AP 416
Background
The purpose of this procedure is to formally recognize and support the use of volunteers in schools in the district and to detail appropriate screening and acceptance procedures.
Procedures
1. Volunteers may be engaged as resource people or in supportive services, as follows:
1.1 Resource Volunteers have a relevant area of experience and expertise, and are involved on a short-term basis to enhance the education program e.g.: workshops, concerts, class presentations. Their visits are planned and supervised by a certified teacher. These volunteers usually do not need to complete an application form.
1.2 Support Service Volunteers who directly or indirectly help teachers or groups of teachers to achieve educational objectives by providing non-instructional services, (e.g. team coaches, etc.) are required to complete an application form AP 416-2 Volunteer Application Form.
2. Volunteers, individually and in groups, will be governed by regulations determined by each school’s principal, relating to the internal operation of the school, but no volunteer will be assigned to a teacher without the teacher’s consent.
3. Principals are required to have all Support Service Volunteers complete a Criminal Record Check.
4. The principal can refuse to allow a volunteer to work in the school if these procedures are not agreed to by the volunteer or where the volunteer is deemed not acceptable subsequent to the screening process.
5. For insurance purposes, volunteers will be considered agents of the Board while providing volunteer services.
6. Screening and Acceptance of Volunteers
6.1 A letter of understanding must be signed for those volunteers accepted to work in schools. This letter may be individualized by schools. A sample of the letter is attached. Each school’s letter must include the following:
- the need for confidentiality
- the right to discontinue the services of the volunteer.
- the school year for which the letter is applicable.
6.2 Criminal Record Checks are required for all volunteers.
6.3 The volunteer will not be required to pay for the Criminal Record check as the cost will be covered by the school through the district’s internal accounting system.
6.4 When a principal deems an applicant is unsuitable for volunteering, the reasons for this should be given to the applicant.
Appendix
- AP 416-1 Sample Letter of Understanding (Volunteers)
- AP 416-2 Volunteer Application Form
- AP 416-3 Risk Factor Protocol
- AP 416-4 Confidentiality Understanding - Parent Volunteers and Non-Employees
Reference
(Last Revised: April 2023)