Human Resources Policies
Policy Title: Volunteer Service Policy
Policy Number:
Effective Date: 10/13/2026
Revision Date: 10/13/2026
Division: Human Resources
Category: Human Resources
Applicability:
This Policy applies to Butler Community College (“Butler” or the “College”) departments, programs, employees, students, and individuals who provide or seek to provide volunteer services to or on behalf of the College. Human Resources (HR) is responsible for administering this Policy.
Purpose:
Butler recognizes the value of individuals who voluntarily contribute their time and talents in support of the Butler’s mission, students, programs, activities, and services. This Policy establishes requirements for the appropriate use, approval, and oversight of Butler volunteers and promotes a safe, productive, and mutually beneficial volunteer environment.
Volunteer Status:
A volunteer is an individual who freely provides services to Butler without the promise, expectation, or receipt of wages, salary, stipend, employee benefits, or other compensation for the services provided. Volunteer service does not create an employment relationship or an expectation or guarantee of future employment with Butler.
Volunteers may supplement and support Butler programs, services, events, and activities but may not be used to displace employees, replace paid positions, avoid the payment of wages or overtime, or otherwise circumvent applicable employment requirements. Volunteer arrangements must comply with the Fair Labor Standards Act (FLSA) and other applicable federal and state requirements. Under Kansas law, including K.S.A. § 44-508(b), a volunteer who provides services without compensation is not a “worker” or “employee” for purposes of the Kansas Workers Compensation Act (K.S.A. § 44-501 et seq.) or the Kansas Employment Security Law (K.S.A. § 44-703 et seq.). Volunteers providing services under this Policy are not entitled to wages, employee benefits, workers’ compensation coverage, unemployment compensation, or any other employment-related entitlements from the College.
Approval:
Volunteer service must be approved in accordance with Butler procedures before service begins. HR will determine whether an arrangement qualifies as volunteer service and the documentation, screening, training, supervision, or other requirements applicable to the assignment. Volunteer coaches and other volunteer athletic personnel require prior approval from Athletics and Human Resources. Additional requirements may be established for volunteer service involving heightened safety, legal, financial, confidentiality, operational, or other risks. Butler may establish streamlined requirements for appropriate low-risk, short-term, one-time, or special-event volunteer activities.
Employee Volunteers:
Butler employees may not volunteer to perform services that are the same as or similar to their regular job duties. Volunteer service by employees must be freely undertaken and comply with applicable wage-and-hour requirements. Supervisors may not require or pressure employees to volunteer or condition employment opportunities on an employee’s willingness to volunteer.
Background Checks and Screening Requirements:
Volunteers must complete documentation, screening, background checks, orientation, training, and other requirements established by HR based upon the nature of and risks associated with the assignment. All volunteers are required to sign a Volunteer Agreement, Acknowledgement, Release and Liability Waiver before beginning volunteer service (or at any time requested by the College). Third-party background checks will be conducted in accordance with applicable Fair Credit Reporting Act requirements. Additional requirements may apply to volunteers who work with students, minors, or vulnerable populations; access confidential information or Butler systems; handle funds or Butler property; drive or transport others; participate in athletics; or perform other higher-risk activities.
Supervision and Department Responsibilities: Each volunteer must be assigned to an appropriate department and supervised by a designated Butler employee. The supervising department is responsible for ensuring that the volunteer is appropriately qualified, trained, and supervised; understands the scope and limitations of the assignment; and performs only authorized volunteer services. Departments must promptly report volunteer injuries, accidents, conduct concerns, significant changes in assignments, and the conclusion of volunteer service in accordance with Butler procedures.
Conduct and Confidentiality:
Volunteers must comply with all applicable Butler policies and procedures and federal, state, and local laws and regulations, including requirements related to conduct, nondiscrimination and harassment, Title IX, safety, confidentiality, privacy, and information security. Volunteer coaches and other volunteer athletic personnel must also comply with applicable NJCAA, KJCCC/conference, Butler, and Athletic Department requirements. Volunteers must protect confidential and sensitive information obtained through their volunteer service, including student education records and personally identifiable information protected by the Family Educational Rights and Privacy Act (FERPA).
Higher-Risk Activities:
Volunteers should not ordinarily perform duties involving significant safety, legal, financial, confidentiality, or operational risk. Exceptions require a demonstrated College need and prior approval from Human Resources and the appropriate Butler administrator. Butler may impose additional qualifications, screening, training, and supervision requirements or prohibit any activity determined to be inappropriate for volunteer service.
Minors:
Individuals under age 18 may serve as volunteers when approved by the College and are subject to applicable parental or guardian consent, safety, legal, and supervision requirements.
Authority:
Volunteers may not enter into contracts, commit Butler funds, hire or supervise employees, create legal obligations, or otherwise bind the College unless specifically authorized.
Liability:
As a political subdivision of the State of Kansas, the College is entitled to the protections and immunities afforded under the Kansas Tort Claims Act. Nothing in this Policy is intended to waive, modify, or limit any immunity, defense, or limitation of liability available to the College, its Board of Trustees, officers, employees, or agents under applicable law. Volunteers are not employees of the College and are not covered under the College’s workers’ compensation insurance, employee health or benefit plans, or other employment-related insurance programs. Volunteers are encouraged to maintain personal health, accident, and liability insurance coverage sufficient to cover any injuries or losses sustained during volunteer service. The College assumes no responsibility for medical expenses, lost wages, or other costs arising from a volunteer’s participation in Butler activities, except as may be required by applicable law. The College maintains general liability insurance that may, subject to the terms, conditions, exclusions, and limits of applicable policies, provide certain coverage for claims arising from operations, including authorized volunteer activities conducted under appropriate Butler supervision. However, volunteers should not rely on Butler’s insurance as a substitute for personal coverage, and the availability of any Butler insurance coverage for a particular claim is determined solely by the applicable insurance carrier.
Volunteers shall indemnify and hold harmless Butler Community College, its Board of Trustees, officers, employees, and agents from and against any and all claims, damages, losses, costs, and expenses (including reasonable attorney fees) arising out of or resulting from the volunteer’s negligent, reckless, or intentional acts or omissions during the course of volunteer service, to the extent permitted by applicable law.
Ending Volunteer Service:
Either Butler or the volunteer may end the volunteer relationship at any time, subject to applicable law. Upon conclusion of service, volunteers must return Butler property, records, technology, access credentials, and confidential information as required. Obligations relating to confidentiality, indemnification, liability, and the release and waiver provisions of this Policy and any Volunteer Agreement shall survive the termination of volunteer service.
Administration:
Human Resources is responsible for administering this Policy and establishing related procedures, forms, screening requirements, training requirements, and record-retention requirements. Departments may not permit an individual to begin volunteer service until applicable approval and requirements have been completed.