Frequently Asked Questions

General

1) How does OSU reduce risk when involving volunteers?

OSU requires all volunteers to complete applicable compliance steps before beginning service. This includes submitting the Conditions of Volunteer Service form and, when required, completing a sex offender registry check, criminal background check, and/or motor vehicle history check. Volunteers must also operate within their approved scope of service and be supervised by an OSU employee.

2) Are volunteers covered by insurance?

No. Volunteers are not covered by Workers' Compensation or employee benefits. It’s recommended they carry personal health and accident insurance.

3) What is the Conditions of Volunteer Service Agreement?

The Conditions of Volunteer Service Agreement is a required document that outlines the terms under which an individual may volunteer for Oregon State University. It defines the volunteer’s responsibilities, clarifies that the volunteer is not an employee, and includes important legal and risk-related provisions such as liability coverage, assumption of risk, and waiver of claims. By signing the agreement, volunteers agree to perform their assigned duties under OSU supervision, follow university policies, and acknowledge that they are not covered by workers’ compensation or medical insurance.

4) Can students volunteer? When are they considered volunteers?

Students can volunteer. However, when their activity is connected with their field of study, they are considered students and not volunteers. When it is not, they would be considered volunteers if they meet the criteria for an OSU volunteer.

5) Can student interns volunteer?

Internships, unlike volunteer roles, are often tied to academic credit, training requirements, or formal evaluations. They may also fall under different legal frameworks and compensation rules.

6) Are background checks required?

All volunteers are screened through a sex offender registry check. A full criminal or motor vehicle background check is only required if the volunteer role involves specific risk factors—such as working with youth, handling finances, operating vehicles, working with animals, or exposure to hazardous materials.

7) What are the rules for youth program volunteers?

Youth programs must be registered with the Office of Youth Safety & Compliance at least 30 days before they begin. Volunteers in youth programs are required to complete a full criminal history background check, which must be renewed every two years. Volunteers participating in youth programs must also meet youth program-specific requirements that are managed through the Youth Program Registry. Find more information about these requirements, or contact youthsafety.compliance@oregonstate.edu.

8) If I volunteer to drive, is a check required?

Yes. You must complete a motor vehicle history check. The University Policy: 07-026 Vehicle Use for University Business governs the safe and responsible use of vehicles when used for Official University Business by Authorized Drivers.

9) Are volunteers paid or compensated?

No. Volunteer service is given without expectation of pay, benefits, or future employment.

10) What if someone is injured while volunteering?

In an emergency, call 911. If a volunteer is involved in an accident or exposed to a potential liability situation, they must inform their OSU supervisor as soon as possible. The supervisor must report via the OSU incident portal.

11) What happens if a volunteer refuses to sign the required forms?

Signing all required compliance forms, including the Conditions of Volunteer Service Agreement and any necessary background check authorizations, is a mandatory part of volunteering with Oregon State University. This is university policy designed to protect both volunteers and the university by clarifying responsibilities, risks, and legal protections. If a volunteer refuses to sign these forms, they will not be permitted to participate in volunteer activities at OSU.

12) How does OSU protect my data in Volunteer Hub?

OSU takes data security and privacy seriously. Volunteer information submitted in the Volunteer Hub, including contact details, compliance forms, and background check confirmations, is stored in secure university systems that follow OSU’s information security and records retention policies. Access to volunteer data is restricted to authorized OSU personnel who need it to manage volunteer activities and compliance requirements. For more detailed information about how volunteer data is protected, please visit our Data Security & Privacy FAQ page.

Photo ID

1) Why do I need to upload a photo ID?

Oregon State University requires all volunteers to meet basic requirements before they begin volunteering. Uploading a valid legal photo ID (such as a driver’s license, passport, or visa) allows us to complete required identity and background checks. These checks must be renewed every one to two years, so you will be asked to upload a new photo ID when you renew your volunteer status.

2) What types of photo ID are accepted?

A valid government-issued photo ID, such as a driver’s license, passport, or visa.

3) Can I change my photo ID later?

Yes. You can update your photo ID at any time in the Qualifications section of Volunteer Hub.

4) Can I delete my photo ID?

No. A photo ID cannot be deleted but you can replace it with another file. However, you'll need to upload a new ID each time you renew your volunteer status.

5) Is my profile picture the same as my photo ID?

No.

Your profile picture is optional, visible on your profile, and can be changed or deleted at any time.
Your photo ID is required, used only for verification, not visible to others, and must always be on file.