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e *" Personnel Ma.nul Syst.m Published in advance
Sii l e 308-13 of incorporation in FPM
.. ..... ... ...... ...... -chap te r 308
Sii' I1ECT: Acceptance of Volunteer Service RETAI UNTIL SUFSEDED
9[,': f Februa 79
Heads of Departments and Independent Establishments: Action arch 12, 1979
SThe Civil Service Reform Act of 1978, Public Law 95-454, aud Federal
S:i .departments and agencies to establish programs designed to provide tionally re t
tieS, most agencies will be able to accept the services of student ay.
2!!ll.:I The act provides that, notwithstanding restrictions published in section 9(b) of
lll:illli: .ivi ed' Statutes (31 U.S.C, 665(b)), heads of agencies may accept, subject to regulations
issued by the Office of Personnel Management, volunteer service for the United States if
the serve. (1) is performed by a student, with permission of the institution at which
I t:he student : enrolled, as part of an agency's program established for the purpose of
providing educational experiences for students; (2) is to be uncompensated; and (3) will
noq ti-ap l-'ce any employee. For most purposes, students in such programs will not be
nsri derad Federalt employees.
This letter transmits a copy of subchapter 7 to FPM chapter 308 which provides interim
d.ii! d nes for agency use in developing programs for acceptance of volunteer service.
hiiiiiiii.: ese gatideliee are designed to give agencies the necessary flexibilities to develop
fftlpss .f or accomiplishing the objective of the act.
'I :!lli f yu -foresee .difficulties in following the guidelines, please inform us as promptly
.'ll abli;!lpte. Written comments must be received no later than'March 12, 1979.
Jule M. Sugarman
S: Deputy Director
Inquafes: Kecruitment/Agency Services Branch, 632-5678
Code: 308, Student. Employment and Work-Study Programs
GPM FORM 652 1/79
nation of courses, research projects or special studies which
meets one half or 50 percent of the academic workload standards
and practices of the institution in which the student is enrolled.
In case of doubt as to whether or not the student meets this
statutory requirement, agencies should accept a written certifica-
tion from the student's school that he or she is enrolled half-
time under its academic program.
(4) "Agreement" is a written document developed jointly between the
school and agency to outline the responsibilities of each organi-
sation. It should also be used to identify the conditions or
limitations under which students may receive unpaid career-related
experience. Included in such agreements should be the method,
mutually agreed upon by each organization, for maintenance of
attendance and performance records, particularly if the career-
related assignment is for purpose of course credit.
Attachment 1 to FPM Ltr. 308-13 (2)
SThe acceptance of student volunteer service enables departments and
agencies to contribute significantly to the enrichment of educational
programs. In addition to enriching the educational process, program
(1) To bring about a stronger relationship between the efforts
of educators and the occupational needs of Federal employers
(2) To provide opportunities for students to become involved in
early career exploration as a basis for making realistic deci-
sions regarding their future careers.
(3) To provide exposure to the work environment as a means of
encouraging students to develop work ethics and to acquaint
them with various Federal missions.
(4) To encourage student interest in new or developing occupations
(5) To support affirmative action programs, through a career awareness
approach, to assure that ethnic and racial minorities, women and the
handicapped are informed of occupations available within Government.
7-4 Volunteer Service Agreements
General guidance. Each agency is authorized to develop student volunteer
programs best suited to meet its needs. It is recommended, however,
based upon past experience with other student programs, that volunteer
programs be conducted through written agreements with educational insti-
tutions or with organizations officially designated by schools or boards
of education to coordinate the placement of students in nonpaid work
assignments. The administrative level at which agreements are executed
is a matter for agency determination. Agency headquarters should issue
instructions to their field activities to assure that agreements developed
at these levels are consistent with agency policy.
Agreements should provide the basis of mutual understanding between
agencies and schools or the schools designated representatives in matters
relating to Federal programs. They should identify agency and school
responsibilities and conditions or limitations under which students
will participate. Additionally,the agreement should make clear that
authorization to engage in such programs is limited by statute to stu-
dents enrolled in school; that volunteer service is with the permission
of the institution in which students are enrolled; that such service is
to be uncompensated, and that students participating are not considered
to be Federal employees.
A. General. Although student volunteers are not Federal employees, their
service is creditable for competitive examination purposes and partici-
pating schools, particularly those which award credit for service, may
require certification of periods of service. In light of this, volunteer
service should be documented on the Standard Form 50 (SF 50), "Notificatioft.i
of Personnel Action," or OPM approved exception, thereto, completed as
shown on exhibits A and B in appendix C, to FPM chapter 308. Copies of
SF 50 should not be forwarded to the Office of Personnel Management nor
should agencies transmit data on student volunteers to the Central Person-
nel Data Files (CPDF). Each SF 50 must carry the remark: "Under
5 U.S.C. 3111,a student volunteer is not a Federal employee for any purposii|
other than injury compensation and laws related to the Tort Claims Act.
Service is not creditable for leave accrual or any other employee benefits."
B. Appointment. Student volunteer appointments will be documented as Volun- ",I
teer Service without compensation.
C. Separations. When the period of volunteer service has ended, an SF 50
must be prepared to show termination (not resignation). The SF 50 should .;
also include under item 30, "Remarks," a statement of the total service in
hours or days rendered between the appointment and separation dates.
D. Records. For each student volunteer, agencies should establish an
Official Personnel Folder (OPF) to contain copies of appointment and
termination SF 50s, resume of student volunteer, and a brief statement
of services performed. These documents should be filed on the right
(permanent) side of the OPF. When volunteer service is terminated, the
OPF should be sent to the National Personnel Records Center, following
the instructions in FPM Supplement 293-31.
Attachment 1 to FPM Ltr. 308-13
E. Service Record Cards. An agency may, if it wishes, prepare an SF 7,
service record card or similar document to record appointment and termina-
tion of student volunteers. If an SF 7 or similar agency record is parpared,
it must be annotated to show that periods of service were not Federal
While no formal reporting requirements are established at this time, it may
be nAcessary to request data subsequently from agencies. We do not know
what form such reports may take but agencies ought to be prepared to provide
the following information:
(1) Academic Level data should reflect information to show if student
is enrolled in, (1) high school, (2) trade school, (3) vocational or
technical institution, (4) junior college (Associate Degree), (5) college
(Baccalaureate Degree), (6) graduate school or comparable recognized
(2) Academic discipline (See FPM Supplement 292-1)
(3) Duty station (by State) (See GSA worldwide geographic location codes,
(5) Race or ethnic background (See FPM chapter 713, section 3)
7-8 Program Evaluation
Evaluation. Each agency should schedule periodic reviews and evaluations
of their student volunteer programs. Such reviews should form the basis
for establishing future program objectives. The review should include:
(1) Careful assessments of program in terms of its compliance with
5 U.S.C. 3111 and agency instructions.
(2) Evaluation of the program in terms of the agency's own goals and
7-10 Relationship to Other Student Programs
Departments and agencies have for a number of years actively supported
student employment programs, i.e., summer employment, programs for
needy youths and cooperative education programs authorized under provi-
sions of E.O. 12015. Agencies are reminded that each of these programs
have specific objectives and should continue to receive active support.
With the enactment of section 301 of the Civil Service Reform Act of 1978,
which authorized the acceptance of volunteer service, both school offi-
cials and agency representatives have expressed apprehensions that less
emphasis will be given to the established student employment programs.
The real concern relates to the fact that most students in school today
need the earnings from employment to subsidize educational expenses.
Additionally, they expressed concern regarding the possibility of
morale problems if students, both volunteer and those paid for service
rendered,were simultaneously scheduled and given the same duty assign-
ments; therefore, agencies should make every effort to design volunteer
programs to avoid conflict with established student employment programs.
The Federal Government, as an employer, in supporting employment programs
for students has provided an example of outstanding leadership for other i
employers within our economy. Agencies-are urged to continue the support
of all student programs.
STammn FOR. U--Nc. eDmtar 1IM
UF4.CMI Shok ISiAlbb
FM Chip. 2a
NOTIFICATION OF PERSONNEL ACTION
(EMPLOYEE So eIneril Infwmadtiesm Im l i)
FPM Ltr. 308-13
[For circled items, fill in actual data pertaining to Volunteer or Agency]
/ E(CAfS) LAST-FIRST-MIDDLE MR.-MISS-MRS. 2. (FR AGENCY U.S) '. IR DATE I.AL SECURITY NO.
6* ^ D- r. V.)
5 VETERAN PREFERNCE 6. TENURE GROUP 7. SERVICE COMP DATE
3 1-0 PF. DISAt. D-It PT. OTHER
-.0 sr. .-16 t. cOMP. 0 00-0P-
FEGU 10. RETIREMENT II (FR CSC USE)
.i-mEIm i.E Galoyl-dolled Opulil -CS --S S-THER
2 .-E-MuIBULE 35-WAED 4-COVERED Ihi. iL I i-FICA C-nOE
12. CODE. NATURE OP ACTION 13. FECTIVE DATE 14. CIVIL SERVICE OR OTHER LEGAL AUTHORITY
Voluntary Service Without Compen- 5 U.S.C. 311
IS. FROM: POSITION TITLE AND NUMBER 16. PAY PLAN AND 17. (a) GRADE (b) STEP II. SALARY
OCCUPATION CODE OR OR
I. NAME AND LOCATION OF EMPLOYING OFFICE
21L POSITION TITLE AND NUMBER 21. PAY PLAN AND 2. (a) GRADE (b) STEP SALARY
OCCUPATION CODE OR OR
AND LOCATION OF EMPLOYING OFFICE
S. TV STATION (C-4imtst --iAr) T HCAnON CODE
7. APPROPRIATION &L POSITION OCCUPIED 25. APPORTIONED POSITION
I-COMPETITIVE SERVICE RIOl. TO. STATE
2 I-EXCEPTED I-PROVED-1 I
3. REMARKS A. SUBJECT TO COMPLETION OF I YEAR PROBATIONARY (OR TRIAL) PERIOD COMMENCING
H. SERVICE COUNTING TOWARD CAREER (OR PERMANENT) TENURE FROM: ____
SCEPNATInh SDOW REASONS BELOW. AS REQUIRED. CEECK IF APPLICABLE: PBATION
Expected to work (number) hours per week.
Under 5 U.S.C. 3111 a Student Volunteer is NOT a Federal employee for any purposes
other than injury compensation or laws related to tort claims act. Service is
not creditable for leave accrual or any other employee benefits.
31. DATE OF APPOINTMENT AFFIDAVIT (UA m. h ) 3 NATURE (Ct dmR NatairdM AND TITLE
U. OFFICE MAINTAINING PERSONNEL FOLDER (Idlremr.lm whfea 4ta R)
DE. EMPLOYING DEPARTMENT OR AGENCY
-o GENCYv USE,
1. EMPLOYEE COPT
UNIVERSITY OF FLORIDA
iIIIIl llI IIill11111 IIIll lll111
3 1262 08729 4012
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