SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE) Memorandum Office of the Superintendent of Schools. 3. Draft Policy developed by Superintendent

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1 SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE) Memorandum Office of the Superintendent of Schools TO: Administrative Officers Presidents: CUPE Local 748, KLTF, KLPVPA, DPAC School PAC s, Student Councils Senior Management, Trustees Joint Safety Advisory Council DATE: July 9, 2018 Re: Proposed Abandoned Policy No. 240 Volunteers 1. Pro-forma presented to the Board 2. Need for Policy approved 3. Draft Policy developed by Superintendent 4. Policy Committee Reviews Policy 5. Draft field-tested for 4 weeks (with electronic circulation included) 9. Feedback reviewed by Policy Committee 8. Wide spread field testing 2 weeks (if necessary) 7. Policy Committee reviews Draft revision 6. Superintendent drafts revision 10. Draft Policy presented to the Board 11. Board approves Policy 12. Policy becomes effective The Policy Committee of the Board would like your comments regarding the attached proposed abandoned policy. In order that the Board can be assured that all parties have had an opportunity to peruse this proposed abandoned policy, please complete the following confirmation and return to Samara Shaw, Executive Assistant, or your response to: samara.shaw@sd8.bc.ca, by no later than August 6, This will confirm that our staff/executive has reviewed the above proposed abandoned policy. Comments attached: No comments on this proposal: Signature (Principal/President/Management/Staff/Group) Name Attached proposed abandoned policy

2 HISTORY: Draft February 18, 2003, February 2, 2004, November 8, 2004 Adopted Dec 7, 2004, Revised May 10/10 Approved June 29/10 VOLUNTEERS POLICY NO. 240 Page 1 of 9 POLICY The Board believes that the active involvement of parents/guardians and appropriate use of volunteers as helpers has the potential to provide considerable benefit to students. In addition, the participation of volunteers increases communication and positive relationships between the school, parents/guardians and the community. While encouraging the community context of schooling, the Board expects its schools to be safe, secure environments for everyone. Therefore, the use of volunteers must be supported by appropriate safeguards respecting the selection and use of volunteers. The School Board, through its employees, must maintain control of school programs and school-sponsored activities. The delivery of effective services to students requires harmony between school staff and volunteers. This policy and its associated administrative procedures are to be considered rules within the meaning of the School Act and to be construed in accordance with the terms of the School (Protection of Parent Volunteers) Amendment Act, REGULATIONS 1. Definitions 1.1 Parent or guardian means a parent or guardian, as defined in the School Act, 1.2 A volunteer is a parent, guardian or other person who has made a commitment that has been accepted by a school to assist the school by handling a number of tasks, at or for the school, without expectation of compensation. 1.3 This policy does not apply to students or to school staff members who volunteer. 2. The Role of Volunteers and Relationships with School Staff 2.1 Volunteers must not be used to provide services that would normally be provided by an employee. 2.2 Volunteers should function as complementary extensions of the staff responsible for the teaching/learning situation; they should not undertake tasks that require them to make program or educational decisions. 2.3 Volunteers must not be assigned tasks that would violate the privacy of students or their families, and shall not be provided access to student records, except that contact information may be provided, where required. 3. Staff Responsibilities for Volunteers and Volunteer Programs 3.1 General Recruitment, selection, assignment and training of volunteers will be done at the local school level. Interested individuals should contact the local school Principal or designate. District-wide protocols and forms shall be used. 1

3 3.1.2 The Principal, or designate, shall be responsible for: Defining tasks assigned to volunteers, in general terms, in consultation with the supervising staff member(s) Screening, selection and interviewing where necessary, of volunteers and specific assignments Orientation and training of volunteers Decisions regarding the continuation or discontinuation of a volunteer s services or a volunteer-based program Overall supervision of volunteers and arranging for specific supervision of volunteers Discussion with all staff, volunteers and the school s Parent Advisory Council of the Board policy on volunteers in schools Handling complaints from volunteers The Principal may delegate to individual staff members the responsibility for assigning tasks to volunteers and monitoring their performance Activities within a classroom shall be coordinated and be under the direction of the classroom teacher. Activities outside a classroom shall be coordinated with and be under the direction of the supervising staff member. The supervising staff member (teacher or other) shall determine the specific tasks assigned to a volunteer. 3.2 Approval of New Volunteer Functions or Programs Relating to Program Delivery The Principal will advise the Superintendent, or designate, of any new program delivery initiatives that are to be of an ongoing nature and dependent on volunteer support. The Superintendent, or designate, will initiate appropriate communication with Unions representing employees prior to the start of the program. 3.3 Screening, Selection and Assignments All volunteers must complete a School Volunteer Information/Application Form, including a release to allow reference checks to be conducted The Principal or designate should review the information/application in light of the School Volunteers Screening Checklist and consider the need for reference checks and/or the need to interview the potential volunteer, giving consideration to the nature of the volunteer activity, the extent of supervision by teaching staff and knowledge of the potential volunteer All volunteers are required to undergo a criminal records check, if necessary Notwithstanding or 3.3.3, volunteers who participate in large single type events such as spring teas, graduations, fairs etc., do no need to complete a School Volunteer Information/Application Form, or undergo a criminal record check When a volunteer will not be under the direct supervision of a teacher or Principal or Vice-Principal and will have regular and ongoing involvement with students, an interview and reference checks may be carried out. The 2

4 Principal may waive an interview and/or reference check where he/she deems it unnecessary. (e.g., the applicant has been otherwise screened such as for a Block Parent Program.) The School District will pay the costs of a criminal records check where a fee is charged Should a criminal record search of a volunteer or information from a law enforcement agency indicate a criminal offence or pending charge, the Principal is authorized to notify the Superintendent who shall determine if the offence or offences are such to prohibit participation as a school volunteer Interviews, reference checks and criminal record checks shall be documented All information obtained through the application forms and interview is to be treated as confidential, and kept on file at the school or Board office A volunteer s services may be terminated at the discretion of the Principal or Superintendent Orientation An orientation program for volunteers should be conducted by the Principal or designate, when needed. The orientation process should include: A general orientation to the school Processes of signing in by volunteers Staff responsibilities with respect to volunteers Review of school confidentiality protocol Confidentiality requirements for volunteers Emergency procedures, including emergency evacuation School code of conduct and relevant District policies, including: anti-discrimination and harassment policies; overview of the special programs and/or services at the school; review of applicable collective agreement provisions; accident procedures, including reporting of incidents; school calendar The supervising staff member shall provide any necessary supervision or direction specific to the volunteer s tasks, with particular attention to procedures relating to the safety of students Where a volunteer works directly with a student who has a medical condition that could foreseeably result in a medical emergency (e.g., anaphylactic shock) to which the volunteer may have to respond, the volunteer shall be provided with appropriate information, with the consent of the student s parent/guardian or of the student, if of appropriate age and capacity. If there is no consent, the volunteer must not work with the student Supervision and Monitoring Volunteers are visitors and must report to the office on arrival at the school, unless other arrangements have been made or approved by the Principal or designate. 3

5 Schools will maintain a list of volunteers and a log book to record the date, name and activity engaged in by the volunteer. 3.4 Notification of Parents/Guardians Principals or supervising staff members will inform parents/guardians when their child is working on a regular basis as an individual or on a group basis with a volunteer. 4.0 Conduct of Volunteers 4.1 Volunteers are required to: Meet all the criteria of conduct and deportment required of School District staff, including the District harassment and non-discrimination policies Not be under the influence of or in possession of illicit drugs or alcohol while students are under their care, while on school property, at schoolsponsored functions, on extra-curricular trips or at any activities involving students Maintain confidentiality and keep all information received and observations made about students, families and staff within the confines of the school Have no access to student records Direct all questions and concerns through District protocols Comply with all relevant and applicable legislation, including the Human Rights Code. 4.2 Complaints about volunteers will be handled by the school Principal, or designate. 5. Annual Review The Principal, or designate, will review the school s volunteer programs with the Parent Advisory Council and the School Planning Council at the beginning of each school year. 6. Approval of Volunteer Support in Areas Normally Handled by CUPE Personnel 6.1 Initiatives that require volunteer support in areas of maintenance or construction work normally performed by CUPE personnel (e.g., construction of playground equipment) will be communicated to the Secretary-Treasurer who will initiate appropriate communication with the CUPE Executive A detailed plan, including a sketch of the proposed project, showing location on the school site (if applicable) is to be forwarded to the Secretary-Treasurer The project will be reviewed by the District Safety Officer and Maintenance personnel to ensure safety of the students and no potential interference with maintenance of buildings and grounds or to underground services The project, after being reviewed by the District Safety Officer and Maintenance personnel, will be returned to the Secretary-Treasurer for review with the Union Executive for their support. 4

6 6.1.4 In all cases, the project will be supervised by an appropriate District Maintenance worker that will be provided by the District. 6.2 Initiatives requiring volunteer support in all other areas of work normally performed by CUPE personnel will be communicated to the Secretary-Treasurer who will initiate appropriate communication with the CUPE Executive. 7. Liability, Insurance and Expenses 7.1 Claims (other than for libel or slander) against volunteers for damages or acts or omissions in providing volunteer services for the Board are barred by the School Act, except where the volunteer has been guilty of dishonesty, gross negligence, and/or malicious or willful misconduct. The Board s liability insurance coverage applies to volunteers in the same way as it does to employees. 7.2 Where any incident or accident occurs that may conceivably give rise to a claim against a volunteer or the School Board, the volunteer must promptly provide all information to the school to enable the school to inform its insurers. Failure to do so may prejudice coverage. 7.3 No honorarium or fee for services may be paid to volunteers. Volunteers may be reimbursed for expenses approved by the Principal. 5

7 SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE) School Volunteer Information/Application Form INFORMATION: The Board believes that volunteers provide considerable benefit for students. In addition, the participation of volunteers increases communication and positive relationships between the school and the community. The Board encourages the use of volunteers in District schools and expects its schools to be safe and secure. The use of volunteers must be supported by appropriate safeguards with respect to the selection and use of volunteers. The School Board, through its employees, must maintain control of school programs and school-sponsored activities. The delivery of effective services to students requires harmony between school staff and volunteers. A volunteer is a parent/guardian or other person, who has made a commitment that has been accepted by a school to assist the school in some manner, by handling a number of tasks without expectation of compensation. There are some basic expectations for volunteers. Volunteers must not be used to provide services that would normally be provided by an employee. Volunteers should function as complementary extensions of the staff responsible for the teaching/learning situation; they should not undertake tasks that require them to make program or educational decisions. Volunteers must not be assigned tasks that would violate the privacy of students or their families, and shall not be provided access to student records, except that contact information may be provided, where required. More detailed expectations are spelled out in School Board Policy No. 240, Volunteers. PROCESS: To protect the safety of our students, all volunteers must complete the application form attached. Each volunteer: Must agree to a criminal record check; Must provide at least three references which may be checked by the principal; and, May be asked to attend an interview with the principal. 6

8 SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE) School Volunteer Checklist for Principals/Vice-Principals School Principal / Vice-Principal The following checklist is provided to ensure that all volunteers have been approved according to Board Policy and is for the school's use and file. Volunteer's name: Date Volunteer begins duties: Volunteer's duties: Checklist Yes No Criminal Record check complete Interview Required If no interview is conducted, please give the reason: Interview completed if necessary References checked if necessary If reference checks are conducted, please give the reason: Application form on file Policy No. 240, Volunteers, provided Teacher informed and approves Orientation provided Confidentiality protocols reviewed Date Principal/Vice-Principal signature: 7

9 SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE) School Volunteer Information/Application Form INFORMATION: The Board believes that volunteers provide considerable benefit for students. In addition, the participation of volunteers increases communication and positive relationships between the school and the community. The Board encourages the use of volunteers in District schools and expects its schools to be safe and secure. The use of volunteers must be supported by appropriate safeguards with respect to the selection and use of volunteers. The School Board, through its employees, must maintain control of school programs and school-sponsored activities. The delivery of effective services to students requires harmony between school staff and volunteers. A volunteer is a parent/guardian or other person, who has made a commitment that has been accepted by a school to assist the school in some manner, by handling a number of tasks without expectation of compensation. There are some basic expectations for volunteers. Volunteers must not be used to provide services that would normally be provided by an employee. Volunteers should function as complementary extensions of the staff responsible for the teaching/learning situation; they should not undertake tasks that require them to make program or educational decisions. Volunteers must not be assigned tasks that would violate the privacy of students or their families, and shall not be provided access to student records, except that contact information may be provided, where required. More detailed expectations are spelled out in School Board Policy No. 240, Volunteers. PROCESS: To protect the safety of our students, all volunteers must complete the application form attached. Each volunteer: Must agree to a criminal record check; Must provide at least three references which may be checked by the principal; and, May be asked to attend an interview with the principal. 8

10 SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE) VOLUNTEER APPLICATION FORM Volunteer s name: Address: Phone: School: Date: Please list and describe the most recent involvement or experience you have had in a school or other volunteer experience: School/Other: Responsibilities: Date: School/Other: Responsibilities: Date: School/Other Responsibilities: Date: Please provide the names and phone numbers of three references Have you ever been charged or convicted of a criminal offense? Yes No Have you ever been asked to leave a school or school grounds? Yes No If you are approved as a volunteer at the school of your choice do you agree to: Respect the confidentiality of students and staff? Adhere to school and District Policies and procedures? Applicant s signature: Date: It is Board Policy that all volunteers in School District No. 8 (Kootenay Lake) must undergo a criminal record check. 9