C. Volunteer personnel records

Owned by Gilbert, Samuel Z - (szgilbert)
Nov 21, 2023
2 min read

Maintaining Files

  • Volunteer personnel files should be maintained by the same rules that apply to employee personnel records.
  • Location of record for each item in the personnel file
    • Application, reference responses, and interview notes – in the county office
    • Background check packet – in HR via the DCC transaction for new appointees
    • Background check packet – in State Cooperative Extension office for volunteers who completed their DCC prior to the DPS card requirement
    • Training completion dates – in the system where the training is completed; data captured and uploaded to Zingbooks on a regular basis
      • Preventing Harassment – Edge
      • Driver Certification – Edge
      • Youth Safety - D2L
  • Electronic files are acceptable, as are paper files.
  • Consistency is an important audit point. For example, if you keep paper files until the volunteer is accepted and then convert to electronic files, do that for every volunteer. 
  • There is no need to work on converting files for inactive volunteers.  Simply make note of the date the process changed, and be consistent with the new process going forward. 
  • While each volunteer should have an individual file, spreadsheets or databases may be useful for tracking progress and reducing the number of times you have to access any one folder. The value of the spreadsheet or database is dependent on consistent and regular updates.

UAccess Analytics data available:  These information bits are available in UAccess Analytics / Reporting:

  • Workflow of any individual that you have initiated Designated Campus Colleague status for
  • Employee or DCC ID number for any individual
  • Personal email address for any DCC if it was input at the beginning of the process
  • Personal Phone number for any DCC if it was input at the beginning of the process
  • Program of affiliation if entered at the beginning of the process
  • County of affiliation
  • Net ID if the volunteer appointment was initiated after 2018
  • The actual date the last emails containing temporary passwords and pins were sent to volunteer
  • How many times an individual has rolled-over to the next year in DCC
  • How many times an individual has been entered into the system as a DCC but failed to complete the process

If no one in your office can access this information for you, contact gblumanhourst@email.arizona.edu.