Policies and Procedures Manual

Chapter 5: Personnel

05:01:01   Claims Coverage for Participants in Volunteer Programs

Purpose

The purpose of this policy is to establish institutional guidelines to be followed for individuals who may serve the College in a volunteer, internship, or advisory capacity. (Collectively referred to as volunteers). Such individuals are not considered to be employees; however, legislation was passed in May 1986 extending state claims coverage to individuals who are participants in volunteer programs operated by state entities.  

Claims

Individuals serving in volunteer status at Northeast State Community College are immune from suit in the same manner as state employees for actions taken in the course of performing volunteer services. In order for potential claims against volunteers to be paid from the Claims Award Fund, state entities, including TBR institutions, are required to report information on volunteer programs to the Division of Claims Administration. Failure to report this information may result in any potential claims being funded from the institution's budget.  

Programs

The established volunteer programs at Northeast State Community College are as follows:

  1. Advisory Group Program: Individuals approved by the president to serve the College in an advisory status. This group also includes local citizens and local elected officials who may serve in an official capacity at the College.
  2. Volunteer Work Program: Individuals approved by the president or his/her designee to perform certain work tasks (clerical, maintenance, athletic, or custodial) for the College on a volunteer status.
  3. Internship Program: Individuals from a local college or university approved by the president or his/her to receive practical training as a part of an undergraduate or graduate academic program.

Procedures

  1. Advisory Group Program: Procedures are coordinated by the office of the president or his/her designee for the establishment of the various advisory groups which serve at the College on a volunteer basis. The same is true for local citizens and local elected officials who serve the College in an official status. This policy does not change these established procedures. The name of each participant must be furnished by the College to the TBR staff for reporting to the Board of Claims.
  2. Volunteer Work Program: Deans and department heads who desire to utilize the services of an individual in the Volunteer Work Program shall complete a Statement of Understanding/Agreement for each volunteer. The volunteer shall not perform work or service prior to completion of the Statement of Understanding Agreement and approval by the president or his/her designee. The name of each participant must be furnished by the College to the Division of Claims Administration.
  3. Internship Program: Deans and department directors who desire to accept a student for practical training in an Internship Program shall prepare a Statement of Understanding/Agreement for each intern. The intern shall not perform work or training prior to completion of the Statement of Understanding/Agreement and approval by the president or his/her designee. The name of each participant must be furnished by the College to the Division of Claims Administration.

Reports

The Human Resources staff is responsible for preparation and submission of required reports to the Division of Claims Administration in connection with the College's volunteer programs.

Exhibits

Exhibit 1 – Volunteer Statement of Understanding/Agreement

 



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Divisional Review Responsibilities Checklist: Human Resources

Revision History: Updated July 2014; Revised August 2020