IMPORTANT INFORMATION: UVA now requires Health Screening and Background Checks for ALL volunteers. This includes UVA Students volunteering for credit or experience.

Volunteers MAY NOT begin their volunteer work until the health screening and background checks are completed. It is the responsibility of the faculty sponsor to ensure that the volunteer does not begin any volunteer work until both checks are successfully completed.

US citizens will need up to 1 month to process and foreign national volunteers require up to 3 months to process and be setup in Workday.  This is due to time to get SOM approval, process background checks, and to create accounts. Please plan accordingly and in advance.

NOTE: External Volunteers under the age of 18, see information below for important NEW requirements.

Provide the following information to Jessica Patterson (thm8sc), who will initiate the process and assign appropriate routing via DocuSign:

  1. Faculty Sponsor Name:
  2. Faculty Sponsor Email:
  3. Volunteer First, Middle, Last Name:
  4. Volunteer Email Address:
  5. Volunteer Date of Birth:
    1. If under 18, please see further information below regarding new UVA requirements for minors
  6. Volunteer Type:
    1. UVA Student – For Credit
    2. Experience Only
  7. Is the volunteer a citizen of Cuba, Iran, North Korea, Sudan, or Syria?
    1. If yes, these are sanctioned countries for federal export control purposes and the department must contact the UVA Office of Export Controls
    1. Contact for further instructions prior to moving forward.
  1. Desired Start Date:
    1. Please refer to top of page for important information for selecting a start date, as MUST be a future date and planned accordingly.
  2. Estimated # of hours per week in lab:
  3. Provide description and/or scope of activities volunteer will perform:
    1. Provide sufficient detail to permit SOM Deans Office approver to align risks (eg PHI, BSL, animal use) and required training.
  4. Any required training?
    1. Use of vertebrate animals
    2. Human subject research and projects involving access to data with personal identifiers?
    3. Use of radioactive material
    4. Use of infectious agents or human specimens
    5. Other:
  5. Will the individual be working with Hazardous Materials and/or Equipment: Animal, Biological, Chemical, Laser, Physical, Radiological, Enivironmental, etc..
    1. If yes, please provide a description of hazard, procedures to be performed, and consequences of exposure (injury or illness).

MINOR UPDATE – Per UVA Policy HRM-050, the faculty member supervising a minor must register with the UVA Office of Youth Protection and complete the necessary requirements before submitting this form. The form will be rejected if the Office of Youth Protection has not been notified and/or the necessary requirements are not fulfilled.  

Note: SOM does not allow volunteers under age of 16 and if volunteer is a family member, then must be overseen by someone other than Faculty Sponsor.

Send email to youthprotection@virginia.edu with subject line “Minor Volunteer SOM Research Lab _____”.  Provide them with volunteer name and age of your volunteer, scope of activities (see #10 above), start and end dates.  They will reach out to you to setup a meeting to discuss new regulations and requirements. You may be required to take online training to bring on a minor volunteer and until they’ve approved you, then we cannot move forward with a volunteer request to SOM.

NEXT STEPS

Once all information above is provided to the center front office contact, the form will route to the volunteer for further completion of other required information, then to the faculty sponsor for review and signature.  Then it will route to the Center Administrator for approval and finally to the SOM Deans Office for final approval. 

As faculty sponsor, you will receive the approved DocuSign to download a copy for your files, which you are required to keep on file until they end their appt. 

Note: Please also note end date in your calendar two weeks prior, so that you can send a reminder to us, IF you want to extend or renew.  If you do not request extension or annual renewal prior to their end date, then process has to be redone completely.

Once approved by SOM Deans Office, the center will work with central ITS and HR to start account creation and background check process. When cleared HR will email volunteers to inform them of any additional requirements.

Please, remind your volunteers to check their emails and spam folders for emails from identity@virginia.edu, AskHR@virginia.edu, and external firm for background checks (HireRight) and to complete them as quickly as possible, to not delay start date.  The delay in start is typically due to volunteers not completing the emails sent.

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. This requires a computing ID, so can’t be done until after all else prior has cleared.

All Volunteers will need to obtain a HS ID Badge to access the building but cannot be provided until they are cleared fully.  This form can be obtained at the front office.