Volunteer Handbook

Reynolds School District recognizes the diversity and worth of all individuals and groups in our society. It is the policy of the Reynolds School District Board of Education that all educational programs, activities and employment will be free of discrimination or harassment on the basis of race, color, religion, gender, gender identity, sexual orientation, national origin, disability, parental or marital status, or age. 

Contacts:

• Title IX (staff), Equal Opportunity, Title VII, and American Disabilities Act: 
  • Shaunice Silas, Executive Director of Human Resuorces • (503) 661-7200 x4562 • ssilas@rsd7.net 

• ​Title IX (students), Section 504: 
  • Holly Altiero • (503) 661-7200 x4723 • haltiero@rsd7.net

• Title IX (athletics): 
  • Ryan Aldred, Athletic Director, Reynolds High School • (503) 667-3186 x1126 • raldred@rsd7.net 

This handbook is designed to answer questions, provide required information, and give guidance and direction to all Reynolds School District volunteers. This handbook contains policies procedures and work rules that are applicable to all volunteer programs. Additional work rules may be made available to you as part of your training and orientation to a particular location or volunteer duty. All volunteers should be aware they are serving Reynolds School District students, families, and staff. It is expected that all volunteers follow the rules and regulations of Reynolds School District.

Volunteers play an important role in the success of Reynolds School District (RSD)! Getting involved is a great way to show our students that you take an interest in their education and sends a positive message that you consider school a worthwhile cause.

Opportunities include:

• School grounds improvements
• Classroom assistant
• Co-curricular clubs/activities
• Field trips
• Fundraising/Student Store
• Library/Book Fair
• Reading tutor
• Recognition events
• Athletics
• Clerical help

Reynolds School District Vision:

As a community, we prepare lifelong learners to achieve their full potential in a complex and interconnected world.

Reynolds School District Mission:

We lead with equity to educate and support all students to graduate with the skills and confidence to thrive.

Being a Volunteer

Volunteering in a school is a unique and exciting experience. This experience is designed to promote and maintain a positive and supportive relationship between students, schools, and the community.

Volunteers should be:

• Friendly and caring
• Confidential
• Reliable and flexible
• Understanding and patient
• Ready to learn new skills

Volunteers should have:

• A professional attitude
• An ability to work cooperatively with students, parents, school staff, community members, and other volunteers
• Interest in working with young people
• Good moral character
• Time and willingness to serve
• An understanding of the important role that education plays in the lives of children and our communities

Goals of the Reynolds School District Volunteer Program:

• To promote and maintain a supportive relationship between students, their schools, and their community
• To strengthen parent/school/community relations through positive participation
• To give parents and guardians an opportunity to learn more about their child’s school and the district
• To promote parent engagement 
• To assist teachers and other school staff in classrooms, buildings, and school activities
• To enhance district educational programs

How to Get Started

1. Read the volunteer handbook
2. Submit a volunteer application 
3. Complete the mandatory volunteer training
4. Have fun!

For the safety of our students, staff, and community members, all volunteers will read the Volunteer Handbook (Step 1), complete a volunteer application (Step 2), complete the mandatory volunteer training (Step 3). All volunteers 18 years and older will undergo a criminal history check before beginning service. This includes any person who works with or around children in our schools or buildings. Wait to receive your clearance notification (Step 4). You will be notified when you have been cleared to volunteer or your next steps via email (if an email is not provided, you will be notified via mail).

Applying to become a Reynolds School District volunteer is simple – and once you are “cleared to volunteer,” you are good for three (3) years.

To Apply:

1. Review the Volunteer Handbook
2. Complete the Volunteer Application (1 application per individual; if you have students who attend different RSD schools, you may select multiple schools on a single application). The Volunteer Application is available online at  https://reynolds.volunteermatters.org/project-catalog/52 
3. Complete the mandatory volunteer training. 
4. Please check the main contact detail page in your Volunteer Matters account. On the right-hand side, you will see your “Credentials.”  Once all seven of your credentials are green and say approved you will be approved to volunteer. 

The volunteer clearance process can take several days, especially if you have lived in another state or country within the last 10 years, so make sure to get your application in early!

All information will be handled in a confidential and professional manner.

Once you are cleared, contact your school for volunteer assignments.

As a reminder, please sign in and out at the main office each time you volunteer. And always wear your volunteer identification badge/sticker!

Administration Office
Phone: 503-661-7200| Email: volunteers@rsd7.net

Our Schools (this link will take you to a list of our schools)

Commitment

Volunteers should carefully consider the time commitment of each volunteer opportunity before beginning their service. Volunteers should make sure to create a balance between volunteering and personal life responsibilities. Volunteers must also understand that paid RSD staff are legally responsible for the overall management and operations of the school and its programs. Volunteers help support the school and its programs.

Level of Involvement

Choose the way you want to volunteer. Choose what is right for you.

• Volunteering does not mean you have to come every day.
• Volunteering does not mean you have to stay at school all day long.
• Volunteering does not mean you have to volunteer all year.
• Volunteering means you care.
• Volunteering means you want to be involved in your child’s school experience.
• Volunteering means you are committed to doing your part to make our schools and community a better place to live and grow.

Spend time in the school, help out at events, and go on field trips. Volunteering is also a great way to stay involved and know what is going on.

If you are not able to get to the school, do not have transportation, or you do not have childcare, there are still ways to be involved. You may be able to volunteer remotely; it may be possible to help with a class or school project from home. Your involvement is always appreciated – call or email the school and ask if there is something you can do from home.

Dependability and Punctuality

Be on time and dependable. We rely and depend on our volunteers. Remember – our students are counting on you! If you are not able to report to your scheduled shift, please call or email the school as soon as possible and let them know so that adjustments can be made.

Be sure to follow teacher and/or school staff member directions.

Confidentiality

Student information is protected by federal privacy laws. Volunteers must keep students and/or staff member information confidential and within the school in which they work. Such information is only to be discussed with the appropriate teacher or staff member at the school. The principal is the primary contact if a volunteer is unsure of who to speak to.

Signing In and Out

Always sign in and out of the building where you are volunteering. The school must keep track of your hours, and periodically report a total of all volunteer hours to school district administration.

All schools should be utilizing the Volunteers Matters sign-in computer system. Sign in to the computer system as a volunteer. If you are unable to find yourself in the system, and you have received communication that you have been cleared to volunteer, please let the head secretary know so that we may update our volunteer system.

Identification

To ensure the safety of our students and staff, all volunteers must wear a visible volunteer badge/sticker at all times while in the building, on field trips, and/or events.

Working with Students

Never be alone with a student. You should be within view and hearing of a licensed teacher, counselor, or administrator at ALL times.

Always work in a public area, on the school site, in view of others. Never work one-on-one with a student in a closed-door room without a licensed teacher, counselor, or administrator present. Never work one-on-one with a student in a private location out of sight from a licensed teacher, counselor, or administrator.

Don't bring younger children/siblings to the school while volunteering. Even a quiet, sleeping baby draws the attention of the students away from their schoolwork. 

Don't disrupt classroom activities with questions or concerns about your own child. Please arrange for a separate time before or after school to conference with your child’s teacher. 

Don't engage in political or religious activities while volunteering. 

Don't provide first aid or handle any bodily fluid spills, contact the teacher or staff member in charge. If you are accidentally exposed to another individual’s body fluid, wash the affected skin thoroughly with soap and water, or flush mucous membranes with water. 

Dress & Grooming

Volunteers must maintain an appearance (including clothing, grooming and personal hygiene) that is consistent with accepted business standards and comply with health, sanitary, and safety standards.

• Clothing: Clothing appropriate to the job must be worn while volunteering. Volunteers are not permitted to wear clothing that promotes illegal activity, gangs, inappropriate language, alcohol, drugs, or cigarettes and/or contain images or words of a sexual nature.
• Tattoos: Visible tattoos must not contain any offensive pictures and/or obscene language.
   

Please remember - you are working with children who may have allergies to certain perfumes, colognes, lingering cigarette smoke, and other scents.
 

Weapon, Tobacco, Alcohol & Drug-Free

For the safety of our students, staff, community members, and volunteers, all Reynolds School District schools and school grounds are weapon, tobacco, alcohol and drug-free. These items are NOT allowed on school property.

 

Personal Communication Devices

Students and staff should be allowed to complete their tasks without the interruption of personal communication devices such as pagers, cell phones, or audio headsets (other than for school use) while attending school or school-associated activities, and on or off the school property (including school buses).

A personal communication device is one that emits an audible signal, vibrates, displays a message, or otherwise summons or delivers a communication to the possessor.

Please speak to your principal about where cell phones and other personal communication devices may be used in the school.

Cell Phone Photographs:

• Cell phone photographs are discouraged during school hours and school activities. Always ask the teacher or staff member in charge if pictures are allowed prior to taking any photographs, especially photographs of students.
• Use of cell phone photography is strictly prohibited in the restrooms or locker room areas at any time.

Other Photography:

• Always ask the teacher or staff member in charge if pictures are allowed prior to taking any photographs, especially photographs of students. This includes, but is not limited to, photos with or without students on school property, screenshots of video meetings (Zoom, Teams, Google Meet, etc.), any photos with students, etc.

Field Trips

As a volunteer chaperone:

• Discuss the itinerary, logistics, and any chaperone guidelines with the
• teacher in charge prior to the field trip.
• Your primary goal is to make sure students are safe and to help them enjoy themselves. Help students remember to be on good behavior and not run off from the group, horseplay or engage in behavior that may bother others.
• Stay positive and help keep students as engaged as possible.
• Participate in activities and support the teacher's decisions. Compliment students on good behavior.
• Do not consume alcohol or other non-prescription drugs before or during field trips.
• Do not smoke or use tobacco or controlled substances including electronic cigarettes or look-a-likes in any form.
• Do not possess articles that can be used as weapons.
• Do not administer medications to students.

Transportation

Volunteers are not allowed to transport students in their personal vehicles. Never go off-site with a student, and never give them a ride in your car. Your volunteer experience is limited to the public school setting and/or field trip site.

Discipline

Volunteers may not discipline students. Such matters are to be reported to the appropriate supervising staff member.

Remember your primary goal as a school volunteer is to make sure students are safe and to help them engage in learning. Be firm about important issues such as horseplay and behavior that may bother others, but remember, learning is supposed to be fun, so let minor slip-ups slide. If a child breaks a rule, do not reprimand them publicly, pull them aside and let the teacher or supervising staff member know.

Recognizing the Signs of Child Abuse

Volunteers must complete the mandatory online training on Child Abuse: Mandatory Reporting and Sexual Misconduct: Adult-to-Student. This training must be completed before beginning volunteer service. You will receive an email with instructions on how to access the training.

Harassment/Bullying

Hazing, harassment, intimidation, menacing or bullying, and acts of cyberbullying by students, staff, and third parties toward students is strictly prohibited.

Assaults, Menacing, Disorderly Conduct, and Threats

Students, staff, and community members are entitled to attend schools in an environment where physical or mental violence does not occur. Persons who engage, promote, or become involved in such activities can and will be held accountable for their actions.
 

What is a volunteer?

• A volunteer is someone who provides their time, assistance, and talents to our school staff to help enrich and meet the needs of our students and the educational goals of the District.

Who must complete the Volunteer Criminal History Verification process?

• In accordance with District Policy GCDA/GDDA-AR, any volunteer, 18 years or older, volunteering at any district facility, shall undergo a criminal history check before beginning service.
• Per Senate Bill 155, applicants will also be screened through the Oregon Department of Education's Sexual Misconduct Verification System to determine if the Department has an ongoing investigation or substantiated report of sexual misconduct before being allowed to volunteer.

Do high school students need to complete the criminal history check process prior to volunteering?

• Reynolds students over the age of 18 must complete the criminal history check.

Do I have to be a documented United States Citizen to volunteer?

• No, we do not ask about citizenship and it is not a factor in volunteering. In order to volunteer in the Reynolds School District, you need to complete a criminal history check. You can use any of the following forms of identification:
  • A valid state-issued identification card
  • A driver’s license from any state
  • A valid consular identification card

What if I don’t have a state-issued identification card?

• Not having a state-issued identification is not a problem if other information results in identifying you and/or locating your criminal records. The criminal history verification company we use can screen your criminal history using other information, including your name, date of birth, and address of residence. If a match of records cannot be made using that information, you may be excluded from volunteering.
• You are not required to provide a social security number.

Do I have to apply to volunteer for each individual school I wish to volunteer at in the Reynolds School District?

• No. If you would like to add your name to the volunteer list for an additional school you did not select in your initial volunteer application, please let the school secretary know or contact the Community Engagement & Volunteer Specialist at the district office. The new school will be notified of your current volunteer status.

If I am a Reynolds School District employee, do I need to apply to be a volunteer?

• Yes, all employees are required to apply for volunteer status.

I have been background-checked for another job, why do I need to do this again?

• We cannot access background check records that have been completed outside of Reynolds School District. For the safety of our students and staff, the criminal history check allows us to screen all individuals prior to the start of service in Reynolds School District. Other employers, school districts, and programs do not use the same screening process that we do. This process allows us to register all Reynolds School District volunteers into our volunteer management system.

Will I be able to volunteer if I have a criminal record?

• Applicants with a criminal record may be asked to complete a volunteer interview in order to be cleared to volunteer. The screening process is designed to protect our students and staff and to manage risk. You may be restricted from certain activities, such as handling money. The nature of the crime, circumstances, and the length of time since the incident occurred are considered during the screening process.

How will I know when I can start volunteering?

• Please check the main contact detail page in your Volunteer Matters account. On the right-hand side, you will see your “Credentials.”  All seven of your credentials should be green and say approved.  Please see the photo below.  

Once I have been cleared to volunteer, how long does my clearance last?

• Reynolds School District volunteer clearance is valid for three (3) years. Clearance expires June 30, three (3) years after you are cleared. For example, if you are cleared on December 3, 2023, your clearance would expire on June 30, 2026, and you would then have to reapply to volunteer.