Policy Number: III-17
Last Reviewed: February 25, 2025
Responsible Dept.: Human Resources
Office to contact for clarifications: Human Resources
A signed copy of this policy is available in the President’s Office.
Purpose:
Pursuant to the Code of Virginia, section §2.2-3601 to 2.2-3605, it is the policy of Virginia Western Community College to provide opportunities for individuals to volunteer their services in support of college operations and programs. Based upon approval by the Advisory Council of Presidents of the Virginia Community College System (VCCS), this policy complies with VCCS directives and expectations and sets forth the process for utilizing volunteer services.
Definitions:
Community Service – Unpaid work that an offender is required to do instead of going to prison or paying a fine for a violation of law. Provisions are not in place at Virginia Western to accept community service workers.
Volunteer – A volunteer is a person who provides services for which the individual neither expects nor receives compensation, but may be reimbursed for expenses when receiving prior approval. Community service does not constitute volunteerism at the college.
Policy:
Virginia Western Community College may use volunteers to carry out programs and services offered by the college to otherwise accomplish specific tasks and to extend resources.
Depending upon the nature of the employment services provided by a volunteer, a volunteer may become an agent of the college. Therefore, when accepting assignments, it is important that volunteers understand that they have the general obligation to abide by college work rules, regulations, policies and practices.
Volunteers must abide by the rules and regulations of the Virginia Community College System (VCCS), the college, and the Commonwealth of Virginia (COV).
If the volunteer is a current college employee, the volunteer activity must be provided freely without pressure from the college and cannot be the same type of work activity for which the college employs the individual. The Fair Labor Standards Act (FLSA) requires that non-exempt employees must be compensated for all hours they are required or permitted to work. Thus, even though employees may volunteer to work (performing the duties for which they are employed) beyond their normally scheduled hours, departments must compensate the employee for those extra hours worked.
Local board members and individuals serving on committees or task forces or other advisory panels, and academic-related committees are not considered volunteers for the purposes of this policy.
Supervisors and participating volunteers must adhere to and abide by all established applicable policies and procedures.
Selection of Volunteers
Qualifications and suitability should be considered before offering an opportunity to a volunteer.
The minimum age for volunteers is 16 years.
- Volunteers under the age of 18 years must have written consent of a parent or guardian before volunteering.
- The volunteer duties assigned to a minor must comply with all appropriate laws and regulations on child labor.
If a volunteer is a family member of a college employee, the volunteer cannot be placed under the direct supervision of that family member. Placement in an area under the purview of a family member is prohibited in accordance with the college’s policy, Consensual and Familial Relations.
Duties and Supervision of Volunteers
Volunteers must complete a “Volunteerism Agreement” that outlines the terms and conditions of the volunteer assignment.
Certain job skills and abilities may be gained from volunteering; however, these newly acquired skills do not translate to an obligation by our college to provide future employment.
Volunteers are expressly prohibited from receiving compensation and benefits; however, volunteers may be reimbursed for any out-of-pocket expenses related to their duties consistent with section § 2.2-3602 of the Code of Virginia and may participate in departmental activities at no cost. Educational Assistance and Continuous Learning policies do not apply.
Volunteers may be provided reimbursement for transportation and may utilize state vehicles in the performance of their duties, subject to those regulations governing use of state vehicles by paid staff, consistent with section §2.2-3605 of the Code of Virginia. Additionally, motor vehicle history checks shall apply to positions that require operating a state or college motor vehicle as a duty.
Background Investigation
Volunteers at VWCC shall undergo a background investigation pursuant to college policy.
Liability Coverage of Volunteers
Volunteers are afforded limited protections from civil and criminal liability as defined by the Volunteer Protection Act of 1997 (42 U.S.C. 14501-04) and the Code of Virginia § 2.2-1837 and § 2.2-1838.
All medical concerns, including healthcare insurance, are the responsibility of the volunteer even if the injury occurs during the volunteered hours.
Workers’ Compensation Insurance does not provide medical coverage for volunteers even if the injury occurs during the volunteered hours.
VCCS legal counsel does not provide legal services if criminal charges are lodged against an employee or volunteer.
Non-Discrimination
It is the policy of Virginia Western Community College and the Virginia Community College System to provide equal employment and educational opportunities for all persons without regard to race, color, gender, gender identity or expression, sexual orientation, religion, military service and/or veteran status, national origin, political affiliation, age or disability, or any other basis prohibited by state law relating to discrimination in employment. VWCC is committed to diversity and is an equal opportunity/affirmative action employer.
Civility in the Workplace
VWCC will not tolerate any verbal or physical conduct, by any employee or volunteer which constitutes sexual harassment, harassment, bullying or violence of any employee, student or volunteer or third party. If a volunteer is faced with any conduct issues, they have the same rights as students or employees under Virginia Western’s Civility in the Workplace: Harassment and Bullying, Civility in the Workplace: Campus Workplace Violence and Prevention, VCCS Policy Manual Section 3, and Department of Human Resource Management Policy 2.35 Civility in the Workplace.
Additional Information:
References
Fair Labor Standards Act (FLSA)
Code of Virginia – §2.2-3602 to §2.2-3605; §2.2-2823
Department of Human Resources Management Policy 1.60, 2.35, and 4.60
VCCS Policy Section 3
VWCC Equal Opportunity Employment Policy
VWCC Background Investigation Policy
VWCC Civility in the Workplace: Harassment and Bullying
VWCC Civility in the Workplace: Campus Violence and Prevention
VWCC Volunteerism Procedure
