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Administrative Procedure

AP-760 — Volunteers

Section Seven: Personnel and Employee Relations
Effective Date: May 13, 2019 Last Reviewed: October 4, 2021

Background

Grasslands School Division values the contributions of volunteers in enhancing learning opportunities for students while still recognizing its responsibility to provide a safe and caring environment for staff and students alike.

Definitions

Volunteer – is someone who assists the school and/or students in school related activities, not including division employees, guest speakers, presenters, special visitors to the school or school council members in their role as school council members.

Visitor – is a person who visits the school as a guest speaker, presenter, and / or special person (on a non-regular basis).

In Loco Parentis – Volunteers acting in "the place of parents" are held to a standard of care requiring that they exercise wise and judicious decision making in the best interests of all students.

Procedures

  1. The principal and staff are encouraged to promote the participation of volunteers in the life of the school.

  2. Volunteers, when working with students in any capacity in which he/she may be alone with students, are required to:

    2.1 Submit a Volunteer Recommendation Form to the school principal accompanied by an original and current Criminal Record Check with the Vulnerable Sector check completed;

    2.2 Immediately inform the principal if charged with an offence which would normally cause an alert on a criminal record check or the subject of an investigation by Child and Family Services. The principal may remove the individual from being a volunteer at that time;

    2.3 Abide by the rules of confidentiality as set out by Grasslands School Division;

    2.4 Act in an assisting capacity with teachers and not assume functions considered responsibilities of the teacher;

    2.5 Seek the counsel and take the direction of the principal or designate in any decision area(s) which may be unclear to the volunteer; and

    2.6 Wear volunteer identification provided by the school while performing their duties as a volunteer.

  3. The principal is responsible for:

    3.1 Recruiting and screening volunteers keeping in mind the safety and wellbeing of students and staff;

    3.2 Ensuring that volunteers act in an assisting capacity and do not assume the functions normally performed by the classroom teacher;

    3.3 Developing school processes and procedures regarding the use of volunteers in schools;

    3.4 If the volunteer is acting in a professional capacity (eg. nurse, etc.), ensure that the person is qualified according to provincial requirements;

    3.5 Recommending all volunteer positions in the school, in accordance with this administrative procedure and with school-based procedures; and

    3.6 Submitting Volunteer Registration Forms, with the appropriate CRC, to the district office for final authorization.

  4. Each year, the principal shall ensure that all volunteers whose service may include working alone with students in any capacity, have:

    4.1 A completed and authorized Volunteer Registration Form; and 4.2 A signed confidentiality agreement.

  5. Principals will receive copies of all Volunteer Registration Forms for their school that have been approved by the district office designate. Volunteer Registration Forms will be kept on file at the school until such time that the volunteer is no longer serving in the school.

  6. If a volunteer applicant has a positive result on criminal record or vulnerable sector check, the principal, in consultation with the district office designate, will review the applicant's suitability based upon the following factors:

    6.1 The type of charge or offence;

    6.2 The age of the charge or offence;

    6.3 The type of volunteer work the applicant is being considered for;

    6.4 Whether the information impacts on the applicant's ability to perform the volunteer duties;

    6.5 Whether the behaviour associated with the offence(s) if repeated, will pose a threat of physical or sexual abuse to children or others; and

    6.6 Any other factor(s) which the Principal deems to be relevant.

  7. Volunteers who are in a position to drive students to events must annually complete the required Volunteer Automobile Driver Authorization Form. Principals will annually complete the Volunteer Automobile Driver Requirements Checklist. Please refer to AP 530 Student Transportation in Private Vehicles for the approved forms..

  8. The principal or designate may deny or revoke permission for a volunteer to work in school(s) if the volunteer is deemed unsuitable for a volunteer position, is in breach of board policies/administrative procedures or behaves in a way that is contradictory to the division mission, vision and/or principles.

  9. If an individual has his/her application for a volunteer role denied because of a principal's or district office designate's decision in (6 or 7) above, the individual may appeal the decision to the superintendent. The superintendent shall make a final decision as to the suitability of the individual to serve as a volunteer in Grasslands School Division. The decision of the superintendent is not appealable.

Appendices

1 - Volunteer Registration Form

2 - Volunteer Flow Chart

Appendix 1 — Volunteer Registration Form

Name of Proposed Volunteer/Coach/Supervisor: ________________________________

Activity: ______________________________________________________

Includes Driving Students: Yes ______ No _______

School: ______________________________________________________

Principal: ______________________________________________________

  1. As principal, I have done the following things to satisfy myself that the above named person is an appropriate choice for this role:
  1. I know the recommended volunteer and can attest to his/her character and suitability;

or

I have obtained and retained on file, references from at least two persons whom the volunteer has agreed to have me contact.

I recommend that ____________________________ be approved for the activity noted above. (Name of volunteer)

_____________________________ _____________________________ Signature of Principal Date

  1. As a volunteer leader of students, I agree to abide by the division policies, administrative procedures & school rules/expectations as outlined by the principal. In order to protect students, I have provided names of references, if requested, and I also agree to provide a current Criminal Record Check, including the vulnerable sector check. If this volunteering involves driving students, I will provide a current Driver's Abstract.

_____________________________ _____________________________ Signature of Volunteer Date

  1. Declaration of Confidentiality - As a volunteer leader, I promise that I will maintain confidentiality with respect to information regarding all students or employees of the division. I understand that disclosure on my part of any such privileged information may be cause for the removal of my status as an approved volunteer in the division schools.

_____________________________ _____________________________ Signature of Volunteer Date

  1. I have received an original copy of a current Criminal Record Check and I approve this recommendation.

_____________________________ _____________________________ Signature of Superintendent or Designate Date

Appendix 2 — Volunteer Flow Chart

Grasslands Public Schools — Volunteer Approval Process

Classroom Presenter or Parent(s) invited in for special events. Person is never in charge of or alone with students. Individual is always under direct supervision.

→ No formal documentation is required

School/Classroom Volunteer working directly with children and/or other duties in the school.

No Transporting Students

Transporting Students

Volunteer Coach or Supervisor of Student Clubs or Activities

No Transporting Students

Transporting Students