Volunteer

There is a helpful checklist at the end of these guidelines–please review background information first
Contact your Dean’s Office HR Generalist if you have any questions


If volunteers assist in your area, please review the following links:

Basic guidelines that apply to all PHHP volunteers:

  1. Department must enter a Person of Interest ePAF action for each new volunteer to the department
  2. Volunteers should be provided a written list of specific tasks/duties to be performed
  3. Volunteers are covered by worker’s compensation
  4. Volunteers are required to abide by the University of Florida Institutional Recovery and COVID-19 Return to Workplace policy, as determined by department leadership (Please email name and UFID number of Volunteer to Lorie Martin to initiate questionnaire)

May international students and scholars volunteer their time?

While the issue of volunteering may seem clear-cut, it is actually a complex area in which immigration regulations and labor law intersect. It is important that you read the information on the International Center’s web site which thoroughly outlines how to determine if/when it is permissible for internationals to volunteer their time.

Basic guidelines for international volunteers to consider:

  1. Are the services performed for civic, charitable, or humanitarian purposes?
  2. Are the services entirely voluntary, with no direct or indirect pressure by the employer, with no promise of advancement and
    no penalty for not volunteering?
  3. Does your proposed service impair the employment opportunities of others by performing work that would otherwise be
    performed by regular, paid employees? Are you providing services that are the same as services provided by someone who is
    paid?
  4. Is there any expectation of compensation either now or in the future for these services?

Individuals should be able to answer “yes” to questions 1 and 2, and “no” to questions 3 and 4. If s/he cannot, it is likely that the
proposed volunteer activity is more likely unpaid employment, and could subject both the individual and the employer to tax
consequences.

Departmental Checklist

Volunteers should be entered in an ePAF using POI Action Form. Departments should also track volunteers using the volunteer report in Enterprise Analytics.

Research Identity Management (UF Directory) for existing UFID (if new, person will be added when ePAF is submitted)
Record of Volunteer Service
Add Volunteer in myUFL as a POI (Does not have a UFID) (UFID is known)
Job-Related Health Risk Checklist (only if pre-placement exam is needed, maintain occ med clearance in dept file)
Background Screening Check (Background checks are required for all volunteers working in UF-affiliated youth activities. All other background checks are optional, please note that departments will incur the cost of background checks for volunteers.)
Nepotism Memo (approved at all levels prior to hire date. Minors are not able to volunteer if nepotism is involved)
Volunteer Approval Letter (Upload in ePAF)
Pre-employment physical required?   Yes      No
Establish PHHP email for volunteer (If applicable) Volunteer must complete HIPAA training prior to having any computer/email access requested.
Parental/Guardian Approval for Volunteer Service & Treatment of Minors Form (Must upload in ePAF)
If volunteer is tracked by IRB, HIPAA training via myUFL (which requires departmental directory affiliation) is required. Contact DOHR if you have procedural questions.

Training Tracker

Emergency Contact Form
Request Gator 1 card (if applicable)