Volunteer Hub

Get involved, make a difference.

Visit the Volunteer Hub

Help and Support

Welcome to Volunteer Hub

At Oregon State University, volunteers play a vital role in supporting our programs, services, and community engagement efforts. The Volunteer Hub, powered by “Get Connected” from Galaxy Digital, is the platform we use to enhance the volunteer experience. It helps streamline processes, reduce compliance risks, and simplify administrative task, making volunteer management more efficient and effective.

This platform serves as the official system of record for all university volunteers. It helps: 

  • Align volunteer activities with university policies.
  • Avoid duplicate tracking or registration efforts across departments.
  • Support volunteers through centralized oversight and tools.

What Can You Expect?

Volunteer Service Units

  • Register and manage volunteer opportunities.

  • Complete recruitment and select your volunteers.

  • View progress in real-time.

Volunteers

  • Sign up for volunteer opportunities.
  • Receive required forms such as the Conditions of Volunteer Service, Photo Opt-Out.
  • Complete background checks when your role involves sensitive duties.
  • Participate in university service with clear expectations and support.

Important Definitions

Who is a Volunteer?

  • A volunteer is a person appointed to perform official University duties without compensation or remuneration.
  • The volunteer performs activities at the request of, for the benefit of, and under the supervision of, the University.
  • The services or activities that are performed are typically associated with volunteer work.
  • The volunteer willingly provides volunteer service without any promise, expectation, or contemplation of payment or remuneration of any kind.
  • Volunteers may not serve in a capacity comparable to an employee.

OSU Employees as Volunteers

Employees, including student workers, generally cannot volunteer in roles related to their job. Under Oregon law, a person may only qualify as a volunteer if:

  • The task is performed on their own initiative.
  • It occurs outside their regular employment work hours.
  • It involves charitable or community service.
  • It is not part of their normal job duties.

University supervisors may not request, encourage, or imply that an employee, including student employees, should volunteer. Employees may not receive any present or future benefit, such as pay, grades, participation in activities, or employment, as a result of volunteer hours.

Students as Volunteers

Students may volunteer at Oregon State University, but important distinctions apply to avoid misclassifying paid work as unpaid service.
Students who are not OSU employees can volunteer if their service:

  • Is not tied to academic credit or coursework.
  • Is not a condition of participation in any other program or benefit.
  • Meets the university’s definition of volunteer service.

Volunteering must never be a condition of receiving grades, employment, or enrollment in academic or extracurricular programs.

Minor Volunteers

Minor means any individual under the age of 18.
Individuals who are seventeen (17) years of age or younger may serve as a University volunteer so long as a signed parental/guardian consent/waiver and photo form is on file with the department. Any volunteer seventeen (17) or younger who performs volunteer activities on any premises owned, controlled, occupied, operated or maintained by the University must be accompanied by a University representative at all times during the course of the volunteer’s service to the University.

Protection of Minors Policy

Background Checks

Volunteers are subject to background checks according to University Standard 05-010 Comprehensive Background Checks.

Sex Offender Registry Checks

Pursuant to section 5.1.1 of the Standard, the university will conduct sex offender registry checks when offers to serve as a volunteer are made to individuals not employed by the university. If the volunteer is serving in a university-operated youth program, the sex offender registry check must be conducted at least every two years.

Criminal Records Checks

Pursuant to section 5.1.12 of the Standard, the university will conduct criminal records checks when offers to serve as a volunteer are made to an individual not employed by the university, for positions with access to protected, confidential or non-public data; stewardship of public funds; access to minors; access to student residence halls; access to vulnerable populations inclusive of individuals or animals; responsibilities to provide sensitive services to members of the university community; access to laboratories, nuclear facilities or utility plants to which access is restricted in order to protect the health or safety of the public; access to property where chemicals, hazardous materials and other items controlled by state or federal laws or regulations are located; or other positions identified by the Chief Human Resources Officer or their designee as requiring a criminal records check. Volunteers serving in a university-operated program, the criminal records check must be conducted at least every two years.

Motor Vehicle Checks

Volunteers that have driving as an essential function of their volunteer position are subject to a motor vehicle history check pursuant to University Standard 05-030 Motor Vehicle History Check.

Frequently Asked Questions

General

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.

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.

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

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.

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.

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.

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 [email protected]

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.

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

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.

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.

Volunteer Service Units

Follow the steps outlined in the training manual: Create an Opportunity

Volunteers complete the Conditions of Volunteer Service Agreement when they begin volunteering through the Volunteer Hub. This agreement applies to all volunteer opportunities the volunteer participates in and remains valid for 12 months. After 12 months, the volunteer must complete a new agreement to continue volunteering.

Yes. A unit may end a volunteer’s service at any time, without prior notice. However, this decision must never be based on protected characteristics such as age, race, religion, gender, color, nationality, pregnancy, or any other protected status. 

Walk-in volunteers (friends or guests who are not pre-registered) cannot begin any volunteer activities until both of the following are completed:

  1. The Conditions of Volunteer Service form, and

  2. The sex offender registry check.

If someone arrives with a friend who wants to help:

  • Go to the Oregon Sex Offender Registry to confirm the individual is not listed.

  • Once they are confirmed clear:

    • If you have internet access, have them register in Volunteer Hub and complete the required steps.

    • If there is no connectivity, have them complete a paper COV form and upload their record in Volunteer Hub later, once internet access is available.

If you cannot complete either step on-site, delay participation or assign the person only to adult-only or non-supervisory tasks until both requirements are verified.

If you do not have internet access at the event site:

  • Go to the Oregon Sex Offender Registry before the event and download the Level 3 registered sex offender list to use for day-of verification.

    • Visit the Oregon State Police Sex Offender Registry Section.

    • Select the Download → CSV option.

    • Save or print the list for on-site reference.

  • If the individual is not listed, you may:

    • Have them complete a paper COV form, and

    • Upload their record and verification in Volunteer Hub later, once internet access is available.

  • If you cannot complete these steps on-site, delay participation or assign the individual only to adult-only or non-supervisory tasks until both requirements are confirmed.

Volunteers

After creating a profile in the Volunteer Hub, you can browse and apply for available volunteer opportunities published there. You can also contact the department or program directly for more information.

Contact your Program Lead/ Supervisor to learn about and receive the safety training required for your volunteer role.

Yes. OSU provides liability protection to registered volunteers who perform authorized tasks assigned by an OSU supervisor, act within the scope of those duties, and carry out their tasks in good faith without reckless or intentional harm.

In case of an emergency, call 911 immediately. All incidents should be reported to your Program Lead as soon as possible. Program Lead must report via the OSU incident portal. Please note that volunteers are not eligible for Workers’ Compensation coverage. For more information on insurance, contact Insurance and Risk Management Services at [email protected].