Feb 26, 2024  
Policies and Procedures Manual 
    
Policies and Procedures Manual

06:43:00 Claims Coverage for Participants in Volunteer Programs


Revision Responsibility: Executive Director of Human Resources
Responsible Executive Officer: Vice President for Business & Finance

Purpose

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 which was passed in May 1986 extended state claims coverage to individuals who are participants in volunteer programs operated by state entities.


Policy

I. Claims

Individuals serving in volunteer status at Walters 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.

II. Programs

The established volunteer programs at Walters 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 to perform certain work tasks (clerical, maintenance, athletic or custodial) for the college on a volunteer status.
     
  3. Internship Program: Individuals approved by the president to receive practical training as a part of an undergraduate or graduate academic program from a local college or university.

III. Procedures

Advisory Group Program: Procedures are coordinated by the Office of the President 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 and social security number of each participant must be furnished by the college to the TBR staff for reporting to the Board of Claims.

  1. Volunteer Work Program: Deans and department heads who desire to utilize the services of an individual in the Volunteer Work Program shall complete a Personnel Requisition and obtain the required organizational level clearances. The Human Resources staff will prepare a Statement of Understanding/Agreement for each volunteer listed on the approved Personnel Requisition. The volunteer shall not perform work or service prior to completion of the Statement of Understanding/Agreement and approval by the president. The name and social security number of each participant must be furnished by the college to the Division of Claims Administration.
     
  2. Internship Program: Deans and department heads who desire to accept a student for practical training in the Internship Program shall complete a Personnel Action Form and obtain the required organizational clearances. The Human Resources staff will prepare a Statement of Understanding/Agreement for each intern listed on the approved Personnel Requisition. The intern shall not perform work or training prior to completion of the Statement of Understanding/Agreement and approval by the president. The name and social security number of each participant must be furnished by the college to the Division of Claims Administration.

IV. 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.
07/92; 08/04; 08/13; 05/16