3150 – Comprehensive School Volunteer Policy

Purpose

The Board of Education acknowledges the value of a structured volunteer program to support district instructional and extracurricular activities. The purpose of this policy is to:

• Assist staff in providing enriched, individualized instruction;
• Promote public understanding and engagement with school programs;
• Foster stronger school-community relationships through positive involvement;
• Ensure volunteer activities are aligned with student safety and legal obligations.

Eligibility and Scope of Volunteer Services

Volunteers are individuals who willingly contribute time and services without compensation or employment benefits. Approved volunteers may assist in a variety of roles such as:

• Classroom support,
• Tutoring and mentoring,
• Clerical tasks,
• Assisting during extracurricular programs.

However, volunteers may not:

• Be assigned tasks that require transporting students,
• Perform duties traditionally carried out by unionized staff without legal consultation,
• Have unsupervised direct contact with students, unless explicitly permitted under specific programs with proper safeguards in place.

Volunteers must comply with all applicable school policies and may be dismissed if they violate rules or expectations.

Volunteer Application and Screening Process

1. Application Submission:
   • Each volunteer must submit a formal application to the District Office.
   • The form must include disclosure of any criminal convictions.
   • Two non-family character references are required.
2. Review and Approval:
   • The Building Principal reviews applications and forwards recommendations to the Superintendent.
   • The Superintendent conducts the final evaluation and approves qualified applicants.
   • All approved volunteers will be added to the official list of active volunteers.
3. Background Checks:
   • Fingerprinting is generally not required unless volunteers are in one-on-one mentoring relationships.
   • If fingerprinting is required, the district must adopt a formal policy in accordance with the NYS Office of Children and Family Services.
4. Recordkeeping:
   • Records of volunteer applications, approvals, and assignments shall be maintained for a period equal to that of district employee records.
   • Each Building Principal shall maintain a current and complete list of all active volunteers and their assignments.

Supervision, Conduct, and Limitations

• No volunteer shall begin service until background verification is complete and approval is granted.
• Volunteers are to be supervised by designated school personnel at all times while working with students.
• Volunteers shall not access student records or personally identifiable information unless explicitly permitted under FERPA and Policy 5500.

Additional Notes and Legal Caution

• If the district intends to relax prohibitions on unsupervised contact or reassign work traditionally done by employees, legal counsel must be consulted due to potential liability and labor law implications.
• FERPA regulations allow—but do not require—volunteers to access student records under certain safeguards.