Administrative Procedure 491
VOLUNTEER COACHES AND SUPERVISORS
Students benefit from opportunities to be involved in extracurricular activities. Division teachers 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.
- Parents or community members may lead/supervise extracurricular activities, but only under the direct supervision of an employee of the Division.
- Ensuring welcoming, caring, respectful, and safe environments for students must be the primary consideration in the selection and use of volunteers to assist with extracurricular activities, in accordance with Board policy and administrative and school procedures.
- Principals shall be responsible for approval of volunteers, establishment of roles and responsibilities, supervision, and maintenance of ongoing communication between the school and the volunteer.
- Extracurricular activities involve a varying level of risk. As a result, a volunteer screening procedure must be in place to ensure volunteers are suitable to be working with students and have the appropriate skills necessary to undertake the proposed activity.
- All volunteer coaches and supervisors shall complete the Volunteer Registration Form (490-1) and the Division Confidentiality Undertaking Declaration for Volunteers (490-2), and successful applicants are required to provide a Criminal Record Check. Such forms shall be kept on file at the school, to be updated annually or as necessary.
- Volunteer coaches and supervisors are encouraged to complete the online Respect in Sport Program.
- For purposes of screening and selection of volunteer supervisors/coaches, the Principal or designate shall interview prospective volunteers and conduct reference checks where appropriate.
- Any fee incurred in order for the successful applicant to obtain a Criminal Record Check and Child Intervention Record Check shall be borne by the school.
- The Principal shall be responsible for informing parents, prior to the commencement of the activity, if a volunteer(s) will be coaching or supervising students (under the direct supervision of a Division employee).
- When a volunteer is new to the school and has been approved to lead or assist with a student activity (under the direct supervision of a Division employee), the Principal shall ensure an orientation session occurs in which the following topics shall be discussed:
- any school philosophy regarding the participation of students (e.g., selection, playing time, behaviour expectations, etc.);
- use of school facilities and equipment;
- safety requirements as specified within the Physical Education Safety Guidelines of Alberta;
- supervision expectations;
- discipline and referral procedures;
- communication with parents;
- finances and fundraising;
- transportation procedures;
- professional development opportunities; and
- Board policies and Division administrative procedures that would impact the operation of the proposed activity.
- Verification that the volunteer supervisor/coach has been involved in an orientation session is to be completed, signed, and kept on file in the school office using the Volunteer Supervisor/Coach Orientation Completion Verification Form (491-1)
- Volunteer supervisors/coaches are encouraged to avail themselves of professional development, specifically activities that enhance their ability to deal with the needs of students involved in the activity (e.g., coaching certification clinics, first aid programs).
Section 20, 27, 45, 60, 61, 113 School Act
Freedom of Information and Protection of Privacy Act
Physical Education Safety Guidelines of Alberta
Last Updated: July 2016