Volunteer Orientation Shelby County Public Schools Volunteer Orientation

to more than 5,400 students in Shelby County Public Schools. Thank you ! By signing on as a volunteer, you become a member of our team of professionals that proudly provides educational services to more than 5,400 students in Shelby County Public Schools.    

Approved Volunteers We ask that all volunteers complete the volunteer application in full each year. The volunteer application forms are sent home with your child the first week of school. A periodic criminal background check shall be conducted on each person submitting a volunteer application. If you have not completed and returned the SCPS Volunteer Application form, you have not been approved and will not be allowed to volunteer at any SCPS. All Volunteers are required to complete a Volunteer Confidentiality and Orientation Training, after which they may begin their volunteer service.

Please remember….. Sign in at the front office of the school when you volunteer during the school day. Check the “volunteer” box on the sign in sheet. Wear a visible “volunteer” or “visitor” sticker/badge when in the school building. Keep track of the hours you volunteer during non-school time and report those hours to the sponsoring organization (i.e. booster club, coach)

Background Checks In the fall of 2012, the Administrative Office of Courts in Frankfort announced it would no longer be able to conduct the complimentary background checks on potential volunteers. They AOC now charges each school district a $10.00 fee for every background check. The Shelby County Public Schools will NOT charge volunteers to conduct their background checks. However, we offer volunteers the opportunity to donate $10.00 to help offset the cost to the district. If you chose to make a donation, please make your check payable to the Shelby County Public Schools.  

You MUST be an Approved Volunteer in order to: Volunteer with a group of students in the classroom Volunteer during special events (dances, parties, etc) Chaperone Field Trips Volunteer at a school office, copy room, cafeteria, library, etc… Volunteer at evening functions in which the individual parents of students are not involved.

If you are not an Approved Volunteer… You may visit your student during the school day. You may eat lunch and participate in any school activity in which you are with your student ONLY. You may attend field trips, but can not interact or supervise other students. You may not ride a SCPS bus to an event or field trip.

Supervision and Rights of Refusal Volunteers always work under the direct supervision of the professional staff at each school. Volunteers serve only for teachers and staff who have requested the services of the volunteer. Shelby County Public Schools is responsible for the education, safety and well-being of each student. For this reason, please understand that a staff member may request the reassignment of a volunteer whose actions are not in the best interest of the school or students.

Registration and Name Badges Upon entering the school for volunteer work, each volunteer must sign in at the main office or a designated volunteer sign-in area. For security reasons, ALL volunteers must wear the appropriate volunteer name badge for proper identification. Name badges will available at the sign-in area or main office.  

What Is Confidentiality? Protection of All Personally Identifiable Data, Information, and Records Collected, Used or Maintained by an Agency Confidentiality Requirements also Apply to Discussions about a Student and the Student’s Records Confidential Information !

What is Personally Identifiable Data ? Name of Child, Parent, or Other Family Member Address of Child A Personal Identification Number (SSN or Student Number) Personal Characteristics or Other Information to Identify Child (bus number, hair color, etc.)

Students and Student Records Teachers and volunteers are bound by a code of ethics to keep confidential matters within the school. Please do not discuss a child’s school progress or difficulties with his/her parents. This is the teacher’s responsibility.   A child’s academic performance or behavior is to be discussed among the school personnel, the student, the students parents, and no one else.

Confidentiality in a nutshell….. During your volunteer time at any school or school function, you may see or hear information about a teacher, student, or student family. When you signed your volunteer application form, you agreed to keep any student, family, and teacher information completely confidential.  

Harassment and Discrimination Policy Harassment and discrimination is prohibited at all times on school property and off school grounds during school-sponsored activities. This prohibition also applies to visitors to the school who may come into contact with employees and students.

Volunteering Tips…. Dress appropriately for the school setting . Understand that each school setting is unique. Become familiar with each schools’ procedures. Review the school’s crisis procedure guide, know what to do in an emergency event such as a fire, tornado, earthquake, lock down, etc… Be dependable and on time. Call the school if you have to cancel. Follow directions to the best of your ability. Ask questions if you are unsure about anything.

You are responsible for the students Students should be supervised at all times Never ask a student to do volunteer errands for you. If a student is injured while doing a task you were assigned, you almost always be found liable for those injuries. If a student discloses an issue to you in the course of your volunteering that might imply any type of abuse or neglect, it is your duty and responsibility to report this to the teacher, school counselor or principal. DO NOT give advice or ask questions of the student. Listen and then immediately find a school staff member.

More advice on volunteering…. Hold high expectations for students. Respect all students regardless of their differences. Maintain eye contact and listen when students talk. Kneel or stoop to their eye level as you talk with students (esp. primary students).

Never Assume! Never assume that problems have been reported by someone else! e.g. If you see water on the floor, report it to a custodian or the office staff. As a volunteer you are expected to act as a reasonably prudent person would in the same circumstances.

Please Note: Assisting with physical education or athletic teams requires special training. Please contact your principal or athletic director for more information in this area.

Points to Ponder

While shopping at Wal-Mart, an adult in the community says, “My child will be in third grade next year and I’ve heard Mrs. Smith is a bad teacher. You volunteer in her room, give me the dirt." Scenario #1

No information may be released to the community member concerning this teacher. As a volunteer, an appropriate response would be, “I am not able to disclose information about faculty and staff in our school. However, if you have a concern you may want to discuss it with the school principal.” Answer

You are a regular volunteer in the office and a parent says to you, “I came to pick up my child at school today and there was a police car outside. What happened?” Scenario #2

No information may be released to the parent concerning this situation No information may be released to the parent concerning this situation. As a volunteer, an appropriate response would be, “I am not able to disclose information about any student related issues.” Answer

A parent confides in you that a 5th grade boy in Mr A parent confides in you that a 5th grade boy in Mr. Atkins’ class is picking on her son. She asks, “Do you know this kid?” The volunteer says, “Yes, I know this boy and you do too. He has red hair and glasses.” Has the volunteer broken confidentiality? Scenario #3

Yes! The volunteer gave personally identifiable information concerning this student. This is a breach of confidentiality. An appropriate response could be, "Due to confidentiality laws, parent volunteers are not permitted to discuss individual students." Answer

Congratulations! You have just completed the volunteer training required for the SCPS Remember you are held accountable for maintaining the confidentiality of student information both at work, at home, and in your community.