Volunteer Program
The CPP Volunteer Program offers opportunities for students, faculty, staff, and community members to support the university’s mission through volunteer service. Volunteers play a vital role in enhancing academic programs, campus events, research initiatives, and community outreach.
While volunteer contributions are highly valued, their involvement can introduce potential risks and liability. To mitigate these risks, the program—centrally administered by Risk Management—evaluates whether appropriate safety protocols, legal protections, and coverages are in place. The program is designed to protect both volunteers and the university while supporting meaningful and responsible engagement.
Volunteer Participant and Volunteer Positions
A Volunteer Participant is an individual who performs work or provides services without compensation for a semester, academic year, calendar year, session or any part thereof, not to exceed one year. Volunteers should not replace or supplant the work performed by employees (represented or non-represented) and may not be used in full-time, long-term assignments. Special rules may apply regarding Volunteers with teaching assignments as outlined in provision 12.29 of the collective bargaining agreement between the CSU and California Faculty Association.
A Volunteer Position is a defined role which clearly identifies tasks and responsibilities.
How to sign up (for Participants)
Step 1: Apply using the Volunteer Participant Sign Up Form
Select your activity under “Volunteer Activity Name”. After signing up, you will receive additional information, including required training, a description of the position, and contact information for the assigned manager. If applicable, you will also receive Live Scan background check and driver application information.
Step 2: Review and Final Approval
Risk Management will verify that you have completed all required training and approvals for the position. Once complete, Risk Management will route the final signature forms needed to begin the volunteer activity.
Sign all documents sent to you from Risk Management via Adobe Sign. You may now engage in the volunteer activity.
Guidelines
How to Create a Volunteer Position (for Managers)
Step 1: Submit a Volunteer Position Review Form
The Volunteer Position Review Form collects the information needed for Risk Management to complete its review. Risk Management assesses whether the position aligns with the CSU Volunteer Policy and provides guidance on any additional requirements, such as volunteer travel, driving, or contact with minors.
This step is completed once for each new volunteer position, or whenever changes are made to an existing position. Please allow up to 10 business days for Risk Management to complete its review.
Step 2: Invite Volunteer Participants Using the Volunteer Participant Sign Up Form
Once Risk Management completes its review, your volunteer position becomes active on the participant sign-up form under “Volunteer Activity Name.” After signing up, volunteers receive additional information, including required training, a description of the position, and contact information for the assigned manager. If applicable, volunteers will also receive Live Scan background check and driver application information.
Step 3: Track Participant Status Using the Volunteer Management Portal
Each participant sign-up triggers an approval request to Risk Management. Risk Management verifies that participants have completed all required training and approvals for the position. Once complete, Risk Management routes the final signature forms needed to begin the volunteer activity.
Step 4: Final Approval
Sign all documents sent to you from Risk Management via Adobe Sign. Your participant may now engage in the volunteer activity.
Q: My volunteer position is a bit tricky? How do I know if it is truly a volunteer?
A: You can fill out the Volunteer Position Review Form for Risk Management to complete review OR you can contact riskmanagement@cpp.edu if you’d like to speak to someone prior to filling out the form.
Q: If my department seeks clarity, can we invite Risk Management to do a presentation?
A: Yes, Risk Management is happy to join any meetings to share information and provide guidance.
Q: Do I need to fill out a form every time I have a volunteer participant?
A: No, you only need to fill out the Volunteer Position Review Form for new volunteer positions OR if the existing volunteer position has changed.
Q: What changes to a volunteer position would warrant a new form and review?
A: Changes to the scope of work, working environment, traveling, driving, contact with minors must be submitted for review. If you are merely changing the date, time, location, or supervising person, then no need to submit for review.
Q: How will students, faculty, staff, community know about my volunteer position?
A: Once the position is approved, you will be able to put the Volunteer Participant sign-up sheet in your advertisements.
Q: Who do I contact if my volunteer needs to drive?
A: Risk Management will engage the participant with the Driver Authorization process. All questions can be sent to riskmanagement@cpp.edu.
Q: Who do I contact if my volunteer will have contact with minors?
A: Risk Management will engage the participant with the Youth Protection Program. All questions can be sent to riskmanagement@cpp.edu
Q:Why was this new process created?
A: Risk Management identified a need to create established and streamlined processes to help departments navigate the volunteer process. Doing so supports compliance and mitigate avoidable risk for the department and university.
Volunteers must be authorized prior to activity, and the authorization must be renewed annually, prior to the work being completed. It is the department’s responsibility to ensure all appropriate forms and, if necessary, a background check have been completed before the volunteer can begin work.
If a person receives any kind of compensation from a campus for services, an Employment Authorization Form I-9 needs to be completed and the person needs to be appointed as an employee.
All Volunteers are considered Limited Mandated Reporters under the Child Abuse and Neglect Reporting Act (CANRA). More information can be found on the CANRA site. Volunteers must be notified of the Act and the availability of training. Volunteers must also sign a statement acknowledging their role as a Limited Mandated Reporter (PDF) with each volunteer appointment.
All Volunteers are required to complete CSU-Workplace Violence Prevention training. For additional information, please reference the Workplace Violence Prevention website.
If the Volunteer will drive on behalf of the university, they will need to complete driver training courses and authorize the university to check their driving record with the DMV. Information on obtaining driving authorization may be found at: Driving on University Business. If the Volunteer will drive their own personal vehicle, they will also need to complete and submit STD Form 261 - Authorization to Use Privately Owned Vehicle on State Business (PDF). This form needs to be maintained in the employing department sponsoring the Volunteer and re-certified annually.
Volunteers may perform a variety of functions in support of campus activities while under the oversight of CSU staff or faculty. Examples of volunteer work include, but are not limited to: Volunteers who decorate the Rose Float, Volunteers who teach or assist in teaching; Volunteers working in the University Library or learning centers; students who volunteer to assist with campus activities; Volunteers who drive vehicles on official University business such as field trips or athletic events; Volunteers who perform general office work; and Volunteers who assist at campus events.
Volunteer activities do not include: a guest lecturer, “Professor for a Day” or other similar role, assisting at an athletic event, a participant in community service programs sponsored by the University, a participant in an activity or service on a committee sponsored by a University support group.
Volunteers are required to undergo a background check if they:
- Perform duties that would require a background check by law.
- Will have access to or responsibility for detailed personally identifiable information about students, faculty, staff, or alumni that is protected, personal, or sensitive.
- Will have regular or direct contact with minors.
- Will have access to controlled or hazardous substances.
- Will have building access or possession of building master or sub-master keys for building access.
- Will be responsible for the care, safety and security of people (including children and minors), animals and CSU property.
- Will operate a commercial vehicle, machinery or equipment that could pose environmental hazards or cause injury, illness or death.
If any of the above apply, the Volunteer must submit to an appropriate background check. When a background check is necessary based on the criteria above, it is the responsibility of the department sponsoring the Volunteer to initiate the process. For information, please visit the Live Scan website.
The department sponsoring the Volunteer is responsible for ensuring the Volunteer receives any training that is appropriate or required for the services being provided prior to work being performed. This includes Safety and Workplace Violence Prevention training. Training specific to volunteer activities must also be provided. Please contact ehs@cpp.edu, if you have any questions.
The sponsoring department may gain access to training for the Volunteer by creating a Sponsored Affiliate Account via: eHelp - Requesting IT Services for Sponsored Affiliates.