Special Event Guidelines
University Health will hold special events that you are able to volunteer in as a one-time event. All volunteers attending a University Health event must read and sign this agreement form.
- Completed forms must be returned to: Volunteer.Services@uhtx.com.
- Please allow 2-3 weeks to coordinate an event visit.
- Cancellations must be made 48 hours prior to the scheduled event.
Participant Requirements
Age
Participants must be age 15 or older.
Vaccinations
Participants must be up to date on measles and rubella immunizations, be immune to chicken pox and be in excellent health on the day of the event. Participants must also be COVID vaccinated and updated with their flu shot.
Number of attendees
No more than six members of your organization, including an adult leader, may participate at a time. All volunteers must be accompanied by a University Health staff member.
Attire
All volunteers must present themselves in a friendly, clean and courteous manner at all times. No shorts, tank tops, midriffs or miniskirts are permitted. Child-friendly attire is appreciated.
Patient Privacy Requirements
HIPAA regulations
Participants must protect the privacy of a patient’s personal health information. Any information that may be obtained directly or indirectly concerning patients or their families is confidential. Direct inquiries concerning a patient’s health are prohibited.
Photography
Patient privacy regulations include protection of patient identity. Video recordings and photographs of patients are prohibited without the written consent of the patient or the patient’s parent if the patient is a minor.
With the appropriate consent, University Health staff member(s) assigned to accompany the volunteer group may take pictures for the purpose of general marketing communications, promotion or advertising of special events.
Photographs and video recordings may include event participants and will remain the property of University Health.
Toys and Distributions
Only new, unwrapped toys will be accepted for distribution. All items must be pre-approved by the Volunteer Services Department. No religious-oriented entertainment, activities or gifts will be accepted.
Remember, we have children of all ages and abilities at our facilities—please take this into consideration when collecting donations and gifts for your special event.
Age: Participants must be age 15 or older.
Vaccinations: Participants must be up-to-date on measles and rubella immunizations, be immune to chicken pox and be in excellent health on the day of the event. The COVID-19 vaccine is not a requirement, but we do encourage all of our volunteers to be fully vaccinated against COVID-19.
Number of attendees: No more than six members of your organization, including an adult leader, may participate at a time. All volunteers must be accompanied by a University Health staff member.
Attire: All volunteers must present themselves in a friendly, clean and courteous manner at all times. No shorts, tank tops, midriffs or miniskirts are permitted. Child-friendly attire is appreciated.
HIPAA regulations: Participants must protect the privacy of a patient’s personal health information. Any information that may be obtained directly or indirectly concerning patients or their families is confidential. Direct inquiries concerning a patient’s health are prohibited.
Photography: Patient privacy regulations include protection of patient identity. Video recordings and photographs of patients are prohibited without the written consent of the patient or the patient’s parent if the patient is a minor. With the appropriate consent, University Health staff member(s) assigned to accompany the volunteer group may take pictures for the purpose of general marketing communications, promotion or advertising of special events. Photographs and video recordings may include event participants and will remain the property of University Health.
Only NEW, unwrapped toys will be accepted for distribution. All items must be pre-approved by the Volunteer Services Department. No religious-oriented entertainment, activities or gifts will be accepted.
Remember, we have children of all ages and abilities at our facilities—please take this into consideration when collecting donations and gifts for your special event.