Regulation of the volunteer program “Volunteer at UBB”- Approved by the Senate decision no. 24 512 on September 29, 2015 – Completed and republished by the Senate decision no. 76 on June 14, 2021

Chapter I – General provisions

Art. 1

Babeş-Bolyai University Cluj-Napoca, hereinafter referred to as “The University” or “UBB”, based on university autonomy and Law no. 78/2014 on the regulation of volunteering activity in Romania, organizes the program “Volunteer at UBB”. Based on this program, the framework for the participation of students and young people in voluntary activities carried out within the University (didactic, research, administrative and social) is created.

Art. 2

This Regulation is adopted by the Senate of Babeş-Bolyai University Cluj-Napoca at the proposal of the Board of Directors and the Office for Volunteering.

Chapter II – Organisation of volunteering

Art. 3

(1)        The Volunteer Office is the structure that administers the volunteer program “Volunteer at UBB” within the University.

(2)        The Volunteer Office promotes and manages the “Volunteer at UBB” program and the www.voluntariat.centre.ubbcluj.ro website.

Art. 4

(1)        Each volunteer program will be led by a Volunteer Coordinator, hereinafter referred to as the Coordinator.

(2)        The coordinator is a person who has an employment contract within UBB.

(3)        The Coordinator shall collaborate with the Volunteer office throughout the period of the volunteering program in that structure.

Art. 5

(1)        Volunteering is carried out on the basis of a contract concluded in written form, in Romanian, between the volunteer and UBB, according to the legal provisions in force.

(2)        The volunteering contract is concluded in two copies, one of which belongs to the volunteer, one for the UBB Volunteering Office. The volunteering contract is registered in the Register of Volunteers, managed by the Volunteer Office.

(3)        The volunteer shall carry out his/her activity according to the volunteering sheet drawn up according to the legal provisions. If the activity carried out requires it, the volunteer will sign other annexes to the voluntary contract according to the specificity of each structure.

Art. 6

(1)        The volunteering program can be carried out throughout the year, depending on the needs of the University’s structures.

(2)        The minimum period for which any volunteering activity is carried out is one month.

(3)        Working time is any period during which the volunteer performs the volunteering activities, is at the disposal of the coordinator and performs his/her tasks and duties, according to the provisions of the voluntary contract, the regulation of the volunteering program and the legislation in force. The working time is between 10 hours per month and 80 hours per month, according to the signed contract.

Chapter   III – Obligations of the volunteer

 Art. 7

(1)        The activities carried out within the “Volunteer at UBB” program do not replace other teaching or other activities.

(2)        The volunteer must establish his/her work program together with the coordinator so that he/she can fulfil the obligations associated with attending courses (school or university, as the case may be) or any other obligations incumbent on him/her from third-party activities in which he/she is involved.

Art. 8

(1)        During the volunteering contract, the volunteer will comply with the Internal Regulations within the structure in which he/she carries out his/her activity, as well as any other regulations and provisions applicable within UBB.

Art. 9

(1)        The responsibility of the volunteer will also cover any patrimonial damages that he causes by improper performance or failure to perform the tasks of the voluntary contract.

Art. 10

(1)        The volunteer must comply with the work schedule agreed with the coordinator.

(2)        Unmotivated absence from working hours will be sanctioned with a written warning.

(3)        Upon the accumulation of 2 written warnings, the volunteering contract terminates de jure, by unilateral denunciation from Babeş-Bolyai University, a fact communicated to the volunteer, as well as to the Volunteer Office, by mail, in a decision drawn up and signed by the coordinator, scanned in PDF format.

Chapter IV – Obligations of the coordinator

Art. 12

(1)        The Office for Volunteering will facilitate the elaboration of the volunteer’s protection sheet that will include the rules on Occupational Safety and Health, Occupational Medicine and Emergency Situations, environmental protection. Before starting the volunteering activity itself, the coordinator will hand over this document to each volunteer, based on his signature and will train the volunteer in carrying out the specific activities.

(2)        The designated coordinator is responsible for training the volunteers who are going to carry out their activity within that structure, for their integration in the activity of the structure, as well as for establishing their program.

(3)        The coordinator has the obligation to ensure that the volunteer has optimal conditions for carrying out the activity.

(4)        In situations of indiscipline, unmotivated absences or inappropriate behavior, the Coordinator will propose the termination of the voluntary contract according to the law.

Art. 13

(1)        The coordinator will draw up a monthly attendance sheet for each month in which the volunteering activity is carried out. For this month, the monthly attendance record will be sent to the Volunteer Office in electronic format.

(2)        At the end of the volunteering contract, the Coordinator will draw up a report on the activities carried out by the volunteer as well as the skills developed during the contractual period. The report will be sent electronically to the Volunteer Office. The activity report shall contain the following elements:

• volunteering activities provided;

• the duties assumed;

• acquired skills.

(3)        Based on the report from Para. (2), Volunteer Office issues, after 3 workdays the certificate of volunteering, which will compulsorily include the following items:

• identification data of the Host Organization;

• the registration number and the date of issue of the certificate;

• registration number and date of the voluntary contract;

• the name, surname and identification data of the volunteer;

• the period and number of volunteer hours;

• the name and surname of the volunteer coordinator;

• the name and surname of the legal representative of the Host Organization;

• the statement “The volunteer and the issuing organisation shall be responsible for the veracity of the data and information contained in this certificate”.

Art. 14

(1)        The coordinator is responsible for the correctness of the data reported monthly to the Volunteer office. The reporting of false data will be subject to the provisions of the Internal Regulation of UBB as well as to the legislation in force.

Chapter V – Volunteer selection module

Art. 15

(1)        The selection of volunteers will be made in relation to their abilities and competences, depending on the characteristics of the activity carried out in each structure, by the coordinator.

Art. 16

(1)        The University reserves the right to refuse motivated a candidate’s request to become a volunteer, depending on the type of activity carried out.

Chapter VI – Other reviews

Art. 17

(1)        The duration of enrollment in the “Volunteer at UBB” program will be established in the volunteering contract according to the requested activity. Where appropriate, shorter collaborations may also be accepted, on time intervals or on specific actions.

(2)        Depending on the needs, the voluntary contract may be extended by written agreement of the parties and with the notification of the Volunteer Office, by additional act.

Art. 18

(1)     The interruption of the collaboration in the “Volunteer at UBB” program can be done with a 15-day notice granted to the volunteer or brought to the attention of the Coordinator by the volunteer.

(2)     The period of notice does not apply in the case of the conclusion of the collaboration on disciplinary grounds.

Art. 19

(1)        The negotiation or renegotiation of the voluntary contract will be done at the written request of one of the parties, under the conditions established by the voluntary contract.

(2)     When negotiating clauses and when signing voluntary contracts, the parties are equal and free.

Art. 20

(1)        The misunderstandings arising in the execution or interpretation of the voluntary contract are settled amicably or through the mediation procedure, if the misunderstandings persist, the dispute will be settled by the competent courts of Cluj-Napoca.

Chapter VII: Final provisions

Art. 21

(1)        This Regulation, as well as the subsequent amendments and completions, shall be adopted by the University Senate.

(1)        This Regulation and its annexes enter into force on the date of its approval by the Decision of the University Senate and shall be brought to the attention of the members of the community by publishing on the Universities website.

The amendments to the regulation were approved at the meeting of the Board of Directors of Babeş-Bolyai University on June 7, 2021.

The amendments to the Volunteering Regulation were voted in the UBB Senate on June 14,2021.