Volunteers

Boston University welcomes the assistance of volunteers who wish to help the University conduct its academic research, cultural, and athletic activities. However, use of volunteers must occur within the requirements imposed by the federal and state laws regulating employment and immigration and must be consistent with the University’s risk management objectives.

Departments that sponsor volunteers are responsible for ensuring that the below criteria are met when engaging a volunteer:

  • A volunteer is an individual who willingly performs unpaid service for the University for civic, charitable or humanitarian reasons or to gain practical work experience.
  • Volunteers must perform such services without promise, expectation or receipt of compensation, including future employment, deferred payment, or any other tangible benefit.
  • Such services must be offered freely and without pressure or coercion, direct or implied from the University.
  • Volunteers may not be used to substitute for tasks normally performed by Boston University employees or in a way that would displace University employees.
  • Employees may not volunteer in units that employ them or in capacities that are substantially similar to their work roles.
  • Volunteers may not be used to circumvent the University’s hiring processes or requirements that govern work authorization for foreign nationals.
  • All volunteers must be supervised at all times to protect the University’s interest and ensure a successful experience.
  • If the volunteer will be located on BUMC and is not currently a student (high school, college, or masters level) please consult with the BUMC Provost Office.
  • Boston University volunteers may only be engaged for a continuous duration for 3 months or less, or up to one academic year for 10 hours or less per week.

Under the FLSA, the risk of violating wage and hour laws is significant.  Improperly designated volunteers may be awarded back pay, including overtime pay, and the University may also be fined.

If the above expectations are met, please proceed with the following steps:

Medical Campus Charles River Campus
1) Volunteer must sign Volunteer Status Confirmation & Confidentiality Agreement.Please note: this document must be retained in the department. 1) Volunteer must sign Volunteer Status Confirmation & Confidentiality Agreement.Please note: this document must be retained in the department.
2) Volunteer must sign the Intellectual Property Agreement. Please note: this document must be retained in the department. 2) Volunteer must sign the Intellectual Property Agreement. Please note: this document must be retained in the department.
3) If the volunteer is not a US Citizen or Permanent Resident, the person must register with the International Students & Scholars Office (ISSO) before you complete any additional steps. You will have to provide an appointment letter created and signed by the department or school to ISSO. 3) If the volunteer is not a US Citizen or Permanent Resident, the person must register with the International Students & Scholars Office (ISSO) before you complete any additional steps. You will have to provide an appointment letter created and signed by the department or school to ISSO.
4) If the volunteer will be located on BUMC and is not currently a student (high school, college, or masters level) please consult with the BUMC Provost Office.
5) If the volunteer is a minor (under age 18):

4) If the volunteer is a minor (under age 18):

6)  If your volunteer needs: a BUID# (required for Lab Safety Training), a BU email, or a Terrier Card (necessary for building access):

  1. Create a “Non-Compensated” position in SAP. (OM)

    • Job = 20001553 “Non-Compensated Staff”
    • Long Position Name:
      • Volunteer High School Student
      • Volunteer Undergraduate Student
      • Volunteer Graduate Student
  2. Enter the volunteer’s information into the non-compensated position you created in SAP (PA).
  3. Once the volunteer is moved into this position in SAP, the system will automatically generate a UID number. This number will be available in your worklist.
  4. Request a BU email address by completing this form: www.bu.edu/tech/services/support/iam/authentication/kerberos/kerberos
  5. To obtain Terrier Card, volunteer must visit the Public Safety Department office after the BUID# has been automatically issued in step #3 above.
5a) If your volunteer needs just a BUID# and BU email: request a BU email address by completing this form: www.bu.edu/tech/services/support/iam/authentication/kerberos/kerberos

 

5b) If your volunteer needs just a Terrier Card (for building access), this form must be completed and brought to HR at 25 Buick Street (2nd Floor), Boston, MA 02215.

 

5c) If your volunteer needs access to BUworks/SAP, do not complete step 5a or 5b until below steps are completed (no Terrier Card request form is required if you hire into BUworks), and:

  1. Create a “Non-Compensated” position in SAP. (OM)
    • Job = 20001553 “Non-Compensated Staff”
    • Long Position Name:
      • Volunteer High School Student
      • Volunteer Undergraduate Student
      • Volunteer Graduate Student
  2. Enter the volunteer’s information into the non-compensated position you created in SAP (PA).
  3. Once the volunteer is moved into this position in SAP, the system will automatically generate a UID number. This number will be available in your worklist.
7) If the volunteer will be in a Laboratory Setting:

  • Laboratory Safety Training

Laboratory safety training can be completed in the RIMS website. Typically, volunteers will need to take the Universal, BSL1 and BSL2 courses and pass the quiz. Because the system takes few days to update the records, we recommend volunteers send a screen shot showing their quiz results to the IBC office at ibc@bu.edu or the IACUC office at iacuc@bu.edu.

  • ROHP clearance

Please download the Initial Health questionnaire (if the volunteer has never completed this form before) or the Annual Health Questionnaire (if the volunteer has provided this information previously). The PI is responsible for completing the first page of the form regarding general information of the lab and the type of biological exposure the volunteer will encounter. The volunteer should enter his/her personal information then email the completed form to the ROHP at rohp@bu.edu.

The IBC and ROHP offices will process these applications as quickly as feasible. If you have any questions, please contact the IBC at ibc@bu.edu (617-638-4531), the IACUC at iacuc@bu.edu (617-638-4596) or the ROHP at rohp@bu.edu (617-414-7647).

6) If the volunteer will be in a Laboratory Setting:

  • Laboratory Safety Training

Laboratory safety training can be completed in the RIMS website. Typically, volunteers will need to take the Universal, BSL1 and BSL2 courses and pass the quiz. Because the system takes few days to update the records, we recommend volunteers send a screen shot showing their quiz results to the IBC office at ibc@bu.edu or the IACUC office at iacuc@bu.edu.

  • ROHP clearance

Please download the Initial Health questionnaire (if the volunteer has never completed this form before) or the Annual Health Questionnaire (if the volunteer has provided this information previously). The PI is responsible for completing the first page of the form regarding general information of the lab and the type of biological exposure the volunteer will encounter. The volunteer should enter his/her personal information then email the completed form to the ROHP at rohp@bu.edu.

The IBC and ROHP offices will process these applications as quickly as feasible. If you have any questions, please contact the IBC at ibc@bu.edu (617-638-4531), the IACUC at iacuc@bu.edu (617-638-4596) or the ROHP at rohp@bu.edu (617-414-7647).

 

Please note, you must have a Volunteer Release signed by the intended volunteer, scanned, and ready to upload before you start this form. It cannot be submitted without one. Departments wishing to engage a volunteer must then complete this form and click submit. Once approved, the Department may move forward in onboarding the volunteer.