Purpose

Volunteers, interns, and independent contractors assist the University in a variety of different ways. This policy defines each group and outlines what access and training are required.

Scope

This policy applies to individuals who either volunteer or work as an intern or independent contractors.

Policy

1. Volunteers

   Volunteers are individuals who provide ongoing charitable and civic contributions of their time to undertake service for Lindenwood. Time and services provided by a volunteer are done so freely, without any coercion from Lindenwood, and without the expectation of compensation. A volunteer’s work may complement a University department but does not displace regularly employed workers or take the place of work that would otherwise be performed by regular employees. It is neither legal nor permissible for a regular or student employee to volunteer for a position or department in which they are currently employed or will soon be employed. Volunteers are expected to follow the same rules and policies as Lindenwood employees and must adhere to all policies listed on the volunteer application. 

   Types of volunteers:

   • Student Volunteers - Students may volunteer for a department on campus in which they are not currently employed. Prior to volunteering, students must provide certain information and be approved by Human Resources.
   • Staff, Faculty, and Adjunct Instructor Volunteers - From time to time, faculty, staff, and adjuncts may routinely volunteer for another department on campus. Ongoing volunteering with another department cannot impact or impede the employee’s ability to successfully carry out their job duties and responsibilities or interfere with the employee’s availability during regular work hours. Employees interested in volunteering will need to provide certain information and be approved by Human Resources.
   • External Volunteers - Individuals who are not associated with Lindenwood either as a student or an employee are required to provide certain information and be approved by Human Resources.
   • Athletic Volunteers - Individuals who are not associated with Lindenwood either as a student or an employee but are assisting the institution’s athletic programs. These individuals are required to provide certain information and be approved by Human Resources prior to volunteering.

   External Volunteers

   Volunteers providing services on an ongoing basis will need to complete an application, a background check, and a brief onboarding in Workday prior to volunteering with any department. Volunteers for graduations or other one-time special events will not need to complete the volunteer process. Human Resources will review all applications and will start the onboarding and background check process. Additionally, volunteers will be granted the following:

   • A Lindenwood email with a .vol extension to use for the duration of their volunteered time
   • Temporary parking sticker for on-campus parking

   Athletic Volunteers

   The NCAA Division I govern the use and number of volunteers per sports program. The definition of a volunteer as defined by NCAA is a “coach who does not receive compensation or remuneration from the institution’s athletic department or any organization funded in whole or in part by the athletics department or that is involved primarily in the promotion of the institution’s athletic program.” (pg 44). Volunteers assisting the institution’s DI athletic programs must adhere to the following guidelines:

   • Must not contact or evaluate prospective student-athletes off-campus and may not perform recruiting coordination functions. (Bylaw 11.7.2 states that recruiting coordination functions such as athletic evaluations involving the selection of prospective student-athletes and contacting of prospective student-athletes should be performed by the head or assistant coaches.)
   • May receive a maximum of 2 complimentary tickets to home athletic contests in the coach’s sport.
   • May receive complimentary admission to a home athletics event in conjunction with a prospective student-athlete’s official or unofficial visit.
   • May receive complimentary meals incidental to organized team activities (pre-or-post games) or meals provided during a prospective student-athlete’s official or unofficial visit, provided the individual dines with the prospective student-athlete.
   • May receive reasonable entertainment – but no cash – in conjunction with entertainment provided to student-athletes.

   Most DI sports programs are allowed the services of one volunteer coach. Exceptions apply for football, basketball, women’s equestrian, women’s rowing, swimming and diving, and women’s triathlon. See below for details. For volunteers, indoor track and field, outdoor track and field, and cross country are considered separate sports programs. In programs where the NCAA conducts separate men’s and women’s championships, a combined men’s and women’s program may use two volunteer coaches (pg 39-40)

   Sports Program	Volunteer Maximum	Additional Details to Note
   Football Championship Subdivision	2
   Basketball	0
   Swimming and Diving	2-3	If the institution has separate programs, then there can be 1 volunteer for men’s swimming, 1 volunteer for women’s swimming, and 1 volunteer for diving. If the institution only sponsors men’s or women’s then the team can have 2 volunteers.
   Cross Country/ Track and Field	1-3	If the institution sponsors cross country, indoor track and field, or outdoor track and field as separate programs, then one volunteer can help for each of the sports.

   Student Life Sports programs do not have to adhere to the strict guidelines of the NCAA and therefore do not have a limit on the number of volunteers that can assist with their programs.

   Both NCAA and SLS athletic volunteers providing services on an ongoing basis, will need to complete an application, a background check, and a brief onboarding in Workday prior to volunteering with any of the sports programs. Human Resources will review all applications and will start the onboarding and background check process. Additionally, athletic volunteers will be granted the following:

   • A Lindenwood email with a .vol extension to use for the duration of their volunteered time
   • Temporary parking sticker for on-campus parking

2. External Internships

   Unpaid internships are different from volunteering as they are designed to provide work experience related to an academic program or field of study. Time and services provided by an external intern are done so freely, without any coercion from Lindenwood, and without the expectation of compensation. An intern’s work may complement a University department but does not displace regularly employed workers or take the place of work that would otherwise be performed by regular employees.

   Managers must complete the Contract Employee/ External Internship Hire form (located in Workday’s Useful Links) for all external, unpaid internships established through another institution but to be completed on campus. Managers must know the beginning and end dates for the internship when submitting the hire form. The Office of Engaged Learning will need to sign off on all external internships. This process helps track external experiential learning opportunities. Interns from other institutions will also need to complete a background check (charged to the department) and brief onboarding in Workday prior to starting any work.

   Once the hiring form is complete, hiring managers will complete the IT Access form in Workday outlining the access needed for the internship. Interns’ access is limited and likely will not be granted to processes or software containing identifying student and employee information. Additionally, interns are not permitted to have building keys. All external internships will be granted the following:

   • A Lindenwood email to use for the duration of their internship
   • Temporary parking sticker for on-campus parking

   *Internships paid through Lindenwood University must be reviewed and approved by Human Resources prior to posting or hiring candidates.

3. Independent Contractors

   Independent contractors are companies or individuals that are hired by the institution to complete a specific work or service. Though paid, these individuals are not employees and they have limited access and involvement on campus. Managers will need to complete the Contract Employee/ Intern Hire form for all independent contractors needing access to university systems and email. These forms must be submitted to Human Resources for processing. Contractors will need to complete a brief onboarding in Workday prior to starting.  All contractors will be provided a temporary parking sticker for on-campus parking. Those needing a temporary email may request one as part of the hiring process.  

   • Temporary parking sticker for on-campus parking

   *Certain exceptions apply to independent contractors that work for Wiley and ITEN.