[Material Transmitted:]{.underline}

HHS Instruction 930-2, Accepting Volunteer Service for Use in Providing
Health Care

[Material Superseded:]{.underline}

HHS Instruction 930-2 (all)

[Background:]{.underline}

This Instruction has been streamlined in accordance with National
Performance Review recommendations, and in support of HHS administrative
initiatives calling for more streamlined rules and greater delegations
of authority. Otherwise, there are no major changes.

Any reference to \"OPDIV\" in this Instruction now includes AHCPR,
ATSDR, CDC, FDA, HRSA, IHS, NIH, SAMHSA, the Office of the Secretary,
the Program Support Center, HCFA, ACF, and AOA.

This issuance is effective immediately. Implementation under this
issuance must be carried out in accordance with applicable laws and
bargaining agreements.

[Filing Instructions:]{.underline}

Remove superseded material and file new material. Post receipt of this
transmittal to the HHS Check List of Transmittals and file this
transmittal in sequential order after the check list.

> John J. Callahan
>
> Assistant Secretary for
>
> Management and Budget

INSTRUCTION 930-2

# HHS PERSONNEL INSTRUCTION 930-2

# ACCEPTING VOLUNTEER SERVICE FOR USE IN PROVIDING HEALTH CARE

930-2-00 Purpose and Authority

10 Coverage

20 Reference

30 Volunteer Service Programs

40 Records to be Maintained

50 Services and Benefits Available to Volunteers

60 Awards and Recognition

Exhibit 930-2-A, Sample Letter of Authorization to Serve as a Volunteer

Exhibit 930-2-B, Delegations of Authority

930-2-00 PURPOSE AND AUTHORITY

This Instruction states policies and requirements for programs using
volunteer services in operating a health care facility or in providing
health care. Volunteer service programs for these purposes are
authorized by 42 U.S. Code 217(b) and 45 CFR, Part 57.

930-2-10 COVERAGE

This Instruction applies to the acceptance and use of volunteer services
for providing health care in all Departmental health care facilities.

930-2-20 REFERENCES

A. 42 U.S. Code 217(b) (law- volunteer services for health care)

B. 45 CFR, Part 57 (regulations - volunteer services)

930-02-30 VOLUNTEER SERVICE PROGRAMS

A. [Establishing Volunteer Service Programs]{.underline}

1\. The officials identified in Exhibit 930-2-B or subordinates to whom
redelegations has been made may establish volunteer service programs for
use in providing health care.

2\. Volunteers may be used to supplement, but not to take the place of,
personnel hired through the usual employment procedures.

3\. Volunteer service programs must be conducted under the supervision
and control of Department officials.

4\. The services of volunteers may be accepted only in accordance with
the provisions of an established volunteer service program.

5\. Volunteer service program agreements will ordinarily be established
with voluntary organizations whose members then serve as volunteers.
Agreements also may be made with individuals when the Department's needs
require it. Paid employees of an organization may serve as volunteers
only if their services are (a) outside the scheduled work hours and
functions of their assignments as employees of the organization, and (b)
offered to meet needs under a volunteer service agreement.

B. [Volunteer Service Program Agreement]{.underline}

A volunteer service program agreement must be prepared for each
volunteer service program.

This agreement must include:

1\. A description of the services to be provided by volunteers;

2\. The source of volunteers (i.e., a voluntary organization or an
individual);

3\. How the volunteer service program will be administered;

4\. Plans for providing appropriate recognition to volunteers; and

5\. Records of volunteer service to be maintained.

C. [Selection of Volunteers]{.underline}

1\. Initial selection of volunteers who are members of voluntary
organizations is the responsibility of that organization. Final
selection and placement of volunteers who are members of organizations,
and of individual volunteers, are the responsibility of Department
officials.

2\. Department officials may require evidence of satisfactory medical
condition of volunteers.

3\. Volunteers are not subject to the investigative requirements of
Executive Order 10450, \"Security Requirements for Government
Employment. @ However, the same tests as to character, reputation, and
fitness applicable to regular Federal employees should be considered in
accepting volunteers.

4\. Although they are not government employees, volunteers are covered
by the Standards of Conduct provisions of Executive Order 11222.

5\. State and local government standards for minors should be followed
in accepting volunteer services from persons under 18 years of age.

6\. Volunteers are not required to be U.S. citizens.

D. [Compensation, Authorization for Service, and
Termination]{.underline}

1\. Volunteer service programs must be on a Awithout compensation@
basis. This precludes monetary payments or any other form of
compensation by the Department not authorized in this Instruction.

2\. Volunteers will be authorized to serve by a letter of authorization
(Exhibit 930-2-A) signed by an authorized Department official. Two
copies of the letter will be sent to the volunteer, who keeps the
original and returns the signed copy to the Department official.

3\. Volunteer service arrangements may be terminated at any time by
either party to the agreement.

930-2-40 RECORDS TO BE MAINTAINED

A. An official Personnel Folder (OPF) (SF 66) must be maintained for
each volunteer and volunteer appointments and terminations must be
documented on an SF 50.

B. The copy of the letter of authorization signed by the volunteer must
be placed in the OPF along with any other documentation prescribed in
the volunteer service program agreement.

930-2-50 SERVICES AND BENEFITS AVAILABLE TO VOLUNTEERS

In addition to the services and benefits extended to volunteers under 45
CFR, Part 57, volunteers may also receive the following services and
benefits:

A. [Meals]{.underline}

Meals may be provided to volunteers without charge when the scheduled
assignment extends over an established meal period.

B. [Quarters]{.underline}

In case of emergency or when necessitated by the special nature of the
volunteer assignment, quarters may be furnished temporarily at no charge
to volunteers.

C. [Medical Treatment and Examinations]{.underline}

1\. Physical examinations, if considered by the official accepting
volunteer services to be necessary for the protection of volunteers or
patients, may be administered in Department facilities without charge to
the individual. If the services of a private physician are used,
however, the cost of the examination must be paid b the volunteer.

2\. Emergency outpatient treatment for injuries sustained while
performing assigned volunteer services will b provided to volunteers.
Volunteers may also be provided temporary care and treatment in
Department facilities under the same circumstances and to the same
extent such care and treatment is available to paid employees.

930-2-60 AWARDS AND RECOGNITION

Officials responsible for administering volunteer service programs are
also responsible for developing an appropriate plan to recognize the
contribution made by volunteers. Cash awards may not be given, but
certificates of service or similar forms of recognition are recommended.

Dear :

Having met the requirements for serving under the volunteer service
program of the

[(name of organization),]{.underline} you are hereby authorized to serve
without compensation as a volunteer at [(name and location of health
care facility).]{.underline} Your acceptance of the opportunity to serve
on such a basis means that you waive all claim to pay for services
rendered.

While serving as a volunteer, you are bound by the Department=s
regulations concerning Standards of Conduct and Conflict of Interest.

(Include paragraph about arrangements, as appropriate.)

Your interest in the health needs of the people we serve is deeply
appreciated, and we are grateful for the assistance you are willing to
provide in meeting these needs.

Please sign the enclosed copy of this letter in the space provided below
and return it to us in the enclosed envelope.

Sincerely yours,

(Signature)

(Name and title of official

authorized to accept volunteer service.)

I accept the opportunity to provide volunteer service as offered above
and agree to the conditions stated. I understand that this agreement may
be terminated at any time either by me or an official of the Department
of Health and Human Services.

Signature Date

TO: OPDIV Heads

STAFFDIV Heads

FROM: Assistant Secretary for

Management and Budget

SUBJECT: Delegations of Authority to Establish Volunteer Service
Programs and Accept

Volunteer Services for Use in Providing Health Care

A. [Authority Delegated:]{.underline}

1\. I hereby delegate to the Heads of Operating Divisions the authority
to:

Establish volunteer service programs and accept volunteer services,
under

42 U.S. Code 217(b), for use in the operation of a health care facility
or

the provision of health care. Requirements and instructions for
exercising

this authority are found in HHS Instruction 930-2, Accepting Volunteer

Services for Use in Providing Health Care.

2\. This authority may be redelegated with further redelegations
authorized.

B. [Authority Superseded:]{.underline} This delegation supersedes the
delegation memorandum of April 6, 1984, entitled ADelegation of
Authority to Establish Volunteer Service Programs and Accept Volunteer
Services for Use in Providing Health Care, @ from the former Assistant
Secretary for Personnel administration. Existing redelegations made
under that memorandum will continue in effect until new redelegations
are made under the authority of this memorandum.

C. [Effective Date:]{.underline} This delegation is effective on the
date of signature.

John J. Callahan