The Fair Labor Standards Act (FLSA) provides regulatory guidance for internships and volunteers at public sector organizations such as Prairie View A&M University. Federal law provides a limited scope for volunteers, and it is essential that departments follow federal law and Texas A&M University System (TAMUS) regulation related to volunteers and interns. Individuals may volunteer to work only for civic, humanitarian, or charitable purposes.

Please note that for volunteers who are not PVAMU employees or students, it may be difficult to arrange computer access.

For questions on the Volunteer process contact EmploymentTeam@pvamu.edu

Background Check Requirements

Any PVAMU program or department, utilizing volunteers to assist in university events/activities, should ensure that all volunteers have successfully completed a Criminal Background Check in the current academic year.

1. A new request is required each academic year.
2. Both the department and the volunteer must complete, sign, and submit, the Volunteer Information and Waiver Form, a minimum of 10 business days prior to the start date of the volunteer opportunity.
3. The Office of Human Resources must clear all volunteer background check prior to the any work and/or participation in university event/activity.
4. Volunteer Waiver forms, once completed, are not retained, however the clearance will remain on file, until the assignment is complete.
5. If a department has two employees who perform the exact same job duties, they cannot pay one as an employee and treat the other as an unpaid volunteer.

Programs for Minors, Day Camps & Enrichment Programs

Any program or department involving contact with minors must complete the following steps before an individual may begin performing volunteer services for the university.

1. In accordance with University Rule 01.06.P1 Programs for Minors, Day Camps and Enrichment Programs, all volunteers, to include existing PVAMU employees, hired or assigned to employee or volunteer positions involving contact with minors at a program for minors are required to clear both a criminal conviction and sex offender background check annually.
2. Both the department and the volunteer must complete, and submit, the Volunteer Information and Waiver Form a minimum of 10 business days prior to the start date of the volunteer opportunity. The completed Volunteer Information and Waiver Form may be hand delivered or sent electronically to the Office of Academic Engagement & Student Success.
3. The Office of Academic Engagement & Student Success shall submit the volunteer packets as one complete packet for each camp or program to the Office of Human Resources. NOTE: Incomplete packets will be returned to the department for completion.
4. The Office of Academic Engagement & Student Success will be notified by the Office of Human Resources when the volunteers have been cleared to begin their services. The prospective volunteer may not begin working until the Office of Human Resources has confirmed clearance.

NOTE: A program for minors whose requestor is not affiliated with PVAMU is designated as a third-party program for minors. All third-party programs must be sponsored by a PVAMU department, school or college. Additional are available here.

All Other Events, Activities and Volunteer Opportunities

1. All volunteers, hired or assigned to employee or volunteer positions are required to clear a criminal background check annually.
2. Both the department and the volunteer must complete, and submit, the Volunteer Information and Waiver Form a minimum of 10 business days prior to the start date of the volunteer opportunity. The completed Volunteer Information and Waiver Form may be sent to the Office of Human Resources at Employmentteam@pvamu.edu, unless otherwise instructed.
3. The requesting individual will be notified by the Office of Human Resources when the volunteers have been cleared to begin their services. The prospective volunteer may not begin working until the results of the background check have been cleared by the Office of Human Resources.
4. FOR CURRENT PVAMU EMPLOYEES WHO VOLUNTEER:
   • Current employees do not need to complete a background check if they are not working with minors.
   • Employees offering volunteer services are required to use vacation time, should their volunteer services interfere with their regular work schedule. Vacation time must be approved by the employee’s supervisor prior to beginning the volunteer services commitment.
   • Employees may not volunteer to do their own jobs nor activities closely related to their own jobs.

Other Key Aspects for Volunteers

Minor Employee or Volunteer: The child labor provisions of the Fair Labor Standards Act (FLSA) are designed to protect the educational opportunities of youths and prohibit their employment in jobs under conditions detrimental to their health and well-being. Minors (under the age of 18) are limited in their employment or volunteer services regarding duties and hours of work. If a department would like to have a minor volunteer or be hired in their department, please contact the OHR Employment Office prior to submitting the form.

Students may perform voluntary work through student organizations and related activities. However, students should not work for PVAMU as a volunteer, (except for an unpaid internship or zero credit course internships). Unpaid internships should be part of their degree requirements and should receive course credit. For further details and criteria regarding unpaid internships contact the Office of Human Resources at Employmentteam@pvamu.edu.