Halton District School Board Administrative Procedure Topic: Temporary Volunteer Supervisors of Extra Curricular Activities in Schools in Extenuating Circumstances Effective: February 2013 Cross-Reference: Volunteer Management and Screening Practices Manual Concussion Protocol Lightning Protocol Safety Guidelines Risk Management Protocol and Administrative Procedure, 2010 Offsite activities field trips, excursions and Administrative Procedure Student Excursions, 2012 On Ice Activities and Administrative procedures: Head Protection Ice Sports, Helmets for Ice Skating Administrative Procedure Co-Instructionals Canoe and Kayak Guidelines Education Act, Regulation 298/96, s.11 Municipal Freedom of Information and Protection of Privacy Act Physical Education Safety Guidelines (elementary and secondary) Ontario Physical and Health Education Association (OPHEA), 2010 Review/Revision Date: March 2018 Responsibility: Superintendent of Education INTENDED PURPOSE: The Halton District School Board supports the supervision of activities by teachers and is committed to the effective use of volunteers under the direction and supervision of teachers for the safety and security of students, staff and volunteers. In extenuating circumstances, parents and community volunteers may be recruited, screened and assigned sole/direct supervision/coaching/mentoring roles for a school s extra curricular activities. PROCEDURES: 1. Scope and Interrelationship of the Procedure with Other Board Policies and Procedures: 1.1 This procedure is intended to address the use of volunteers in all capacities in schoolsponsored activities that can safely and reasonably be operated with volunteers, as deemed by the administrator. 1.2 The following activities may not be run without the direct supervision of Board staff: 1.2.1 Overnight excursions 1.2.2 Off site field trips involving 50 or more students 1.2.3 Invitational tournaments outside the region of Halton - Athletic competitions that are part of the regular season of play are exempt from stipulation 1.2.4 Any activity that requires teacher supervision according to GHAC and OFSAA rules 1.2.5 Curricular or class-related field trips during the instructional day. 1.3 The use of parent and/or community volunteers is encouraged and remains optional. 1.4 Within a school, volunteers are assigned at the discretion of the Principal and in accordance with the restrictions and requirements outlined in this and other Board policies and procedures. 1.5 Volunteers serving in any capacity are to be assigned appropriately in order to undertake a designated task that supports a classroom, school or Board-sponsored activity.
1.6 Volunteers enhance and support student and school activities at the request and under the direction of Board staff, and the Principal, in particular. 1.7 Subject to the policies of the Board and barring direction or intervention by the Director of Education or designate to the contrary, the Principal of the school in which a volunteer is serving will be responsible for determining that any activity to which the volunteer is assigned is a school-sponsored activity. 1.8 Prior to any volunteer assignments, all volunteers: 1.8.1 have been screened in keeping with Board policies for parent and community volunteers, e.g. criminal background check and vulnerable sector screening; 1.8.2 references have been requested and verified; 1.8.3 are given an orientation to the school as appropriate; to relevant school and Board policies and procedures; and to the role and responsibilities and expectations for volunteers; 1.8.4 receive appropriate in-service from Board staff who have supervisory responsibilities for volunteers to ensure the effective management of all volunteers. 1.8.5 agree to treat as confidential all personal information that they may acquire in the course of their involvement in the activity. 1.8.6 are cognizant of the requirements for supervision of any governing body, e.g. OFSAA, HSSAA, Skills Competition, Sears Drama, or any other festival/performance activities on a regional/provincial/national level. 1.9 Supervision of Students in Extra Curricular Activities: 1.9.1 Volunteers may, at the discretion of the Principal and under direction of Board staff, oversee extra-curricular activities 1.9.2 Community volunteers will be subject a screening process commensurate with the level of risk of the activity as described in the procedure. 1.9.3 Parents of those students involved must sign a consent form acknowledging that they understand that there will be no staff member involvement. 1.9.4 All aspects of volunteer management are being carried out once the volunteer is placed. 2.0 Liability: in any school-sponsored activity that is undertaken by a volunteer, the Board s liability insurance regarding negligence will apply. Volunteers should be aware that the Board s insurance does not include loss-of-income provision should the volunteer sustain an injury that prevents him/her from resuming his/her normal employment. 3.0 Screening and Management of Volunteers 3.1 All volunteers must be assessed for their suitability for placement within a school or program setting. 3.2 The process of screening and management of volunteers begins with the application/recruitment process. Volunteers are subject to ongoing screening and management throughout their extra curricular commitment until the commitment has ended. 3.3 The degree of screening is dependent on the level of risk. The level of risk is defined by 3 factors: (1) the activity itself, e.g. chess club vs rugby, (2) the extent of interaction with and responsibility for students e.g. one time only vs ongoing, and (3) the proximity of Board Staff while the activity is taking place, e.g. in the cafeteria, front foyer vs gymnasium, school field or off site.
Levels of risk are outlined as follows: Levels of Risk Activity Components: activity, duration, proximity Level of Screening Low risk In open, common area, e.g. hallways, library, with intermitten By Principal observation Medium risk In isolated onsite areas working with a group of students in By Central areas that are not proximal to location of Board Staff, e.g. gym Committee music room, school playing field, studio theatre, etc. High risk In isolated area working with one or two students By Central Coaching or other group activity off-site Committee 3.4 Screening includes but is not limited to: a. Volunteer application form b. volunteer intake interview c. reference checks d. coaching qualifications as indicated in the HDSB Safety Guidelines e. criminal background check and vulnerable sector screening f. orientation to the school/board regarding Board policies concerning volunteers such as discipline, confidentiality, and disclosure of abuse g. training related to the specific volunteer position 3.5 Management of Volunteers includes but is not limited to: a. ongoing supervision and evaluation of the volunteer as appropriate b. review performance, retrain or reassign, with increased supervision where necessary, or terminate c. addressing staff concerns regarding the volunteer s behaviour or actions in accordance with Board polices and procedures d. if the degree of risk assigned to a volunteer s task significantly changes, or if a volunteer is assigned a new task with a higher risk level, the screening process should be reviewed e. consideration should be given to hiring additional support staff, e.g. retired personnel, to facilitate ongoing communication with volunteers regarding organizational details of events and problem solving issues arising. 4.0 Determining the Extra-Curricular Activities Being Offered: 4.1 Principal shall complete an extra-curricular activity list outlining extra-curricular activities that can safely and reasonably operate with volunteers. In accordance with section 3.3, activities shall be categorized as low, medium or high supervision required for activities. 4.2 Principal shall consult with their area superintendent for approval of the activities. 5.0 Recruiting Volunteers: 5.1 The principal shall consider volunteers from the parent and school community to support the identified list of extra-curricular activities. 5.2 Volunteers shall express their interest to the principal by: a. presenting their criminal background check with the vulnerable sector screening b. indicating the activity of interest and volunteer s level of experience with the activity c. availability suitable to the activity d. willingness to coach/lead the activity in other schools e. suitability of managing the scope of the activity requirements, e.g. season schedule.
5.3 Once the principal determines the suitability of the volunteer, the volunteer completes the application package. For activities that are defined as medium or high risk, the application package is submitted to the central committee for processing. 5.4 Where a volunteer agrees to supervise an activity that is deemed low risk, the administrator may complete the screening and approval process (see appendices for forms) 6.0 Volunteer Screening Process 6.1 The central screening committee shall be established for the purpose of supporting the coordination of volunteers for medium or high risk activities. The screening committee shall operate under the direction of the Associate Director. 6.2 All decisions by the Central Screening Committee are final. 6.3 The central screening committee shall undertake the screening and management of volunteers on behalf of the Principal in accordance with section 3.5 of this procedure. 6.4 The Principal provides a list of prospective volunteers to the screening committee. 6.5 The central screening committee is responsible for contacting prospective volunteers for the medium and/or high risk activities and completing the screening and approval process in consultation with the Principal. 6.6 After approval, the screening committee notifies the Principal of the suitability of the volunteer. After the Principal confirms the acceptance of the volunteer, the volunteer completes the central training process and commences duties. 6.7 The central screening committee shall provide ongoing support to the principal, as required. 6.8 Where the central screening committee has approved volunteers who are not affiliated with an individual school, the committee shall contact other Principals, particularly those in rural or high needs schools to advise them of the availability of the volunteer(s). 7.0 Volunteer Training 7.1 All volunteers approved by the central screening committee must participate in the central training program and must sign a confidentiality agreement prior to undertaking any volunteer responsibilities which puts the volunteer in direct, unsupervised contact with students. These central training programs will run at regular intervals throughout the year. 7.2 The mandatory training for all volunteers shall include but is not limited to safety and well being of students, e.g. lockdown procedures, concussion protocol, fire safety evacuation, code of behaviour, athletic constitution, related safety guidelines, Anaphylaxis, etc.. 7.3 The Principal shall provide the volunteer with information regarding access to the schools, equipment, and other operational details pertaining to the volunteer activity. 7.4 Any volunteer who will be or may be the sole supervisor of any activity, must be approved by the central screening committee and participate in the central screening program. 7.5 Volunteer sole supervisors must always provide direct, constant visual supervision of the activity for which they are responsible.
Appendix A Parental Consent Form We recognize the level of interest and commitment of some students in organizing an (name of activity). Please be advised that this activity will be run by qualified volunteers. By signing this waiver, you fully understand that the activity will be coached/monitored/guided by a qualified volunteer only, without the presence of school staff. The volunteer supervisor will have access to the student s medical and parental contact information as is required. The qualified volunteer will assume all responsibilities for: permission/medical forms, participant selection, registration, fee collection, where applicable, administration, conduct, transportation, and activity schedule. This activity will be subject to a mid-season review that will consider student conduct and commitment to the activity. By consenting to your son or daughter s involvement in this activity, you understand that there are inherent risks in any activity. The safety and well-being of students is a prime concern and attempts are made to manage, as effectively as possible, the foreseeable risks inherent in any activity. Please call the school to discuss safety concerns related to this activity in which your son or daughter wishes to participate. I GIVE MY CONSENT TO MY (son or daughter s name) from (name of school) to participate on (name of activity). Student s Name: Grade: Parent/Guardian Name: Signature:
Appendix B: Volunteer Coaching Application Form The following form can be used when interviewing a potential coach in any one of the following situations: The applicant is not an administrator or someone with teaching certification. The person s philosophy and/or expertise is unknown. The position to be filled is one of head coach or the person would be asked to coach by himself/herself. The person would be coaching a higher-risk sport as designated by OPHEA Safety Guidelines. The principal or designate decides to formally interview for other reasons. Please record pertinent information on this form and keep on file. Interviewers are encouraged to include additional questions, which would be relevant to their schools. CANDIDATE: Name: Home Address: Phone (home): Phone (work): e-mail: SCHOOL: Principal/Designate: Higher Risk Sport Yes No Phone (cell): Fax: Health Card # (optional): Team in Question: 1. Please describe your previous coaching experience in (specific sport), as well as experience in any other sport. Include number of years you have coached, age range of players, competitive nature of league and any other details you think are pertinent. 2. Provide current certification(s) and/or qualification(s) you hold which would be relevant to coaching. Include name and contact information of person who can verify this information. 3. Describe other coaching development sessions/clinics which have helped you learn more about coaching the sport.
Appendix B Sample Volunteer Coaching Application Form.. continued 4. What are three primary goals that you are trying to achieve as a coach? 5. Do you understand/support the principles of the fair play philosophy in athletics? Yes No 6. Explain how you would apply these principles to your coaching role. 7. How would you set standards of behaviour for the players you coach? 8. Please list two references associated with previous coaching experience. Name (not a relative) Position Phone # This information is collected pursuant to the Halton District School Board s role as employer as set out in the Education Act. This information is collected for employment and human resource planning purposes and is within the guidelines set out in the Municipal Freedom of Information and Protection of Privacy Act, 1989. References listed on this form will be contacted for information with respect to your suitability as a volunteer coach of Halton District School Board s student athletes. Signature of Applicant: Signature of Principal/Designate: Date: Date: Office Use Only References received: Yes No by signature of Principal/Designate: Criminal record check received: Yes No by signature of Principal/Designate: Application accepted: Yes No Orientation session completed: Yes No Signature of Principal/Designate: Date:
Appendix C Volunteer General Activity Application Form The following form can be used when interviewing a potential volunteer in any one of the following situations: The applicant is not an administrator or someone with teaching certification. The person s philosophy and/or expertise is unknown. The position to be filled is one in which the person would be asked to run the activity without direct supervision The principal or designate decides to formally interview for other reasons. Please record pertinent information on this form and keep on file. Interviewers are encouraged to include additional questions, which would be relevant to their schools. CANDIDATE: Name: Home Address: Phone (home): Phone (work): e-mail: Phone (cell): Fax: Health Card # (optional): SCHOOL: Principal/Designate: Activity in Question: Medium/High Risk Activity Yes No 1. Please describe your previous related activities experience in (specific activity), as well as experience in any other related activities. 2. Provide current certification(s) and/or qualification(s) you hold that would be relevant to the activity, if applicable.
3. Describe other experiences that have helped you learn more about this activity. 4. What are three primary goals that you are trying to achieve as a volunteer? 5. How would you set standards of behaviour for the participants in this activity? 6. Please list two references. Name (not a relative) Position Phone # This information is collected pursuant to the Halton District School Board s role as employer as set out in the Education Act. This information is collected for employment and human resource planning purposes and is within the guidelines set out in the Municipal Freedom of Information and Protection of Privacy Act, 1989. References listed on this form will be contacted for information with respect to your suitability as a volunteer coach of Halton District School Board s student athletes. Signature of Applicant: Signature of Principal/Designate: Date: Date: Office Use Only References received: Yes No by signature of Principal/Designate: Criminal record check received: Yes No by signature of Principal/Designate: Application accepted: Yes No Orientation session completed: Yes No Signature of Principal/Designate: Date:
Appendix D Volunteer Reference Check Note: In accordance with the Municipal Freedom of Information and Protection of Privacy Act, consent is required before any references are contacted. Please address each area, noting areas of strength but also of concern, discrepancies, inconsistencies in relation to application/resume and other information gathered. Use follow-up questions as required. Candidate: First Name: Last Name: Position Applied For: Name of Reference: Phone Number: Request by person providing the reference for confidentiality: Yes No 1. How long have you known the candidate: 2. Were you aware of your name being given as a reference: 3. Why would you have been chosen as a reference? 4. If reference is the candidates supervisor (in paid or unpaid position) ask the reference to comment briefly on the following: (Otherwise proceed to number 5) Duties / Responsibilities: Punctuality / Attendance:
5. Please comment on the candidate s: Strengths: Interpersonal Skills: Ability to understand and follow directions: Initiative and self-direction: 6. Would you feel comfortable with this individual working with your students: 7. Do you know of any reason why should not be working in close proximity to students: 8. Is there anything you would like to add: Signature of Individual Conducting Reference Date
School/Volunteer Agreement Appendix E School: Class (or Location): Volunteer directly responsible to: 1. Duties & Responsibilities: 2. Police Records Check: Required and completed with Vulnerable Sector Screening Yes 3. Time Commitment: Morning Afternoon Other Monday Tuesday Wednesday Thursday Friday 4. Starting Date: 5. Absence: Procedure for reporting absence: 6. The Volunteer agrees to: a) Respect the confidentiality of all information that may be received regarding any pupils or staff while a volunteer and refrain from releasing that information to any person in accordance with the Municipal Freedom of Information and Protection of Privacy Act; b) Abide by HDSB Acceptable Use Guidelines regarding appropriate access to and use of the Internet; c) Notify the appropriate person at school as soon as possible when circumstances necessitate his/her absence (planned holidays, illness, etc.); d) Act in accordance with the norms and expectations of the school as provided in the orientation to the school. 7. The School agrees to: a) Provide both initial orientation to the school; b) Show respect and appreciation by giving the volunteer a suitable assignment in line with his/her area of interest and skills; c) Inform the volunteer in advance of all schedule changes (holidays, special events, etc.) 8. The Central Committee agrees to: a) Provide initial and ongoing training and support for the volunteer. Date Volunteer School/Board Staff
Appendix F School Extra-Curricular Activity Log Name of School: Principal: Date: Superintendent: Low Risk Activity: Medium/High Risk Activity: volunteers responsible direct supervision of students in open, common area, e.g. hallways, library, with intermittent observation volunteers responsible for direct supervision of students, alone or off-site, e.g. in isolated onsite areas working with a group of students in areas that are not proximal to location of Board Staff, e.g. gym, music room, school playing field, studio theatre, hockey rink. etc. Activity Risk Level: Low or Medium/High Volunteer (without staff support) Did this activity run last year? Yes or No Length of Activity (e.g. Feb. To May)