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

2. 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

3. 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

4. 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.

5. 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.

6. 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 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 Transportation services may be obtained when available,

7. 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 This should have most information you need to know about volunteer procedures. Lorie will be working on the partnerships page this fall.

8. 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 (
New website
New
Existing s 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.

9. 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.

10. 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….

11. 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, after
If you need to discuss a student, do so by phone. If you must write an , make sure it is professional, and does not identify students. Always re-read s to ensure they are professional and do not contain student identifiable information. This is for your protection!

12. Contact Information
Community Partnerships Office Hours
Sandra Wheeler, Coordinator, OCP
Lorie Coker, RPS Volunteer Coordinator,
(office)
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

13. 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?