Volunteer Request Procedure

Last updated 6/1/2023

Overview

A volunteer is an uncompensated individual who performs services that augment the work of the faculty and staff and should never replace, displace, impair the employment prospects of, provide services in competition with, or perform work that would otherwise be performed by paid workers.  Typically, volunteers perform work for a faculty or staff member to gain experience in their field.  The volunteer process is managed by the Human Resources Employment Services department. 

NOTE: If a volunteer’s service is terminated before the end of the appointment for any reason, please notify both Volunteer Services at volunteer@uta.edu and Audrey Halvorson at audrey.halvorson@uta.edu.

Process

  1. The volunteer’s faculty supervisor fills out the volunteer request form. Ensure that:
    • The job duty description is detailed (“assist with research” is not sufficiently detailed).
    • The start and end dates don’t cross over the start of a new fiscal year. If the start date is prior to 8/31, the end date must be no later than 8/31. Submit a second form with a 9/1 start date if necessary).
    • The form must be editable so the dean’s signature can be added. If any signatories lock the document for editing, the form will not be able to be signed by the dean.
  2. Add ID/work authorization documents.
    • Documents must meet requirements for an I-9.
    • Save all ID documents as PDFs.
  3. Run a CBC on the volunteer candidate.
    • Save the CBC-check-cleared email as a PDF.
  4. Send the form, ID and CBC email as a single editable PDF document to Audrey at audrey.halvorson@uta.edu for the dean’s signature.
  5. Once you have the dean’s signature, send the completed request packet to Volunteer Services for approval at volunteer@uta.edu.

***If the volunteer is a minor, please visit the Youth and Summer Camp Volunteers page for applicable guidelines and forms (scroll down to “If volunteer is a minor).

Forms/References