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Activity

V.11. HUMAN RESOURCES, other

Series Name

Volunteers, Courtesy, Campus Associates, and other Unpaid Appointments

Series ID

511-30-105

Description

Document administration of non-compensated individuals contributing to UO's programs, including courtesy appointments, campus associates, other unpaid appointments, and volunteers.

These records found in all media (paper, digital, or other) may include but are not limited to:

volunteer forms including assumption of risk and releases;
unpaid appointment forms, including courtesy appointments, and form data;
emergency notification forms and form data;
required forms related to volunteers working with any youth programs as described in UO Policy IV.05.06;
volunteer hour statistics;
volunteer program publicity records;
insurance requirement information;
related data and documentation of interactions and correspondence, including e-mail.

Retention and Disposal Instructions

(a) units holding volunteer records related to fundraising should transfer these to University Advancement;

(b) units must provide a copy of any volunteer service form to Risk Management for retention and may dispose of their copies as soon as confirming successful transfer as described in 405-10-120: Assumption of Risk, Hold Harmless, and Liability Waivers, linked to in Related Series field;

(c) 3 years after separation (i.e. the end of volunteer service or appointment) for records not related to fundraising, purge;

(d) 3 years all other records, unless administrative use persists, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Custodian

(1) Any unit administering unpaid appointments or volunteers; (2) Risk Management for Volunteer Service forms.

Citations

UO Policy IV.05.06 Protection of Minors

OAR Predecessors

OAR 166-475-0095 (49) Volunteer Program Records

Records Retention Schedule Menu

Records Retention Schedule

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