Volunteer staff appointments without salary are to be utilized whenever an individual volunteers their assistance or services to the University and receives no compensation. Individuals who volunteer their time and expertise to the University provide an important service to the University and help further its mission of teaching, research and public service. In turn, volunteers gain valuable experiences and a sense of personal satisfaction.

Non-Academic Volunteer Request Form

 

UC Santa Barbara Non-Academic Volunteer Guidance

Revised July 31, 2026

UC Santa Barbara permits the use of volunteers to support civic, charitable, or humanitarian efforts. However, volunteer status must not be used to evade employment laws or University policies. All Non-Academic Volunteer appointments require prior review and approval to ensure compliance with federal regulations (29 CFR § 553.101) and University risk tolerances.

Definition of a Volunteer

A volunteer is an individual who performs service for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation.

Exclusions: The guidance does not apply to:

  • Academic appointees
  • Current UC active staff employees
  • Student interns receiving credit
  • Individuals sponsored by external agencies (e.g., Red Cross) 
  • Groups providing fundraising, public outreach, or other support services as described in Regents Policy 5203 on Support Groups, Campus Foundations, and Alumni Associations

The following is not considered volunteer service:

  • The service is given in exchange for academic credit, academic recognition or other academic benefit.
  • The service is compensated by an external, non-UC organization.
  • The service is provided by an individual affiliated with a non-UC organization like the Red Cross or United Way.
  • The service is provided off-campus by individuals possibly affiliated with the University but not under the University’s direct control, e.g. student interns, student teachers, etc.
  • The service is provided pursuant to a court order, fine, restitution agreement, or similar directive.
  • Similar service is performed by university employees.

Eligibility and Restrictions

  • Displacement: Volunteers may not perform services that are the same as those performed by any employee of the University.
  • Former Employees: Former employees considered for staff volunteer opportunities may not perform services in connection with or related to their former regular duties or duties of other university employees.
  • Duration: Appointments are limited to a maximum of one (1) year. Extensions require a new approval request.
  • Minors: Volunteers under the age of 18 require parent/guardian consent and may be subject to limitations in laboratories.

Procedures and Approvals

  • Initiation: Departments must submit the digital Non-Academic Volunteer Request Form prior to the volunteer’s start date. For a group of five (5) or more volunteers who share the same department, supervisor, and assigned duties, a Volunteer Bulk Request may be submitted.
  • Required Approvals: The workflow must be approved by the Department Head,  Dean/AVC (or designee), Divisional Control Point (or designee), and Campus Human Resources. 
    • Risk Management review is required and they will evaluate volunteer services for minors or hazardous work.

Documentation

  1. Upon approval, Departments must initiate and retain the signed UC Waiver of Liability. Departments must maintain a copy of the signed waiver (those signed by adults for three years following the conclusion of the activities. Those signed by a parent/guardian on behalf of a minor must be retained for 3 years after the minor turns 18).
  2. Upon approval, volunteers must review and complete the Patent Acknowledgment in UCPath online by navigating to Menu > Personal Information > Patent Acknowledgment.
    Note: For volunteers assigned for one business day only, the Department must initiate a Patent Acknowledgment form signed by the approved volunteer.  
  3. Upon approval, volunteers who are minors require parent/guardian consent and must ensure the Volunteer Authorization for Minor form is completed.  This form shall be maintained by the Department.
  4. Upon approval, volunteers working with minors must complete the Volunteer Code of Conduct form. This form shall be maintained by the Department.
  5. Upon approval, if the volunteer is assigned responsibilities that designate them as a mandated reporter, the Department must ensure the volunteer is notified and understands their obligations as a mandated reporter by ensuring the CANRA Acknowledgement Form is completed.  This form shall be maintained by the Department for five years after the end of the fiscal year in which the volunteer completes their service.

UCPath Transaction

  1. Volunteers assigned for more than one business day
    Departments must submit a UCPath transaction with the appropriate volunteer code who performs service for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation.
  • 9920 Student Volunteer - UC Student Volunteer (BYA) receiving a nominal payment. 
  • CWR011 Staff Volunteer - unpaid UC Staff Volunteer or unpaid Non-UC Student Volunteer. 
  • CWR020 Student Volunteer - unpaid UC Student Volunteer. 
  1. Volunteers must review and complete the Patent Acknowledgment in UCPath online by navigating to Menu > Personal Information > Patent Acknowledgment.

Compliance

There may be required mandatory training for volunteers.  Volunteers must complete this training within the designated period after assignment or the volunteer assignment may end.

  • Depending on responsibilities assigned, some volunteers may be designated as mandated reporters.  The department must ensure the volunteer is notified and understands their obligations as a mandated reporter by ensuring the CANRA Acknowledgement Form is completed.
  • Volunteers performing sensitive services (e.g., handling cash or cash equivalents, working with minors, key access, use of or contact with hazardous materials, equipment) must clear a background check before starting.
  • California Assembly Bill 810 requires a misconduct review for all athletic volunteers.  This review must be completed after volunteer approval but prior to the start of the volunteer activity.  The Department must work with Campus Human Resources to complete this review. 

Record Keeping

Departments that utilize volunteers are responsible for maintaining written records on each volunteer. The records should include the UC Waiver of Liability, the CANRA Acknowledgment Form. Paperwork associated with any background checks and/or criminal checks that are performed will be accessible by authorized personnel within campus Human Resources. A record should be maintained on any training that the volunteer receives in addition to any equipment that they are issued. Departments are also responsible for maintaining an up-to-date and detailed written description of the services that the volunteer is to provide.

FAQs

We recommend submitting volunteer requests at least two to three weeks in advance. This ensures adequate approval time and allows processing time for background or misconduct checks if needed.

Yes, if a volunteer has not been approved through the new enhanced process, the department should initiate the approval process.

Yes. VC (or their designee) approval is required for volunteer appointments.

Contact Talent Acquisition or Compensation. You may also consult the UCSB Student Employment Guidelines as appropriate.

No. Full approval must be obtained before starting or extending a volunteer appointment. Additionally, any required background or misconduct must be completed prior to the volunteer beginning their appointment.

No. All volunteer requests must be submitted using the standard Non-Academic Volunteer Request form located on the campus HR website. PDF forms via email will not be accepted.

Yes. Volunteer assignments can be ended anytime. Notify your HR contact in order to update UCPath records.

Services that are compensated by an external, non-UC organization, or provided by an individual affiliated with a non-UC organization like the Red Cross or United Way are not governed by this guidance, If such individuals are to be assigned required training, use CWR014 AFFILIATED ORGANIZATION as their Job Code in UCPath.

The approval process is identical to the approval workflow established for the Staff Recruitment Hiring Freeze Exception Request process; however, we limited the email notifications to primarily the Submitter and HR.

  • If the request is approved, the Submitter and HR will be notified.
  • If the request is denied, the Submitter and HR will be notified.
  • If the request is pending with EH&S questions, the Submitter, HR and EH&S will be notified with a copy to the Dept Head. In this scenario, the Submitter must address questions from EH&S, and HR will review the request again as will EH&S.

Yes, you can make a copy of the Volunteer Bulk Request template and submit the completed form directly to for bulk approval. Bulk requests are intended for a group of five (5) or more volunteers who share the same department, supervisor, and assigned duties.

No, the department does not need to complete this.  For various volunteer requests in the Athletics department, HR will coordinate with the department on requirements under AB 810

If the student is being considered as a volunteer elsewhere on campus, the department that would have an interest in bringing on a volunteer should submit the request as per the enhanced guidance.  Through that process it will be determined if the volunteer request is approved.  Generally, a currently employed student or UC staff member are not considered volunteers.

Volunteers cannot perform services that are similar to services in which we pay other employees to perform, regardless of experience or level.

If the department treats these roles as unpaid internships designed to give unqualified students hands-on training and beneficial experience, the FLSA does generally permit unpaid internships, provided there is no expectation of compensation and the student intern's work complements, rather than displaces, the work of paid employees.

A volunteer is an individual who performs service for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation. With the exception of a student volunteer who receives a nominal payment for their services (e.g., a notetaker in Job Code 9920 STDT VOLUNTEER), volunteers are unpaid and perform duties that may not replace those of paid employees.

is an individual who participates in a structured, experiential learning program that provides practical skills, training, and professional work experience. Internships allow students to apply their learning in ways that complement their academic and career goals. Opportunities may be exploratory in nature, or they may offer advanced training.

No, volunteer service for a student organization does not fall under this guidance and, therefore, does not require a Volunteer Request Form

No, a UCSB Volunteer Bulk Request is reserved for a group of five (5) or more volunteers who share the same department, supervisor, and duties.

No, this guidance only applies to non-academic volunteers.

UCPath instructions are available to ensure proper tracking and compliance for UCSB volunteers.

Additional Resources and Helpful Links

Risk Management & Insurance - Volunteers


Human Resources - Volunteers