Skip to main content

Volunteer Approval Process

Volunteer Approval Process

A volunteer is an unpaid non-employee who, of his or her own volition, performs services for the University of Dayton, either on the University campus or under the authority and/or direction of the University at other locations, where such services are of mutual benefit and related to the business of the University, meant to support official University activities, or intended to provide experience in a specific area, and where such service is offered and performed with no expectation of compensation in any form. A volunteer is an individual who is not currently enrolled as a student or employed by the University as faculty, staff, or a student employee (as those individuals are already subject to the University's Code of Conduct and other applicable policies).

If the University of Dayton is paying or providing a volunteer reimbursement, please visit the Contractor Approval Process page located here.


The University of Dayton recognizes the vital role that volunteers play in accomplishing its mission of learning, discovery, and engagement. The Volunteer Policy characterizes the relationship between the University and its volunteers and provides a mechanism for minimizing risk and protecting the interests of the volunteer, the University, and the University community.

The Volunteer Policy can be found here.

The University of Dayton has developed a process to approve volunteers prior to providing services for the University. Dependent upon the service to be provided, volunteers will be categorized by a University of Dayton Representative (as defined in the Volunteer Policy) as either Level 1, 2, or 3. For purposes of the Volunteer Policy and this accompanying procedure, a University Representative is a UD employee who engages with a potential volunteer regarding the volunteer's performance of a service. University Representatives are responsible for determining a volunteer's level classification and additional preconditions as needed, as well as ensuring all necessary requirements are fulfilled prior to service.

Most volunteers who provide a service to the University will be a Level 1 volunteer. Level 1 volunteers will need to abide by the University Volunteer Policy, but are not required to complete or provide any further preconditions. However, volunteers who are determined to be a Level 2 or 3 must sign the University of Dayton Volunteer Agreement. Level 2 and 3 Volunteers must also complete and provide the required preconditions prior to providing service.  For any questions or assistance in determining the appropriate level, please contact Candise Powell at or (937) 229-4333.


Volunteer Categories

Before an individual performs a service for the University as a volunteer, a University representative must designate the volunteer's level of service. Most volunteers performing services for the University will be classified as a Level 1 volunteer, and as such, are not expected to complete any further preconditions (e.g., paperwork, training) prior to service.

Level 1 

Level 1 is the default level for individuals serving the University. These volunteers typically spend minimal time and engage in lower risk activities. Examples of Level 1 volunteers include: 

  • a single afternoon handing out water at a University event open to the public
  • offering a lecture
  • serving as a tour guide for short periods of time, etc.
Level 2

Level 2 volunteers typically provide service and engage in slightly higher risk activities that will require the volunteer to successfully complete any additional preconditions that is needed as decided by a University representative. Examples of Level 2 volunteers include:

  • activity within a potentially hazardous area(s) such as a University laboratory or mechanical room (e.g., Kettering Laboratory)
  • driving University owned, leased, or rented property (e.g., University vehicles, golf carts, or utility vehicles)
  • use of University owned and controlled equipment (e.g., University tools, forklift)
  • services that include handling cash
  • the likelihood of an accident while performing the service or work is more than negligible (e.g. physical activity could result in injury)
  • the change of property from an accident is more than negligible if an accident occurred (e.g. any alteration to a University owned facility or grounds)
  • work that is performed more than three feet off the ground (e.g. no higher than step stool or 2-step ladder)
Level 3

The services provided by Level 3 volunteers require controlled access to the UDit system or to University buildings. Level 3 volunteers are subject to the Volunteer Policy and are required to sign the Volunteer Agreement and a background check consistent with the requirements of the University of Dayton's Background Check Policy.


Step One

All volunteers who are considered Level 1 by a University representative, do not need to complete or provide any preconditions. Level 1 volunteers are subject the terms of the Volunteer Policy. A copy of the Volunteer Policy is linked above. Level 2 or 3 volunteers proceed to Step Two (below).


Step Two

All volunteers who are considered a Level 2 or 3 must read and sign the University of Dayton Volunteer Agreement, found here. These volunteers may also need to complete preconditions, as determined by the University Representative, set forth in Step Three. The University Representative is responsible for ensuring all necessary preconditions are fulfilled prior to a volunteer's service.


Step Three

Depending on the level or type of service that will be performed, a volunteer may be required to complete preconditions. Please contact your University Representative to see if any one or more of the following is required:

a. Laboratory Safety Training - e.g,. work within a potentially hazardous area such as a University laboratory or mechanical room

b. Driver Certification Training - e.g., driving University owned, leased or rented property

c. Proof of Insurance

d. Background Check - e.g., Level III employees

e. Documentation of Healthcare

f. Safety Program and Questionnaire e.g., the likelihood of an accident while performing the service or work is more than negligible and/or the chance of damage from an accident is more than negligible if an accident occurred or work that is performed more than three feet off the ground

h. Hazardous Materials Training e.g., work within a potentially hazardous area such as a University laboratory or mechanical room



For questions relating to the University policies of Legal Affairs, please contact:

Office of Legal Affairs