Emory University Volunteers

Hiring Volunteers

In order to be considered a volunteer, an individual must donate their services for religious, humanitarian or public service reasons without contemplation of pay and not for personal benefit. From time to time, the Department of Labor (DOL) does find that persons are not true volunteers. In such cases the DOL assesses back wages and may assess other penalties. Also, a volunteer is not covered by worker’s compensation, which increases the risk of liability to the University.

For these reasons, Human Resources Data Services does not create an employee record in PeopleSoft with a "Without Compensation" (WOC) designation unless the volunteer is a faculty member, faculty equivalent, post-doc fellow, or Medical Resident. WOC records are not created for employee classes 4,5,6,7,8, L, or W. On the advice of General Counsel, all employees with a WOC record in these employee classes have had their record terminated by the Data Services staff. If the terminated individuals are continuing to perform services to the University, the supervising departments need to follow the University procedures for volunteers listed below.

How to Hire Volunteers

• All departments accepting volunteers must follow the Emory University Volunteer Policy.
• Volunteers must read, complete and sign a Volunteer Request Form. The supervising department should maintain these forms.
• Volunteers must also read, complete, and sign a Release, Covenant Not to Sue and Assumption of Risk Document. Among other things this form requires a volunteer to confirm that he or she is covered by a health insurance policy. This form should be discussed with the volunteer, along with the specific risks associated with the tasks which the volunteer.
• The signed form should be retained by the supervising department along with a record that the documents were discussed and that any questions the volunteer had were answered.
• Supervising departments should coordinate with UTS, University Libraries, and Parking and Community Services to sponsor and request related privileges for volunteers.
• The Form I-9 and other hiring paperwork need not be completed for volunteers.
• Human Resources Data Services assumes no liability for these volunteers or their records.

Documents and Forms

Volunteer Request Form

Release, Covenant Not to Sue and Assumption of Risk

Related Policies

Emory University Human Resources

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