Volunteer Application Guide

Welcome to the Department of Molecular Genetics & Microbiology!

Before you start volunteering, please read all the instructions and complete the following steps. If you have any questions, don’t hesitate to get in touch with Shuai Yuan at shuaiyuan@ufl.edu.

Please note:

• The College of Medicine no longer allows volunteer service from any foreign national not authorized to work in the United States. Examples include: H-4, O-3, L-2, F-2, M-2, TD, R-2, B1/B2. 
• Current H-B1’s are prohibited from volunteer services as they cannot work in any position that could be paid a salary.
• J-2’s are also prohibited from volunteer services unless employment authorization/EAD Card.

Application Overview

1. Submit forms
2. Sign the volunteer letter (initiated by our office)
3. Complete background check (initiated by our office)
4. Complete training
5. Bring appropriate documents to finish your paperwork

Step 0

Please remind your PI to send an approval email to Shuai Yuan (shuaiyuan@ufl.edu) to start the application.

Reminders for Volunteer Renewal:

• To ensure a smooth renewal process, we highly recommend you start from here one month before your current appointment expires.
• If you are considering ending your volunteer appointment instead of renewing, please follow the steps in the Volunteer Exit Guide.

Step 1

• Please download the forms below and enter your response directly into the fields. 
• When you are finished, simply save the PDF. Please do not convert it to an image or create a non-editable PDF, as we may need to adjust formatting on our end. 
• Add your last name to the end of the file name as instructed. 
• Upload them through the link to start your volunteer application. 
  • File Upload Link.

Please note: By submitting your forms, you certify that all information provided is true, accurate, and complete to the best of your knowledge. You acknowledge that you are responsible for any false or misleading information.

Forms:

1. New Hire Demographic Form (VOL) – Last Name
2. Emergency Contact Form – MGM – Last Name
3. Volunteer Information – Last Name

Quick Tip

• You do not need to complete the “Hire Date” field on the New Hire Demographic Form. 
• Before completing the Volunteer Information Form, please confirm all required lab-related details with your PI (e.g., work location/phone, volunteer assignment, animal contact, etc.). The supervisor’s signature and date will be added later via DocuSign by our office. 
• The volunteer letter will be issued through DocuSign. Your official start date will be added once the onboarding process is finalized. 
• The HireRight background check invitation will be sent to your UF email address. If you do not yet have a UF email account, the invitation will be sent to your personal email address instead. 
• For Non-UF Students: 
  In addition to the above forms, please upload a JPEG photo for your GATORONE card request following the provided examples. Rename the file using your last name before uploading it to the same link. 
• If you experience issues editing the forms in your browser, using Adobe Acrobat may help. 

Step 2

Please follow these steps to complete your training.

• Go to mytraining.ufhealth.org
• Sign in with GatorLink
• Use the search bar (top right) to find courses by code (See Below)
• Complete the following training

Quick Tip

• If your PI (excluding the McIntyre Lab) confirms that your volunteer duties only involve computer work, you only need to complete trainings 1–6. Please forward your PI’s confirmation email to Shuai Yuan (shuaiyuan@ufl.edu). 
• If you have completed any of these trainings in the past, please ensure that each course has at least one month remaining before its expiration. Trainings that have expired or will expire within one month need to be retaken before you begin volunteering. 
• You can check the expiration dates for your completed courses on your Training Transcript page. 

Step 3

Please use the link to schedule your appointment to finalize your paperwork at the Academic Research Building (ARB), 2nd floor, Fiscal Room R2-231 .
For Volunteer Renewal: If your driver’s license is still valid and the information has not changed, you can skip this step unless our office instructs you otherwise.

• Google Map
• View ARB Entrance
• Download PDF Map
• Schedule Appointment

Quick Tip

• If you use the elevator, the R2-231 (Fiscal Room) will be on your right side.
• A photo will be taken for the conference room (R2-265) during your appointment.
• If running late (15+ min), please use the same link to reschedule.
• Please read the UF IT Policies
• For visa holders: To keep your records up to date, if you travel outside the U.S. during your volunteer appointment, please provide your new I-94 upon your return through our secure Dropbox account.
• Bring Original Documents to Your Appointment (If applicable)
  • Citizen 
    • Driver’s License or Government-Issued Photo ID or Passport 
    • GATORONE card. 
  •  Permanent Resident 
    • Driver’s License or Government-Issued Photo ID or Passport 
    • GATORONE card. 
    • Permanent Resident Card (Green card) 
  • F-1 
    • Passport 
    • US VISA from passport 
    • I-94 and Travel History  
    • I-20 
    • EAD Card 
    • I-797 
    • Driver’s License or Government-Issued ID 
    • GATORONE card 
  • J-1 
    • Passport 
    • US VISA from passport 
    • I-94 and Travel History  
    • DS-2019 
    • EAD Card 
    • I-797 
    • Driver’s License or Government-Issued ID 
    • GATORONE card 
    • Reminders for J-1 Visa Holders: 
      • Read and complete the email regarding “UF DS-2019 and Check-In Information.” 
      • Make sure you have the required insurance before you arrive at UF.