Volunteer Registration & Protection Paul Brown Associate Director, Ag & Natural Resource Programs Arizona Cooperative Extension Master Gardening Planning & Coordination Meeting April 23 & 24, 2015

Who Is A Volunteer? Source: --Affiliates: agencies, institutions, hospitals, clinics that contribute service to teach & research mission and are approved by Office of Provost. --Associates: unpaid faculty, visiting scholars, PIs that directly support UA teaching & research missions Source:

Designated Campus Colleagues (DCC) Affiliates, Associates & Volunteers Provide legitimate services to University of Arizona DCCs are “at will” relationships Can be terminated at any time No guarantee of continuation Relationship terminates with end of service “The DCC process is the “gold standard” for documenting a clear working relationship between the UA and the volunteer.” UA Risk Management Services Source:

DCC Worksheet Worksheet available at

Master Gardeners Must Complete DCC Process If… Driving as part of service Motor vehicle checks Work in security or safety sensitive positions Background checks Working with unsupervised children Managing/access to large sums of money Access to regulated materials (Patriot Act)

Volunteers That Drive Must meet UA driving requirements Cars, sedans, pickups: 18+ years, licensed 2+ years High occupancy vehicles: 19+ years, licensed 3+ years Class & road driving test required (state law) Vehicles (commercial license): 21+ years, licensed 3+ years Medical certification & drug testing Be authorized to drive by department/program Complete online registration Requires NetID Obtained through DCC Account Motor vehicle records review Comply with Fleet Safety Policy Source:

Administrators, Managers, Supervisors Responsibilities Ensure only qualified & authorized individuals drive Unit compliance with Fleet Safety Policy Allocate appropriate resources for vehicle maintenance & repair Source:

DCC Benefits Source:

Motor Vehicle Records Review Conducted by Risk Management Services No cost if… 39 month driving record in Arizona If out of state driving record… MVR review conducted by Human Resources Costs ($51.00) transferred to sponsoring department Once approved… Monitored automatically by Risk Management MVR considered personnel record Not released without subpoena, court order, law Source:

Motor Vehicle Record Review Can’t Drive Source:

Conditional Drivers Must obtain written permission to drive from department/unit head. Driver must complete defensive driving instruction provided by Risk Management Services MVR checked every 90 days Source:

Driving Personal Vehicles Owner Must… Have valid license Complete UA driver registration & MVR check form Receive approval Review UA Fleet Safety Policy Agree UA does not cover damage to personal vehicle Maintain minimum statutory limits of liability for vehicle Provide copy of insurance coverage card (and when renewed) Agree that UA auto liability is excess the vehicle owner’s personal liability insurance Complete & sign UA authorization form Source:

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Secure & Safety Sensitive Positions Require Background Check SSS Positions Source:

Volunteer Registration Department/Unit must document volunteer status/duties Volunteer Letter of Appointment (on file in unit) Volunteer’s full legal name Program title, location, duration of service Name & title of person(s) responsible for supervision Description of authorized services Acknowledgement: services with not be compensated Instructions for reporting accidents or other incidents Authorization to drive (if appropriate) Attach copy of drivers license Provide training, certification when necessary Even if Volunteer is approved through DCC… Source:

Volunteer Insurance Free of charge UA provides volunteers with limited liability insurance Acts of volunteers serving in authorized capacity Legal defense for claims of Alleged harm to others Property damage of others UA provides accident insurance Volunteers injured while working for UA Coverage up to $25,000 Excess of other available insurance Volunteer must have documentation on file Letter of Volunteer Appointment Source: