School Volunteer  

Handbook  

  

Guidelines, Resources, and  Opportunities for Volunteers 

 

Revised September 2016 

 

  

TABLE OF CONTENTS       

SPOTSWOOD VOLUNTEER PROGRAM FRAMEWORK ……………………………………. 2 Who is a Spotswood Volunteer? …………………………………………………….... 2 Spotswood Volunteers: Bene䦟㚀ts for Everyone …..…………………………………. 2 

 GETTING STARTED ………………………………………………………………....………..... 3 

Spotswood Elementary School Procedures ………………………………………… 3 Volunteer Orientation ………………………………………………………………… 3 Con䦟㚀dentiality …………………………………………………………………………. 4 

 SCHOOL SAFETY: A PARTNERSHIP …………………………………………………………. 5 

Spotswood Elementary School Rules ………………………………………………... 5 Child Abuse & Neglect ………………………………………………………………… 5 Evacuation & Lockdown Procedures ………………………………………………... 5 

 VOLUNTEER OPPORTUNITIES ………………………………………………………………. 6 

Helpful Hints for the Classroom ……………………………………………………... 6 Volunteer Checklist ……………………………………………………………………. 7 

 VOLUNTEER APPLICATION …...…………………………………………………………….... 9  CONFIDENTIALITY AGREEMENT …………………………………………………………… 10 

        

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 SPOTSWOOD VOLUNTEER  PROGRAM FRAMEWORK 

  

Who is a Spotswood Volunteer? A Spotswood Volunteer is a person willing to take time to share wisdom and experience with those on the threshold of the future. A Spotswood Volunteer helps to expand and enrich our students’ learning experiences by working under the direction of teachers and school sta�.  Occasionally it can be di�cult to decide if an individual falls into the classi䦟㚀cation of a Spotswood Volunteer. A Spotswood Volunteer usually meets all of the following criteria: 

1. The individual will provide a service to the school. 2. The individual will NOT be compensated monetarily by the Spotswood Elementary School. 3. The individual will be providing volunteer service for more than one day at Spotswood Elementary School. 4. The individual may have supervised access to students while performing the volunteer service. 

 Quali䦟㚀cations - You should have : a genuine interest in students, a professional commitment to your volunteer activity, regular attendance, a cooperative attitude, 䋂�exibility, and a willingness to attend training sessions, as needed.  Spotswood Volunteers: Bene䦟㚀ts for Everyone  

The volunteer gains: ● Personal satisfaction from helping students learn. ● Opportunities to learn new skills, polish old ones. ● Knowledge and understanding of Spotswood Elementary School. ● Work experience that may lead to a future career. 

 The student gains: 

● Additional individual attention. ● An accepting atmosphere for reinforced learning. ● A chance to succeed, thus building better self-esteem. ● A warm and caring adult who is a friend and role model. 

 The school gains: 

● Positive interaction with the community. ● Improved student achievement and behavior. ● Additional services without extra costs. ● Increased community understanding and support. 

 The Harrisonburg community gains: 

● Better-educated students. ● Greater con䦟㚀dence in the educational system. 

    

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GETTING STARTED  If you are not yet a Spotswood Volunteer, please contact Deb Cook (the Spotswood Assistant Principal) to reserve a date to participate in a Volunteer Orientation. You can call 540.434.3429 or email Ms. Cook directly (dcook@Harrisonburg.k12.va.us). Before participating in our Volunteer Orientation, you must submit a Volunteer Application and provide identi䦟㚀cation with photo to be copied by front o�ce sta�. Both artifacts can be turned in to the front o�ce.  Spotswood Elementary School Procedures Volunteers need to know restroom locations, school dress code, rules about tobacco products & electronic cigarettes, parking areas, absence procedures, the location of our Visitor Management Computer System & name tag generator, the opening & closing times of the school, the eating facilities, the use of cell phones, and general regulations of Spotswood Elementary School.  

Application to Volunteer All volunteer applicants must complete a Volunteer Application form and provide a photo ID to complete the process PRIOR to volunteering at Spotswood Elementary School. Spotswood sta� will query all applicants using the Virginia State Police Sex O�ender Registry.  Volunteer Orientation All volunteer applicants must complete a 30 minute orientation before beginning volunteer hours. Volunteer opportunities will be reviewed and Spotswood policies and procedures explained. Two volunteer orientation dates per month (August - April) are available to all interested in volunteering. Generally speaking, the following times and dates will be used to orient volunteers:  

2nd Tuesdays @ 8:15AM 3rd Tuesdays @ 4:15PM 

 If you are interested in reserving a space at an upcoming volunteer orientation session, please contact Deb Cook by phone or email (540.434.3429, dcook@harrisonburg.k12.va.us).  Sign In/Out and Wear a Nametag When volunteering always: 1) report the the school o�ce; 2) sign in through the Visitor Management Computer System; and 3) wear your ID badge/computer generated name tag. These requirements are necessary because: 

● Safeguarding our students and maintaining campus security is of the utmost importance. ● Veri䦟㚀ed volunteer service can be used as work experience for future employment ● Spotswood sta� can provide a veri䦟㚀ed report of volunteer hours should a need arise to share out o�cial 

hours of service with educational organizations, non-pro䦟㚀t organizations, and/or City/County organizations. 

All volunteers should enter and exit through the front o�ce to ensure proper signing in/out procedures are maintained.  Attendance Punctuality and reliability are expected since students and teachers are counting on you. Please inform teachers in advance of planned absences and call the school for unforeseen absences. Students will be disappointed you cannot come, but will be reassured that you cared enough to call.  Appearance and Manner Spotswood volunteers should dress professionally when reporting for service hours. If you are not sure how you should dress, please ask the teacher, or assistant principal. Volunteers should also set a good example to students by maintaining professional conduct and language. 

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Con䦟㚀dentiality Volunteers must maintain strict con䦟㚀dentiality concerning information they learn about students or faculty. Keep information about students between yourself and the teacher. A misplaced comment can be devastating to a student, the family, and the volunteer program. If you have questions or concerns, talk with the teacher or the assistant principal. Volunteers who do not follow this code of con䦟㚀dentiality will no longer be permitted to participate in school volunteer activities.  The one exception to this rule is in the case of suspected child abuse or neglect (refer to page 5).  Renewal Each volunteer must submit a new Volunteer Application and ID with photo at the start of each school year. The assistant principal has discretion to determine if the returning volunteer will need to attend an orientation session. If you have questions or concerns about renewing your volunteer commitment to Spotswood Elementary School, please contact the assistant principal.  Parking We have two parking lots available to our volunteers. The parking lot behind the Primary Playground o� of Carlton Street and the parking lot behind the school are always open to visitors and Spotswood volunteers. There is no parking in the loop in front of the school as it is a designated 䦟㚀re lane. Fines of up to $250.00 can be imposed for parking in a 䦟㚀re lane.  Cell Phones Cell phones should not be used in our classrooms as they disrupt the teaching/learning environment. Exceptions to our cell phone policy exist when the classroom teacher has incorporated the technology into your lesson to enhance student learning in the instructional space.  Restrooms and Sta� Lounge Volunteers may use the restrooms located in the hallway leading to the primary wing. Volunteers are not permitted to use the sta� lounge unless prior approval has been granted by the assistant principal.  Tobacco & Tobacco Paraphernalia The use and possession of tobacco, tobacco paraphernalia, and electronic cigarettes is expressly prohibited on school property by ALL school visitors. School property includes the building proper, school grounds, and parking lots.    Alcohol & Drugs Our school is a drug free and alcohol free workplace. Drugs and alcohol of any kind are not permitted to be in the presence of children. Please be aware of what you have in your travel and work bags when reporting for your volunteer responsibilities.  Working with Students Often teachers will determine that it is appropriate to pair a volunteer to work one-on-one with a student. Volunteers are welcome to work with individual students as long as they remain in a space with another Spotswood employee. At no time should volunteers work with students outside of the supervision of the classroom teacher. 

        

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School Safety: A Partnership  The number one responsibility of all adults at Spotswood Elementary School is to maintain the safety of our students. Whether you are working directly with children or indirectly supporting students in another school location, all volunteers should be comfortable with Spotswood expectations and safety procedures. This requires volunteers to be aware of their direct responsibilities, to maintain proper communication with their supervising Spotswood sta� member(s), and to be aware of the limits of their volunteer duties. It is important to remember that when a concern arises, you are to immediately report it to your supervising sta� member and/or the front o�ce.  

Spotswood Elementary School Rules that Promote Student Responsibility & Respect To help students practice being responsible and respectful, the sta� at Spotswood Elementary School developed three rules for all students:  

Be Safe Be Kind 

Be Focused  The best way to support students who occasionally need to be guided towards accepted behaviors is to be a good role model who is kind, courteous, and outwardly encourages students who are being stewards of our school rules.    

At no time should a volunteer discipline a student .    

Should a concern about student behavior arise, the behavior should be brought to the attention of the supervising Spotswood sta� member(s).  Reporting Suspected Child Abuse and Neglect Any volunteer who has reason to believe that a child has been subject to abuse or maltreatment must report it to the teacher, professional school counselor, or the school’s administration immediately. School personnel will proceed by contacting the appropriate authorities. This information should never be repeated to other individuals (refer to the Con䦟㚀dentiality Agreement).  Evacuations and Lockdown Procedures 

Evacuations All volunteers should familiarize themselves with the appropriate evacuation route(s) from their volunteer location(s). Volunteers should assist their supervising sta� member(s) with e�ciently evacuating students from the building and accounting for the presence of all assigned students.  Lockdown Procedures In case of a lockdown/intruder event, volunteers should assist sta� members with closing & locking the classroom door, covering windows, and moving students from intruder visibility. If in the hallway, volunteers should help quickly usher students into the closest classroom/o�ce for safety.  

  

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Volunteer Opportunities  

A Spotswood volunteer can assist and support building goals and initiatives in many ways (in or out of the school building)! In our classrooms, the volunteer can assist the teacher, thereby freeing the teacher to focus more time on the teaching/learning process. If you 䦟㚀nd you are not comfortable helping in a classroom setting, there are numerous ways you can o�er other kinds of much needed support! If transportation is a concern, there are many things you can help with right from your own home. 

 Ways Volunteers Can Support our School  

● Helping your child be successful by monitoring homework practice and reading  ● Attending parent organization meetings ● Listening to or reading stories to groups of students ● Helping in our library ● Putting up displays or bulletin boards in classrooms or hallways ● Typing stories or other student work ● Participate in fundraising and community outreach programs ● Helping teachers make various teaching tools for students (䋂�ashcards, mini-books, etc.) ● Working with students on teacher-planned activities (centers, practicing math facts, etc.) ● Volunteering to share a talent (cooking, sewing, construction, gardening, music, art, languages other 

than English, reading, etc.) ● Volunteering to present to a class or the school about your profession ● Contacting community members to share or present at our school ● Organizing classroom materials, cupboards, 䦟㚀les, storage areas, etc. ● Work on school beauti䦟㚀cation projects (landscaping projects, trash pickup on school grounds, painting, 

seasonal decorations for the faculty lounge, etc.) ● Help our teachers working in after school enrichment opportunities/clubs for students ● Assisting in the cafeteria during student lunches 

 Helpful Hints for the Classroom 

● Be cheerful, friendly, and relaxed. Do not worry about making mistakes. ● Start o� by learning the school and classroom rules and procedures. If you are unsure of the right 

course of action, check with the teacher. ● Give your full attention to the children and the tasks at hand. ● Treat all students with equity and respect. ● Encourage your students to ask questions and make responses. ● Allow students the time, space, and opportunity to do a task independently before o�ering assistance. ● In the event of an emergency, stay calm and the children will follow your example ● Ask the teacher for help you cannot handle a problem. ● Be sensitive and responsive to the feelings of our students. ● Students may want to share many interesting things about school, peers, and family. While this shows 

the student is comfortable with you, please remember that the task at hand is most important. Explain that the discussion can be revisited after the work is completed. 

● Having you in the school is a great treat for all our students. Let students know your name; you might even write it for them. Ask students their names and make notes in order to remember them. 

       

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Volunteer Checklist ==========================================  I have:  

❏ Talked with the school’s assistant principal (Ms. Cook) ❏ Completed the Volunteer Application ❏ Submitted ID with photo to be copied by the front o�ce ❏ Received con䦟㚀rmation that my application has been approved ❏ Contacted Ms. Cook to reserve a day and time to complete my Volunteer Orientation  ❏ Been assigned to a teacher or a supervisor of a project/activity ❏ A speci䦟㚀c place and time to work 

 

I know:  

❏ The school layout, parking, and facilities available. ❏ The school/classroom discipline policy. ❏ Classroom policies, procedures, and rules. ❏ Evacuation and lockdown procedures and safety rules. ❏ Where and when to report to work. ❏ Where the sign in/out computer and name tags are located. ❏ What to do if I must be absent. ❏ What to do if I suspect child neglect or abuse. ❏ Where instructional materials/tools are kept. ❏ What is expected of me during my volunteer experience at Spotswood Elementary School. 

 

======================================================== Notes      

  

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2016-2017 Volunteer Application Spotswood Elementary School  

 Name: __________________________________ Phone: ________________________  Address: _____________________________________________________________________  E-Mail Address: _______________________________________________________________  Do you have a child at Spotswood:  YES _____  NO _____  Child’s Name & Grade: __________________________________ Teacher: _____________  Child’s Name & Grade: __________________________________ Teacher: _____________  Child’s Name & Grade: __________________________________ Teacher: _____________  When are you available to volunteer? (please specify days, hours, or other considerations) ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________  Do you have a particular grade level where you would like to volunteer? (circle all that apply)  

K 1st 2nd 3rd 4th  

Please check the activities where you would like to volunteer. (Note: Will will make every e�ort to match you to the activity you choose, however volunteers will be placed based on availability and need.)  

❏ Room Parent for classroom ________________________________________________________ ❏ PTA Activity Helper (Book Fair, Box Tops, PTA meetings and special events, etc.) ❏ Student Tutoring (reading, math fact practice, assist with writing assignments) ❏ Student Mentor (work directly with a struggling student by assisting them and providing a positive 

role model) ❏ Classroom Helper (preparing instructional materials, assisting with special projects, etc.) ❏ Library Helper  ❏ Other Ideas: ___________________________________________________________________ 

 *** I have read and agree to the items outlined in the School Volunteer Handbook: __________ 

Initial *** Please attach a scan of an ID with photo. 

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Volunteer Con䦟㚀dentiality Agreement Spotswood Elementary School 

 There are federal and state laws that protect the privacy rights of students and families. In a school situation, there are many instances in which con䦟㚀dential information is discussed in order to better understand students and how we can help them. When working in the schools as a volunteer, there may be times when this information is heard. Our sta� will make every e�ort to prevent his from happening; however, as a volunteer you must agree that if you do hear information about a student or family you will not repeat this outside of school. This will ensure that protection of our students’ interest and their families, thus creating a better environment for all.  Additionally, 2 laws govern special education con䦟㚀dentiality, FERPA (Family Education Rights and Privacy Act) and IDEA (Individuals with Disabilities Education Improvement Act). Both bodies of regulations indicate that con䦟㚀dentiality must be maintained relative to special education students. Therefore, any written or verbal communication with another who does not have a right to know is in violation of the laws. A volunteer should not discuss a child’s disability with any individual outside of the classroom instructor, building administrators, or appropriate sta� members. The volunteer should not use any written or verbal statements outside of the school that would divulge the child’s disability; this includes notes, email, text messages, and/or social media sites. In essence, only those who work directly with the student are considered as those with a “need to know”. If at any time these terms of con䦟㚀dentiality are violated by a volunteer, termination of volunteer service may occur.  As a volunteer: 

● I realize that I am subject to a code of ethics similar to that which binds the professionals in the 䦟㚀eld in which I work. 

● I will keep con䦟㚀dential matters private. ● I also understand that volunteering at Spotswood Elementary School is a privilege and not a right. 

The school’s administration reserves the right to deny or remove any volunteer violating con䦟㚀dentiality or any district policy. 

 By signing this agreement, I am stating that I will not divulge information about any student or family to any person outside the school setting.   _______________________________________________  Volunteer Name (please print)    _______________________________________________ ___________________  Volunteer Signature Date 

     

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