Administrative Procedure 491
VOLUNTEERS IN SCHOOLS
The Division values the contributions of volunteers while recognizing its commitment to ensure the safety of students.
is a person who volunteers his/her time in a school to assist students and staff. This may be on a one time basis or over an extended period of time and may include time in the classroom, the school or as a supervisor on a field trip, an individual volunteering for specific programs such as a fine arts productions, or a speech and debate event or a coach of a school sports team.
- The Principal shall ensure that prior to volunteering, all volunteers will complete the EIPS Confidentiality Undertaking to make a declaration that they do not have a criminal record.
- The Principal has the discretion to request that additional information and records be provided if circumstances warrant.
- The Principal shall ensure that any volunteer that is expected to spend an extended period of time with students and/or with student(s) in an unsupervised setting provides a copy of a current criminal record that is satisfactory to the Principal prior to undertaking such activity.
- If a criminal record check is deemed necessary, the school shall provide the volunteer with a Request to Waive Fees for Criminal Record Check explaining that the application as a volunteer in a non-profit organization and therefore the fee should be waived.
- If a volunteer is serving for an extended period of time due to coaching a team or supervising a club for example, the volunteer shall participate in and comply with the training deemed appropriate by the principal or Human Resources such as Respectful Working and Learning Environments, Professional Boundaries, Occupational Health and Safety.
- For the purpose of this administrative procedure, a current criminal record check is one that is less than one year old.
- If the result of the criminal record check indicates that a record exists, the Principal shall not accept the volunteer application.
- An applicant who has a criminal record may appeal this decision in writing to the Associate Superintendent, Instructional Services. The result of this appeal shall be final.
- Volunteers shall complete all required form(s) annually. All documents pertaining to the application of a volunteer shall remain in the school for the balance of the school year.
- If a person wishes to volunteer in more than one school during the same school year, the Principal of the first school may forward the documents to the other school(s).
- The Principal/designate shall provide the volunteer information with pertinent Division Policies and Administrative Procedures and expectations which they will be expected to follow.
- The Principal may deny or revoke permission for a volunteer to work in schools if the volunteer is in breach of Board Policies or Administrative Procedures or if the Principal considers it advisable.
- Whenever possible, volunteers should be supervised by a staff member identified by the Principal/designate.
- The school shall establish an appropriate tracking system to verify the identification of volunteers and determine the number who are at school at any one time.