PROCEDURES FOR VOLUNTEER PROGRAM - ACADEMIC
The Volunteer Program is designed to provide a learning/work experience beneficial to the volunteer, as well
as to the UTMB academic areas. A mechanism to bring volunteers into the academic areas is in place. A
request to appoint a volunteer should be initiated by the head of the Department, Institute, Center or Service
Area to the Dean of Medicine who will provide final approval.
1.
Prepare a request memo to the Dean of Medicine with an approval line for the Dean. The Volunteer
Program Agreement (attached) should be completed and forwarded to the Dean of Medicine at this
time also. The request memo should include the following:
A.
B.
C.
D.
E.
F.
G.
name of prospective volunteer
name of the designated sponsor of the volunteer
description of work which supports learning experience
description of benefits to hiring department and to volunteer
beginning and ending dates of volunteer service; hours to be worked per week
acknowledgement that there is space and necessary equipment available for volunteer
acknowledgement that the sponsoring department will present an orientation program
to all volunteers
NOTE:
 A copy of this memo will be returned to the School, Institute or Center after final approval.
 Volunteer should sign/accept terms following department’s notification and receipt of Dr.
Jacobs’ approval.
 Include “Description of work to support learning experience” in body of the email, to HR
Recruitment, requesting approval of WOS Checklist.
 Faculty Relations will request Dr. Jacobs’ approval after receiving HR Approved WOS
Checklist.
2.
Once approval has been received, HCM appointment documents will be prepared by the sponsoring
entity to appoint the volunteer. Please use the title "Volunteer" - Job Code N0843.
3.
It is the responsibility of the Department, Institute, Center or Service Area to develop and present an
orientation to volunteers. The volunteer must also attend an orientation coordinated by the
Department of Human Resources to familiarize himself/herself with applicable UTMB policies. Call
your assigned recruiter in the Employment section of Human Resources Department to schedule
UTMB Orientation
4.
Provide a copy of "The Balance of Rights and Responsibilities Between Volunteers and UTMB
Employees" to all volunteers.
5.
The volunteer is required to obtain an identification badge from the Security office, and have a health
assessment completed by Employee Health.
Page 1 of 4
Oct 2014
VOLUNTEER PROGRAM AGREEMENT
The University of Texas Medical Branch at Galveston
As a volunteer, in the Department of ______________, under the supervision of undersigned UTMB sponsor
and will perform tasks which will be determined by the sponsor and accepted by me. The purpose of the
volunteer status is to gain knowledge, hands-on experience and/or an opportunity to observe in a field related
to my future career plans.
As a volunteer with the University of Texas Medical Branch (UTMB), I understand that there is no employeeemployer relationship and that my status as a volunteer may be terminated by myself, my sponsor, or the
department in which I volunteer at any time with or without cause. In a volunteer status, I will not have any
benefits for which a UTMB employee is covered such as Workers Compensation Insurance and
Unemployment Insurance. I further understand that there is no current or future commitment for employment
at UTMB.
I understand my appointment to volunteer is contingent upon satisfactory reference verification, a preemployment drug screen, criminal background check, education verification, and my ability to produce
proper identity and work authorization documents, as specified in the Immigration, Reform and Control
Act of 1986.
As a volunteer I must attend an orientation coordinated by the Human Resources Department to familiarize
myself with applicable UTMB policies, including but not limited to such items as confidentiality, personal
dress, disorderly conduct and other items which also apply to UTMB staff. This will be scheduled by my
sponsor with the Faculty Recruitment division of Faculty Relations.
PLEASE PRINT:
Volunteer:
Sponsor:
Description of work to support learning experience:
Description of benefits to hiring department and to volunteer:
APPOINTMENT
Begin Date
End Date
DEPARTMENT ACKNOWLEDGES/AGREES TO
PROVIDE
# Work Hours Weekly
Adequate Space/Equipment
Departmental Orientation
ATTACHMENTS
TAM CHECKLIST
□
Address:
CV/RESUME
□
HR-APPROVED WOS CHECKLIST
□
Title: Volunteer
Department/Division:
Extension:
Page 2 of 4
Oct 2014
THE UNDERSIGNED AGREE TO STIPULATIONS SET FORTH IN THS AGREEMENT:
Sponsor:
Date:
Chair/Administrator:
Date:
Danny O. Jacobs, MD, MPH, FACS
Executive Vice President and Provost
Dean, School of Medicine
Thomas N. & Gleaves T. James Distinguished Chair
Volunteer:
Date:
Date:
Page 3 of 4
Oct 2014
VOLUNTEER PROGRAM - ACADEMIC
THE BALANCE OF RIGHTS AND RESPONSIBILITIES BETWEEN VOLUNTEERS AND
UTMB EMPLOYEES
THE VOLUNTEER
HAS THE RIGHT TO:
 a learning experience that is worthwhile
and challenging
THE RESPONSIBILITY TO:
 know his/her limits

be trusted with necessary confidential
information

respect confidences

expect that his/her tasks have been planned
for

follow departmental and institutional
guidelines and work as a team player

an assignment that will promote learning
and growth

prepare for each work assignment, use time
wisely and do not interfere with another’s
performance

orientation and training

acknowledge the need for training and
participate fully

receive advice and support from a
designated sponsor as deemed reasonably
necessary by sponsor

consult with sponsor when unclear on
policy or action
THE UTMB EMPLOYEE/SPONSOR
HAS THE RIGHT TO:

decline any volunteer reasonably found
unsuitable

expect that the volunteer will complete
assignments

give the volunteer instructions as to how the
work is to be done

THE RESPONSIBILITY TO:
 make all expectations known ahead of time

provide for reasonably adequate time and
training for each assignment


make sure the volunteer understands the task
evaluate the volunteer’s performance

set and maintain standards

demand quality performance

provide feedback in constructive terms

receive advice and support from a
designated sponsor as deemed reasonably
necessary by sponsor

allocate supporting resources; give recognition
for work done

provide adequate work space
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Oct 2014