Campus Staff Volunteer Process

Volunteering at UC San Diego helps foster the University's mission of education, research, and public service while offering enriching experiences to those who volunteer. Please follow the process below to request a Staff Volunteer.

Volunteer Request Process

To request a Staff Volunteer for a campus department, please complete the Staff Volunteer Request Form via Docusign. 

• Before submitting your request, please review the UC San Diego Staff Volunteer Policy to ensure the proposed Volunteer role meets all policy guidelines.
• Please note that this process only applies to Campus Staff Volunteer requests; it does not apply to individuals volunteering for Academic endeavors or volunteer requests for Health or Health Sciences.

Important Reminders:

• ALL Staff Volunteer requests must be submitted using the Staff Volunteer Request Form via Docusign. We will not accept PDF forms via email or Docusign forms generated from department-owned accounts.  Any department specific forms outside of the standard Docusign form packet will need to be completed and stored at the department level.     

• If the Volunteer is a minor under the age of 18, the department will need to enter their Parent/Guardian’s name and email address when submitting the packet. If this step is not completed, the request will need to be cancelled, and the department will need to resubmit the form packet.

• All forms must be completed, and any necessary approvals must be obtained prior to the volunteer beginning service.

• Volunteer appointments may be approved for up to one (1) year. Appointments may be extended by completing a new Volunteer appointment request form.

For a comprehensive walkthrough of this process, please visit our Staff Volunteer Request Process KBA in the Employee Center (Single Sign-On login required).

Frequently Asked Questions (FAQs)

1. How far in advance should a volunteer request be submitted to ensure timely approval with this new process?

We recommend submitting volunteer requests at least 2–3 weeks in advance. This ensures adequate approval time if HR approval is required and allows processing time for background or misconduct checks if needed.

2. What is the approximate timeframe a non-citizen volunteer application will be processed?

Depending on the number of staff volunteer requests pending HR review, typical approval times range from 1–5 business days. We expect turnaround time to decrease with the new process.

3. Have VC approvals been added to the documentation process?

No. VC approval is not required for volunteer appointments.

4. Will Campus HR handle Export Control Screening for individuals who are not U.S. Citizens or Permanent Residents and hold a visa?

Yes. Campus HR has always completed Export Control Screening via the Restricted Party Screening tool for these individuals. Departments should discontinue this practice to avoid duplicate checks.

5. If you receive a Country Alert during Export Control Screening, how is it handled?

If we receive a Country Alert, we escalate the screening to the Export Control Office for further review. Additional questions may also be asked.

6. Can a paid employee volunteer in the same department they work for?

Possibly, but HR must review to ensure there is no overlap with paid duties. Under the Fair Labor Standards Act (FLSA), employees may not volunteer services to their own employer if the services are the same as, or closely related to, their paid duties. This law prevents employers from avoiding minimum wage or overtime requirements by labeling work as volunteering.

7. Will volunteers receive a copy of the completed Staff Volunteer Request Forms?

Yes, volunteers will receive a copy of the completed form packet.

8. Who should I contact if I’m unsure whether my request should be classified as a volunteer or an internship?

If the individual may be earning educational credit for their service, contact the Academic Internship Program (AIP) team:
https://aip.ucsd.edu/about/index.html

9. Can I start or extend a volunteer prior to the Staff Volunteer Request Form being completed?

No. The packet must be completed, and HR approval obtained if required, before starting or extending a volunteer appointment. Additionally, any required background, misconduct, or export control screening checks must be completed prior to the volunteer beginning their appointment.

10. A department submitted a Volunteer Request Packet via a PDF document by email or through their own DocuSign account. Should I approve the request?

No. ALL Volunteer requests must be submitted using our standard DocuSign form link. We do not accept PDF forms via email or DocuSign forms generated from department-owned accounts.

11. Can a department end a volunteer assignment early?

Yes. Volunteer assignments are at-will and can be ended anytime. Notify your HR contact so UCPath records can be updated.

12. If the Volunteer is a student not of UCSD can they Volunteer if they are receiving education credit from another institution or college?

Yes. If they are a UCSD Student receiving education credit this not a Volunteer appointment.