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Affiliates & Volunteers

Policy
Purpose: 

Individuals associated with the University often provide specific services to the University voluntarily and without compensation. Those individuals are recognized by the University for their services as either affiliates or volunteers.

Applies to: 

Affiliates: Affiliates of the University are (1) employees of the recognized University-affiliated corporations/organizations--Kansas Athletics, Inc., Kansas University Alumni Association, Kansas University Endowment Association, Kansas Memorial Unions, Hilltop Child Development Center, and the Reserve Officers Training Corps (ROTC); (2) adjunct or courtesy faculty and researchers, including post-doctoral fellows; (3) retired and emeritus members of KU-Lawrence faculty and staff and of the affiliate corporations/organizations; (4) visiting scholars; (5) research visitors; or (6) advisors of specified registered student organizations.

Volunteers: Volunteers of the University include (1) individuals providing specialized professional services to schools or departments, e.g., members of the School of Education Cadre, School of Pharmacy Clinicians; (2) vendors, consultants or temporary agency employees; and (3) students who are enrolled at other educational institutions and who are not employed by the University.

Campus: 
Lawrence
Policy Statement: 

Affiliates

Affiliates are afforded access to certain University services and/or facilities because their services contribute to the University’s mission. The services provided depend on the affiliate’s category, and may include information technology (IT) services, library services, parking, event tickets, KU ID card, and recognition for length of University service.

Volunteers

Volunteers do not have access to the services provided to affiliates because their relationship with the institution is less reciprocal or less lengthy. Departments are not allowed to purchase library cards on behalf of an individual; however, volunteers are allowed to purchase KU Library Cards with personal funds.

Some IT services may be available to non-affiliates and volunteers as “sponsored temporary accounts.”

Identification Process

Departments must identify the campus association of affiliates by completing an Affiliate Data Sheet, obtaining approval from the appropriate administrative office, and submitting the form to Human Resources. Affiliate data are keyed into the HR/Pay system and used to authorize access to campus services.

Departments must identify the campus association of volunteers by a submitting the Volunteer Registration Form to Human Resources. If a volunteer is under 18 years of age, Human Resources should be contacted prior to the commencement of the volunteer activity to ensure compliance with all Federal and State child labor laws.

Exclusions or Special Circumstances: 

Temporaries, intermittent or occasional employees, contractors, and student employees are not eligible for affiliate or volunteer status.

If an injury occurs to an affiliate or a volunteer while the individual is on site and providing service to the University, the department should complete and submit the Workers Compensation 1101A Employers Report of Accident Form to Human Resources within 48 hours of the accident. Eligibility for coverage by workers' compensation is determined by the State Self Insurance Fund Office on a case-by-case basis. If the workers’ compensation claim is denied, contact Human Resources or the Office of the General Counsel for additional information regarding potential eligibility for reimbursement of medical expenses through the University.

Contact: 

103 Carruth-O’Leary Hall
1246 W. Campus Road
Lawrence, KS 66045
785-864-4946
hrdept@ku.edu

Approved by: 
Vice Provost, Administration and Finance; Director, Human Resources
Approved on: 
Monday, April 4, 2011
Effective on: 
Monday, April 4, 2011
Review Cycle: 
Annual (As Needed)
Definitions: 

Adjunct faculty and researchers: Individuals with adjunct faculty titles serve in an instructional capacity, e.g., ROTC faculty. Individuals with adjunct research titles engage in collaborative research with KU researchers. Also included in this category are non-student post-doctoral fellows who are not on the University payroll, and visiting faculty/researchers.

Affiliated corporation employees/retirees: Active employees must have an appointment to a regular ongoing position that is benefits eligible, must work 20 hours or more per week (50%), and must be paid by the affiliated corporation; a corporation retiree must have held a similar position.

Courtesy faculty and researchers: Paid faculty or staff of the KU Lawrence or KU Medical Center campuses who provide voluntary, additional service beyond and/or different from their normal job duties in either an instructional or research capacity.

Advisors of certain registered student organizations: The advisors of specified registered student organizations identified by Student Affairs may be approved for affiliate status.

Research visitors: These individuals are involved in direct interaction with KU personnel in the conduct of research or training or other sponsored projects for a defined and short-term duration of less than 4 months consistent with project objectives, as authorized by the vice chancellor for research.

Retired and emeritus KU faculty and staff: These individuals are retired faculty and staff of the University of Kansas, Lawrence, and its affiliated corporations.

Visiting scholars: These individuals are employed at other institutions of higher education while providing services to KU, e.g. Fulbright scholars.

Volunteer: A person who performs service for the University without promise, expectation, or receipt of compensation for services rendered. The person offers services freely and without pressure or coercion; and is not otherwise employed by the University to perform the same type of services as those for which the individual proposes to volunteer.

Keywords: 
Affiliate, retiree, adjunct faculty, adjunct researcher, visiting scholar, volunteer, affiliate corporation, temporary card, child labor
Review, Approval & Change History: 

4/4/11: This policy statement replaces one that was approved and posted by Human Resources on April 21, 2009.
1/28/13: Updated to reflect current unit name.
6/18/2014: Updated to reflect current unit name for Office of Research; minor formatting updates.

Personnel: Affiliates/Volunteers Categories: 
Compensation
Hiring
Workplace Rules & Guidelines

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