Volunteer Appointments
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 three person types to be used for volunteers:
- Contributor Services Instructor: This status is to be used for unpaid Visiting Faculty who will be teaching on campus. When you complete the smart forms for this group of "Volunteers" you will need to provide their degree information and a phone number or e‐mail address where we can contact them. If they have a social security number, please advise them that the Human Resources office will be in touch with them to secure that SS#. We will assign pseudo SS #'s for those who do not have social security cards. This status will entitle the visitors to faculty type privileges on campus.
- Visiting Researcher/Scholar/Professional: This status is used for unpaid people who will be doing research, performing professional duties or are here as visiting scholars. When completing the smart form we will require the name, birth date, and local or home address. This status will entitle the visitors to faculty/staff type privileges on campus.
- Volunteer: Use this status for people who are generously volunteering their time to provide a wide variety of services on campus.
If you have questions about these "volunteer" types, please e‐mail Kate Hastings at hastings@binghamton.edu.
4. All volunteers are eligible to receive ID cards. Once the department submits a smart form appointing a volunteer, the volunteer should wait about one week and then go to the Student Wing of the Lecture Hall to receive their ID card. Volunteers will have limited access with these ID cards. If someone is a Contributor Services Instructor or Visiting Researcher/Scholar/Professional, they will have the same access as faculty members have.
- If the Contributor Service Instructor 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 Contributor Service Instructor 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 Contributor Service Instructor will not be able to get an ID card.
5. Once a volunteer picks up their ID card, they are then able to go to Parking Services in the Ground Floor of the Couper Administration Building to secure parking for their vehicle. Please note that there will be a $20 charge for a parking decal.
6. 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.
7. The following information is required for all volunteers:
- Name
- Birth date
- Effective date of volunteer status
- Tentative end date
- Location of volunteer service
- The names and locations of all colleges/universities attended, type of degree(s)
- Date degree earned
- Location of college(s)/university(s)
- The area of specialization
In addition, we would like:
- Home address
- Phone number (in case of emergency)
- Visa status of any international volunteer or contributor
8. A personal data smart form should be submitted to end a person's volunteer status if it ends prior to the tentative end date.
9. 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.
