VOLUNTEER FREQUENTLY ASKED QUESTIONS

1. All volunteers should be reported to the Human Resource Office especially if they are going to require ID cards.

2. A Personal Data form is used to report all activities regarding volunteers.

3. There are two person types to be used for volunteers - Contributor (visiting faculty who are teaching or lecturing on campus but have had no other status on campus and are not a paid employee of the University) and Volunteer B (all other volunteers). Other volunteer categories are being inactivated.

4. In order to get an ID card, we are required to have a social security number and birth date. If the volunteer does not have a social security number that should be noted in the comments and we will assign a temporary number that will allow the volunteer to get an ID card. If a volunteer has a social security number but is reluctant to give it to you, he/she can call or come to our office with the number. Please note, however, we will not issue a temporary social security number for someone who has a real social security number. Without a social security number or a temporary social security number, the volunteer will not be able to get an ID card.

5. A tentative end date should be provided for all volunteers and contributors. If no tentative end date is provided, a date of one year from the effective date will be entered into the systems. All privileges will be ended on the tentative end date. If the volunteer or contributor will continue to provide their services on campus after that date a new Personal Data form will be required to extend their privileges.

6. It takes two days from the the date we enter the volunteer into Oracle for them to roll to the ID system. Any changes to their status or extensions also take two days to roll to the ID system from the time the Human Resources Office enters the data into Oracle.

7. The following information is required for all volunteers - name, birth date, social security number, effective date of volunteer status, tentative end date and location of volunteer service. For all contributors (non-employees performing teaching duties on campus) we also require all degree information similiar to that required for faculty and GATA appointments. This includes the names and locations of all colleges/universities attended, type of degree(s), date degree earned, location of college(s)/university(s) and the area of specialization. In addition, we would like a home address and phone number (in case of emergency) and the visa status of any international volunteer or contributor.

8. All volunteers should get their ID cards from the Registrar's office.

9. A personal data smart form should be submitted to end a person's volunteer status if it ends prior to the tentative end date.

10. If a person is both a volunteer and an employee, the employee person type will take priority. However, whenever possible, we will include the volunteer status in the campus title and will enter the tentative end date on the person record. Unfortuantely the Oracle system will not allow us to show both the location for employment and voluntering. We will, however, be able to show both locations in the new SUNY HR system. As that system develops we will be exploring ways that we can make that visible to the departments in the future.