Research Volunteer Policy FAQ

UCLA policy requires that volunteers not replace, resemble, or be misrepresented as paid staff. Under the Fair Labor Standards Act (FLSA) primary beneficiary test, duties that mirror staff roles create misclassification risk regardless of payment or staffing levels.

Volunteers may not provide patient care or clinical services. Limited participant interaction is permitted only when IRB-approved, educational, supervised, and explicitly listed in the RVSD Form.

Supervision and operational coordination are core indicators of employee status and are prohibited for volunteers under the policy.

No. Volunteers may not sign contracts, commit funds, speak to media, or otherwise represent UCLA without formal authorization.

Faculty must pause the activity and refer the matter to the DGSOM Dean’s Office for review. Volunteer Services documents but does not adjudicate policy interpretation.

No. Any change in duties requires a revised RVSD and, if applicable, IRB amendment to be submitted to the Volunteer Office and confirm the volunteer’s scope is updated. 

• Volunteers are non-employees and may not perform core staff functions (Policy Sections I, XI).
• Volunteer participation must satisfy the FLSA primary beneficiary test (Executive Summary).
• Providing medical care, supervising others, committing funds, or exercising authority is prohibited (Section IX.B).
• Observation of clinical care is allowed only when unavoidable and documented in the RVSD (Section IX.B – Observation).
• Any changes in duties must be documented and cleared in advance through a revised RVSD (Section X).
• Ambiguous cases must be escalated to the DGSOM Dean’s Office for final determination (Section XIV).

Faculty sponsors must define an educational role, complete the Research Volunteer Scope of Duties (RVSD), develop a Learning Plan, ensure IRB approval if applicable, submit all materials to Volunteer Services, and wait for official clearance before the volunteer begins.

No. Volunteers may not begin any activities or access systems until Volunteer Services grants clearance.

Faculty must provide supervision, ensure required training is completed, monitor safety and data privacy, prevent misclassification, and ensure duties remain within the approved RVSD Form.

Faculty must pause the new activity, submit a revised RVSD, obtain IRB amendments if required, and wait for re-clearance before the new duty begins.

The DGSOM Dean’s Office makes the final determination. Volunteer Services documents but does not adjudicate.

Yes. Faculty must ensure volunteers do not replace, resemble, or misrepresent paid staff and do not perform patient care, supervision, or authority functions.

• Volunteers are non-employees and may not perform core staff functions (Policy Sections I, IX, XI).
• Volunteers may not begin service without clearance from Volunteer Services (Section VII).
• Duties must remain within the approved RVSD; changes require advance approval (Section X).
• Prohibited activities include patient care, supervision, contracts, and authority (Section IX.B).
• Ambiguous cases must be escalated to the DGSOM Dean’s Office (Section XIV).

You must complete the volunteer application, Learning Plan, background checks, health clearance, required training, and receive official clearance and a badge before starting.

You must perform only approved duties listed in the RVSD, follow supervision and safety rules, maintain confidentiality, log hours, and clearly identify as a Research Volunteer.

You may not provide patient care, supervise others, sign documents, access systems without approval, or represent yourself as a UCLA employee. You may only perform duties and activities that are explicitly listed on the RVSD Form for which you have been cleared to participate.

You must pause the activity and notify your supervisor. The duty must be reviewed and approved first.

Only for low-risk duties when explicitly approved and supervision remains readily available.

You must stop all activities, return your badge and equipment, and ensure access is terminated.

• Volunteers may only perform duties approved in the RVSD (Section IX).
• Volunteers must comply with training, safety, and supervision requirements (Sections VII–X).
• Volunteers are prohibited from patient care, supervision, or authority functions (Section IX.B).
• Changes in duties require revised approval before proceeding (Section X).