Summary
UC Santa Cruz welcomes volunteers from across our campus and the broader Santa Cruz community. Whether you’re a student, staff member, alumni, or local resident looking to support our Banana Slugs and unique UCSC sites like the Arboretum, Farm & Garden, and Seymour Center, there are meaningful ways to get involved and make a difference at UCSC.
When volunteers stay connected, give their time and expertise, and make important contributions to the university’s mission of teaching, research, and public service, they make a lasting impact in the lives of our students and contribute to a thriving community. This policy supports the use of volunteer services while promoting safety, a mutually beneficial environment for volunteers and the campus community, and protects the interests of the University and the community it serves.
Authority
The UCSC Volunteer Service local policy (Policy FOA-0017). Effective July 1, 2025, the volunteer Service policy applies to all locations owned or operated by UC Santa Cruz.
The Vice Chancellor for Finance, Operations, and Administration (FOA) is the authority for the Volunteer Service policy. This policy was approved by the Campus Provost and Executive Vice Chancellor (CP/EVC) on 06/04/2025 and is scheduled for review every five years.
Related Policies and References
UC Santa Cruz:
UCSC Local Policy (Policy FOA-0017), Volunteer Service
Risk Services Volunteer Waiver Webpage
UC Board of Regents:
Regents Policy 5203: Policy on Support Groups, Campus Foundations, and Alumni Associations
University of California:
Administrative Guidelines for Support Groups
Policy on Distribution of Tickets and Passes
PPSM-21: Selection and Appointment
Reporting Child Abuse and Neglect (CANRA)
Definitions
Volunteer: an individual providing service directly to and under the supervision of the University with no promise or expectation of compensation or any other form of tangible benefit.
Detailed Policy Statement
Volunteer service may be secured at the discretion of a campus department with approval from the department’s unit head. Volunteers may not be used to replace paid employee positions. Volunteer service descriptions should be evaluated annually for renewal and compliance with this policy.
Performance of volunteer services for a specific unit or the University does not create any entitlement, right, or privilege on the part of any individual to continue providing volunteer services for the University in the future. Volunteer services may be ended with or without notice by either party.
Exclusions
Individuals affiliated with and providing services on behalf of an external agency or service organization are not UC Santa Cruz volunteers (e.g., Red Cross volunteers, BloodSource volunteers).
Individuals participating in human subject research and individuals participating in workforce internships are not volunteers.
Individuals whose service is provided to pursue personal academic goals, earn academic credit, professional licensure, or certification, and individuals holding academic “without salary” appointments are not volunteers.
Individuals receiving payment for services rendered from a non-UC pay source are not volunteers (e.g., visitors receiving per diem or support from home institutions, employees of an organization with a contract to use university facilities).
Student Note Takers identified through the Disability Resource Center are designated as “volunteers,” but their role is more aligned with their status as “students.” Their service is tracked through UCPath, and they are exempt from all UC mandatory training and background check requirements, except when these requirements are part of other volunteer or employment services they participate in outside of the Student Note Taker role or are part of their obligations as a student at UCSC.
Types of Volunteers
All UCSC non-student volunteers will be associated with a volunteer tier. The volunteer tier is determined based on the characteristic or responsibility that falls into the highest tier. For example, a volunteer may be occasional but have a Tier 2 or 3 responsibility and would therefore be required to fulfill the requirements of the higher tier.
Tier 1: Supporters
- Occasional service (fills a limited service opportunity)
- No key access (card or brass key)
- No responsibility for minors
- No more than three monthly engagements or 40 hours annually
- Does not perform critical duties (PPSM 21 – Critical Duties Chart)
Tier 1 Requirements: Receive UCSC Volunteer Pamphlet
- Receive appropriate safety tools and training
- Complete the Volunteer Waiver and Election of Workers’ Compensation Coverage
Tier 2: Members
Has at least one of the following characteristics/responsibilities:
- Long-term service (more than 40 hours annually)
- Physical key or key card access
- Google account access (email and/or calendar)
- Unsupervised interaction with minors
- Tool or equipment use that requires tracking and/or training
- Handle cash or cash equivalents (tickets, gift cards, etc.)
- Handle animals
- Providing a service that requires regulatory training (for example, Anti-Discrimination, CANRA, Patent Acknowledgement, or Workplace Violence as listed in the volunteer assignment description).
Tier 2 Requirements:
- Complete all Tier 1 requirements
- Complete selected training annually
- Make sure the volunteer reviews the UCSC Vaccination policy and select “yes” on the vaccine attestation portion of the Workers Compensation Form prior to starting volunteer service.
- Pass a criminal history background check*.
* A criminal history background check is required for Tier 2 Members when the volunteer duties align with critical duties: PPSM 21: Critical Duties Chart.
Tier 3: Leaders
Has at least one of the following characteristics/responsibilities:
- Overnight or travel responsibilities of any kind
- Oversight of other volunteers
- Use of University vehicles or heavy equipment
- Serving alcohol at events (the volunteer must be at least 21 years of age)
Tier 3 Requirements:
- Complete all Tier 1 and 2 requirements
- Pass a criminal history background check
Guide to Tier 1, 2, and 3 Requirements:
Tier 1 Requirements Guide: applies to all volunteers
- UCSC Volunteer Pamphlet
- Pamphlet is provided to volunteers by the Volunteer Coordinator
- Safety tools, personal protective equipment, and safety training
- Volunteer Coordinator determines the appropriate safety tools, equipment and training requirements based on the volunteer service description and ensures they are completed by the volunteer
- Volunteer Waiver and Election of Workers’ Compensation Coverage
- Volunteer Coordinators ensure all volunteers complete and sign this form which is then distributed as follows:
- Original: Retained by Unit or volunteer coordinator for 5 years following end of volunteer services
- Copies: One Copy to volunteer, and one copy to the Worker’s Compensation Office in Risk Services via email: incident@ucsc.edu.
- Volunteer Coordinators ensure all volunteers complete and sign this form which is then distributed as follows:
Tier 2 Requirements Guide: applies as determined by the tier and the service description
- Review above. The tier 1 requirements apply to all tier 2 volunteers
- Complete selected training annually: See section Compliance Resources for Volunteer Coordinators below for more information
- Make sure the volunteer reviews the UCSC Vaccination policy and select “yes” on the vaccine attestation portion of the Workers Compensation Form prior to starting volunteer service.
- Pass a criminal history background check: A criminal history background check is required for Tier 2 Members when the volunteer service includes critical duties: PPSM 21: Critical Duties Chart.
Tier 3 Requirements Guide: applies as determined by the tier and the service description
- Review above. The tier 1 and 2 requirements apply to all tier 3 volunteers
- Complete selected training annually: See section Compliance Resources for Volunteer Coordinators below for more information
- Pass a criminal history background check
Basic Requirements for All Volunteers
Prior to Service
- Volunteers must be at least 15 years of age.
- Effective July 1, 2025, new volunteers must be registered by the Volunteer Coordinator via the volunteer Volunteer Intake Google Form.
- Volunteers in Athletics must complete the Employment Misconduct Disclosure Questionnaire and Authorization/Release form
- A Sundry account for email and/or calendar access may be assigned at the discretion of the Volunteer Coordinator
During the Volunteer Assignment
- Volunteers may not have access to University financial accounts or funds, master keys, controlled substances, or institutional information under the P3-4 protection level classification.
- Volunteers must abide by the rules, policies, and regulations of the University and the sponsoring unit.
- Volunteers may be compensated for incidental expenses in accordance with appropriate University policies. In those instances, the department must advise the volunteer to complete the Payee Set Up Form 204
- Departmental staff or academic appointees must supervise volunteers.
- Volunteers are prohibited from supervising employees, including student employees, and other volunteers.
- Volunteers are not eligible for vacation accrual, sick leave, or other benefits that are extended to UC Santa Cruz employees or matriculated students.
- Volunteers may only be appointed to volunteer service within the United States.
- Volunteers may not present themselves to the media outlets or in any way act as spokespersons representing the university.
- Following provisions of the Fair Labor Standards Act that govern the service of public sector employees, current University of California employees may not perform hours of volunteer service in the same capacity as their regular duties or perform the same types of services they perform as part of their jobs.
Talent Acquisition (TA) Responsibilities
Talent Acquisition is the centralized resource providing support to Volunteer Coordinators, helping them to understand and comply with the new local policy.
TA assists volunteers and Volunteer Coordinators to understand the tier structure and tier requirements, including type of service, training, forms, and background checks.
Volunteer Coordinator Responsibilities
Compliance with the local policy, which includes:
- Identify service tiers for each volunteer
- Create service descriptions (a summary of duties). See the Volunteer Service Description Instructions below for examples
- Provide volunteer data to TA via excel or google sheets, or the google intake form
Registration – The Volunteer Coordinator will register new volunteers through the Volunteer Intake Google Form.
Documentation – Make sure to collect personal contact (phone, email and mailing address) information and an emergency contact (name, relationship and phone number) for each volunteer. Save this information within the unit with other volunteer documentation.
Schedule – Maintain a record of service hours, including the volunteer’s schedule.
Supervision – Ensure that volunteers are supervised by an employee.
Safety and Rest Periods – Employ the same safety measures and rest periods with volunteers as with employees to mitigate the risks associated with their activities.
Train on Complaint Process – Volunteers must be trained on the complaint process for discrimination and harassment as outlined in the UCSC Volunteer Pamphlet. The training is accomplished by providing the pamphlet to volunteers (all tier levels) and ensuring they read and understand the information. Volunteers should be encouraged to keep the pamphlet for future reference.
Records Retention – The Volunteer Coordinators retain all documents relating to volunteer assignments for a period of three years from the date the record was created. Records should be purged at the end of the month marking the three year period.
Release of Volunteers – Volunteers may be released from service at will. Performance of volunteer services for a specific unit or the university does not create any entitlement, right, or privilege on the part of any individual to continue providing volunteer services for the University in the future. Volunteer services may be discontinued without notice or cause by either party.Volunteer Service Description – Instructions
It is required that Volunteer Coordinators create and retain a Volunteer Service Description for all volunteers providing service. Volunteer Coordinators may already have a document that describes volunteer assignments/duties which can be utilized or repurposed as new volunteers come aboard.
The Volunteer Service Description is a required field Volunteer Coordinators will complete when submitting the Intake form being used for new volunteers starting on or after July 1, 2025.
Writing a Volunteer service description:
Service descriptions should simply and briefly describe the volunteer duties in a few sentences, or in a list format. Provide an overview of the volunteer role, including the primary duties/expectations.
Example: Assist with [task], Support [event/project], Collaborate with [team/staff/clients], Help maintain [resource or area]. *note that the volunteer is always in a supporting role.
Volunteer Responsibilities
Volunteer services may be discontinued if a volunteer is found to be in violation of this policy or the requirements required by UCSC.
- Act in accordance with the UC Santa Cruz Principles of Community
- Review and understand UCSC Volunteer Pamphlet
- Complete the Vaccination Attestation Form. More information can be found here: https://riskservices.ucsc.edu/covid-19-support/.
- Complete and sign Volunteer Waiver and Election of Workers’ Compensation Coverage. (parent/guardian must sign if volunteer is under 18 years of age)
- Complete selected training annually *See section Trainings, Forms and Compliance Resources below for more information
- If required, complete the Consent for Background Investigation form. This will be sent to the volunteer by the UCSC LiveScan office after the background check request is initiated by the Volunteer Coordinator. A criminal history background check is required for Tier 2 & 3 volunteers when the description of service includes critical duties as defined in PPSM-21: Selection and Appointment
- Required only for NCAA Athletics volunteers – Complete the Employment Misconduct Disclosure Questionnaire and Authorization/Release form. (Following AB810 legislation)
Compliance Resources for Volunteer Coordinators
Compliance – Identified by the Volunteer Coordinator based Tier & Service Description
These requirements are driven by policy and the Volunteer Service Description, as described below:
- Background Check: A criminal history background check is required for Tier 2 & 3 Members when the volunteer duties align with Critical Position duties.
- Review this Critical Duties Chart to ascertain if a volunteer will need a Background Check.
- The Volunteer Coordinator must download and complete the LiveScan Request Google Sheet and submit to livescan@ucsc.edu when a background check is required. SHR’s Business, Administration and Operations (BOA) Background Checking team will email the Volunteer Coordinator listed on the sheet when the background check is complete.
- Volunteer Coordinators should reach to TA for a list of helpful talking points that can be used when speaking with volunteers in need of a background check.
- If the Volunteer Service Description states that the volunteer will be involved in research or serve in a research facility they must fill out the UC Patent Acknowledgement form. See the UCOP Patent Policy for more information. Once signed, the form is retained by the Volunteer Coordinator.
- Complete the Clinical Laboratory Training if the volunteer is providing services in a lab or research facility. Once the volunteer clicks the link they must enter their personal information to access the training.
- Departments must ensure that volunteers in research labs follow general and laboratory specific safety practices as outlined in the UCSC Research and Laboratory Safety Resources.
- If the Volunteer Service Description states that the volunteer interacts with minors they must complete, sign and submit the CANRA Acknowledgement form and complete this CANRA training module.
- Tier 2 and 3 Volunteers must complete the Vaccination Attestation Form. More information can be found here: https://riskservices.ucsc.edu/covid-19-support/.
- Tiers 2 and 3: If the Volunteer Service Description states that the volunteer will be providing a service that requires regulatory training (for example, Anti-Discrimination, CANRA, Patent Acknowledgement, or Workplace Violence), they are required to complete the associated training.
Frequently Asked Questions
Q1: What qualifications do Volunteers need to have?
The university welcomes volunteers from all different backgrounds and levels of expertise who want to connect and give back to the community. Participants ages 15 and up can perform Tier 1 Support roles such as directing traffic during events, helping with move-in weekend, commencement, or in the gardens, maintaining native plants by pulling weeds, mulching, and pruning. The necessary qualifications are determined by the Volunteer Service assignment which can be obtained by a Volunteer Coordinator in the department of interest.
Q2: What’s different between requirements for Tier 2 & Tier 3?
The main difference is that volunteer services designated as Tier 3 always require a criminal history background check, and the volunteer services in Tier 2 may or may not require a background check depending on if critical duties are included in the service they provide.
Q3: I’m a Volunteer Coordinator and I have just started a new volunteer. How do I get their information to the Talent Acquisition team?
Sign up with your new volunteer using the Volunteer Intake Google Form
Getting Help
| If you need help with … | Contact … |
| To provide comments about this policy | The Policy Coordination Office, pco@ucsc.edu, https://policy.ucsc.edu, or 831-45, 9-3411 |
| Questions about liability insurance and Worker’s Compensation… | Director, Risk Services, Cindy Delgado, 831-459-1787, cadelgad@ucsc.edu, or https://risk.ucsc.edu |