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<big>'''Volunteer Policy'''</big>  
<big>'''Volunteer Policy'''</big>  
== Purpose ==  
== Purpose ==  
This policy is designed to enable the University to accept volunteers while reducing risk and protecting the interests of the University, its volunteers and the community it serves. It also provided a means to track volunteers for risk management purposes.<br />  
This policy is designed to enable the University to accept volunteers while reducing risk and protecting the interests of the University, its volunteers and the community it serves. It also provides a means to track volunteers for risk management purposes.<br />  
== Definitions ==
== Definitions ==
*'''Biohazardous Materials''' include certain types of recombinant DNA: organisms and viruses infectious to humans, animals or plants (e.g. parasites, viruses, bacteria, fungi, prions, rickettsia); and biological agents (e.g. toxins, allergens, venoms) that may cause disease in other living organisms or cause significant impact to the environment or community.
*'''Hazardous Materials''' are solids, liquids, or gases that can harm people, other living organisms, property, or the environment.
*'''Hazardous Materials''' are solids, liquids, or gases that can harm people, other living organisms, property, or the environment.
*'''Job shadowing''' is a program that provides current or prospective students a chance to observe health-care or research employees in a workplace setting. Job shadowing participants are not considered volunteers. It is designed to be a one-time observation only experience, lasting two to four hours. The job shadowing experience does not fulfill any clinical or internship requirements; nor does it provide any hands-on experience. Those who will be job shadowing must be processed through the job shadowing program administered by Nebraska Medicine. More information on the job shadowing program can be found at: http://www.nebraskamed.com/careers/job-shadowing/program and on UNMC [[Job Shadowing Procedure]].
*'''Job shadowing''' is a program that provides current or prospective students a chance to observe health-care or research employees in a workplace setting. Job shadowing participants are not considered volunteers. It is designed to be a one-time observation only experience, lasting two to four hours. The job shadowing experience does not fulfill any clinical or internship requirements; nor does it provide any hands-on experience. Those who will be job shadowing must be processed through the job shadowing program administered by Nebraska Medicine. More information on the job shadowing program can be found at: http://www.nebraskamed.com/careers/job-shadowing/program and on UNMC [[Job Shadowing Procedure]].
*'''Volunteers''' are uncompensated individuals. Volunteers perform services related to the ongoing business of the University for their own benefit which may be to gain experience in specific endeavors or fulfill humanitarian, charitable or public service requirements. To qualify as a University volunteer, an individual must satisfy University requirements and be willing to provide service according to the procedures in this policy. An individual who provides services to an entity other than the University that may be related to the University, such as the Alumni Association, will not be considered a University volunteer.
*'''Volunteers''' are uncompensated individuals. Volunteers perform services related to the ongoing business of the University for their own benefit which may be to gain experience in specific endeavors or fulfill humanitarian, charitable or public service requirements. To qualify as a University volunteer, an individual must satisfy University requirements and be willing to provide service according to the procedures in this policy. An individual who provides services to an entity other than the University that may be related to the University, such as the Alumni Association, will not be considered a University volunteer.
== Policy ==  
== Policy ==  
University volunteers are expected to abide by the University policies and procedures and external regulations that govern their actions, including but not limited to those relating to ethical behavior, safety, confidentiality, protected health information, computer use, financial responsibility, compliance training and drug use. Criminal [https://info.unmc.edu/safety/procedures/UNMC_Volunteers_Background_Check_Instructions.pdf background checks] are required for all volunteer positions requiring departmental completion of the [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process]. Departments wishing to engage volunteers must be responsible for all costs associated with these items:
University volunteers are expected to abide by the University policies and procedures and external regulations that govern their actions, including but not limited to those relating to ethical behavior, safety, confidentiality, protected health information, computer use, financial responsibility, compliance training and drug/alcohol use. Criminal [https://info.unmc.edu/safety/procedures/UNMC_Volunteers_Background_Check_Instructions.pdf background checks] are required for all volunteer positions requiring departmental completion of the [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process]. Departments wishing to engage volunteers must be responsible for all costs associated with these items:
*recruiting and screening (background checks)  
*recruiting and screening (background checks)  
*ensuring compliance
*ensuring compliance
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Volunteers who will have patient contact must be processed as volunteers through Nebraska Medicine (the hospital) Volunteer Services Department. <br />
Volunteers who will have patient contact must be processed as volunteers through Nebraska Medicine (the hospital) Volunteer Services Department. <br />


[mailto:jeffrey.miller@unmc.edu UNMC Risk Management] should be consulted with questions regarding non faculty volunteers.<br />
[mailto:jeffrey.miller@unmc.edu UNMC Risk Management] should be consulted with questions regarding non-faculty volunteers.<br />


University volunteers are not covered by the Fair Labor Standards Act and are not considered employees for any purpose.   
University volunteers are not covered by the Fair Labor Standards Act and are not considered employees for any purpose.   
=== Who May Volunteer ===
Anyone, including retirees, students or alumni may provide volunteer services to the University with the following restrictions:
*Individuals under the age of sixteen may not become University volunteers
*Students younger than sixteen years old may not volunteer but can participate in an approved school program pursuant to a contract between the University and the school, and only with parental consent
*Must have a UNMC sponsor for volunteer opportunities
*Must be able to read, speak and comprehend the English language
*An individual under the age of nineteen must have a parent or legal guardian complete the Non-Faculty Volunteer Parental Consent Form prior to volunteering
A current employee may not become a University volunteer at the University in any capacity in which he or she is employed at the University, or which is essentially similar to or related to the individual’s regular work at the University. A current employee may only volunteer for special events, such as United Way events, Commencement and the like. It is important to determine that a person is performing services of a volunteer and will not be considered an employee under the Fair Labor Standards Act. A determination by the Department of Labor that a person’s service was that of an employee’s will result in the time of service being compensable.
=== Exceptions ===
=== Exceptions ===
The Munroe-Meyer Institutes Recreational Therapy Program volunteers must meet the requirements of that program and are exempt from the requirements of this policy. The Summer Health Professions Education Program (SHPEP), UNMC High School Alliance Program, UNMC Summer Undergraduate Research Program (SURP) and the programs and courses offered through the UNMC Center for Continuing Education are all exempt from the requirements of this policy. This exception covers activities that are part of the program/course requirements. Volunteer activities outside of the program requirements are not exempt from the policy.   
The Munroe-Meyer Institutes Recreational Therapy Program volunteers must meet the requirements of that program and are exempt from the requirements of this policy. The Summer Health Professions Education Program (SHPEP), UNMC High School Alliance Program, UNMC Summer Undergraduate Research Program (SURP) and the programs and courses offered through the UNMC Center for Continuing Education are all exempt from the requirements of this policy. This exception covers activities that are part of the program/course requirements. Volunteer activities outside of the program requirements are not exempt from the policy.   
=== “UNMC COD Children’s Dental Day” and the “UNMC COD Sharing Clinic” ===  
==== “UNMC COD Children’s Dental Day” and the “UNMC COD Sharing Clinic” ====
Volunteers who work these events are exempt from the requirements of this policy except that the event sponsor must conduct the checks below for all Non-UNMC employed healthcare professionals volunteering:   
Volunteers who work these events are exempt from the requirements of this policy except that the event sponsor must conduct the checks below for all Non-UNMC employed healthcare professionals volunteering:   
*Check the professional license http://www.nebraska.gov/LISSearch/search.cgi  
*Check the professional license http://www.nebraska.gov/LISSearch/search.cgi  
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*Check the Medical Exclusion List https://exclusions.oig.hhs.gov/ (if reimbursement is going to be sought for any of the care provided)  
*Check the Medical Exclusion List https://exclusions.oig.hhs.gov/ (if reimbursement is going to be sought for any of the care provided)  
Volunteer healthcare professionals who do not satisfactorily pass these checks must not be allowed to volunteer and/or provide services at the event.
Volunteer healthcare professionals who do not satisfactorily pass these checks must not be allowed to volunteer and/or provide services at the event.
=== Who May Volunteer ===
Anyone, including retirees, students, alumni or others may provide volunteer services to the University with the following restrictions:
*Individuals under the age of sixteen may not become University volunteers
*Students younger than sixteen years old may not volunteer but can participate in an approved school program pursuant to a contract between the University and the school, and only with parental consent
*Must have a UNMC sponsor for volunteer opportunities
*Must be able to read, speak and comprehend the English language
*An individual under the age of nineteen must obtain parental consent to volunteer
A current employee may not become a University volunteer at the University in any capacity in which he or she is employed at the University, or which is essentially similar to or related to the individual’s regular work at the University. A current employee may only volunteer for special events, such as United Way events, Commencement and the like. It is important to determine that a person is performing services of a volunteer and will not be considered an employee under the Fair Labor Standards Act. A determination by the Department of Labor that a person’s service was that of an employee’s will result in the time of service being compensable.
=== Services Not Requiring a Volunteer Requisition ===
=== Services Not Requiring a Volunteer Requisition ===
The types of one-time activities that do not involve access to confidential information or potentially hazardous areas, are generally considered low-risk, and do not require completion of the [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process]. It includes but is not limited to the following:  
The types of one-time activities that do not involve access to confidential information or potentially hazardous areas, are generally considered low-risk, and do not require completion of the [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process]. It includes but is not limited to the following:  
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*Seminar/conference speaker
*Seminar/conference speaker
*Individuals with volunteer faculty appointments, such as physicians and dentists who supervise UNMC residents and students in outlying clinics, are not required to complete a [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process] as these volunteers receive volunteer faculty appointment through the respective UNMC College. These individuals are not subject to background checks and generally do not need to complete UNMC compliance requirements, as they must complete similar requirements within the health care organization where they work. The process to become volunteer faculty at UNMC can be found here: [http://www.unmc.edu/academicservices/appointments/types/volunteer.html Becoming a Volunteer Faculty at UNMC].
*Individuals with volunteer faculty appointments, such as physicians and dentists who supervise UNMC residents and students in outlying clinics, are not required to complete a [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process] as these volunteers receive volunteer faculty appointment through the respective UNMC College. These individuals are not subject to background checks and generally do not need to complete UNMC compliance requirements, as they must complete similar requirements within the health care organization where they work. The process to become volunteer faculty at UNMC can be found here: [http://www.unmc.edu/academicservices/appointments/types/volunteer.html Becoming a Volunteer Faculty at UNMC].
*Visiting scientist and students who will be participating in laboratory activities using biohazardous agents do not need a volunteer application form but must comply with Institutional Biosafety Committee Biosafety Policies and Procedures SOP# UNMC-[Visiting scientist and students who will be participating in laboratory activities using biohazardous agents do not need a volunteer application form but must comply with Institutional Biosafety Committee Biosafety Policies and Procedures SOP#UNMC-IBC036 - Visiting Scientist and Student for Access to Participate in Laboratory Activities Using Biohazardous Agents]. The prohibited activities list does not apply to visiting scientists but the principal investigator is responsible for making sure they are familiar with the hazards and utilize the appropriate safety protocol and personal protective equipment.   IBC036 - Visiting Scientist and Student for Access to Participate in Laboratory Activities Using Biohazardous Agents. The prohibited activities list does not apply to visiting scientists but the principal investigator is responsible for making sure they are familiar with the hazards and utilize the appropriate safety protocol and personal protective equipment.   
*Visiting scientists and students who will be participating in laboratory activities using biohazardous agents do not need a volunteer application form but must comply with Institutional Biosafety Committee Biosafety Policies and Procedures SOP# UNMC-[Visiting scientist and students who will be participating in laboratory activities using biohazardous agents do not need a volunteer application form but must comply with Institutional Biosafety Committee Biosafety Policies and Procedures SOP#UNMC-IBC036 - Visiting Scientist and Student for Access to Participate in Laboratory Activities Using Biohazardous Agents]. The prohibited activities list does not apply to visiting scientists but the principal investigator is responsible for making sure they are familiar with the hazards and utilize the appropriate safety protocol and personal protective equipment. IBC036 - Visiting Scientist and Student for Access to Participate in Laboratory Activities Using Biohazardous Agents. The prohibited activities list does not apply to visiting scientists but the principal investigator is responsible for making sure they are familiar with the hazards and utilize the appropriate safety protocol and personal protective equipment.
All training must be documented.   
'''Note:''' For some University volunteers (e.g., advisory council members, trustees, reunion chairs), it MAY NOT be necessary to follow all of the steps of the policy (e.g. background check, requisition, vaccinations, etc.). Please contact [mailto:jeffrey.miller@unmc.edu UNMC Risk Management] for guidance.
'''Note:''' For some University volunteers (e.g., advisory council members, trustees, reunion chairs), it MAY NOT be necessary to follow all of the steps of the policy (e.g. background check, requisition, vaccinations, etc.). Please contact [mailto:jeffrey.miller@unmc.edu UNMC Risk Management] for guidance.
=== Prohibited Activities ===  
== Procedure ==
When selecting and engaging a volunteer it is the department or unit’s responsibility to be certain the individual has adequate experience, qualifications, and training for the task the individual will be required to perform. The department must assign someone to directly supervise the volunteer. A volunteer cannot be supervised by a family member. A family member means an individual who is the spouse, child, parent, foster parent, guardian, brother, sister, grandchild, or grandparent, by blood, marriage, or adoption, of a University official or employee. The following procedures are required to engage a volunteer or a guest: (Additionally you may visit [https://info.unmc.edu/wiki/images/8/8d/Non-Faculty-and-Temporary-Requisitions-FAQ-Tips.pdf Non-Faculty and Temporary Requisitions FAQ and Tips)
# Departments or units wishing to engage a volunteer must complete a description of the duties and services to be performed by a volunteer or description of education and professional experience to be provided for the guest.
# It must list who will provide supervision, level of supervision, etc. 
# Determine if departmental completion of the [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process] for each applicable volunteer is necessary by reviewing the [https://wiki.unmc.edu/index.php?title=Volunteer&action=edit#Services_Not_Requiring_a_Volunteer_Requisition Services Not Requiring a Volunteer Requisition] and the [https://wiki.unmc.edu/index.php?title=Volunteer&action=edit#Prohibited_Activities Prohibited Activities] sections. 
# Departments are responsible for assigning someone to provide and document training for the volunteer that is specific for the area that they will be volunteering in on how to safely operate the equipment, emergency procedures, hazardous materials, hazardous locations and how to report accidents and near misses and injuries.
# Each potential University volunteer must complete a University of Nebraska Medical Center online non-Faculty Volunteer Profile.
# Individuals under the age of nineteen must have a parent or legal guardian complete the Non-Faculty Volunteer Parental Consent Form and provide the form to Human Resources Staffing.
# A criminal background check and appropriate training must be completed and documented for all potential volunteers prior to their beginning service at the University.
# Send the volunteer to obtain the appropriate campus identification (ID) badge after the individual and service are approved, the background check is completed and the non-faculty volunteer appointment has been entered into SAP. Approval consists of a volunteer position/request that has been approved by the department chair or department administrator and a clear background check.
# Must have and provide proof of immunizations as required by other positions in the area in which the volunteer will be located (flu, Hepatitis B, tetanus, any immunizations specific to the lab). Questions regarding immunization requirements should be directed to Risk Management.
# All  mandatory compliance training must be completed and the department/area specific training must be completed and documented before the volunteer is allowed in the area.
# Forward a copy of the UNMC ID Badge to UNMC Risk Management and retain copies of all forms and documentation for a period of three years from the date of the volunteer’s separation.
# Volunteers returning with a break in service greater than one year must complete a new application, undergo a new background check and complete the necessary training again. 
# Before a volunteer’s duties are changed, an assessment must be made to see if additional requirement or training is needed.  === Prohibited Activities ===
NOTE: Background checks usually take seven to ten (7-10) business days, but depending on the complexity may take up to eight (8) weeks to complete the process. The volunteer may not start until the process is completed. Plan accordingly.
===Prohibited Activities===
University volunteers cannot replace employee positions or impair the employment of a University position. Volunteers’ services are generally limited to humanitarian, charitable or public services.  
University volunteers cannot replace employee positions or impair the employment of a University position. Volunteers’ services are generally limited to humanitarian, charitable or public services.  
University volunteers are also prohibited from performing the following activities:  
University volunteers are also prohibited from performing the following activities:  
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*Working with stored energy (e.g. steam, electricity, hydraulics)  
*Working with stored energy (e.g. steam, electricity, hydraulics)  
*Working with radioactive or hazardous materials
*Working with radioactive or hazardous materials
*Handling radioactive, hazardous or biohazardous waste (see NOTE below)
*Activity considered inappropriate for any employee  
*Activity considered inappropriate for any employee  
*Entering into any contract on behalf of the University  
*Entering into any contract on behalf of the University  
*Working with animals or in areas where animals are present  
*Working with animals or in areas where animals are present  
*Working with or having unescorted access to risk group 2 or risk group 3 pathogens (see NOTE below)
*Working with infectious or potentially infectious agents, including human blood  
*Working with infectious or potentially infectious agents, including human blood  
*Working in any of these restricted areas:
*Handling Biohazardous Material in any of these restricted areas (See NOTE below):
:*Gross Anatomy Lab
:*Gross Anatomy Lab
:*GMP Facility
:*GMP Facility
:*Nebraska Anatomical Board
:*Nebraska Anatomical Board
:*Comparative Medicine
:*Comparative Medicine
:*Nebraska Public Health Lab
:*Biosafety Level 3 (BSL3)
:*Any area containing radiation
:*Any area containing radiation
:*Antibody Labeling Facility
:*Antibody Labeling Facility
:*Non-human primate research
:*Non-human primate research
Contact [mailto:jeffrey.miller@unmc.edu UNMC Risk Management] for guidance.
NOTE: Volunteers who work with or have unescorted access to risk group 2 or risk group 3 pathogens must complete the required biosafety training and be added to the Institutional Biosafety Committee protocol under which the research has been approved. Contact the Biosafety Officer for guidance.
=== Training ===
=== Training ===
University volunteers must complete the following training modules prior to any volunteer activities:  
University volunteers on campus for seven (7) or greater days must complete all mandatory compliance training required of UNMC staff and studwents. This includes the following:
*Appropriate safety module
*HIPAA
:*General safety module – for those who are not in labs or patients areas
*General safety module – for those who are not in labs or patients areas
:*Lab safety module – for those in lab area
:*Lab safety module – for those in lab area
:*Hospital Safety – for those in patient areas or buildings housing patients
:*Hospital Safety – for those in patient areas or buildings housing patients
*UNMC Policy No. 6045, [http://wiki.unmc.edu/index.php?title=Privacy/Confidentiality Privacy, Confidentiality and Security of Patient and Proprietary Information]
*UNMC Policy No. 6045, [http://wiki.unmc.edu/index.php?title=Privacy/Confidentiality Privacy, Confidentiality and Security of Patient and Proprietary Information]
*HIPAA
*
*Cultural Competency
*Cultural Competency
=== Attire ===
=== Attire ===
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*Volunteers with patient contact must be processed through the Nebraska Medicine Volunteer Services department  
*Volunteers with patient contact must be processed through the Nebraska Medicine Volunteer Services department  
*Volunteers must provide proof of medical insurance and documentation of immunizations
*Volunteers must provide proof of medical insurance and documentation of immunizations
== Procedure ==
 
When selecting and engaging a volunteer it is the department or unit’s responsibility to be certain the individual has adequate experience, qualifications, and training for the task he or she will be required to perform. The department must assign someone to directly supervise the volunteer. A volunteer cannot be supervised by a family member. A family member means an individual who is the spouse, child, parent, foster parent, guardian, brother, sister, grandchild, or grandparent, by blood, marriage, or adoption, of a University official or employee. The following procedures are required to engage a volunteer or a guest:
# Departments or units wishing to engage a volunteer must complete a description of the duties and services to be performed by a volunteer or description of education and professional experience to be provided for the guest. It must list who will provide supervision, level of supervision, etc. 
# Determine if departmental completion of the [https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process] for each applicable volunteer is necessary by reviewing the [https://wiki.unmc.edu/index.php?title=Volunteer&action=edit#Services_Not_Requiring_a_Volunteer_Requisition Services Not Requiring a Volunteer Requisition] and the [https://wiki.unmc.edu/index.php?title=Volunteer&action=edit#Prohibited_Activities Prohibited Activities] sections. 
# A criminal background check and appropriate training must be completed for all potential volunteers prior to their beginning service at the University.
# Send the volunteer to obtain the appropriate campus identification (ID) badge after the individual and service are approved and the background check is completed. Approval consists of a volunteer position/application that has been approved by the department chair or department administrator and a clear background check.
# Must have and provide proof of immunizations as required by other positions in the area in which the volunteer will be located (flu, Hepatitis B, tetanus, any immunizations specific to the lab). Questions regarding immunization requirements should be directed to Risk Management.
# Forward a copy of the UNMC ID Badge to UNMC Risk Management and retain copies of all forms and documentation for a period of three years from the date of the volunteer’s separation.
# Volunteers returning with a break in service greater than one year must complete a new application, undergo a new background check and complete the necessary training again. 
# Before a volunteer’s duties are changed, an assessment must be made to see if additional requirement or training is needed. 
== Dismissal ==
== Dismissal ==
A University Volunteer’s term of service may be terminated at any time and without prior notice.  
A University Volunteer’s term of service may be terminated at any time and without prior notice.  
==Additional Information==
==Additional Information==
Please be aware that [https://info.unmc.edu/safety/procedures/UNMC_Volunteers_Background_Check_Instructions.pdf background checks] usually take to up to seven (7) days but depending on the complexity it may take up to eight (8) weeks to complete the process. The volunteer may not start until the process is completed. Please plan accordingly. <br />
Please be aware that [https://info.unmc.edu/safety/procedures/UNMC_Volunteers_Background_Check_Instructions.pdf background checks] usually take to up to seven (7) days but depending on the complexity it may take up to eight (8) weeks to complete the process. The volunteer may not start until the process is completed. Please plan accordingly. <br />
*[mailto:jeffrey.miller@unmc.edu UNMC Risk Management]
*If general questions, please contact [mailto:jeffrey.miller@unmc.edu UNMC Risk Management]
:*For questions regarding Environmental Health and Safety issues, please contact [mailto:unmcehs@unmc.edu Environmental Health and Safety]
:*For questions regarding Non-Facutly Volunteer requisition in PeopleAdmin or Background Checks, please contact [mailto:jobs@unmc.edu HR Staffing]
:*For questions regarding Job Shadowing, please contact [mailto:jobshadow@nebraskamed.com Nebraska Medicine]
:*For questions regarding immunization requirements, please contact '''?????'''
*[https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process].
*[https://www.unmc.edu/human-resources/_documents/forms/NonFaculty-Volunteer-Temporary-FAQ-Quick-Steps.pdf Non-Faculty Volunteer Requisition Process].
*UNMC Policy No. 6045, [http://wiki.unmc.edu/index.php?title=Privacy/Confidentiality Privacy, Confidentiality and Security of Patient and Proprietary Information]
*UNMC Policy No. 6045, [http://wiki.unmc.edu/index.php?title=Privacy/Confidentiality Privacy, Confidentiality and Security of Patient and Proprietary Information]
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