Institutional Compliance

Volunteers in Academic Research, Scholarship and University Activities

Volunteers in Academic Research, Scholarship and University Activities, please use this procedure for additional information. The definitions below are taken directly from the procedure and will be used throughout the request and approval process for volunteers in academic research, scholarship and university activities. 

Purpose: The purpose of this procedure is to protect the interests of and reduce risks for University of Toledo volunteers, the University, and community that is served.

Host:  The host (the volunteer’s supervisor) must be a full time University of Toledo (UToledo) employee, who will ensure direct, personal, day‐to‐day oversight of activities of the volunteer.  

Ohio ethics law (Ohio revised Code 102) prohibits a public employee from using or authorizing the use of their public position to get a benefit for the employee or for anyone else with whom they are closely connected such as a close family member or the employee’s business associate.

Volunteer:  Any individual, who is not otherwise currently affiliated with UToledo as faculty, staff, registered student (undergraduate or graduate), duly appointed community based clinical faculty, or a member of the Board of Trustees, who seeks to serve or perform services for the University as a volunteer, for activities either taking place on the University campuses or under the authority and/or direction of the University at other locations. A volunteer is an unpaid individual who, to support the activities and mission of the University and/or to gain experience: 1) freely offers their services, time, and energy to the University; 2) without any expectation, promise, receipt of pay, compensation, material gain or other benefits, including future employment positions at the University; and 3) without displacing University employees.

Volunteers serve at the discretion of the University.  Accordingly, a volunteer assignment can be terminated by the University for any reason, at any time, without prior notice or cause.

University of Toledo students who are currently registered are not defined as volunteers in this procedure. Undergraduate students participating in research can register in a zero‐credit hour course, UGR (i.e., Undergraduate Research) 4910, offered by the Honor’s College or for credit hour courses through their faculty research advisor. 

Full Procedure Document

University Volunteer approval form

Volunteers and hosts should sign the General Terms, conditions and Prohibitions for University Volunteer Form.  The General Terms & Conditions and Prohibitions for volunteers must be signed by the host/supervisor and volunteers (or their parent or legal guardian if under 18 years of age) with the signed document retained by the host’s department or unit.

University Volunteer Form


Current guidance for engaging external volunteers in research projects or compliance committees by UT administrative host departments, colleges, or units is offered at the Office of Research and Sponsored Programs Guidance on UT Affiliate Status for Research Related Activities web page.

Administrative host departments, colleges, or units that wish to sponsor external volunteers with an Affiliate account are expected to have access to the UT Information Technology Affiliate Request system, as noted in the guidance described above.

Questions about engaging external volunteers in research related activities at UT can be directed to



Waiver and Release Form  Emergency Medical Release Form (Minors Only)

Last Updated: 4/4/23