Procedures & Guidelines

There are many opportunities for enhancing your child's education through your volunteer support: in the classroom, the office, the library, on field trips, or preparing for activities from your home, to name a few. The purpose of this section is to provide you with some general information and guidelines that will help you to be more effective in your role as a volunteer, as well as to give you a more positive and rewarding experience.

If you have any questions about volunteering, please contact our school-wide Volunteer Coordinator Vinita Alwyn ( or PTA President Christl Denecke (


You are a trusted partner in promoting student learning and enrichment. Be aware of how you relate to diverse groups and remember to treat all children with respect and in an equitable manner.

In all areas of volunteer work at Bubb, confidentiality plays a crucial role in the staff/volunteer relationship. It is imperative that the staff feel confident that you can be trusted to act in a professional, trustworthy manner regarding any information you observe or infer about a student, a group of students, or staff members. Any problems, concerns, or complaints should be discussed with the person being assisted first, and then the Volunteer Coordinator if you are unable to resolve them. It is not appropriate to discuss the behavior of students or teachers with others.

We ask that all weekly or bi-weekly volunteers sign a non-disclosure agreement and turn it into the school office. Your child's teacher will get it to you or you can print and sign the form.

Dress Code

Please dress in a manner appropriate for the activity for which you volunteered.

Emergency Procedures

In the classroom, follow the teacher's instructions according to Bubb's Emergency Preparedness Plan. Bubb staff has been trained in emergency procedures. Each room of the school has an Emergency Exit Plan to be followed in the event of a fire or earthquake. The plan is posted on a red sign by the door of each room. Please be sure to review it.

Buses used for field trips are equipped with radios and emergency first aid equipment. Teachers carry cell phones on local, walking field trips.

Field Trips

The following guidelines have been established by the school district:

General notes

  • Your role on a field trip is often that of a docent or teacher. If you receive materials in advance, please review them so that you can help the students as much as possible.

  • You are responsible for other children as well as your own.

  • Siblings are not allowed on the bus; it is the individual teacher's decision whether to allow siblings in private automobiles or on walking field trips.

  • Please remember that this is not a family trip, but a school trip where all children are expected to learn.

  • Socializing with other parents is to be kept to a minimum; you are there to be with the children.

  • Contact the teacher as soon as possible if you are unable to help with a field trip for which you were planned.

At School

Assist with lunches, name-tags, last-minute visits to the restroom.

On the Bus

  • Try to sit near an emergency exit.

  • Follow bus safety rules.

  • Model and encourage appropriate behavior.

  • No food, drinks or chewing gum are allowed on the bus.

  • If a problem occurs, ask the teacher for assistance.

  • Try to engage the children in conversation; they like to share their thoughts and ideas.

  • After arriving at your destination, check the bus for stray belongings.

At the Destination

  • In theaters and buildings, try to sit near to and be aware of emergency exits.

  • Keep the children assigned to you together. Throughout the trip, take head counts. There will be a designated place to meet in case a child or an adult gets lost.

  • Remind children to be good listeners and to demonstrate politeness toward guides, students and others.

  • Each trip is meant to be a learning experience. Encourage children to relate what they are seeing to their area of study.

  • Notify a teacher if extra assistance is needed for any reason.

  • Please review the specific objectives of the trip. This may help you to decide what should be seen during any optional time.

Back at School

  • Stay with the children until the teacher assumes responsibility.

Health and Safety

For the protection of both volunteers and students, the school district has established the following policy regarding tuberculosis tests:

  • All volunteers who have contact with children on a regular, ongoing basis must provide evidence of a negative tuberculosis test before beginning their service.

  • Test results will be kept on file in the school office and must be updated every four years.

  • Testing is provided by most medical institutions including your own physician or the Rotocare Free Clinic in Mountain View.

Please contact the School-wide Volunteer Coordinator if you need more information regarding this testing.

For the safety of both volunteers and students, it is the school's policy that a volunteer should never be left alone with one student in an isolated area. Volunteers can work with groups of students or alone with a student only in an open area of the classroom.

Insurance Requirement

It is school district policy to require evidence of automobile insurance for any private vehicles used for field trips, district business and other school sponsored activities. In the event of an accident, the parent volunteer's own insurance coverage is considered primary. A Certificate of Insurance is to be submitted by the insurance company to the district office on behalf of any volunteer anticipating the possibility of using his or her personal automobile for school related purposes. Please contact the school district for more information.

Notification of Absence

Please call the school office as soon as possible if you will be late or absent. The teacher has planned his or her day around having another adult in the classroom. Many times, the lesson cannot be carried out without you. This results in the loss of valuable learning time for the students. Teachers count on volunteers!


Volunteers may park on the streets near the school. Please avoid areas which are designated for passenger loading and unloading only. Do not park in either of the lots in the front or back of the school, as these are designated for staff use.

Volunteer Appreciation

In recognition of the valuable help volunteers provide to Bubb, the staff organizes a Volunteer Recognition event each spring. The PTA Board joins the staff in recognizing the incredible efforts of all our volunteers and awards special recognition for outstanding volunteer service. The teachers, staff, and students at Bubb work hard to put on a lovely event for our volunteers, so please do plan to attend and enjoy!


School liability insurance does not cover siblings accompanying volunteers in the classrooms, on the playground, or on buses used for field trips. It is the individual teacher's decision whether to allow siblings on field trips in private automobiles or at class parties.

Procedures

For the safety of all children and staff members, all volunteers working at the school are asked to sign the Visitor’s Log at the school office and wear a volunteer name tag. Students are taught that adults without volunteer identification should be avoided and reported to the office. It is also important to sign-in at the office whenever you are on campus during school hours so the staff can account for everyone on campus in the event of an emergency.

Use of Staff Lounge and Restrooms

Teachers use the lounge to relax, to consult with other staff about school issues and to phone parents. To protect their privacy, volunteers are asked to avoid the Staff Lounge during recess and lunch periods. The Lounge is open to volunteers as follows:

  • 8:05 - 10:00 a.m.

  • 10:20 - 11:15 a.m.

  • 1:05 - 2:35 p.m.

The Staff Lounge is always off-limits to children.

Volunteers are welcome to use the adult restrooms in the Staff Lounge.

Volunteer Log

Each time a volunteer serves, the time spent should be reported via the online Volunteer Hours Report Form or in the Volunteers' Log in the office. This includes time spent at home preparing for activities, accompanying students on field trips, working in the office, library, classroom, or helping at an event like Gold Rush, Williams Bubb, Talent show, Walkathon Party, etc. You can report monthly, weekly, or for each event. You may also contact Dan Cheng (, our PTA Historian, to record the time you have served.

The record of volunteer hours is important because it is used for PTA audits, advocacy and grant applications, as well as to help maintain our tax exempt status.

Please report your hours, and thank you for all your time, energy and support for Bubb School!

Working Off-Campus

Throughout the year there are a number of opportunities for serving as a volunteer from home or off campus. Please keep a record of your time and report it online using our Volunteer Hours Report Form, record it in the Volunteers' Log Book in the office when you have the opportunity, or email Dan Cheng (