Background
Students benefit from opportunities to be involved in extracurricular and co-curricular activities. Grasslands School Division staff are the preferred choice to lead such activities; however, the use of adult volunteers as supervisors and coaches may be a necessary alternative to allow such activities to proceed.
Principals are responsible to the superintendent for the administration of this administrative procedure.
Procedures
- Ensuring a safe and caring environment for students must be the primary consideration in the selection and use of volunteers for extra-curricular and co-curricular activities, in accordance with school and board policy and administrative procedures.
- The principal shall be responsible for selection, establishment of roles and responsibilities, supervision, and maintenance of ongoing communication between the school and volunteer coach/supervisor.
- Principals will ensure that the volunteer coach/supervisor is suitably qualified and capable of providing the required service. Principals shall ensure orientation sessions occur and the following topics will be discussed:
- School philosophy regarding the participation of students (i.e. selection, playing time, behaviour expectations, etc.);
- Use of school facilities and equipment
- Safety and medical procedures (i.e. concussion protocols, hazing);
- Supervision expectations;
- Discipline and referral procedures;
- Conducting a parent meeting and communications with parents;
- Finances and fund-raising;
- Transportation procedures;
- Professional development opportunities; and
- Review of board policies and administrative procedures that would impact the operation of the proposed activity. Each orientation session will cover AP 905 – Student Conduct, AP 931- Identification & Management of Concussions, AP 760 - Volunteers, and Policy 110 – Welcoming, Caring, Respectful, & Safe Learning Environments.
- All volunteer coaches/supervisors must meet all the requirements of Administrative Procedure 760 – Volunteers, complete the Volunteer Recommendation Form, the Statement of Confidentiality and provide a current Criminal Record Check (CRC) with the Vulnerable Sector Check. A CRC is deemed to be current if it less than six months old from the commencement of volunteer duties.
- Volunteer coaches/supervisors who will be driving students must complete the Volunteer Automobile Driver Authorization Form (see A.P. 760 – Volunteers).
- For the purposes of screening and selecting of volunteer coaches/supervisors, the principal shall interview prospective volunteers and conduct at least two reference checks where applicable.
- Volunteer coaches/supervisors who are in contact with students who participate in activities that may have athletic injuries including concussions are required to complete the Concussion Awareness Training Tool. A copy of the certificate of completion must be supplied to the Administrator.
- The principal will be responsible for informing parents, prior to the commencement of the activity, if a volunteer(s) will be coaching or supervising students.
- The principal may require additional supervisors to accompany the activity before allowing it to proceed (i.e. provision of both male and female supervisors for co-ed activities).
- Volunteer coaches/supervisors should be encouraged to participate in professional development activities that will enhance their ability to deal with the needs of students involved in the activity. (i.e. coaching certification clinics, first aid programs).
Appendix
1 – Volunteer Coach/Supervisor Orientation Verification
Appendix 1 — VOLUNTEER COACH/SUPERVISOR ORIENTATION VERIFICATION
I, ________________________________________, attest I have had the opportunity to review with the Principal (or designate) expectations related to being a volunteer coach/supervisor for
_________________________________ at _________________________________school.
(Activity/Sport) (Name of School)
The orientation included discussion of the following (please check):
☐ School philosophy regarding participation of students (i.e. selection, playing time, behaviour expectations, etc.)
☐ Use of school facilities and equipment
☐ Safety and medical procedures (i.e. concussion protocols, hazing)
☐ Supervision expectations
☐ Discipline and referral procedures
☐ Conducting a parent meeting and communication with parents
☐ Finances and fund-raising
☐ Transportation procedures
☐ Professional development opportunities
☐ Review of board policies and administrative procedures that would impact the operation of the proposed activity. Each orientation session will cover AP 905 – Student Conduct, AP 931- Identification & Management of Concussions, AP 760 - Volunteers, and Policy 110 – Welcoming, Caring, Respectful, & Safe Learning Environments.
ACKNOWLEDGEMENT:
By signing this, I signify I understand the school's and division's positions with regard to the above expectations, and agree to adhere to those positions through my involvement with students involved in the activity.
_____________________________ _____________________________ Signature Date
_____________________________ _____________________________ School Administrator Signature Date