Policy Update: Standards of Conduct Regarding Smithsonian Volunteers

OVS has created externally accessible versions of the updated SD 208 directive and relevant appendices for volunteers. These externally accessible versions will be reviewed annually for accuracy and can be found in VSys and linked below.

• SD 208: Standards of Conduct Regarding Smithsonian Volunteers
• Appendix A: Privacy Guidance for the Smithsonian’s Institution-wide Volunteer Management Database
• Appendix B: Volunteer Acknowledgment and Release
• Appendix C: Parent/Guardian Acknowledgment and Release for Volunteers Aged 14-17

This updated directive addresses changes observed in Volunteer program offerings across SI, many of which are reflective of trends seen across the volunteerism field. SD 208’s most significant changes include:

• The “Definitions” section has been expanded to categorize the different types of volunteer assignments, including On-site Volunteer assignments and Off-site Volunteer assignments.
• New language has been added to the “Applicability” section to clarify and expand on types of contributions to the Smithsonian that fall outside the scope of this directive.
• Renamed the “Registration” section to be “Requirements for Registration and Onboarding” and expanded content within section to include required steps for registration and onboarding, additional access requirements, and use of the Volunteer Management Database (VSys) for tracking onboarding requirements.
• Added new section titled “Guiding Principles for Employees Volunteering” to provide expanded guidance on how staff may volunteer with SI, including references to resources on the Fair Labor Standards Act (FLSA).
• Major reworking of Appendix B, Volunteer Acknowledgment and Release to summarize major policies and responsibilities to which Volunteers should acknowledge and agree.

An announcement of this updated directive has been shared with all Smithsonian staff. Current volunteers who have signed a version of SD 208 Appendix B are not required to re-sign this updated version, but must adhere to the requirements within. New volunteers must read this updated version of SD 208 and sign and return Appendix B via VSys or to their supervisor.

Thank you for your continued support and adherence to the policies and procedures related to Smithsonian Volunteers.

For more information on the updated SD 208 or other resources for volunteers and supervisors, please contact Abbey Earich, OVS Deputy Director, at EarichA@si.edu.