Henderson Middle School Partner Training Wednesday, October 5, 2016 Henderson Middle School Auditorium 10:00 a.m. – 12:00 p.m.

Overview Today’s Agenda General information FERPA/HIPPA Compliance Sandra Wheeler, RPS Partnerships Coordinator Lorie Coker, RPS Volunteer Coordinator FERPA/HIPPA Compliance Nicole Thompson, Harrell & Chambliss, LLP Title IX Candice Hunter, Chief of Staff

General Information Raptor (Visitor Management System) Sign in is required during school hours Sign in as volunteer (office staff must designate) Wear RPS partner badge at all times Only those in the building during school hours will be issued badges Sign out when leaving Raptor helps us identify who is in the building in case of emergency After school program should sign in if office is open – no RPS partner badge required. Office staff have to designate you as a volunteer – ask them to do this and show them your partner badge. This keeps us from printing a yellow badge each time you enter, saving us $$. The purpose of the badges is to have a name tag in school that doesn’t have to be printed time after time

General Information Emergency Codes & Procedures Please identify and locate your school’s emergency codes & procedures In addition to having the documents located, check with your building administrator for fire drill procedures. If possible, conduct one practice drill.

General Information RPS App Please sign up for the RPS App! This is the best way to get the most timely information on inclement weather, announcements, etc. Schools have budgets for transportation and may use that money at their discretion.

General Information Transportation No in-kind available due to budget constraints Activity bus use may continue based on space At-cost may be available based on staffing Contact Floyd Miles, Director of Transportation, at fmiles@rvaschools.net to determine costs and availability. Programs who have used activity buses in the past may continue so long as there is space – school sponsored activities take precendent. This applies to 2016-2017. Transportation services may be obtained when available,

General Information Background Checks Effective July 1, 2016 – New background check information sheet can be found by going to the community partnerships website and clicking on “Volunteer With Us” Review the volunteer handbook for updates Please visit the Community Partnerships Webpage http://www.rvaschools.net/Page/1325. This should have most information you need to know about volunteer procedures. Lorie will be working on the partnerships page this fall.

General Information RPS: New Year, New Look! New Look, New Logo, New Branding Approved logo and style guide can be found here. Logo use require written permission (email swheeler@rvaschools.net) New website www.rvaschools.net New email handle @rvaschools.net Existing emails will turn off March 2017 Update address books now! Our communications department worked hard this summer developing a new brand for RPS! Please use our new logo, which can be found here.

General Information Flyer Distribution Coming soon via PeachJar Launch timeframe: January 2017 Flyers to students advertising programs or events must be free for students, per RPS policy. Nonprofits may use this service for free. Per RPS policy, we may not distribute any flyers that have costs associated with them for students. If you or your program are offering special programs (winter break, summer) at a reduced cost, you may distribute that information to program particpants, but at this time, we cannot allow distribution to all students in the school. We are working on a middle ground for official partners (those with Partner Agreements) but that will likely happen in the spring or next year.

General Information Permission/Consent Forms ALL Partners who conduct programming on RPS properties are required to obtain permission/consent forms. No exceptions Parents/guardians must consent! Supplied by you. May be distributed by RPS Pictures/media, require a media release clause on consent form. All of you here today are here because you provide programming on school property….

General Information FOIA Any correspondence (written or electronic) with any RPS staff member is subject to the Freedom of Information Act (FOIA). Do not include identifiable student information Remember if it is written, it can be seen by anyone If necessary, call first, email after If you need to discuss a student, do so by phone. If you must write an email, make sure it is professional, and does not identify students. Always re-read emails to ensure they are professional and do not contain student identifiable information. This is for your protection!

Contact Information Community Partnerships Office Hours Sandra Wheeler, Coordinator, OCP Lorie Coker, RPS Volunteer Coordinator, 819.4382 (office) lcoker.contractor@rvaschools.net Office hours: Tuesdays 9:00 a.m. – 12:00 p.m. Thursdays 1:00 p.m. – 4:00 p.m. *except Thursday, October 20, 2016 Office hours apply between 10/18/16-1/2/17

Thank You! On behalf of everyone at RPS, we thank you for being amazing partners! We couldn’t do this work without you! Please pick up your small gift on the way out. Questions?