Volunteers

Volunteers are an integral part of the Cal Poly community. Through the engagement of volunteers, Cal Poly is further able to provide valuable service to the community and state-wide in many ways including assisting athletic events, providing educational opportunities, assisting patrons on campus and much more.

A volunteer is defined as an individual who performs work or provides services without compensation. These services may be performed for a quarter, academic year, calendar year, session, event, or any part thereof.

• Appointment Form

  All volunteers are required to sign and date the Volunteer Appointment Form prior to the beginning of each appointment which contains the following information:

  • Volunteer's name, address, and telephone number
  • Volunteer's emergency contact information
  • Assignment and summary of duties
• Background Checks

  In an effort to provide the safest possible environment for students, visitors, employees, and to enhance the security of all physical resources, Cal Poly conducts criminal record checks or LiveScans for employees and volunteers who:

  • Work with students or minors under the age of 18 (LiveScan); or
  • Work with or handle cash/credit transactions (Background Check); or
  • Work with or have access to sensitive, level 1 data (Background Check)

  You may not begin your volunteer appointment until you clear a background check or LiveScan.

• Minors

  Volunteers under the age of 18 (unless they are a high school graduate or equivalent) must complete the Parental Consent Form and attach the form and a valid work permit to the Volunteer Appointment Form.

  • Minors must obtain certificates of age or permits to work prior to the appointment date.
  • Minors performing delivery work must do so by foot, bicycle and public transportation.
  • Minors may NOT work in occupations that involve power machinery, kitchen work, and certain work in connection with the maintenance of cars, trucks, machines or equipment, or work in warehouses.

  Minors between the ages of 14 and 15 years old:

  • May work a maximum of 3 hours on a day they are required to attend school
  • May work a maximum of 18 hours a week when school is in session
  • May work a maximum of 8 hours per day, or 40 hours per week with school is NOT in session
  • May work between the hours of 7:00 a.m. and 7:00 p.m. (may work until 9:00 p.m. between June 1 and Labor Day)
  • Note, federal law permits some leeway for minors performing sports-attendant duties

  Minors between the ages of 16 and 17 years old:

  • May work a maximum of 4 hours on a day they are required to attend school for four hours or more
  • May work a maximum of 8 hours on a school day that precedes a non-school day (e.g. Friday)
  • May work a maximum of 8 hours per day, or 48 hours per week with school is NOT in session
  • May work between the hours of 5:00 a.m. and 10:00 p.m. (may work until 12:30 p.m. preceding a non-school day)
• License and/or Certification

  Individuals performing services in a field which requires a professional license or certificate must attach a copy to the Volunteer Appointment Form prior to the performance of duties.

• Driving on University Business

  Volunteers driving on official Cal Poly business are required to become approved drivers through the Risk Management Driver Safety process prior to driving on university business. Approved drivers will be notified via email of their driving status.

• Training and Safety

  Volunteers must complete all required trainings and comply with all applicable University policies. All work-related injuries and illnesses should be reported immediately to the volunteer's Appropriate Administrator and Cal Poly's Workers' Compensation Administrator at injuryreporting@calpoly.edu or 1 (877) 258-2111.

• Travel Reimbursement

  A volunteer may be entitled to reimbursement of certain travel expenses in accordance with university policies and procedures. Expenses must be approved in advance by the Appropriate Administrator and appropriate documentation submitted to Payment Services.

• Volunteers must be provided the necessary training and supervision to safely carry out their assignment by their supervisor.
• Volunteers must complete a Confidentiality-Security Agreement and must be familiar with and abide by the Responsible Use Policy.
• All volunteer assignments must be consistent with the CSU Nepotism Policy and the CSU Policy on the Employment of Minors.
• Duties of the volunteer assignment must not coincide with any non-exempt Cal Poly position the person may currently hold.
• Volunteers (not identified as an "instructor of record" on the Schedule of Classes) who need access to Cal Poly's information and technology resources must complete the Affiliated Person Account Request Form and adhere to its written agreement.
• Individuals who serve as volunteers are covered as employees for the purposes of Workers' Compensation and state liability coverage.
• Please note: The University does not provide Worker's Compensation coverage to students participating in university-sponsored community service programs. As such, students enrolled in CSU Nursing, Allied Health, Social Work, or Education credential programs are typically covered by the Student Professional Liability Insurance Program (SPLIP).
• Volunteers who drive on official CSUSM business must be approved through the Driver Safety process and receive written approval prior to driving.
• A volunteer is responsible for adhering to the travel reimbursement policies and seeking approval of expenses in advance by the Appropriate Administrator.
• Volunteers may be eligible for e-mail privileges and courtesy parking permits for the duration of the appointment.

Contact

For questions regarding the volunteer forms or process, please contact Christina Juarez at (805) 756-6674 or cdjuarez@calpoly.edubv b .