ROSSVIEW MIDDLE SCHOOL CMCSS VOLUNTEER HANDBOOK/POLICY & PROCEDURES

I. ABOUT CMCSS VOLUNTEER COORDINATOR POSITION

II. VOLUNTEER COORDINATOR RESPONSIBILITIES

III. DISTRICT POLICIES & FORMS

IV. CMCSS VOLUNTEER COORDINATOR GOALS

V. ROLES, REQUIREMENTS, and EXPECTATIONS

A. Roles of Principals

B. Roles of Teacher

C. Roles of Volunteer

D. Roles of Front Office

E. RoMS Volunteer Handbook/Policy & Procedures Form

ABOUT CMCSS VOLUNTEER COORDINATOR POSITION

CMCSS received a $4.5 Million Consortium Grant for 4 years from DODEA-Department of Defense Education Activity that also covers Christian County, KY and University of Kentucky to develop a PE Model for the Nation to utilize. Currently, there are 37 paid Volunteer Coordinators’ that receive a monthly stipend of $100 a month for 9 months of the year. The goal is to streamline and develop the volunteer program, volunteer opportunities at all schools within CMCSS and Christian County, KY and U.K. to engage parents and families.

VOLUNTEER PROGRAM GOALS ; What is the Ultimate Goal? Increased Parent Engagement and Improved Student Achievement and Establish a Comprehensive and Effective Building-level Volunteer Program.

How Do You Establish a Comprehensive and Effective Building-level Volunteer Program

• Needs Assessment- what needs does your school have?

• Ask… “If we had more time and more people we would…”

Include your parents in your assessment- Ask about barriers to volunteering.

Include school staff in your assessment-What do they think are the major areas in the school that would benefit from volunteers.

There are several methods for conducting a needs assessment –

a. Interviews

b. Telephone surveys

c. Mail surveys

d. Focus groups

e. E-mail

All volunteers will require protocol/policies training/orientation

o District Policies-Signatures

o Privacy/Safety

o Proper Identification

o All Volunteers should receive a copy of policies and procedures

Not all volunteers will require skills-based training, but may need task-based training.

o Examples: utilizing the risograph, bus duty, cafeteria duty, properly answering phones, etc.

You might want to assess the volunteers’ skill level prior to giving assignments.

VOLUNTEER COORDINATOR RESPONSIBILITIES

• Needs Assessment- work with school principal to assess program priorities and expectations to establish a realistic, workable plan.

• Recruitment- work with School Level Coordinators to create and oversee plan to promote volunteer opportunities.

• Volunteer Screening- Follow district screening procedures for all volunteers working with students unsupervised. ( Fingerprinting, etc)

• Volunteer Orientation- Welcome new volunteers, review school policies and procedures, give guided tour and introduce volunteers to staff. Facilitate welcoming atmosphere.

• Volunteer Training- Give guidance to volunteers to help them work effectively.

• Volunteer Placement/Matching- Match volunteers’ skills and interests to appropriate tasks.

• Volunteer Recognition- Determine ways to recognize and reward individual volunteers.

• Serve as liaison between school staff, volunteers, and Parent and Volunteer Engagement Specialist.

• Program Evaluation- Lead school staff in assessment of volunteer program’s strengths and weaknesses; implement any necessary changes into management plan. Communicate assessments with Parent and Volunteer Engagement Specialist.

• Keep appropriate volunteer records (sign in sheets) and track volunteer activity. Provide Parent and Volunteer Engagement Specialist with copies of records on a monthly basis.

• Attend appropriate trainings and meetings at school, within the school district and in the community.

• Identify resources that increase effective volunteer programs.

CMCSS Volunteer Agreement Form for Rossview Middle School Personal information: Name: __________________________________________________________________________________________

First Middle Last

Address: __________________________________________City, State, Zip: __________________________________

Phone: Home:__________________ Cell:____________________ E-mail: ____________________________________

Students enrolled at CMCSS: Name _________________________________ Teacher _____________________ Grade ___________ Name _________________________________ Teacher _____________________ Grade ___________ Name _________________________________ Teacher _____________________ Grade ___________ Name _________________________________ Teacher _____________________ Grade ___________

Day(s) you prefer to volunteer: _______ Monday _______ Tuesday _______ Wednesday _______Thursday _______ Friday Time available: Morning ( ______ to ______ ) Afternoon ( ______ to ______) Number of hours available per week: ____________

Languages you speak other than English: __________________________________________________Have you ever volunteered with children before? ☐ Yes ☐ No

I am interested in volunteering in:

□ Selling Spirit Wear

(see description on next page)

□ Field Day □ Hospitality Committee□ Library □ Selling Dance Tickets □ Baked Goods Volunteers□ Book Fair □ Fall Festival □ Parent Career Day Presentation□ Rewards Days □ T.C.A.P. Proctor □ Teachers helper, clerical-not making copies□ Selling Concessions □ Other: _______________________

Disclaimer of Felony Offenses: 1. Have you ever had any indicated finding of child abuse filed in your name? If yes, explain, giving dates:

2. Have you ever been convicted following the arrest for a criminal offense or traffic violation, including conviction on a plea of guilty, a plea of no contest, or order of granting pre-trial diversion? If yes, explain, giving dates:

3. Does your name appear on any Sex Offender Database in any state or county?

10/8/13, Rev. A SAF-F023 Page 1 of 2

CMCSS Volunteer Agreement Form for Rossview Middle School

I would like to participate as a volunteer to provide support and assistance to school personnel and students. I assume full responsibility for my actions while volunteering at all CMCSS facilities. I have read and agree to abide by CMCSS Volunteer Policy (SAF-A005) and Use of School or District Volunteers Procedure (SAF-P009) which includes the professional code of ethics for volunteers and procedural requirements for volunteering. I further understand that any volunteer who will be alone with a student that is out of view of school personnel or who participates in a school-sanctioned overnight trip must provide a copy of their driver’s license and be cleared in a background check through the TBI Sex Offender Registry.

I hereby certify that all questions above, to the best of my knowledge, are true and complete. I understand that permission to serve as a volunteer for CMCSS will be contingent upon answers provided above.

Printed Name Date

____________________________________________________

Signature

10/8/13, Rev. A SAF-F023 Page 2 of 2

VOLUNTEER PROGRAM GOALS

The Rossview Middle School, CMCSS Volunteer Program has been planned and organized to benefit our students. We hope that our volunteers will help in the following ways:

Support teacher/student activities. Provide assistance under the direction of classroom instructors. Work collaboratively with Rossview Middle School and the community. Provide feedback on the volunteer program. Provide a safe and secure environment following and respecting school and CMCSS district policy & procedures Identify an area for Parents to sign up on the Family School Connections Portal. This will be located in the school

library.

ROLES OF PARTICIPANTS

VOLUNTEER COORDINATOR

• Serve as liaison or connector between the needs and wants of the school and the volunteers.• Develop volunteer opportunities.• Recruit volunteers to fill those opportunities.• Match skill and ability with tasks.• Develop volunteer-staff relationships. • Ongoing recruitment, training, and maintenance of our volunteer program. • Work with School Information Coordinator to: Publicize volunteer opportunities. To help recruit volunteers.• Provide tours of the school• Provide volunteer training, this will be done on an as needed basis or twice a month on a specific day. Will be

announced via Facebook, PTO Website and School Website. • Provide parent information about school events, volunteer opportunities• Ensure Parent Volunteer is dress code appropriate.

PRINCIPAL

1. Assess Volunteer needs with teachers, faculty & staff.2. Share those needs with the Volunteer Coordinator3. Establish rules and building procedures for the program. 4. Provide a positive atmosphere that motivates, leads, and supports the program. 5. Work closely with the school volunteer coordinator, parents, school I.T. Coordinator and other volunteers. 6. Facilitates an open, friendly and safe atmosphere for volunteers.

TEACHER 1. Determine the type of volunteer services needed.2. Define the task(s) to be performed, when, what time, how many volunteers, location and the materials to be used. 3. Follows designated procedures for requesting school volunteer services by providing this information with your

schools Volunteer Coordinator at rvms.pto@gmail.com 4. Maintains and fosters a supportive climate for students to work with volunteers. 5. Ensure Parent Volunteer is dress code appropriate.6. Encourages volunteers to participate and make suggestions when appropriate. 7. Explains classroom procedures. 8. Recognize the volunteer through day-by-day expressions of appreciation and encouragement and in special events of

recognition9. Participate in evaluation of volunteer program, and volunteers10. Build a team relationship and encourages understanding, cooperation, and volunteer/teacher communication.

VOLUNTEER

1. Check Family School Connections link on the Rossview Middle School Website, under CMCSS.net, for volunteer

opportunities at our school. Sign up, and show up.

2. Volunteers must sign in through the office and follow school procedures, mark whether you are “Military Affiliated”

-YES OR NO. This is ONE safety measure that helps us keep track of who is in the building.

3. We ask to keep your Drivers License or Military ID card until you sign out, allowing us to know who is in the

building at all times.

4. Please always wear a volunteer name tag while working in the building. It will be issued upon signing in. Please

wear it in a visible location on your person for the duration of your stay.

5. You will be asked if you have filled out SAF-F023, if you haven’t, you will need to fill one out and it will be kept on

file at the front office for your convenience with future volunteer events. Go to the school Library to access the

webpage to fill out this form, print and return filled out form to the front office.

6. If you have filled out the form SAF-F023 online or by paper form, please have it filled out and ready to turn in upon

your arrival for our records.

7. Form SAF-009 must have been read and adhered to.

8. Please sign and turn in ROMS Volunteer Handout/Policy & Procedure Form9. Please leave younger children at home if you are volunteering. They can be a distraction for you and the

students.10. Please be reliable, responsible and punctual. If you cannot be at school on your scheduled volunteer day,

contact the teacher you will be working with via email or a phone call to the front office.

11. Be punctual. It is very important that strict adherence to the teachers classroom schedule is followed.12. Be sure to communicate with your teacher 13. Volunteering provides you time to work in the classroom, but it is not time to conference with a teacher.

Please schedule a time to do that outside of volunteer time.14. Remember that you are a role model to students. Maintain a positive attitude.

15. Volunteers need to be professional and keep information confidential. As a volunteer you will be serving many

students with a variety of learning levels and behaviors. Be confidential. Do not gossip.

16. You are here to offer support to teachers and students. Teachers are responsible for grades, discipline and

records. Students' grades, discipline and records are confidential. You will not be grading papers. Discipline, if a

problem, is the responsibility of the teacher. 17. The work area for volunteers will be either in the classroom, or in the hallway outside the classroom, or in the

Parent Volunteer Room, or as designated by the Teacher.18. If you have messages for your child, please route them through the front office so that the classroom routine

is not interrupted. 19. Volunteers may NOT take students from a designated area without the consent of the teacher in charge. 20. At no time is a volunteer to be left alone with a student or students without a CMCSS employee present. 21. Volunteers should be positive role models. Appropriate language, appearance and actions will be expected.

Dress should be appropriate for the school setting.22. If you are wearing pajama pants, leggings, shorts that are not mid thigh, tight gym/workout clothing, we will

apologetically ask that you go home and change your clothing. 23. We do not allow caps to be worn inside the school. 24. No smoking is allowed on school grounds.25. No gum chewing please26. Coffee and non-alcoholic drinks are allowed but must be bottled or capped.27. Cell phones are allowed, however, we ask that you silence your cell phone or put on vibrate while in the

school. No personal conversations allowed in the hallways on your cell phone during school hours of operation. If you must take a call please go to the teachers’ lunch room.

28. Parent Volunteer Room is located in the 7th grade Hallway, a.k.a. as the Teachers Lunch room.

29. Volunteer service can be terminated or declined.

FRONT OFFICE1. Develop a system to collect SAF-023 and Volunteer Handbook/Policy & Procedures Form.2. Collect signed SAF-023 from Parent Volunteer to be kept on file for the school year. Direct to the school Library to

access the webpage to fill out this form, print and return filled out form to the front office if Volunteer doesn’t have one.

3. Hand out SAF-P009 or redirect to the website.4. Issue a volunteer name tag. 5. Collect parent volunteers drivers license or Military ID card upon sign in6. Return Parent Volunteer Drivers License or Military ID card upon signing out7. Collect signed form Volunteer Handbook/ Policy & Procedures Form8. Ensure Parent Volunteer is dress code appropriate.

Rossview Middle School Volunteer Handbook/ Policy & Procedures Form

Please read the Volunteer Handbook/Policy & Procedures Form and sign and return the attached acknowledgment form. Thanks for making a difference at Rossview Middle. The form must be filed in the Front office in order for training to be complete.

This handbook requirement is important so that all volunteers understand and abide by school policies and expectations.

Please sign and return this form to the front office. This form is necessary to complete Volunteer Training.

I, _______________________________________________acknowledge I have read the Volunteer Handbook/Policy & Procedures. I understand and will abide by the expectations of Rossview Middle School.

Name and grade of your children at our school__________________________________________________________________________________________________

___________________________________________________________________________________________________

___________________________________________________________________________________________________

__________________________________________________________________________________________