Volunteer Policy

Policy Owner: Office of Human Resources

Policy Purpose

This Policy outlines the relationship between Florida Institute of Technology (the “University”) and its volunteers and establishes the eligibility, expectations, and standards governing volunteer service at the University.

Policy Scope

This Policy applies to all University entities that engage volunteers. Human Resources is the system of record for all volunteer engagements.

Policy Statement

Eligibility

1. Who May Volunteer:

   Anyone—including current or former employees, students, alumni, and community members—may serve as a volunteer, subject to this Policy and all applicable laws and regulations. Volunteers are not employees or agents of the University and are not eligible for:

   • Compensation or employment preference,
   • University benefits (e.g., health insurance, retirement, tuition benefits), or
   • Workers’ compensation coverage.

   Individuals may not volunteer as a pathway to securing future employment.

   All volunteers must complete the applicable volunteer or non employee agreement, as determined by Human Resources, before service begins.

   Volunteers may be required to successfully pass a background check.

   Activities performed to satisfy academic coursework, degree requirements, practicum clinical placements, or research required for program completion do not constitute volunteer service and are governed by applicable academic or employment policies.

   Individuals may not volunteer in the same or substantially similar duties they previously performed as a paid employee, student employee, graduate assistant, or temporary worker, nor may volunteer service be used as a bridge to future employment.

   Graduated students may not continue to perform work previously compensated unless classified and approved under an appropriate post graduation appointment or contingent worker category.

2. Current Employees Serving as Volunteers

   Current University employees may volunteer only when the volunteer duties are substantially unrelated to their paid duties, and only when the service occurs outside regular work hours or during approved leave, without any overtime implications. Employees may not volunteer within their own department without approval from the Office of Human Resources. Non-exempt employees require approval from the Office of Human Resources in all cases. Volunteers may not replace or perform the normal duties of paid employees and should serve only on a part‑time and temporary basis.

3. Minors

   Minors under the age of 18 generally may not volunteer; however, individuals between the ages of 16 and 17 may volunteer with (1) parental or guardian consent, and (2) only in roles permitted under applicable law and University policy; (3) Minor must be accompanied by an adult relative. Minor volunteers are prohibited from driving or operating vehicles for University business. Volunteers may not supervise minors unless the role qualifies under the University’s Protection of Minors Policy and the volunteer has completed all required training and background checks.

4. Foreign Nationals

   Foreign nationals must have appropriate visa or immigration authorization to engage in volunteer activities and must consult with the University’s International Student and Scholar Services Office before beginning volunteer service. All activities must comply with the University’s Export Control Policy and may require prior review.

   Volunteer activities must not constitute productive labor or otherwise violate the terms of the individual’s immigration status. Approval from International Student and Scholar Services and Human Resources is required prior to any engagement.

Expectations & Standards

Volunteers must comply with all University policies and follow the direction and guidance provided by the supervising faculty or staff members. Supervisors are responsible for ensuring volunteers complete all applicable and necessary training, a volunteer agreement, limit volunteer duties appropriately, and provide day-to-day oversight. Supervision requires ongoing, active oversight of volunteer activities sufficient to ensure compliance with University policy, safety standards, and applicable laws. Lack of appropriate supervision may result in termination of the volunteer assignment or removal of department privileges to host volunteers.

Volunteers must complete all required compliance training applicable to their role. Training delivery methods will be determined by the offices of Human Resources and Compliance and may not require access to University systems.

All volunteer assignments must include a defined start date and end date. Volunteer service may not begin prior to approval by Human Resources and may not continue beyond the approved end date without formal extension approval. Supervisors are responsible for notifying Human Resources of early termination or extensions. Failure to do so may result in revocation of volunteer privileges for the department.

Access to information is limited to de‑identified or non‑sensitive data unless specific authorization is granted under applicable policy. Volunteers may not begin work until all approvals, training, screening, and documentation are complete.

Intellectual Property (IP) created by volunteers within the scope of their assignment is governed by the University’s IP Policy and, where applicable, is assigned to the University. Volunteers must disclose to the University any pre‑existing agreements that assign future IP rights to other entities.

Access to parking, facilities, or campus services for volunteers is governed by applicable University departments and may change at any time.

Prohibited Activities

Volunteers are prohibited from engaging in the following activities:

1. Operating heavy equipment or performing tasks that involve stored energy or hazardous materials unless expressly authorized, trained, and supervised by Environmental Health & Safety.
2. Performing any activity deemed inappropriate or unsafe for University employees.
3. Entering into contracts or making binding commitments on behalf of the University.
4. Handling highly confidential or regulated data (e.g., PHI) unless permitted under applicable policy and subject to approved controls.

Termination

Volunteer assignments may be terminated at any time, with or without cause or notice. University property and access must be returned/disabled immediately following termination.

Definitions

Volunteer – An individual who freely offers services to the University without expectation of pay, compensation, future employment, or benefits, and who does not displace regular employees.

Enforcement

Failure to abide by this Policy may result in termination of the volunteer opportunity.