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Department Guidelines

When welcoming a volunteer, campus departments have the responsibility to instruct volunteers on safety practices, volunteer assignments, appropriate reporting structure, and scope of services and injury reporting requirements.

Volunteers, while not paid, must have the necessary training and/or supervision to safely carry out the volunteer work and depending on the particular function to be performed, must meet the approved license/certification and CSU requirements prior to beginning the appointment. Each department is responsible for recruiting their volunteers and following internal department procedures.

Volunteer Appointment Form Parental Consent Form for Minors

Volunteer Procedures

Appointment Form

The department will initiate the Volunteer Appointment Form in AdobeSign and complete section I, which contains:

  • Volunteer email address
  • Supervisor/Lead Worker and Appropriate Administrator (MPP)
  • Description of duties
  • Assigned days/hours
  • Appointment needs: parking permit, keys, email access, etc.

Sample Volunteer Appointment Form 

Background Checks

CSUSM conducts background checks and/or LiveScans for employees and volunteers who:

  • Work with students or minors under the age of 18 (LiveScan); or
  • Work with or handle cash/credit transactions and/or sensitive personal data (Background Check); 

It is recommended to initiate the Volunteer Appointment Form at least 7-10 business days prior to the start of the appointment to provide time for the background check or LiveScan to clear. Your volunteer may not begin their appointment until they pass their background check or LiveScan.

License & Certifications

An individual who volunteers services in a field which requires a professional license or certificate must provide a valid copy. The department is responsible for ensuring a copy of any applicable license/certificate is received and attached to the Volunteer Appointment Form.

Driving on University Business

Volunteers driving on official CSUSM business are required to complete the Defensive Driving training through LearnerWeb. Departments are responsible for emailing a copy of the fully executed Volunteer Appointment Form to where Safety, Health and Sustainability will assign the training.

Parking Permit

If the volunteer requires a parking permit, a copy of the fully executed Volunteer Appointment Form can be emailed to Volunteers can also bring a copy of the fully executed Volunteer Appointment Form directly to Parking and Commuter Services or request a permit via email. See Volunteer Parking Guidelines for additional information.

Email Access

If the volunteer will need email access, an ESP must be submitted. It is recommended to submit the ESP after receiving the fully executed Volunteer Appointment Form which will contain the volunteer's POI number.


If the volunteer will need keys or access to secured areas, the department must complete the Key Access Request Form and attach a copy of the fully executed Volunteer Appointment Form.

Training & Safety

It is the responsibility of the department to train and provide all volunteer's with campus safety and resource procedures. All work-related injuries should be immediately reported to the Appropriate Administrator and the Office of Human Resources at or (760) 750-4427. 

Travel Reimbursement

A volunteer may be entitled to reimbursement of certain travel expenses in accordance with University policies and procedures. Expenses must be approved in advance by the Appropriate Administrator and appropriate documentation submitted to the Travel office.

COVID-19 Vaccine Requirement

Volunteers are subject to the CSU Vaccination Policy and must comply with certification or exemption and testing requirements if accessing in-person campus facilities or programs. More information can be found on the CSUSM as One website.

Frequently Asked Questions

Guidelines and Resources


For questions regarding the volunteer forms or process, please contact the Office of Human Resources at (760) 750-4412 or