Volunteering at Stetson

The volunteer approval process begins when the supervisor/manager of the volunteer role completes the Volunteer Approval Request Form.  This is a dynamic form that includes communication with volunteers, supervisors, and other staff throughout the approval process:

  • Initial Request by Supervisor/Manager
  • Volunteer Demographics and Acceptance of Volunteer Agreement
  • Notifications of Applicable Training
  • Approval by People Operations/HR (Including ID number creation)
  • Communications to impacted University Departments (IT, Risk Management, etc.) upon approval

Volunteers cannot begin volunteering until they are approved through People Operations/HR and all trainings have successfully been completed.

This page provides instructions, resources and information which are vital to the Volunteer Approval Process at Stetson.

Trainings and Onboarding

  • If volunteer will be driving a golf cart, they must complete the golf cart training process found on our Vehicle and Driver Safety webpage.
  • If volunteer will be working with minor children, they must complete all steps to become an Authorized Adult. Authorized Aadults are individuals, paid or unpaid, who interact with, supervise, chaperone or otherwise oversee minors in university-sponsored programs, recreational facilities and/or residential facilities. Authorized adults must:
    • Be age 18 or older. 
    • Have completed all necessary paperwork through People Operations/HR and Finance (as applicable) to be cleared for employment, volunteering, or as an independent contractor.
    • Have successfully completed and passed a background check through Stetson's Office of Human Resources within the past 24 months.
    • Have successfully completed the minor protection courses available through United Educators within the past 24 months.
    • Have reviewed the Policy on the Protection of Minor Children in University Programs.
    • Have returned the Training Acknowledgment Form to the Office of People Operations/HR and the Office of Risk Management. 
    • Individuals will not be cleared as Authorized Adults and are not permitted to engage with minor children until all of these requirements are complete. ****Training Instructions can be found on the bottom of the Requirement for Authorized Adults website.

If volunteer needs and ID: 
  • Volunteers in need of an ID need to complete the ID Request form or stop by the ID Card Services office in the Welcome Center.
If volunteer needs a Stetson email or other IT support:
  • Submit the Request for IT Services Form for any IT needs (phone, e-mail, Banner access, shared drive access, etc.).
  • E-mail [email protected] for new or current workstations (computer, monitor, printer/copier connections, etc.) to be set up.
  • Add volunteer to any appropriate Microsoft Teams groups and files.
  • Add volunteer to internally maintained applications (Raiser’s Edge, Slate, etc.).
If volunteer needs keys/access: 

Resources for Volunteers

Background Checks are required for all volunteers at Stetson. Background checks must be completed every 24 months. If a background check is needed, you will receive a notification from the University and a request from Atlantic Screening Services, our background check provider, to provide information and consent for the background check. 

If your supervisor/manager determines you will be driving on behalf of the University, you will need to have an insurable driving record as determined by the University. You will complete the MVR request form in the Volunteer Approval process. Once you become and approved driver, you will need to complete safety training found on our Vehicle and Driver Safety webpage.

If your supervisor/manager determines you will be driving a University golf cart, you will need to complete the golf cart training process found on our Vehicle and Driver Safety webpage.

Authorized adults are individuals, paid or unpaid, who interact with, supervise, chaperone or otherwise oversee minors in university-sponsored programs, recreational facilities and/or residential facilities. Authorized adults must:

  • Be age 18 or older.
  • Have completed all necessary paperwork through People Operations/HR and Finance (if applicable) to be cleared for employment, volunteering, or as an independent contractor.
  • Have successfully completed and passed a background check through Stetson's Office of Human Resources within the past 24 months.
  • Have successfully completed the minor protection courses available through United Educators within the past 24 months. 
  • Have reviewed the Policy on the Protection of Minor Children in University Programs.
  • Have returned the training acknowledgment form to the Office of People Operations/HR and the Office of Risk Management. 

Individuals will not be cleared as Authorized Adults and are not permitted to engage with minor children until all of these requirements are complete. 

Training Instructions can be found on the bottom of the Requirement for Authorized Adults website.

All volunteers should submit a Stetson ID Request Form. Stetson IDs provide both identification and building access. 

To set up e-mail and other IT access, your supervisor will need to complete the Request for IT Services Form. Once this is submitted, IT will reach out to you via your non-Stetson e-mail address with your sign-in information. For any access-related questions, please contact your supervisor. For any tech-related questions, submit a ticket to [email protected].