315: Volunteers
Responsible Administrator: Associate Superintendent Human Resources
PURPOSE
Sturgeon Public Schools recognizes the contributions made by volunteers through assisting, supporting and enhancing school programs.
DEFINITION
Duty of Care: shall mean a legal principle which identifies the obligations of individuals to take reasonable measures to care for and to protect all students to an appropriate level or standard. Students are vulnerable by default, however, if they cannot protect, defend, or assert themselves, permanently or temporarily because of age, disability, or circumstances, then that duty becomes more intense and the standard higher.
Standard of Care: refers to the degree or level of service, attention, care and protection that one owes another according to the law; usually this is considered with the laws relating to negligence. The required standard varies according to the circumstances of each situation.
Volunteer: Shall mean an individual who assists the school and/or students in curricular and/or extra-curricular activities, not including Division employees, guest speakers, presenters, special visitors to the school or School Council members while in their role as School Council members.
Vulnerable Sector Check: shall refer to an enhanced criminal record check. The type of record check was created in 2000 to protect children and vulnerable persons and is governed by section 6.3(3) of the Criminal Records Act.
PROCEDURE
1. The school Principal shall establish guidelines for the involvement of volunteers in schools and shall ensure that school level practices adhere to all Division policies and administrative procedures and shall include the following:
1.1 The SPS Volunteer Guidelines and Confidentiality Agreement is completed annually by each volunteer through Rycor.
1.2 Task descriptions for classroom and out-of-classroom volunteers;
1.3 Specific orientation, training, and supervision by teachers for classroom and in-school volunteers;
1.4 Written expectations or specific guidelines including the willingness to be trained, confidentiality, suitability for volunteering and procedures for communicating absences;
1.5 Method of tracking volunteer activities and hours donated;
1.6 Method of recognizing volunteer service.
2. The school Principal shall ensure that volunteers taking part in field trips and in coaching and other responsibilities requiring sole-supervisory responsibility of students will provide the school with a current criminal record check and vulnerable sector verification before the volunteer can be assigned to such activities.
2.1 Ideally, volunteer opportunities shall generally be established to avoid the necessity of vulnerable sector verifications.
2.2 Criminal record check and vulnerable sector verification, if applicable, are to be renewed every three years.
2.3 If a volunteer moves schools within the Division, a new criminal record check and vulnerable sector verification, if applicable, is required.
3. Volunteers shall demonstrate a standard of care, expected in individual circumstances, that is of a reasonable or prudent person.
4. The standard of care shall be continuously utilized including a consideration of the following:
4.1 Performing or responding such that a reasonable person of average judgement, skill and experience, would be expected to do - or not do - under similar circumstances.
4.2 continuously applying a consideration of the risks involved in any situation, given the nature of the activity, the participants, the setting, the availability of support or assistance, and the other relevant factors; and
4.3 Consideration of the consequences of an action - or lack of action - that a reasonable person of average judgement, skills, memory and experience would be expected to foresee.
5. A copy of school level practices will be kept on hand at the school.
6. Volunteering in schools shall be considered a privilege and not a right, and therefore the Principal or designate may deny or revoke permission for a volunteer to work in school(s):
a. If, in the opinion of the Principal, an individual is not needed in a voluntary capacity;
b. If, in the opinion of the Principal, the volunteer is deemed unsuitable for a volunteer position;
c. If the volunteer is deemed to be in breach of Board policies or Administrative Procedures; or
d. If the volunteer behaves in a way that is contradictory to the Division’s vision, mission or values.
7. The Principal has the final authority with respect to individuals serving in a volunteer capacity.
References
Policy 105: Vision, Mission and Values
Policy 110: Welcoming Inclusive, Safe and Healthy Environments
AP300: Security of Personal and Division Information
AP315 Volunteers Exhibit 1: SPS Volunteer Guidelines and Confidentiality Agreement
AP870: Responsible Use of Technology Resources
History
2020 Jan 29 Initial Approval
2023 Oct 25 Amended
2024 Nov 20 Amended
Administrative Procedures III. General School Administration