SCS Policy Overview: Volunteers

School Volunteers (7010)

  • Volunteering is a privilege not a right.
  • Volunteers serve at the discretion of the principal.
  • Criminal Background Check Required
  • Professional relationship with students shall always be maintained.
  • Develop wholesome and constructive relationships with them.
  • Intimate relationships are STRICTLY PROHIBITED.
  • The principal has the right to restrict communication types between volunteers and students.

Background Checks (4053)

  • Variety of screenings; some may be fingerprinting while others may require web checks.
  • Prior charges and convictions MUST be disclosed.
  • Additional screenings will be conducted by the discretion of the district.
  • The district keeps information disclosed from the background check confidential.

Visitors to the Schools (7011)

  • Principals decide who can be on campus.
  • Visitors must sign in and out, may be asked to present id, and even wear a visitor’s badge.

Confidential Student Information (6003)

  • “I agree to access confidential student information only with permission from school or district personnel and only with permission from school or district personnel and only if I have a legitimate educational interest.”
  • I will not share or release any confidential student information to any other persons, other than school officials who have a legitimate educational interest in the record.”

Child Abuse, Neglect and Child Sexual Abuse (6017)

Individuals who know or have reasonable cause to suspect that any child has been abused, neglected, or sexually abused are legally responsible for immediately reporting such knowledge or suspicions directly to the legal authority, including law enforcement or the Department of Children Services.

Field Trips and Excursions (6004)

  • Volunteers serving as field trip chaperones must abide by policy 4053 and serve under the rules of the principal.
  • Use of private vehicles is highly discouraged.

Registered Sex Offenders (6059)

  • Registered sex offenders may NOT serve as volunteers.

Family and Community Engagement (FACE): Shelby County Schools (SCS) Volunteer Registration Process

Step 1

All volunteers must complete the Online Volunteer Application; applications may also be completed at the schools. Each school will determine the level of the volunteer’s planned activities based on the guidelines in School Volunteers Policy 7010.

Step 2

If the volunteer’s activities are level 2, (monitored volunteer) or level 3 (unmonitored volunteer), the FACE representative or volunteer coordinator will administer a background check. The web-based background screening (volunteerinfo.scsk12.org) is administered at the schools and the level 3 fingerprinting is completed at the Board of Education. As a prospective volunteer, you are responsible for securing the authorized personnel signature on the Fingerprint Identification form and contacting Family and Community Engagement to schedule a fingerprint appointment.This process is completed in approximately 7 to 10 business days. Volunteers may not participate in any activities until they have been cleared by Family and Community Engagement. Volunteer background checks and fingerprints shall be conducted every school year.

Step 3

All volunteers are encouraged to attend orientation. Volunteer orientation is conducted at the school for levels 0- 2 volunteers; district level orientation is mandatory for all level 3 volunteers.

Step 4

If you havepending charges or have been convicted of specific criminal offensives (i.e. registered sex offender) in accordance to Background Check Policy 4053,you may be prohibited from all volunteer activities. The school will keep the records for volunteers on file in the main office.

**Once approved to serve as a volunteer you are to report to your chosen school. There you will receive instructions from the Principal or site coordinator. There may be additional forms to complete at your school and you shall be bound by the standards of conduct applicable to District employees. Approved volunteers who violate this policy or guidelines established by the Superintendent or designee may be removed from their volunteer services and/or prohibited from volunteering within the District.

Get started today!

Volunteer
Level / Description / Supervision / Requirements of
Service / Type or Required Screening / Examples of
Volunteer Positions
Level 0:
Unscreened
Volunteers / Have no direct or extended contact
with students / Must be directly
monitored and
supervised by school personnel
at all times / Sign in and out at school/site location.
Present personalidentification
Wear volunteer/visitor
badge. / Raptor screening is required
for all school visitors. /
  • Speakers
  • Program guests
  • Class reader

Level 1:
Chaperones / Have direct but
limited contact with students, both during and after school hours / N/A / *(See the requirements for Level 0)
*Complete a Volunteer Application.
*Must be approved for service by school or district program. / School will check name against the Sexual Offender Registry /
  • Daytime field trips chaperones, in Shelby County
  • Test monitors
  • Parents chaperoning social functions

Level 2:
Assistants / Have direct and/or extended contact with students, both during and after school hours / Must be monitored and supervised by school personnel. / *(See the requirements for Level 0 and 1) / *Volunteer enters information for check into web system at the school site.
*Central office will conduct criminal background check. /
  • Daytime field trip chaperones, outside of Shelby County
  • Classroom assistants
  • Hall Monitors
  • School office/cafeteria assistants

Level 3:
Coaches, Tutors and Mentors / Have one-to-one direct and /or extended contact with students, both during and after school hours. / May interact with students without the presence and direct supervision of district personnel / **(See the requirements for Level 0 and 1, and 2)
Attend Volunteer Orientation. / Central office will conduct fingerprinting background check with TBI, which includes a complete criminal record. /
  • Overnight chaperones
  • Coaches or athletic assistants
  • One-to-one tutors
  • One-to-one mentors
  • Afterschool Assistants

**Shelby County Schools Volunteer Levels*