Volunteers expand the capacity of the university and contribute to the Wisconsin Idea by bringing the knowledge and resources of the university to people throughout the state. The UW–Madison Volunteer Policy defines what it means to be a university volunteer, the types of volunteer roles, and the rules for working with them.
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Questions?
If you have questions or need assistance, please contact volunteer@ohr.wisc.edu
Overview of the policy
The UW–Madison Volunteer Policy defines how volunteers are engaged, the responsibilities of volunteer managers, and the safeguards in place to ensure safe, ethical, and effective service.
- University Volunteers add capacity, they do not replace employees. Volunteer activities must support paid positions.
- University Volunteers are classified by risk and responsibility.
- Paperwork and onboarding are required. All volunteers must have a role description, volunteer agreement form, and complete background checks or training as required for their role.
- University Volunteers must not serve on a full-time basis.
- University Volunteers may not supervise employees, access sensitive systems, sign contracts, operate heavy machinery, or handle tasks outside their approved role.
- University Volunteers are covered as agents of the state when properly documented, onboarded, and acting within their volunteer role.
- A University Volunteer does not expect or receive compensation or reimbursement for their services.
What is a University Volunteer
A University Volunteer:
- Is participating voluntarily.
- Serves the mission of the university.
- Is under direction and control by a university employee.
Eligible University Volunteers must:
- Be 18 years of age or older.
- Pass required background checks as determined in UW-5014 Criminal Background Checks.
- Disclose any conflicts of interest that may impact their volunteer duties.
- Meet program-specific requirements and complete required training.
How to comply with the policy
Templates
Role description, volunteer agreement letter, and termination letter templates.
- Volunteer Role Description [DOCX]
- Volunteer Agreement [DOCX]
- Dismissal Following Suspension [DOCX]
- Volunteer Info [XLSX]
Additional resources
Related policies
- UW-146 – Sexual Harassment and Sexual Violence
- UW-301 – Mandatory Reporting of Child Abuse and Neglect
- UW-1045 – Youth Protection
- UW-3019 – Vehicle Use/Rental
- UW-3023 – Payment for Services, and Travel and Expense Reimbursement for Non-Employees
- UW-5014 – Criminal Background Checks
- UW-5048 – Consensual Relationships
- UW-5055 – Inclement Weather Policy
- UW-5080 – Resignations and Retirement
- UW-5090 – Emerit Status