Volunteer/University Affiliate Information
Q: What is the definition of a volunteer?
A: An individual who performs hours of service at Coastal Carolina University (CCU) for civic, charitable or humanitarian reasons, without promise, expectation or receipt of compensation for services rendered, is considered to be a volunteer during such hours.
Q: Can current (CCU) employees perform volunteer services?
A: A current Coastal Carolina University employee can only perform volunteer services at the University if no compensation is paid and services performed are not of the same nature as the employee’s primary job responsibilities.
Q: Can an employee at another state agency in South Carolina perform volunteer services at CCU?
A: An employee of another state agency in South Carolina can only perform volunteer services at CCU if no compensation is paid and services performed are not of the same nature as the employee’s primary job responsibilities.
Q: How do I begin the process to engage a volunteer?
A: The department initiates the process by having the potential volunteer complete the Volunteer Information Release. Access the form.
The completed form should be routed to the Office of Human Resources and Equal Opportunity.
Q: Does a criminal background check have to be done for a volunteer?
A: Volunteers (not otherwise affiliated with CCU) must have a criminal background check done BEFORE beginning volunteer services.
CCU students volunteering in certain areas (excluding University sponsored internships/assignments for course credit) may require criminal background checks.
Students from other colleges or universities performing internships at Coastal Carolina University will be considered volunteers under this policy and will be subject to criminal background checks, regardless of the roles they will have on campus.
Current employees of CCU were subject to criminal background checks prior to hire. If a current employee was hired before the University began background checks, he/she will be required to have a criminal background check done before assuming any volunteer services.
Q: Who pays for the background check process for a volunteer?
A: The department is responsible for paying for the background check process. When completing, the Volunteer Data form, the department will identify the account to be charged. The Office of Human Resources will process background check charge backs monthly.
Q: Who much does it cost to conduct a background check?
A: The cost depends on the number of locations in which the volunteer has resided in the last seven (7) years.
Q: How long does it take to receive background check results?
A: It depends on the number of locations in which the volunteer has resided in the last seven (7) years and the type of background check done. The typical timeframe is 2 – 10 days.
Q: If I have previously submitted volunteer paperwork prior to January 2012, will I have to redo the paperwork now?
A: No. When the current paperwork expires, you will have to initiate all new paperwork, including the Volunteer Background Information Release form.
Q: Is a person a volunteer if he/she performs services on site at CCU but the fees for the services are personally paid by individuals?
A: No. If a person is dispensing independent services to students, that does not constitute a volunteer relationship.
Q: If a person is an employee of contracted entities (such as Aramark or Follett), does he/she have to complete volunteer forms for CCU?
A: No. If a person is dispensing services through a contractor or subcontractor, he/she is not considered a volunteer at CCU.
Q: Can I pay a volunteer a “nominal fee”?
A: Yes. A nominal fee can be given to a non-CCU volunteer if: (1) it is not a substitute for wages, and (2) it is not based on productivity. Current CCU employees performing volunteer services at the University cannot receive a “nominal fee”.
Q: Is there a maximum amount I can provide as a “nominal fee”?
A: Yes. A nominal fee cannot exceed $1,000 per calendar year.
Q: How do I initiate payment of a “nominal fee”?
A: Payment is handled through an honorarium. Refer to the Direct Payment for Services Policy located in the Finance and Administrative section of the University Policies and Procedures Manual for guidance.
Q: The Volunteer Data form requires the department to identify the start and end date for the volunteer services. If the volunteer assists every season, can the department leave the end date blank?
A: Yes, provided the department notifies the Office of Human Resources and Equal Opportunity when the volunteer does not return. This notification is done by submitting a new Volunteer Data form and specifying an end date.
Please remember that this registry process for volunteers is to ensure that there is a clear understanding of who is on-campus and when. Leaving the end date blank on a form should only be done if absolutely necessary.
Q: Is a Visiting Scientist considered a volunteer?
A: Yes. A Visiting Scientist should complete all required forms and is subject to a criminal background check.
Q: Where can I find the CCU Policy and Procedures on volunteers?
A: The policy and procedures are located at http://www.coastal.edu/policies/policyDetails.html?x=158.
Q: If I need additional information regarding volunteers, who should I call?
A: You may contact the Office of Human Resources and Equal Opportunity at 843-349-2036 or e-mail firstname.lastname@example.org.
Q: Can volunteers receive employee identification cards?
A: No. Since volunteers are not employees of the University, they cannot be issued employee identification cards.
Q: Are volunteers eligible for any perquisites at the University (such as facilities usage, event tickets, faculty/staff parking pass, etc).
A: No. Since volunteers are not employees of the University, they are not eligible for any perquisites available to University faculty and staff.
Q: Are non-CCU volunteers associated with summer conferences/camps covered under the University’s Volunteer Policy?
A: Volunteers associated with non-CCU sponsored summer conferences, programs and camps are not covered under the University’s Volunteer Policy.
Q: Do volunteers automatically receive computer system/e-mail access by completing volunteer forms?
A: As a general rule, volunteers do not receive computer system access or e-mail accounts. If a specific volunteer assignment requires computer system access or e-mail account usage, the sponsoring department must submit a written request for consideration.
Q: Are there a minimum number of hours a person has to serve in order to be considered a CCU volunteer?
A: There are not a set minimum number of hours.
Q: Are CCU students who participate in University internships or activities (as part of their course curriculum requirements) required to complete volunteer paperwork and have background checks done?
A: No. CCU students participating in internships or activities associated with their course curriculum requirements are not considered volunteers under the University’s Volunteer Policy HREO–158.
Q: Are student volunteers (not affiliated internships or course curriculum requirements) required to complete volunteer paperwork and have background checks done?
A: Yes. Student volunteers must complete volunteer paperwork. If the student volunteers in certain areas/roles, he/she is subject to a background check. Volunteer roles requiring a background check include: Accounting Assistant, Call-a-Chant Representative, Cashier, Game Room Attendant, Mail Clerk, PGM Intern, Resident Assistant, Safety Patrol or Van Driver.
Q: Are non-CCU students performing internships at CCU required to complete volunteer forms and have background checks done?
A: Yes. Since the individual has no other affiliation with Coastal Carolina University, non-CCU students performing internships at CCU are considered volunteers under the University’s Volunteer Policy.
Q: Are student volunteers covered by CCU’s tort liability coverage?
A: Yes. Contact Risk Management if you have any questions.
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