Determine the correct type of Volunteer

  1. UVA Students: There are two types of student volunteers.
    1. Those that are volunteering FOR CREDIT, do not require a volunteer form at all but must adhere to COVID and Health Screening requirements.
      1. All for credit student volunteers MUST have approval on file from their respective advisors. No exceptions and typically the PI or Lab Manager will have an email from that advisor reflecting their approval
    2. Those NOT volunteering for credit and just looking for experience, will need to complete the SOM Volunteer form, following the instructions below.
      1. Please note, these will take 1-3 business days to get approval, after receipt, so be sure that start date is in future based on your receipt and time to get approved.
  2. External Volunteers:  These are volunteers that are not affiliated with UVA and MUST complete the SOM Volunteer form BEFORE being in the labs.
    1. Please ensure that if under 18, that their legal guardian signature has signed and they must have proof of insurance coverage during their stay
    2. Please send the external volunteer’s email address when you send the completed volunteer forms to Cole McRay (CVRC) or Jessica Patterson (CIC). The given external volunteer’s email address will be where they receive the background check from HireRight.

Important: UVA SOM now requires Health Screening and Background Checks for all external volunteers. External Volunteers MAY NOT begin their volunteer work until the health screening and background checks are completed. It is the responsibility of the sponsor (lab) to ensure that the volunteer does not begin any volunteer work until both checks are successfully completed.

International volunteers require 60 days advanced notice and US volunteers require 10 days advanced notice to be setup in central HR Workday system and for their background checks to complete

Remind volunteers to check their emails and spam folders for emails from this external firm for background checks.

NEXT STEPS

Complete the Volunteer Form: You can find the SOM volunteer form here. Correct document is “Volunteer in Research Form” towards the top of the page.  Appointments can be for up to one year.  Labs are responsible for keeping track of their volunteers end dates and if wish to renew MUST inform front office via email no later than two weeks before volunteer end date or will be required to complete a new form.  *We recommend putting a calendar notification two weeks prior to end date, as a reminder to request renewal.

  1. PI or Lab Manager should complete 7-10 and forward form to volunteer
    1. PI does not need to sign, as front office will manage that aspect
  2. Volunteer should complete 1-6 sign.
    1. Inform volunteer to physically, not electronically, sign and scan back as a single pdf
  3. Once completed, provide pdf via email to Cole McRay (CVRC) or Jessica Patterson (CIC) and they will sign off and process with the School for their final approval.
    1. If one is out of the office, then send to other center contact
  4. Once approved, lab will receive an approved copy, along with a signed UVA Health Badge form, from the front office.
    1. Labs should keep a copy of the form on file in case of SOM Audit.
      1. UVA Students will need to complete an ID Badge form, as their student ID will not get them into the UVA Health buildings or corridors.  Their information “may” be in Workday and if not, then their University ID is the 9-digits on back of their Student ID.  Role for these volunteers should always be “Student Volunteer”.  Department will either be CVRC or CIC. Once they have a signed UVA HS ID Badge form, then the lab can take them to the ID Office, in the West Complex, to pick up their badge.
      2. External Volunteers will also need to complete an ID Badge form and cannot do this until they have been setup in Workday, which usually occurs after their background checks have cleared. This process also generates their user ID and password for accesses to systems and training, which CAN NOT be completed until setup in Workday.  Please remind them to check their emails for UVA related actions. Role for these volunteers should always be “Volunteer”.  Department will either be CVRC or CIC. External volunteers, once setup, will need to go here and follow the instructions to upload a picture for their ID BEFORE going the to the ID Office in the West Complex.