11/4/87
OPR: Admin/Office of Personnel
1. Purpose. This chapter provides guidance for acceptance of volunteer services by the U.S. Geological Survey (USGS) as provided in the current Department of the Interior Appropriations Act.
2. Definitions.
A. Volunteer for Science Program. The designated title of the USGS volunteer service program which is described in this chapter.
B. Volunteer. Any individual, citizen or noncitizen, who performs services for the USGS on a voluntary basis and receives no pay from the USGS (except reimbursement for incidental expenses). It does not matter if the individual receives pay, work credit, academic credit, or other types of compensation from sources outside of the USGS as long as the USGS does not compensate the individual for the services performed.
C. Supervisor. A USGS staff member who is directly responsible for the services the volunteer is performing.
D. Individual Volunteer Services Agreement. USGS Form 9-2080 (Figure 1), signed by both the volunteer and the USGS supervisor, or other appropriate division representative, describing the service and the conditions under which the service is provided by the volunteer.
E. Incidental Expenses. Expenses related to the effective use of volunteers such as, but not limited to, training, transportation, lodging and subsistence, equipment, and supplies.
3. Policy. It is the policy of the USGS to accept volunteer services from citizens or noncitizens subject to the limitations and the conditions described in this chapter. To be accepted, volunteer services must be gratuitous in nature and the USGS must not be obligated in any way to participants. Volunteer services may not be used to displace any employee or to staff a position which is a normal part of the USGS work force.
4. Objectives. Acceptance of volunteer service from public or private sources can contribute significantly to the accomplishment of USGS mission programs. The Volunteer for Science Program is specifically designed to:
A. Increase public awareness, understanding, and acceptance of scientific programs conducted by the USGS.
B. Use volunteers, when appropriate, as members of local teams or networks for the monitoring and observation of scientific phenomena.
C. Use volunteers to disseminate information regarding USGS programs and earth science in general (e.g., earthquake and volcano hazards and prediction projects).
D. Utilize individuals with specialized scientific skills and knowledges represented in academia for advisory purposes when such skills are not readily available in the organization.
E. Provide for the interchange of scientific information in an atmosphere of mutually supportable scientific investigation.
5. Responsibilities. See the Volunteer for Science Program Handbook, 500-23-H, for further guidance.
A. Supervisors and Managers. Operating officials will identify appropriate opportunities and prepare written descriptions of the services to be performed through use of the Volunteer for Science Program. They exercise primary responsibility for adherence to program requirements as stipulated in this chapter. They will also be responsible for obtaining Form 9-2080, Individual Volunteer Services Agreement, from participants and maintaining such documentation during the period of volunteer service performed by the participant.
B. Volunteers. Volunteers are responsible for clearly understanding the nature and requirements of the services for which they volunteer and the terms of the Form 9-2080, Individual Volunteer Services Agreement.
6. Volunteer Eligibility.
A. Individuals and Group Members. Public or private groups and individuals are eligible to be volunteers and perform voluntary services for the USGS. Community organizations, schools, or private sector employers can donate the group or individual services of their members or employees. Likewise, private citizens and noncitizens can donate their services as individuals.
B. USGS Employees and Family Members.
(1) A USGS employee can serve as a volunteer within the USGS as long as the services performed as a volunteer are not the same type of duties for which the employee is paid. For example, a hydrologic technician cannot volunteer to collect hydrologic data, make and compute streamflow measurements, or make groundwater measurements since this work is typically an integral part of his or her official duties. However, he or she could volunteer, for example, to assist with disseminating earth science information to the public or to serve as a network observer of scientific phenomena in the neighborhood of residence. Any volunteer service of a USGS employee must be performed during off-duty time, and must not violate the provisions of the Organic Act or other conflict of interest regulations. The Bureau Personnel Officer should be consulted before employees volunteer their services.
(2) Immediate family members and other relatives of USGS employees may serve as volunteers as long as the USGS representative signing the Form 9-2080, Individual Volunteer Services Agreement, is not a family member.
(3) If reimbursement for incidental expenses will be involved, the Bureau Personnel Officer must be consulted before the agreement is signed. The creation of a conflict of interest could result if a family member or relative of an employee receives financial benefit from the Volunteer for Science Program. Even the appearance of a conflict of interest is a violation of the Department's employee conduct regulations and must be avoided.
C. Minimum Age. There is no minimum age requirement for participation in the Volunteer for Science Program. A volunteer under the age of 18 years must have the written consent of a parent or guardian. See Volunteer for Science Program Handbook, 500-23-H, Chapter 7.5 and 7.6, for additional guidance.
7. Utilization of Volunteers.
A. Volunteers can be utilized to perform virtually any type of service as long as it is service that:
(1) Would not otherwise get done during a particular fiscal year because of funding or personnel limitations.
(2) Would provide paid employees the opportunity to accomplish work that would not otherwise get done during a particular fiscal year because of funding or personnel limitations.
(3) Does not result in the displacement of a paid employee.
B. Volunteers may donate their services for a few hours each day, a day, a month or more, or for a period extending into years. They may volunteer to complete just one project, or several different projects at different times.
C. Use of Government-Owned Vehicles. Volunteers can operate Government-owned vehicles if they possess a valid State driver's license and are at least 18 years of age. Volunteers whose services will include the operation of a Government-owned vehicle must be issued an SF 46 or OF 57, U.S. Government Motor Vehicle Operator's Identification Card, and must be instructed on the rules governing official use of Government-owned vehicles (SM 370.930.1 and SM 451.4).
D. Examples of Volunteer Services. Volunteers are not limited to the performance of the following services, but they may be utilized to:
(1) Obtain rainfall data and observe landslide evidence or other physical phenomena.
(2) Provide administrative support and assistance in the coordination of conferences.
(3) Disseminate literature, bulletins, or related information regarding earthquake hazards in locations such as schools or shopping centers.
(4) Provide advisory services to USGS personnel in the analysis of various earth science problems when specialized technical skills or assistance is not readily available within the USGS.
E. Constraints. See Volunteer for Science Program Handbook, 500-23-H, Chapter 7.2 - 7.6, for further guidance.
(1) No volunteer should be required to perform any type of service that he or she does not feel comfortable doing or does not willingly agree to do.
(2) Volunteers are assigned to operate machinery or equipment (such as chain saws, powershop tools, specialized equipment or vehicles, etc.,) must first demonstrate their proficiency in the operation of that equipment to the satisfaction of the responsible supervisor or receive appropriate training prior to the operation of the equipment.
(3) Volunteers should not be assigned to hazardous conditions, such as those that would qualify a paid employee for hazardous duty pay. Any use of volunteers for services considered hazardous for Federal pay purposes must be evaluated on a case-by-case basis, taking into account the volunteers' training and qualifications to perform such services. The volunteer's age as well as State and local laws governing the employment of minors must also be considered.
(4) Volunteers cannot handle Government funds. The Comptroller General, in response to a U.S. Forest Service inquiry, ruled that volunteers are specifically prohibited from collecting monies and fees owed to the U.S. Government (Decision #B-207731, April 22, 1983).
8. Individual Volunteer Services Agreement.
A. When a determination is made on the specific service a volunteer will perform, time commitments, official starting date, and other negotiable items, Form 9-2080, Individual Volunteer Services Agreement, must be prepared and must include a brief description of the services to be performed. Form 9-2080 is the document which officially establishes the individual as a volunteer providing services to the USGS. The agreement must be completed and signed by both the volunteer and the appropriate supervisor or USGS official before the individual can perform any volunteer services for the USGS. This requirement also applies to USGS employees who wish to volunteer.
B. Figure 1 provides a copy of Form 9-2080, Individual Volunteer Services Agreement. The Agreement must accurately reflect at all times a listing of the services to be performed by the volunteer. The agreement and voluntary service provided may be terminated by either the volunteer or the USGS at any time by completing Section 6 of the Agreement with specific indication of the effective date for such termination action and the signatures of both volunteer and the appropriate USGS official.
C. Figure 2 provides a sample letter to the volunteer worker from the appropriate supervisory or management official, welcoming the volunteer worker and transmitting the Form 9-2080, Individual Volunteer Services Agreement for signature.
9. Volunteer Status. Individuals participating in the USGS Volunteer for Science Program are not Federal employees; however, they are governed by the provisions described below.
A. Volunteers, citizens and noncitizens, are entitled to benefits under the Federal Tort Claims provisions published in 28 U.S.C. 2671 through 2680. Claims arising as a result of volunteer participation are to be administratively processed by the Bureau in accordance with regulations of the Department of Justice (28 U.S.C. 2672).
B. Volunteers, citizens and noncitizens, may be entitled to benefits under the provisions of Title 5 U.S.C. Chapter 81, relating to compensation for injuries sustained during the performance of volunteer services. Entitlements are contingent upon the application of State laws and statutes. Claims should be referred through the servicing personnel office to the Office of Workers Compensation Programs, U.S. Department of Labor, for adjudication.
10. Reimbursement for Incidental Expenses. See Volunteer for Science Program Handbook, 500-23-H, Chapter 7.11 - 7.13, for further guidance.
A. The USGS has the authority to pay costs incidental to the utilization of services contributed by volunteers, citizens or noncitizens. Volunteers can be reimbursed for incidental expenses incurred as a result of their volunteer activities. However, it is important to note that these are volunteer activities and while there is authority to pay incidental expenses, reimbursement is not mandatory. Reimbursement is not meant to function as a salary, but rather to offset the volunteer's personal cost of volunteering.
B. Volunteers can be reimbursed for actual incidental expenses such as bus and train fare, gasoline, and parking fees, while traveling to and from the work site. The distance for which volunteers are reimbursed for travel expenses should be limited to the local commuting area. Authorization to reimburse volunteers for local travel expenses must be handled on a case-by-case basis, be in writing, and be approved by the appropriate division chief. This authority can be redelegated.
C. Volunteers can be reimbursed for training, lodging and subsistence, equipment, and supplies. For example, reimbursement can be made for incidental expenses relating to training in field safety and data collection techniques, travel to field locations, lodging and subsistence while located away from the volunteer's place of residence, and basic equipment and supplies for volunteers. Authorization to reimburse volunteers for long distance travel costs must be handled on a case-by-case basis, have written justification, and be approved by the appropriate division chief or his/her designee.
D. The USGS policy is not to pay travel-related expenses for volunteer service provided by the relative of an employee who is participating on a joint project or assignment with the employee. However, the division chief may approve such expenses in exceptional cases.
E. International Travel. International travel for volunteers must be requested and authorized in accordance with the requirements of DM 347. Consult your administrative officer or the Branch of Financial Management for assistance.
11. Security Investigation. A security investigation is required if a volunteer is to be given work assignments of a critical sensitive or noncritical sensitive nature.
12. Safety. Volunteers must observe the same safety precautions and be trained in the use of the safety equipment as required of the permanent work force. See Volunteer for Science Program Handbook, Chapter 7.4 for additional guidance.
13. Equal Opportunity. The USGS is committed to a continuing affirmative action program designed to promote equal employment and treatment of employees. That commitment extends to the selection of volunteers, despite the fact that they are not deemed to be employees, in the hope that volunteer experience might interest minorities and females in USGS programs and activities.