1212 - School Volunteers

Community Relations 

1212 – School Volunteers 

The Board of Education (Board) recognizes that volunteers can make many valuable contributions to our schools. The Board endorses a program of encouraging community residents and business partners to take an active role in improving schools and to become volunteers in schools subject to suitable regulations and safeguards. The Superintendent shall establish regulations to accompanying this policy setting forth procedures for volunteerism in the Windsor Locks Public Schools. 

A person interested in volunteering should contact the school principal and complete a School Volunteer Form. Volunteers shall be recruited, screened, and selected in accordance with the regulations accompanying this policy. 

Volunteers may be required to submit to state and federal criminal records checks and a record check of the Department of Children and Families (DCF) Child Abuse and Neglect Registry. No person who is a “sex offender’ as defined by state law may volunteer in the Windsor Locks Public Schools. 

A list of volunteers shall be maintained and updated pursuant to the regulations. Only individuals whose names appear on the list and have received approval may serve as school volunteers. The District reserves the right to discontinue or disallow the services of any volunteer at any time in the discretion of the administration. 

Volunteers must work under the direct supervision of Windsor Locks Public Schools staff. Volunteers are held to the same standards of conduct as school staff and must observe all school rules and Board of Education policies and regulations. This includes, but is not limited to: use of appropriate language, maintaining confidentiality, wearing appropriate attire, and exercising good judgment. 

Appropriate recognition of volunteer services shall be made by the Board and school district administration. 

Legal References: 

Connecticut General Statutes 

10-4g Programs to Encourage Participation in the Educational Process 

10-220 Duties of boards of education 

10-235 Indemnification of teachers, board members, employees and certain 

volunteers and students in damage suits; expenses of litigation 

54-254 Registration of person who has committed a felony for a sexual purpose 

PA 98-111, An Act Concerning the Registration of Sexual Offenders 

Policy Adopted: November 1998 

Revised: June 2019 

R-1212 – School Volunteers 

Definitions of a volunteer 

-Tier I volunteer is an individual, other than an employee, who works with students in the Windsor Locks Public Schools for a one-time specific event held within the regular school day and the regular school year. Examples may include, but are not limited to, a guest speaker in a classroom, a chaperone of a field trip held during the regular school day and the regular school year; a reader participating in a District Read-Aloud Day; etc. 

-Tier II volunteer is an individual, other than an employee, who works with students in the Windsor Locks Public Schools (a) for more than a one-time specific event; or (b) for a one time specific event held outside of the regular school day and/or the regular school year. Examples may include, but are not limited to, volunteers who assist the classroom teacher during a learning center on a monthly basis; a chaperone on an overnight field trip, etc. 

Volunteer opportunities may include, but are not limited to, the following: 

a. Assisting in a classroom, cafeteria, or library when a staff member is present; 

b. Accompanying a class on a field trip during the school day with a staff member; 

c. Assisting during extracurricular events, i.e. dances, fairs, open house, sporting events, etc.; 

d. Chaperoning an overnight field trip; 

e. Reading in a classroom or at read aloud programs; 

f. Assisting in computer lab when a staff person is present; 

Tier II volunteers may be subject to more stringent background checks than Tier I volunteers depending upon attending circumstances such as the nature of the volunteerism, level of contact with students, level of responsibility, etc. 

Procedures for Volunteers 

The following procedures are to be followed in guiding the recruitment, selection, screening, monitoring, training and use of volunteers in the Windsor Locks Public Schools. 

1. Qualifications. Volunteers come from varied backgrounds and of all age groups. The main qualification for a volunteer is that he or she has a desire to give his or her talent and/or time in order to enrich student learning opportunities and the school community generally. 

2. Recruitment. School personnel may recruit volunteers through resources including, but not limited to, parents(s), guardian(s), parent organizations, retired teachers, senior citizen groups, community businesses or organizations, local volunteer centers, and schools, colleges or universities. If a staff person other than the Principal recruits a volunteer, the volunteer’s name and address and contact information shall be provided to the Principal. 

3. Role. Volunteers serve in a supplementary capacity under the direction and supervision of a staff member. They are not a substitute for a member of the school staff. Volunteers are not to be left alone with individual students or groups of students. 

4. Expectations of a volunteer: 

a. Code of Ethics – The role of the volunteer is to support teachers and administrators in their classrooms, office activities and after school programs. Volunteers must agree to abide by the policies and standards set by the schools, such as standards for discipline, dress codes, curriculum and confidentiality. 

b. Confidentiality – During the volunteer’s work in the school, the volunteer may gain information about students, parents, and school staff that must be kept private. This information should be shared only with individuals who have a professional right or need to know. Discussing such matters with anyone else is an invasion of privacy and may cause serious emotional pain to the individual who is the subject of gossip. The right to privacy is protected by law. Sensitivity, empathy, and respect for others are vital to a volunteer’s work in a school setting. 

c. Dependability – When volunteering, dependability is important. The school, staff and students depend on the volunteers to be in the school at the scheduled time. Every attempt should be made to fulfill these obligations, which would involve calling another person to substitute if the volunteer is unavailable at the scheduled time. The volunteer should allow enough time to park, sign in at the office, and arrive at the designated station on time. 

d. Conduct – The volunteer is a role model for students. When in doubt regarding tasks or responsibilities, the volunteer should consult with the teacher, the principal or the volunteer coordinator. Communication is the key to the success of the volunteer program. Teachers and volunteers need to communicate often to evaluate the program. A written or verbal evaluation may be requested by the principal or teacher. This will create an opportunity for both teachers and volunteers to openly express concerns and ask questions about the program. 

5. The role of a volunteer in the discipline of a child or group: 

The staff is responsible for the instruction, safety, and discipline of each student. Volunteers shall not discipline students. The volunteer supplies supportive services and should be comfortable in reminding children of appropriate behavior. Expecting students to behave as they would for the teacher will help maintain consistency of expectations. Specific problems or questions should be directed to the teacher or principal. 

6. Selection and placement. The principal directs the use of volunteers within a school. Volunteer selection and placement shall be on the basis of the volunteer’s qualifications and availability and the school’s needs. Diversity in selection is encouraged and unlawful discrimination is prohibited. A volunteer will be assigned to a staff member only with the staff member’s consent. The relationship between a volunteer and staff member should be one of mutual respect and confidence. 

After review of applicants’ forms, and when all necessary checks are completed successfully, applicants selected as volunteers will be notified and the individual may begin volunteering. Volunteers will be referred to these regulations and be provided a copy upon request. 

7. Screening. All volunteers are required to fill out and sign a “School Volunteer Security Check Form” developed by the District’s Human Resources Office. The form is available at each school or the Board offices. Failure to provide complete or accurate information on such form may disqualify an individual from volunteering in any District school. The falsification or omission of any information on a volunteer form, including but not limited to, information concerning criminal convictions or pending criminal charges, may be grounds for the Superintendent or designee to prohibit the individual from becoming a volunteer. 

No person who is required to register as a sex offender under state or federal law, or whose name is currently listed on the DCF registry, may volunteer in the Windsor Locks Public Schools. 

Volunteers, particularly Tier II volunteers, may be required to undergo a criminal background check or DCF Child Abuse and Neglect registry check and to provide consent for such checks. 

If there are any questions raised from a criminal background or registry check, the matter will be referred to the Superintendent or his/her designee for review. The Superintendent will make a case-by-case determination as to whether to allow the individual to volunteer in the Windsor Locks Public Schools. Prior to making such a determination, the Superintendent or designee shall inform the volunteer and provide an opportunity for the volunteer to respond. 

All volunteers serve at the discretion of the Superintendent or designee. 

8. List of school volunteers. The principal of each District school will annually provide the Superintendent of schools with a list of the names of approved school volunteers. A list of approved volunteers will be maintained at each school as well as at the Superintendent’s office. The list will be reviewed and updated on an ongoing basis as deemed necessary and advisable and such lists shall be updated minimally prior to the start of each school year. On an ongoing basis, the Superintendent will cross reference the list of volunteers with sex offender registry information as provided to the Superintendent as required by law. 

9. Procedures. Volunteers are required to report to the school’s main office and to sign in at the beginning of each visit and to sign out at the end of each visit. Volunteers must comply with requests from school district personnel or school security to show identification and to wear a name tag or badge as directed while volunteering. 

Volunteers at after school events or activities shall report to the staff member or school personnel in charge and sign in and out, wear identifying badges or ID and follow other directives as provided. Volunteers shall cooperate with any additional school or event procedures to ensure safety of students, staff and others. 

10. Training. Upon selection, each volunteer shall be contacted and provided with pertinent information and will be referred to Board Policy 1212 School Volunteers and these regulations. The principal or the staff member to whom the volunteer is assigned shall explain the expectations of the volunteer. The principal or his/her designee will arrange for any training opportunities for those volunteer activities requiring a skill or special knowledge base, e.g., working in the computer lab. 

11. Recognition. The Board and/or the school shall appropriately recognize the service of school volunteers. Such recognition may include, but is not limited to, the conducting of school or District events such as volunteer breakfasts/lunches, ceremonies or the providing of certificates or other recognitions as deemed appropriate.