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[IJOC: Volunteers]

1.      General Policy

The Manchester School District encourages members of the community to volunteer their time to support school activities.  The Superintendent shall appoint a designee who will be responsible for coordinating and implementing procedures for the utilization of volunteers. This designee will work with a point person identified at each building.

2.      Definitions

Under the Fair Labor Standards Act (“FLSA”), “volunteers” are persons who perform service (1) without promise, expectation or receipt of compensation for the services rendered (reimbursements, and modest stipends excepted); (2) have offered their services freely and without pressure or coercion from any employer; and (3) are not otherwise employed by the District to perform the same type of services for which the individual intends to volunteer.

This expansive definition includes such services whether for classroom or other student programs or activities, or for services such as committee work, chaperones, trades work, etc.

The following definitions shall apply to this policy:

A.    Other Volunteers. Those volunteers whose interactions with students are limited and who will always be within sight and hearing of staff members shall be considered other volunteers.  The duties of other volunteers may include activities like distributing popcorn or chaperoning day field trips under the supervision of staff.  These volunteers shall be screened by the school principal or principal’s designee.

B.     Designated Volunteer. As used in this policy, “designated volunteer” shall have the same definition as in Board Policy GBCD – Background Investigation and Criminal Records Check, including those volunteers who serve on an on-going basis and have one-to-one contact with students shall be considered designated volunteers.  Mentors, homework helpers, overnight chaperones, and coaches are examples of designated volunteers.

C.     Coaches. All coaches, including assistant coaches, whether receiving a stipend or not, are designated volunteers as defined in paragraph B above. Additionally, head coaches of team or individual sports must be in compliance with all regulations and certification requirements for that sport as set by the New Hampshire Interscholastic Athletic Association (NHIAA) or the applicable organization within which the athletes/ members compete or participate. Coaches must complete the requirements of a Designated Volunteer, as listed above. Assistant coaches must meet the same requirements as head coaches or be under the direct supervision of the head coach.

3.      Volunteer Responsibilities

A.    Screening. All volunteers shall complete an application form describing their skills, interests, background, work history and availability. Volunteer selection and assignments shall be made by the building administrator responsible for the program (or appointing authority if based on a committee) based on the qualifications and availability of the volunteer. All volunteers (other, designated, or coaches) must attend a volunteer orientation each school year.

B.     Background Check. In addition to the initial screening process above, designated volunteers shall undergo screening through the District’s Criminal History Record Check procedure including a comprehensive background check if they will serve on an ongoing basis; have regular unsupervised contact with students; and/ or who have duties involving one-to-one contact with students. This background check must be repeated after any break in volunteer service of six (6) months or greater.

C.     Trainings. As required by RSA 189:13-a, XII and policy GBCE, all designated volunteers must receive training and information relative to child abuse prevention and suicide prevention (mandatory reporting).

D.    Duties. Volunteers shall be directly responsible to a certified staff member. Volunteers shall be assigned only to those staff members who have requested volunteer assistance. Volunteers shall serve in the capacity of helpers and not be assigned to roles which require specific professional training.  Instructional services shall be rendered under the supervision of certificated staff. Instructional services shall be rendered only under the supervision of certified staff.  Volunteers with special talents, hobbies or experiences may share those with students in a suitable educational setting scheduled by the staff or administrative member responsible for supervising the class, activity, program or project. Volunteers should never supervise a class alone.

E.     Confidentiality. All volunteers shall sign a confidentiality agreement provided by the administration that requires them to refrain from discussing the performance or actions of students except with the student’s teachers, school counselors, and administrators who have a legitimate educational purpose for discussing such information.

F.      Limitations. Volunteers shall refer any instructional, disciplinary, behavioral, medical or social problems, or issues of an operational nature, to certified staff. Volunteers shall not arrange to meet students they meet through their volunteer experience outside school activities or off school grounds and shall not give gifts to students.

4.      District/School Responsibilities

A.    Training. Staff members shall receive training in the supervision of volunteers.  Volunteers shall be provided appropriate training at the building level consistent with their tasks, existing District standards and applicable laws and Board policies. This training shall be coordinated under the leadership of the principal or other supervising administrator. Volunteers shall receive training in matters of district protocol, policy, scheduling, facility procedures and safety routines, work schedule and place of work, expected relationship to regular staff and students, information on non-discrimination and prohibition against teaching or advocating discriminatory concepts and general job responsibilities, limitations and requirements. Volunteers who mentor, or who are part of a specific organization or college, may receive specific training as determined by the Principal or Superintendent’s designee.

B.     Handbook. The District shall distribute (or make available virtually) a volunteer handbook to all volunteers.

C.     Supervision. Volunteers may not be assigned to perform any services within school buildings or during school activities during times that students may reasonably be expected to be in attendance, unless the volunteer is either a designated volunteer, or is under the immediate direction of a staff or administration member in the pertinent program.

D.    Feedback. On occasion, school staff may provide volunteers evaluative feedback about their performance.  Volunteers should receive acknowledgement for their services and commendations as appropriate.

5.      Implementation. The Superintendent is authorized to develop and administer any regulations or procedures they deem necessary or appropriate to implement this policy.

6.      Termination. Volunteers serve at the pleasure of the District. Except as may be provided in an individual volunteer’s agreement, services of a volunteer may be terminated, without notice, at any time when circumstances in the judgment of the supervising administrator warrant termination. Such termination may occur, but is not limited to, the following situations:

A.    Program and/or duties are no longer needed;

B.     They are replaced by paid staff; and/or

C.     In the sole judgment of the administration, their conduct does not meet the standards of the district, or for any other reason not listed above.

Legal References:

RSA 623-A:10

RSA 189:13-a 

History:

Revised from:  6/98, 3/99, 7/01, 7/02, 4/06, 3/18, 3/12/2018

First Reading Policy Committee:   6/7/2023

Second Reading and Adoption BOSC:  6/12/2023