Volunteers in Public Schools

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1 Volunteers in Public Schools Kent School District Volunteer Program Manual Successfully Preparing All Students For Their Futures

2 Table of Contents Overview... 2 School/Department Responsibilities... 3 VIPS Online Management System... 4 Volunteer Responsibilities... 6 Other Types of Volunteers... 8 College/University Observations and Student Teaching... 8 Community Organizations with a Memorandum of Understanding (MOU)... 8 KSD Student Volunteers... 8 Volunteer Coaches... 9 Kinder to College Participants... 9 Law Enforcement and Fire Department Volunteer s.. 10 Mentors.10 Board Policies 2022, 3421, 4210, 4215, 5013, 5253, Student Volunteer Form.11 1

3 Volunteers in Public Schools or VIPS The core values of Kent School District are equity, excellence, and community. These specific values are at the center of successfully preparing all students for their futures because they are the levers that drive this district towards achieving a shared vison. A vibrant volunteer program that promotes a proactive involvement of all stakeholders in school district priorities and partnerships aligns with these values. The following content is intended to establish a framework for a districtwide volunteer program as authorized by Policy This program is known as Volunteers in Public Schools or VIPS. The information contained in this manual enables a safe and successful experience for students, staff, and volunteers along with procedures and guidelines to help in these efforts. Community Connections is tasked with facilitating VIPS. This program provides a consistent process districtwide ensuring the volunteer experience is efficient and streamlined in order to begin serving as soon as possible. VIPS Overview School and/or Department Responsibilities and Process VIPS Online Management System Background screening Retention of records Train volunteer Volunteer s Responsibilities and Process Volunteer completes online application and agreements Volunteer updates application and agreements online annually Volunteer completes school specific training Volunteer begins serving District Support Community Connections supports VIPS - Volunteers in Public Schools o Community Connections is available to assist in staff training including an overview of the program and the VIPS online management system. To schedule a training, Faith.Sisley@kent.k12.wa.us. School Safety Services supports the VIPS background screening process. o Contact or Lynda.Stoddard@kent.k12.wa.us Student and Family Support Services support Interpreters. o Contact NOTE: VIPS Manual is available in ecoordinator to view or download. 2

4 School/Department Responsibilities General Information and Expectations Who is a volunteer? A volunteer is any person (other than an employee or contractor) authorized by the Kent School District to assist in school learning, activities, competitions, or events. A volunteer is not: o A visitor at school for a one-time special event such as guest speakers, celebrity readers, career day special guests, and attendees at student productions, competitions, or performances. o Parents who are not serving in a volunteer capacity who are visiting their students schools. Volunteers may be used to assist district personnel in local schools, as well as in district programs, activities, competitions, and events. However, at all times district personnel overseeing the program, activity, competition, or event retain the primary responsibility for supervising, diagnosing, prescribing, instructing and evaluating students. At no time is a school under an obligation to accept the services of a volunteer. The acceptance and utilization of the services of any person on a voluntary basis shall be at the discretion of the school district, and the utilization of such services may be discontinued by the school district at any time. NOTE: Persons seeking to fulfill court-required community service or some other obligation imposed for violations of the law are not allowed to volunteer in KSD. School/Department Expectations Principals and administrators are responsible for the coordination and supervision of volunteers in schools/departments, Board Procedure 5630P - Responsibility. All applicants, with the exceptions below, are required to complete VIPS online application process o Volunteer coaches o College or university students undertaking student teaching, practicums, and internships o KSD student volunteers Background screening According to Washington State RCW ( ) and Kent School District Board policy (5630), all volunteers who have or may have access to children are required to submit to an annual records check through the Washington State Patrol (WSP) criminal identification system prior to any contact with students, including field trip volunteers responsible for students other than their own child. Volunteers are automatically moved to non-approved status at the end of each school year. All approved volunteers must have their ID verified (match photo ID to person volunteering) by a KSD staff member before beginning volunteer service. Schools/departments are responsible for recognizing volunteers and their efforts in helping students and staff be successful. Schools/departments are not required to accept the services of a volunteer. Field trip volunteers or volunteers providing transportation via personal vehicles must provide a copy of valid insurance. This is part of the online application process for those volunteers using it. Schools/departments are responsible for training volunteers. 3

5 o Every volunteer shall be given or have access to a school handbook with the following items: General school rules and expectations Tour of the school/department Restroom locations Staff break room location School/building map Schedule including break time/planning time/lunch time/any special events or assemblies happening during their volunteer service time Telephone instructions how to dial an outside line and main office number School and student safety practices, emergency instructions, and evacuation procedures Training in support of volunteer duties such as copy machine, etc. NOTE: Community Connections works with schools to create handbooks with school-specific information. VIPS Online Management System - ecoordinator Access: Copy and paste into your browser if clicking on link isn t working. Choose Volunteer Administration in Site Links on lower left screen. Log in using your normal KSD log in and password, example: smitha12345e Displayed across the top - Menu Bar; Center - Data Grid, Left screen - Data Grid Menu Bar Navigating the Menu Bar (across top of screen) Account o Log out Tools o Grids Reset grid, Grids (Saved Grids), Search System box all, Last Name, First Name, Volunteer Type, Activity Status The grid screen displays all of your school s volunteers who have submitted an application and it can be customized. In the grid, choose a specific record to customize or choose all records, click Grid Settings in the Tool tab, new screen opens with various options: Available Columns choose information to be displayed in the grid, move to Selected Columns, and rename the grid if you choose, other options, apply, save and close. Can sort much like excel. o Preferences check preferences such as color and graphics Report All use for entire list of volunteers Help Tab under Kent School District Volunteers o Each schools volunteers will be automatically displayed in the Data Grid every volunteer that has checked your school in the application process. 4

6 o Hover over Volunteer Type in Data Grid to see all volunteer types (Note: comma) Navigating the Data Grid Menu Bar (left-side of screen) View/Edit o a box to view that volunteer s profile Personal Additional Info Volunteer Agreement Disclosure Form Volunteer Type Assigned Schools Place of Birth Interpreter Questions Field Trip Drive Questions Notes can add classroom teacher name here Languages other than English the volunteer can speak, read, or write Authorizations permission for Background Check Background Check Volunteer contact team member at each school will receive automatic notification of all approved or rejected volunteers. If a volunteer applicant s is listed in the Sex Offender Database, the applicant is automatically rejected. Disclosure Form - if there are any yes checks on the Disclosure Form, or if there is any criminal history found on the WATCH Report, it is automatically sent to Safety Services for review. In Review - volunteer contact team member checks status of WATCH Report o Identify status using current process o Exact Match Available - send to Safety Services for review, unless it is a returning volunteer with previous approval and there is no new information Safety Services reviews volunteer s information and determines eligibility to volunteer, then approves or disapproves. o Candidate List identify correct volunteer using identification provided such as valid driver s license, and if warranted, send to Safety Services for review Safety Services reviews volunteer s information and determines eligibility to volunteer, then approves or disapproves. o Possible Duplicate Match Found if identification is not possible, use form and thumbprint process for verification, and if warranted, send to Safety Services for review. Safety Services reviews volunteer s information and determines eligibility to volunteer, then approves or disapproves. o Rapsheet send to Safety Services for review, unless it is a returning volunteer with previous approval and there is no new information Safety Services reviews volunteer s information and determines eligibility to volunteer, then approves or disapproves. 5

7 Delete o Volunteer s background check is changed to approved or disapproved. Volunteer and school/department is notified of approval or disapproval automatically. Attachments o Identification photo o Proof of Certification for interpreter o Proof of Insurance for field trip driver History log of all activity on account - send all volunteers on data grid an , or choose a specific volunteer Reports phone list, roster, registered, and labels Volunteer Responsibilities Requirements & Expectations All volunteers, with the exceptions below, are required to complete VIPS online application process o Volunteer coaches o College or university students undertaking student teaching, practicums, and internships o KSD student volunteers Documents needed to complete VIPS application: o A valid U.S. driver's license, U.S. military ID, Washington State photo identification, or U.S. passport shall be used to verify the individual s identity. o A valid account An address may be obtained by searching the internet for a free address such as hotmail.com, gmail.com, or yahoo.com. o Proof of Insurance o Copy of interpreter certification if applicant is a certified interpreter Volunteers can access the VIPS online application at: o Back Ground Check Permission o Acknowledgement o Disclosure Form o Application Type (can choose multiple) Field Trip Driver General Volunteer Interpreter o Create Account/Submit Application VIPS is integrated with Washington State Patrol. Volunteer s information is automatically submitted and VIPS returns WATCH Report results. If no record found on WATCH Report or nothing is checked yes on Disclosure Form, volunteer is automatically approved. The system automatically notifies volunteer and school of approved status via . o VIPS Dashboard includes: Report and view hours 6

8 o o Edit my profile Update contact information or add a volunteer type Volunteer Handbook General and school specific information VIPS automatically notifies volunteers to update their account every August before the beginning of each school year for those wishing to continue volunteering, which generates a WATCH Report and same process as above. Approved volunteer brings photo ID to school/department for verification before beginning volunteer service. Every volunteer shall be made aware of the following expectations. This information is conveyed in the online application: Volunteer applicants shall complete all VIPS registration requirements, including a criminal background check. Volunteers shall be prompt, dependable, and regular in attendance and shall notify school/department if unable to volunteer at their scheduled time. Volunteers shall sign in and sign out and wear a school/department issued ID badge at all times. Volunteer engagement with students shall be respectful and age appropriate and will be held to the adult-student interaction expectations for employed personnel in Board Policy Volunteers shall treat individuals with respect and courtesy and expect the same in return as outlined in Board Policy 5013, Harassment-Free Environment. Volunteers must maintain the privacy of student education records consistent with the Family Educational Rights and Privacy Act (FERPA), special education laws, and corresponding state laws. Volunteers shall not post photos or descriptions of students on a personal website or social media accounts. Exception: volunteer is the student s parent/guardian. Volunteers shall dress appropriately for a school and professional work environment. Volunteers shall respect the school environment by keeping cell phones off or on silent. Volunteers shall focus their attention on the students, especially when on field trips. Volunteers shall not engage in commercial, political, or religious solicitation of students or staff. Volunteers shall report suspected abuse or neglect immediately to the principal, school counselor, or other school district employee. Volunteers shall complete a Volunteer Driver Screening Affidavit of Insurance before using a personal vehicle in volunteer service. Volunteers shall not discipline a student, but report inappropriate student behavior to school staff. Volunteers shall not use school property for personal use. Volunteers shall not bring younger/older siblings or non-ksd students to school during volunteer service. Volunteers shall call 911 and notify staff in the event of an emergency. Volunteers shall be familiar with school safety and evacuation procedures. Volunteer concern or issue procedure: 1. Discuss concern/issue with teacher or supervisor first; then if not resolved, 2. Discuss concern/issue with principal or department head; then if not resolved, 3. Discuss concern/issue with school improvement officer who provides final resolution. 7

9 Other Types of Volunteers College/University Observations and Student Teaching University-required observations o Students contacting a school or department regarding completing a university-required observation period before entering a teaching program shall be treated as any other volunteer and complete the online application process. It is imperative to ask the student if this is a prerequisite to being accepted into a teaching program or if the student is already enrolled into a teaching program. Many universities require students to complete a classroom observation period before being accepted into a teaching program known as pre-program observations. The requirements for these observations usually consist of hours of observing teachers performing daily routines. Student teaching, practicums, and internships o Students enrolled in a teaching program shall be referred to Human Resources for processing. o Guidelines for student teaching, practicums, and internship placements can be found on the KSD Careers page of the Kent School District website. Note: These students (as well as any other volunteer) shall not be relied upon for student supervision. They may participate in assisting the teacher, but they may not supervise students either in the classroom or other situations even for short periods of time. Community Organizations with a Memorandum of Understanding (MOU) There are a number of community organizations that have MOUs with the District. A MOU is similar to a contract and stipulates the terms of the arrangement or partnership with the Kent School District. The terms of the MOU determine the type of background check required and whether or not the individual completes the online application process or is processed through Human Resources. o If there is a question regarding the type of background check an individual should have, please ask if there is a contract or MOU with the group. Depending on the level of supervision, a state and FBI background check might be required. If both a state and FBI background check are required, the individual should be processed by Human Resources. The volunteer or the community organization will be assessed a fee (approximately $45.00), unless otherwise stipulated in a MOU. Sea Mar/LEAP Peer Leaders require an FBI and state background check and should be referred to Human Resources. KSD Student Volunteers Student volunteers are not required to complete the VIPS online application process. Must be a current KSD student. Must complete Student Volunteer Form located on page 11 of this manual. 8

10 o Form is to be updated each school year of student s volunteer service and kept on file at student s school. A copy (or electronic scan) of the signed form must be sent to the school where the student volunteer will be serving. Volunteer service shall be at a school where the student is not enrolled. Principal approval is required from both the student s principal and the principal of the school where the student wishes to volunteer. If there is a reason that a student should not be allowed to volunteer, the student s principal shall notify the principal of the school where the student wishes to volunteer. KSD Volunteer Coaches A disclosure form, a WATCH report, and a copy of Washington State photo identification or U.S. passport is required for volunteer coaches. Athletics and Activities Department is responsible for this process. Building athletic directors will send the names of all approved athletic volunteers at the end of each sports season to the District Athletic Department. Additional requirements for volunteer coaches o First Aid and CPR certification o WIAA Clock-hour compliance Kinder to College Participants All parents are invited to participate in a Kinder to College field trip. Parents participating in the field trip have the option to attend as a parent participant accompanying their own student or as a volunteer chaperone helping with other students. Parent/Guardian Participant o Parents/guardians participating as a guest, supervising only their own student. Their role does not include supervising other students. A parent/guardian participant should not be left alone with other students without an approved volunteer chaperone or KSD staff member present including restroom breaks, group breakout sessions, campus tour, or in any other situations on a field trip. o District policies and procedures for parent/guardian visitors should be followed. Volunteer Chaperone o Volunteer chaperones are parents, or any non-district adults, who have completed the Volunteer Screening Process and have been approved prior to participating in a Kinder to College field trip. Non-KSD students (other children such as younger siblings not yet attending KSD): The Kent School District is not able to transport non-ksd students on KSD buses due to liability. If parents have non-ksd students they wish to bring, they would need to arrange their own transportation. Individuals wishing to bring non-ksd students are not allowed to be a volunteer chaperone; however, they can be a parent participant. If there are any questions about non-ksd students using KSD buses, please contact the Transportation Department at

11 Law Enforcement and Fire Department Employees Volunteers who are currently working in law enforcement or are employed by the Fire Department shall complete the VIPS online application process, then have their photo ID checked by KSD staff member before serving. Mentors Mentor volunteers are required to complete the VIPS online application process. Persons interested in mentoring students require specific training for a mentoring role. The Kent School District partners with Communities in Schools of Kent to provide mentor training and placement at KSD schools. If there is a volunteer who wants to mentor, forward their name and contact information to Faith Sisley in Community Connections. Board Policies All board policies can be found online at Policy 3421 Child Abuse, Neglect, and Exploitation Prevention Policy and Procedure 2022 Electronic Resources Policy Possession of Weapons on School Premises Policy 4215 Use of Tobacco/Tobacco Products on School Property Policy 5031 Harassment-free Environment Policy Drug-free Environment Policy 5253 Appropriate Staff/Student Interactions Policy and Procedure 5630 Volunteers in Public Schools 10

12 STUDENT VOLUNTEER FORM STUDENT COMPLETES THIS REQUEST FORM AND SUBMITS TO STUDENT S PRINCIPAL Student s Name Student s Grade Student s Contact Information: Phone Volunteer at (provide name of school/s and, if known, the teacher and grade) Reason for volunteering (use this space for a volunteer group submission) Student s Teacher/Advisor Approval (not required) Student s Principal Approval o If there is a reason why this student should not volunteer, please inform the principal at the school where the student wishes to volunteer. If approved, send the signed form to the school/s where the student wishes to volunteer. If not approved, notify the student of non-approval. Volunteer Service School Teacher Approval (not required) Volunteer Service School Principal Approval Date After the approval process is complete, notify student of volunteer status. NOTE: This form must be updated, approved, and signed by the principals of both schools each school year the student is in volunteer service. If there is a group of students volunteering from a class or program, one form can be completed by the teacher/advisor with a list of names attached and submitted to the principal for approval. Contact: Community Connections, or Community.Connections@kent.k12.wa.us

Volunteers in Schools

Volunteers in Schools REGULATION MONTGOMERY COUNTY PUBLIC SCHOOLS Related Entries: Responsible Offices: ABA, ABA-RB, ABC, ABC-RA, CNA, CNA-RA, COA-RB, EIB- RA, GDA-RB, IPD-RA, JHC, JHC-RA Chief Academic Officer Deputy Superintendent