JEFFERSON COUNTY PUBLIC SCHOOLS VOLUNTEER PROGAM GUIDE For Restricted/Non-Restricted Volunteer Athletic Coaches/Activities Sponsors Welcome and Thank You: The District welcomes each volunteer and we thank you for your commitment and gift of time, skill and interest. JCPS requests and encourages parents, guardians and other dedicated individuals from the community to volunteer their time, knowledge and abilities for the benefit of students, our schools, programs and the community. This program is provided to support the safety, security and peace of mind of our students, volunteers, parents, guardians and employees. It is our hope that this Program Guide will answer many of your questions, and concerns related to application and participation within this vital program. Please feel free to contact Human Resources, Risk Management or your sponsoring District employee with any questions. JCPS Mission Statement: Our mission is to provide a quality education that prepares all children for a successful future. Whether you are a volunteer athletics coach, activities volunteer or other volunteer, you have very important responsibilities in your role and in this mission. The District s goals for student success and an effective Volunteer Program, requires a strong partnership between (JCPS) employees and participating volunteers. Volunteer Policy: JCPS will exercise reasonable and appropriate care to manage and monitor the volunteer program, resources and potential risks associated with volunteer services. JCPS will exercise reasonable and appropriate care to identify, screen and place volunteers into assignments serving our students for the safety and protection of all involved. All employees and volunteers serving our students will be subject to this policy. Employee/Volunteer Partnerships: The relationship between District employees and volunteers is a partnership. Sponsoring District employees are required to provide consultation, support and direction to oversee volunteer efforts. Volunteers are required to adhere to the same policy, rules and regulations that JCPS employees must agree to when hired. Further, District employees are required to oversee and manage volunteer services in compliance with District standards, regulations and policy. Approved volunteer status is a privilege and may be granted, denied or revoked at any time at the District s sole discretion. Definition of a JCPS Volunteer: A JCPS volunteer is any person who donates goods or services to the School District without any promise, expectation or receipt of compensation from JCPS. The person may be an on-going volunteer or a one-time-only project volunteer. This includes Restricted and Non-Restricted Volunteer Athletic Coaches/Activities Sponsors. Volunteer Expectations and Code of Conduct: Volunteers serve the District schools and students under the oversight and direction of District employees such as school principals, teachers, athletic directors and other district personnel. Volunteers should follow all directives, instructions and requests provided by their supervising employees. District employees who oversee volunteer work and volunteers while on school grounds, in school facilities, vehicles, or at school-sponsored events, are expected to follow policy and the below code of conduct: Always promote the physical safety, personal security and well-being of students serving as a role model and leader for students. Show respect for principals, employees and students by obeying and promoting requests for maintaining composure, calmness, self-control or equanimity. Never engage in assaultive, angry, aggressive or un-sports-person like behavior towards others. Refrain from all conduct, which may present a threat to the safety and welfare of students, school personnel and the community. Page 1 of 5
Assure that student activities and athletics are age/physically appropriate and well supervised. Students should not operate District s Support Services equipment or vehicles. Refrain from any conduct, which discriminates against others on the basis of race, color, religion, national origin, ancestry, sex, sexual orientation, age or disability. Practice and encourage honesty in all transactions and communications. Never bring, or carry or possess any kind of weapon on school grounds or at school events. Refrain from using, possessing, buying, selling, giving, purchasing, exchanging or being under the influence of alcohol or illegal drugs. Refrain from possessing drug paraphernalia. Show respect for the property of the District and others by caring for it and protecting it from damage or theft. Do not disclose student educational records, personally identifiable information or other sensitive information about students or staff except for when it is appropriate to be discussed with a school administrator or supervising teacher. To be familiar with school rules and Board policies regarding expectations of employees and all volunteers. Community/School and Professional Responsibilities: Members of the community, volunteers, students, parents, and school staff have the responsibility to promote regular attendance at school, orderly conduct and behavior which is free of fear, insult, harassment or injury, and to provide maximum opportunities for learning for each student. Both District employees and volunteers have joint responsibilities to uphold District Policy and Regulations. Below are summaries of the fundamental District Policies and Regulations. For more detail, Please review JCPS Policies at. (http://www.boarddocs.com/co/jeffco/board.nsf/public) Reporting Child Abuse: (Policy numbers JLF, JLF-R, GBEB) Any school official, employee, or volunteer who has reasonable cause to know or suspect that a child has been subjected to abuse or neglect, or who has observed the child being subjected to circumstances or conditions which would reasonably result in abuse or neglect, as defined by statute, shall immediately report or cause a report to be made to the Jefferson County Department of Social Services or local law enforcement agency. In those cases where the child abuse is observed to be in progress, notification shall be made immediately to the law enforcement agency of the jurisdiction. Volunteers should immediately report suspected child abuse to their supervisor. Drug Free Work Place: (Policy numbers GBEC, GBEC-R) The unlawful manufacture, distribution, dispensing, possession or use of alcohol, controlled substances and illicit drugs, is prohibited on District premises or as part of any school activity of Jeffco Public Schools. This policy shall apply to all District employees and volunteers. In order to promote a healthy environment for students, the use of alcohol is prohibited on District premises or as part of any activity involving students. Employees may be subject to controlled substance and alcohol testing. Unlawful Discrimination/Equal Opportunity: (Policy number AC) No otherwise qualified person shall be excluded from participation in, be denied the benefits of, or be subject to unlawful discrimination under any District program or activity on the basis of ethnicity or race, color, religion, national origin, ancestry, sex, sexual orientation, age or disability. Harassment of Employees: ( policy numbers JBB, GBAA, AC) Jeffco Public Schools is committed to providing a working and learning environment that is free from harassment and it is the policy of this District that harassment in any form will not be tolerated. The District does not tolerate harassment by employees, supervisors or non employees based on sex (with or without sexual conduct), race, color, religion, national origin, age, disability, sexual orientation, or protected activity (opposition to prohibited discrimination or participation in the statutory complaint process). This Page 2 of 5
policy also specifically addresses behaviors/actions that may be viewed as a hostile work environment and/or sexual harassment. Violence in the Workplace: (Policy number GBEF) The District is committed to maintaining a safe environment for students, employees and the community. Acts such as intimidation, threatening or hostile physical or verbal behaviors, stalking, physical or verbal abuse, assault, vandalism, arson, sabotage, possession or use of weapons, jokes or offensive comments regarding violence, or any other violent acts, which in management s opinion, is inappropriate in the workplace, will not be tolerated. Staff Use of the Internet and Electronic Communications: (Policy numbers EGAEA, GBEE, EHAA) The District supports the use of the internet and electronic communications by staff to improve teaching and learning. District computers and computer systems are owned by the District and are intended for educational purposes and District business at all times. Staff members shall use District computers and computer systems in a responsible, efficient, ethical and legal manner. Confidentiality: (Policy number EL-10) With respect to communications and interactions with students and staff, appropriate respectful confidentiality while handling issues and processes must be maintained. Volunteer Application Process: All potential District volunteers must complete a Volunteer Service Agreement, the BIS Background Screening Authorization Form and review this Volunteer Program Guide. These materials are available at the Athletics, Human Resources and Risk Management web pages. All forms and materials must be reviewed and processed by school or District staff prior to any volunteer service. In no case shall volunteer services begin prior to completion and approval of both the Volunteer Service Agreement and BIS form. Service approval shall be at the District s sole discretion. Background Screening and Verifications: JCPS will take appropriate steps to avoid risks involving: physical or emotional harm to individuals, violations of privacy, theft of or damage to property and violations of other JCPS policies. One of the volunteer screening objectives is to identify individuals with previous criminal records which may increase the risk to volunteers and students. The District Human Resources Department will perform the background screening and background checks using the BIS Background Screening - Authorization Form, which is available at the Athletics, Human Resources and Risk Management web pages. Confidentiality will be maintained. Commencement of Volunteer Service: Individual volunteer services may only begin after the school has received notification of an accepted Background check and that the Volunteer Service Agreement has been executed. Copies of the completed Volunteer Service Agreement shall be forwarded to the District Human Resources Department for filing and tracking. Declined agreements must also be forwarded for filing and retention. Liability Insurance: Most approved volunteers are accorded the same liability protections as regular employees of the District. The volunteer must be performing an act for the District s benefit at the request of and subject to the control of the District. This is why it is important to review and agree on the parameters of volunteer services as set forth in the Volunteer Service Agreement. Volunteers are afforded the protections of the Colorado Governmental Immunity Act, (CGIA). Negligent acts or omissions outside of the scope of assigned duties, or willful/wanton inappropriate behavior, by the volunteer may result in a loss of volunteer service status and corresponding District liability protections. Auto Liability Insurance and Operations: Use of the volunteer s personal automobile while providing volunteer service is prohibited, unless prior approval is documented and approved by the overseeing employee. The overseeing employee shall maintain copies of the current volunteer s driver s license, evidence of auto liability Page 3 of 5
insurance and a signed Affidavit concerning Motor Vehicle Record provided with this Guide and available on the Risk Management Web page. This Affidavit inquires whether they have any citations on their MVR and if so, for what violations. A copy of the MVR will be obtained annually and is necessary for any volunteer who drives a District vehicle or drives on an ongoing basis. If the volunteer uses his/her personal car during volunteer service and an accident occurs, the volunteer s personal automobile liability insurance will be primary in responding to the accident. Any automobile accident while in volunteer service must be reported immediately to the volunteer s supervisor and Risk Management using the Volunteer Accident Report provided with this Guide and available on the Risk Management Web page. Worker s Compensation Insurance: Volunteers are not covered by the District workers compensation insurance and they will be required to sign the Volunteer service agreement which indicates this as a condition of service. Volunteer Orientation/Training: Each District employee who oversees one or more volunteers should meet with volunteer, review the Volunteer Program Guide if necessary and provide a copy of the signed Volunteer Service Agreement to the volunteer. For convenience, the District employee may use the last page of this guide to document this meeting and answer any questions which the volunteer may have. Any specific or special procedures or expectations related to the specific assignment should also be noted and a copy kept by the overseeing employee. At the site, every effort will be made to provide current and timely training to volunteers. Safety is the responsibility of all employees and volunteers. Personal protective equipment (PPE) will be provided as necessary and should be used as appropriate. Volunteers should immediately notify their assigned supervisor/employee of any safety hazards encountered. Volunteers must be made aware of the necessity to maintain confidentiality of all school records, which they may become aware of or involving District information that they may process relative to their specific duties or assignment. Volunteer Program Forms: 1. Jefferson County Public Schools Volunteer Program Guide 2. BIS Background Screening Authorization Form 3. Volunteer Service Agreement 4. Affidavit concerning Motor Vehicle Record 5. Volunteer Accident Report Page 4 of 5
Special Volunteer Oversight Instructions, Comments and Expectations: Supervisor/ Overseeing Person Initials Volunteer Initials Date Reviewed A copy of this page shall be kept and used by the Supervising/Overseeing person to monitor, note and revisit volunteer service activities over the course of the assignment. Page 5 of 5