Minor Volunteer

A minor is any person under the age of 18 years who is required to attend school. Under the provisions of State and Federal laws and regulations, as well as Caltech policy, minors may not be employed or volunteer in any hazardous occupations. Because the restrictions can be complex and also vary according to the age of the minor, please consult with Human Resources regarding each specific minor. Examples of hazardous occupations include positions involving:

1. Working in or about an area with explosives;
2. Driving motor vehicles;
3. Transportation of hazardous materials;
4. Operation of power driven wood working machines, circular saws, band saws, guillotine shears, chainsaws, reciprocating saws, wood chippers, and abrasive cutting discs;
5. Operation of power driven hoisting apparatuses, including for example, operating or assisting to operate certain elevators, cranes, derricks, hoist, riggers, forklifts, or high-lift trucks;
6. Operation of power-driven metal forming, punching, and shearing machines;
7. Work performed in or about boiler or engine rooms;
8. Roofing operations and working on or about a roof;
9. Excavation operations;
10. Work in connection with maintenance or repair of Institute machines or equipment; and
11. Exposure to radioactive substances and to ionizing radiation.

Please review Caltech's policies on the protection of minors for further information.

All minor volunteers must go through the minor volunteer process outlined below, regardless of the assignment's duration or whether the type of access is on campus or remote.

Minor volunteers must have their assignments approved by Human Resources before they can start volunteering at Caltech. Additionally, minor volunteers engaging in lab activities must be supervised and accompanied by their faculty sponsor or mentor at all times.

Important note: The Institute cannot support minor volunteers who are from outside the Pasadena area or from out of the country.

Additional options for bringing minors to Caltech:

• Center for Teaching, Learning, & Outreach (CTLO)
• By submitting a job requisition in Taleo for Caltech employment

All minor volunteer requests must be initiated through the Visitor Access Request (VAR) process. Plan accordingly, the minor process generally takes 4-6 weeks to ensure compliance with mandated reporter requirements and compliance checks.

Please note that any Caltech employee that is engaging with the minor must complete Mandated Reporter Training and Background Screening, which will be initiated by Human Resources. For more information on mandated reporters, review the protection of minors website.

To view Visitor Access Request (VAR) process in more detail, please refer to VAR Process.

Step 1: Initiate Volunteer Request 

• Submit visitor request by going to VAR found under system app in access.caltech
• Collect the following information, among other details:
  • Minor and Parent/Guardian Name
  • Parent/Guardian Contact Information
  • Name of Sponsor and/or Delegate
  • Name of Individuals interacting with minor

Step 2: Faculty/Sponsor/Delegate Completes Application

• Reviews existing information and answer questions pertaining to minor volunteer activity, including research questions.

Step 3: Minor Volunteer Completes Application

• Minor and parent/guardian will receive an email with instructions on how to complete their application.
• Parent/Guardian receives an email notification and is encouraged to review the application and communication with the minor before submission.

Step 4: Division/Department Approver Reviews Request

• Makes determination to approve or reject request. If approved, the request moves forward to Human Resources for review.

Step 5: VAR Compliance Review

The following departments will review the minor volunteer request:

• Human Resources & Employee and Organizational Development: Ensure that Caltech employees engaging with minors have completed appropriate compliance requirements including Mandated Reporter and Background Screenings.
• Environment, Health, & Safety: Review any potential hazards associated with the specific research, type of equipment to be used, and any potential chemical, biological and/or other exposures.

If minor is 15 years of age or under, Assistant Vice President for Human Resources will review volunteer request.

Once the request is approved by the departments above, Human Resources sends the volunteer packet to the minor and their parent/guardian.

Step 6: Minor and Parent/Guardian Complete Minor Volunteer Packet 

The minor volunteer and parent/guardian will receive an email from VARCaltech.edu with the Minor Volunteer Packet, which includes the following forms:

• Volunteer Agreement and Release Form for Minors
• Confidentiality and Non-Disclosure Agreement Form
• California Institute of Technology Patent and Copyright Agreement

Final Step

After receiving the completed packet, Human Resources will notify Division/Department when record is set up and provide the UID number.

Please visit Caltech Help to request: Access Credentials, Building Access & ID card request.