Live Scan Background Checks - Information on when to begin the background check process. For guidance regarding when background checks are required, refer to the table below.

Volunteers

A volunteer is any person who freely offers their time, skills, or effort to support the mission and activities of the University without receiving compensation, wages, or other financial remuneration.  Volunteers may not perform duties that are ordinarily assigned to paid staff or student employees, and their activities must be supervised in accordance with University policies.

Volunteer Policy

All volunteers, students and non-students, must complete New Volunteer Request forms.  The request forms must be submitted at least two weeks prior to the volunteer’s first day of service.  

The following groups are not considered volunteers for the purposes of this policy:  

• • Volunteers at UC San Diego Health's Medical Center and its clinics.
  • Individuals whose service is provided to earn educational credit.  
  • Individuals receiving payment for services rendered, including from a non-UC pay source (e.g., visitors receiving support from home institutions, employees of an organization with a contract to use University facilities).  
  • Individuals affiliated with and providing services on behalf of an external organization (e.g., Red Cross volunteers).  
  • Volunteers not under the direct supervision of the University (e.g., student teachers).  
  • Groups providing fundraising, public outreach, or other support services as described in Regents Policy 5203 on Support Groups, Campus Foundations, and Alumni Associations.  
  • Individuals holding academic “without salary” appointments.  
  • Retired employees desiring occasional access to University facilities.

Volunteer Request Process

1. The Department Initiator:
   • Reviews the UC San Diego Staff Volunteer Policy.
   • Completes and submits the Staff Volunteer Request Form via Docusign.
     • The Department Initiator enters their own name and email, the Volunteer’s name and email, and—if applicable—the Parent/Guardian’s name and email. This initiates the signing process.
   • Completes the Department Attestation Form and Section 1 of the Volunteer Request Form.  Once finished, the forms route to the Volunteer.
   • Conducts a background/misconduct check on the volunteer if required.
   • Ensures CANRA training and the CANRA form are completed by the Volunteer/Supervisor if required.
   • Informs the volunteer that they are not covered by Workers’ Compensation, and therefore, the volunteer must have their own medical insurance for the duration of their volunteer appointment. 
2. The Volunteer completes and signs the following forms:
   • Section 2 of the Volunteer Request Form
   • University of California Patent/IP Acknowledgement
   • UC San Diego’s Waiver of Liability, Assumption of Risk, and Indemnity Agreement
     • If the volunteer is a minor under the age of 18, their Parent/Guardian must also sign this form.  Once the Volunteer is finished, the form will route to the Parent/Guardian for final review if applicable.  If the Parent Guardian denies the request, the Department HR Contact will be notified.   
   • Other forms required by the department
3. If Campus HR approval is NOT required, the signed forms are saved to DocuSign for record keeping purposes and no further action is required.  The Department HR Contact will receive a copy of the completed forms.
4. If Campus HR approval IS required, HR will review and either approve or deny the request.  The Department HR Contact will be notified of the decision, and the forms will be saved to DocuSign for record keeping purposes.
   
5. The Department:
   • Enters the Volunteer as a Contingent Worker in UCPath once the request is completed (or approved by Campus HR if required).