university policies regarding conduct and behavior including, but not limited to, University Policies and Procedures Manual (UPPM), Safety Policies and Procedures Manual (SPPM), and other University policy manuals.

Note: Workers’ compensation for volunteers covers medical loss but not wage loss. See SPPM Chapter 2 for procedures for injury reporting and filing workers’ compensation claims. SPPM 2.24 provides procedures for reporting accidents, occupational illnesses, and workplace incidents. Departments may direct questions to Human Resource Services (HRS); telephone (509)335-4521.

2.0   Roles and Responsibilities

The responsible department ensures that the following criteria are met:

  • A volunteer performs assigned and authorized duties for WSU without receiving wages.
    • An employee performing the duties they are normally paid to perform is not a volunteer; however, an employee may volunteer for activities unrelated to normal job duties.
  • The volunteer freely chooses to perform their assigned WSU duties.
  • A volunteer serves at the discretion of the department, program, area, or college and WSU.
    • Interns receiving class credit may be considered volunteers if the assigned duties benefit WSU and the interns do not receive payment for services rendered.
  • The volunteer duties directly benefit WSU and are supervised by WSU personnel.
  • WSU understands and accepts that the volunteer is acting on WSU’s behalf.
  • A volunteer is designated as such by a WSU department and is registered. See Section 3.0
    • Students performing duties for student clubs are not volunteers.
  • 4-H volunteers are University volunteers. The University is required to provide 4-H programs, and 4-H programs are carried out primarily by volunteers.
  • WSU may reimburse a volunteer for actual expenses incurred in the performance of assigned and authorized duties without the volunteer losing the volunteer designation. Expenses must be reasonable and may require pre-approval by the department, program, area, or college.
  • Departments engaging minor volunteers must comply with UPPM 50.32 Protection and Safety of Minors. See also Section 4.0.
  • Volunteers may not report to family or household members in accordance with UPPM 60.14 Nepotism.

  • Volunteers are subject to SPPM 7.10 Requirements for Driving University Vehicles on University Business.

3.0   Designation / Registration / Reporting

Applying the above criteria, the supervising department designates each volunteer as such. To ensure coverage under workers’ compensation and to ensure the University is covered for liability purposes, volunteer designation must occur before any duties are performed.

The department is to maintain records for each volunteer which include the following information:

  • Name of volunteer
  • Name of department
  • Month of activity
  • Dates, times, and hours of activity performed by the volunteer
  • Description of volunteer services provided
  • Name of department employee who supervised the volunteer
  • University account number for workers’ compensation premium charges (see UPPM 30.07)
  • Expenditure authority name, telephone, and e-mail address

The department reports volunteer hours to HRS on the Volunteer Monthly Report form (PDF), which is submitted by the 15th of the month following each month of volunteer activity.

Note: If the department does not report or under-reports hours, volunteers may not be covered in the event of an accident or work-related illness.

The department may also use the Volunteer Monthly Report form for designation reporting purposes. Payroll Services uses this information to charge the workers’ compensation quarterly premium to the supervising department. HRS uses this information to provide documentation of volunteer activity in the event a volunteer files a workers’ compensation or other liability claim. See also Section 5.0 regarding liability claims.

Contact HRS; telephone 509-335-4521, or Payroll Services; telephone 509-335-9575, for more information.

The department is assessed a premium per volunteer hour for workers’ compensation coverage. The Volunteer Monthly Report includes the coding of the departmental account supporting premium charges and is signed by an employee holding expenditure authority for the indicated account. Payroll Services bills each department for premium charges on a quarterly basis.

The premium rate is subject to change. For the current rate, go to Payroll Services:

Select General Information;

Select Taxes; then

Select Medical Aid/Workers’ Compensation.

3.1   Safety Orientation

Volunteers are subject to safety orientation and training that suits the scope and specificity of their volunteer program or position. Departments should use available resources from EH&S, public safety, etc., as applicable. Departments are to include documentation of safety orientation and training in the volunteer files.

3.2   Records Retention

The department is to route volunteer records to HRS for retention of the primary record in accordance with applicable records retention requirements. (See UPPM 90.01 and the University Records Retention Schedule–Payroll and Personnel Records table.). The department maintains copies of each volunteer file for as long as is needed for administrative purposes.

3.3 Reporting Form Template

The Volunteer Monthly Report is available as a PDF form from Policies, Records, and Forms (PRF).

HRS recommends the use of the PDF form for any department that reports volunteers. The department submits the monthly report as an e-mail attachment sent to HRS.

For audit purposes, the departmental expenditure authority must send the e-mail message and attachment from their own WSU e-mail account. The e-mail password authorization indicates approval to accept the premium charges.

HRS retains the e-mail message from the departmental expenditure authority with the personnel employment history files. (See Section 3.2.)

Contact PRF for assistance with using the PDF form; policies@wsu.edu.

4.0   Minors

4.1   Authorization Form

In order for a minor under 18 years of age to volunteer for University duties, a parent or legal guardian must complete and sign a Minor Volunteer Consent and Release form (PDF). The form provides permission for the minor to perform the volunteer work and provides authorization for the supervising adult to seek any necessary medical attention in the event of an injury or illness.

The supervising department is to retain the Minor Volunteer Consent and Release form in accordance with applicable records retention requirements. (See UPPM 90.01 and the University Records Retention Schedule–Payroll and Personnel Records table.)

4.2   Supervision

A minor volunteer under 14 years of age must be constantly supervised by an adult. 

4.2.a   Background Checks

Washington State Law requires all adult employees, students, or volunteers who supervise or work with minors under 16 years of age without other adults present to submit to a criminal history screening by the Washington State Patrol (WSP) before the volunteer activity occurs. See also RCW 43.43.830.

If a background check is required for an adult, detailed procedures for completing the process are available from WSU Human Resource Services (HRS); telephone 509-335-4521; e-mail hrs@wsu.edu. See also UPPM 60.16.

The department retains copies of all criminal history background checks of individuals in accordance with University records retention requirements (see UPPM 90.01). See also the All-University Records Retention Schedule–Payroll and Personnel Records table regarding retention of background clearance checks.

4.3   Minors in Laboratories

Minors under 15 years of age are not permitted to volunteer in WSU laboratories. Additional limitations, requirements, and authorizations apply regarding minor volunteers 15 years of age or older in WSU laboratories. See UPPM 50.32, Appendix A.

5.0  Liability Claims

If a volunteer is acting in good faith, within the scope of their volunteer assignment, they are covered under the Self-Insured Liability Program for claims made against them or WSU. Refer to Risk Management for more information regarding this program

6.0   Related Resources

UPPM 50.32 Protection and Safety of Minors

UPPM 60.16 Background Checks

SPPM 2.16 Safety Orientation and Training

Self-Insured Liability Program

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Revisions:  Sept. 2025 (Rev. 648); Sept. 2023 (Rev. 614); Feb. 2021 (Rev. 563); Oct. 2004 (Rev. 249); Jan. 2002 – new policy (Rev. 201).