The Virginia Community College System volunteer agreement highlights that volunteers can support college operations and programs but must adhere to specific guidelines and regulations. According to the policy, volunteers cannot receive compensation, and their activities must not overlap with the duties of paid employees, particularly non-exempt employees under the Fair Labor Standards Act. Volunteers must also follow the college’s work rules and may need to undergo background checks depending on the nature of their work.
The VCCS Onboarding system (Avature) does not include an option for volunteers (aka interns) with the college. Therefore, we have reviewed the current volunteer requirements per code and offer departments the following guidance on establishing volunteerism agreements going forward:
- Units will complete the Volunteer Agreement (attached) and send to the volunteer for their signature along with the Volunteer Information Sheet and the Volunteer Requirements per VA Code.
- Upon signing, the volunteer returns the agreement to the unit to be maintained in department files. The agreements will not be routed to HR as these individuals are not employees of the college.
Policy Considerations for Volunteers
It is recommended that College and System Office policies and guidelines contain the following provisions to meet the spirit and intent of the Virginia Code and Federal law and as suggested as best practices:
- Volunteers under the age of 18: Volunteers under the age of 18 should have the written consent of a parent or guardian before volunteering and must comply with all appropriate laws and regulations on child labor.
- Background Check and Driving Record Check: Criminal Background Checks and Driving Records Checks should be conducted on regular service volunteers who perform duties, such handling cash or operating motor vehicles, where such checks are performed on regular employees.
- Non-discrimination Policies: Volunteers should be informed about the College’s policies related to non-discrimination and civility in the workplace.
- Volunteer Agreement: Regular service volunteers should be offered their assignment in writing to document the terms and conditions of the volunteer arrangement and to be asked to accept the responsibility for abiding by the College’s policies and procedures. A sample is attached.
- Non-exempt Employees: Non-exempt/hourly employees may not volunteer to complete their normal duties in lieu of overtime. Nonexempt employees must be paid for all hours worked in accordance with the Fair Labor Standards Act
Applicability: Note that volunteer policies do not normally apply to Local Board members and individuals serving on committees or task forces or other advisory panels, and that academic-related committees are not considered volunteering for the purposes of the policy since they are advisory or academic in nature and are not providing employment services.