Volunteer Roles
Volunteers are categorized by roles based on the type of assignment or service being performed. In other words, a faculty member could serve in a non-faculty volunteer role or a retiree could serve in a faculty research type role. There are three categories of volunteer roles or assignments:
- Volunteer Non-faculty: those who assist with university events or activities other than instruction, athletic coaching/training, research, or academic creative work/ performances. They generally serve at the request and in support of SCSU employees engaged in alumni, student, university, or community events that may involve university facilities. Examples of Non-faculty assignments could include a guest speaker in a class, time-keeper at a competition, a pacer at a fun run sponsored by SCSU, a chaperone on a study abroad program, or an information booth attendant during move-in weekend.
- Volunteer Faculty: those in instructional, research, or academic roles appointed by an administrator upon the recommendation of a sponsoring department, program, or employee and according to terms outlined and approved in their Volunteer Faculty/Coach/Trainer Form. Volunteer faculty may be given titles such as Visiting Scholar, Artist-in Residence, Visiting Professor, Collaborating Researcher, Visiting Lecturer, or another appropriate title that will not lead to confusion.
- Volunteer Coach/Trainer: those in roles related to coaching or teaching about athletics who are appointed by an administrator upon the recommendation of a sponsoring department, program, or employee, and according to terms outlined and approved in their Volunteer Faculty/Coach/Trainer Form. Individuals serving in these roles may be given titles such as Visiting Coach/Trainer, Volunteer Coach/Trainer, Guest Coach/Trainer, or other appropriate title that will not lead to confusion. Examples of volunteers in this category could include a coach at a summer baseball camp hosted by SCSU or a trainer at a football clinic.
Contracted Non-Employees (Vendors)
Individuals engaged by the University under a contractual agreement, who are not employees of St. Cloud State University (SCSU) acting within the scope of their official duties—including, but not limited to, individuals participating in internships, clinical placements, workers engaged in construction projects, athletic training rotations, or similar arrangements—shall be governed by the terms and conditions of their respective contracts. As part of the contract process, evidence of compliance with the established minimum insurance requirements is typically required.
Such individuals shall be exempt from the provisions of this policy, provided that their contractual agreement explicitly includes:
- Indemnification provisions in favor of the University; and
- Provisions for criminal background checks, where such checks are required by law, regulation, established professional expectations or University policy.
In the absence of such provisions within the existing contract, all relevant sections of this policy shall apply, and compliance with this policy shall be required.
Furthermore, any contracted non-employee who requires access to University resources in the course of fulfilling their contractual role must complete and submit the University’s Unified Volunteer Form prior to the commencement of their activities.
Volunteer Form
All volunteers are required to complete the combined Volunteer Application, Agreement, and Release Form - see “Unified Volunteer Form” in Supporting Documents. All volunteers will complete the first two sections of the form to include as much detail as necessary to understand the role and functions of the positions, along with personal details and contact information. The remaining sections will be completed based on the type or function of the position according to the directions provided on the form.
Where needed, appropriate recommendations and approvals should be completed. All forms are routed to the Director of Risk, Safety, and Emergency Management or designee. The director will review the completed form and make a determination regarding the need for a criminal background check. Following review and signature, the form will be returned to the sponsor for retention and forwarded to Human Resources. Volunteers should not begin their assignment or be provided with resources until this process is complete. This process will take more time if a criminal background check is required.
Volunteers may be restricted from certain volunteer activities or the complete volunteer service at any time, by either oral or written notice, at the sole discretion of SCSU. A volunteer arrangement may be refused or terminated by either party at any time for any reason upon immediate notice, oral or written, to the other party.
Individual Form Exemptions
Individual or group volunteers who provide one-time or intermittent event support, or who perform recurring volunteer activities with direct oversight or supervision. Without special access or with minimal or negligible access to SCSU resources, facilities, or services may be exempt from completing individual volunteer forms. Examples may include, but are not limited to:
- Volunteers who assist in supporting guest services at SCSU events (Lemonade art festival, athletic events, commencement)
- Student Community Engagement Activities (hack-a-thon, community garden, academic-industry partnerships)
- Service projects (Readers for the Blind, Conservation partnerships, campus/community clean up)
Even though these activities may not require completion of individual volunteer forms, a record should be created to document and summarize the activity (see Supporting Documents for example templates). The record should include the name of the event, the event organizer (department and individual), date, duration, location, a summary of the activities, and details of the volunteer participants. Any foreseeable risks or dangers should be disclosed by the event organizer, and participants should acknowledge their receipt, understanding, and acceptance of the disclosed risks and other undisclosed or unforeseen risks. For one-time events, this record should be provided immediately after the event to (the Risk Management email, Public Safety front desk etc.). Records for ongoing volunteer activities should also be periodically provided.
Any injury involving a volunteer should be immediately reported and documented through Public Safety. If a significant injury or health incident occurs, emergency services should also be called.
Agreement and Release
A Volunteer Agreement and Release will be required for all volunteers, including University employees and students who volunteer to contribute time, effort or expertise outside their usual roles.
All release forms must be signed and routed to the Director of Risk, Safety, and Emergency Management or riskmanagement@stcloudstate.edu. If the Director of Risk, Safety, and Emergency Management approves the volunteer arrangement and signs the release, relevant offices will be contacted to arrange for resources as needed. Volunteers should not begin their assignment or be provided with resources until the release form has been approved, signed by the Director of Risk, Safety, and Emergency Management, and routed back to the sponsor. This process will take more time if a criminal background check is required.
Volunteers may be restricted from certain volunteer activities or the complete volunteer service at any time, by either oral or written notice, at the sole discretion of SCSU. A volunteer arrangement may be refused or terminated by either party at any time for any reason upon immediate notice, oral or written, to the other party.
Criminal Background Checks
A criminal background check is needed if the volunteer will:
- Have unsupervised access to minors
- Process credit card, cash or other financial transactions
- Have access to protected data (additional data privacy compliance training and documentation may be required – see Supporting URLs)
- Have access to residence halls
The SCSU sponsor shall indicate on the form whether a criminal background check is required. Director of Risk, Safety, and Emergency Management (or designee) will review the completed form and may determine that a criminal background check is required based on the proposed volunteer activity, even if the sponsor did not indicate the requirement. If an ongoing volunteer arrangement is established, SCSU may periodically submit an updated criminal background check request.
If the volunteer believes or suspects their behaviors or actions have impacted the content of a criminal background check, they are responsible for notifying SCSU immediately. Notification should be made to their sponsor/supervisor, who will relay the information to the Director of Risk, Safety, and Emergency Management (or designee) or directly to the Director of Risk, Safety, and Emergency Management.
Background check information will be reviewed by the Director of Risk, Safety, and Emergency Management (or designee) in consultation with the Vice President for University Affairs and Advisor to the President to determine the records acceptance for the intended role. Additional input may be requested from Minn. State or the Office of the Attorney General. The Director (or designee) will communicate approval, denial, or restrictions to the sponsor who signed the application agreement and release form. The sponsor is responsible for communicating the decision to volunteer.
Any required criminal background check must be successfully completed and approved prior to involvement in the volunteer assignment. The results of the check are valid for one year, or until a significant break in volunteer participation occurs. Expired criminal background checks must be renewed before a volunteer may return or begin a new assignment.