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Administrative Procedure 495: Volunteer Programs in the Schools

Legal References

Education Act: Section 171 (1) 4. Voluntary Assistants - Duties Assigned by Principal; Ministry of Education Policy/Program Memorandum 161 Supporting Students with Prevalent Medical Conditions in Schools; Guideline - Ontario Schools Code of Conduct; Ontario Reg. 521/01 Collection of Personal Information
 

Related References

Administrative Procedure (AP) 175 Reporting Hazards, Incidents and Occupational Illness; AP180 First Aid and Medical Emergencies; AP204 Program Planning; AP265 Co-Instructional Activities; AP266 Field Trips and Excursions; AP307 Safe Arrival: Kindergarten to Grade 8; AP314 Supporting Students with Prevalent Medical Conditions in Schools; AP351 Code of Conduct; AP401 Police Record Checks for New Hires, Employees and Students on Educational Placements; AP405 Allegations Against Employees and Volunteers; AP589 Transportation; AODA Ministry Customer Service Checklist; O.P.H.E.A. Guidelines; Form 495A Volunteer Survey (Sample); Form 495B Volunteer Coaching Application (Sample from O.P.H.E.A.); Form 495C Offence Declaration – Volunteers; Form 495D Confidentiality Agreement Volunteer/Visitor; Form 495E Volunteer Driver; Form 495F Volunteer Contract; Form 495G Request for Vulnerable Sector Check; Form 495H Request for Criminal Record and Judicial Matters Check; Appendix A – Suggested Criteria for Non-Teacher Coaches (Sample from O.P.H.E.A.); Appendix B – Statement of Liability Insurance; Appendix C – Statement of Disclosure of Abuse by a Student to a Volunteer; Appendix D – Statement on Health and Safety Issues; Appendix E – Standard Health and Safety Requirements
 
1.0 Participation of Volunteers

1.1 This administrative procedure has been established to encourage the participation of volunteers in the schools of Avon Maitland District School Board.

1.2 Volunteers enhance learning opportunities, support school-based services and promote a safe and secure learning and working environment.

1.3 Parents, caregivers, and community members are welcome in the schools of Avon Maitland District School Board. They can provide valued assistance to students and staff members by assisting school staff with or without direct supervision and with appropriate safeguards. Volunteers can help in many ways including: field trips, fundraising campaigns, providing small group and one-on-one assistance to students, co-curricular activities and extra-curricular activities.

1.4 The personal interests, background, and commitment of volunteers can enhance the programs, services, and educational opportunities for students.

1.5 Volunteers are valued education partners who foster interaction and co-operation between and among parents/caregivers and members of the school community for the benefit of students.
 
1.6 In the interests of providing an inviting educational environment, which promotes the well-being of all persons, it is the intent of Avon Maitland District School Board to promote a safe and secure school and working environment for students and staff.

1.7 It is understood that a volunteer serves without remuneration. Co-op students are not defined as volunteers.

1.8 This administrative procedure will provide guidelines for principals in recruiting, selecting, training, assigning and supervising volunteers in the schools.

2.0 Administrative Procedures

2.1 The principal is authorized to assign to a person who volunteers to serve without remuneration such duties in respect of the school as are approved by the board, and to terminate such assignment (Education Act, Section 171 (1) 4).

2.2 The principal is responsible, subject to existing guidelines detailed in this procedure, for:
    1. Determining the volunteering needs for the school;
    2. The recruitment, selection and screening of volunteers;
    3. Approving and delineating the task and the assignment of the volunteers;
    4. The training and orientation of the volunteers;
    5. The supervision of the volunteers;
    6. The assessment of the volunteer program; and
    7. The recognition of the volunteers.
2.3 A coordinator of volunteers, who is a staff member, may be designated in each school. The principal and/or coordinator may then designate or delegate other staff members to act as the direct supervisor for the volunteer.

2.4 A volunteer is covered by the board's liability insurance while working within the scope of activities as set by the board while adhering to appropriate safeguards. This insurance protects a volunteer who may be named in a lawsuit arising out of an injury to a student.

3.0 Guidelines for Administrators or Supervisors

3.1 Determining the Volunteering Needs for the School
Principals may consult with the school staff and the school council at the start of each school year to determine needs which could be supported with a volunteer and develop an inventory list.

3.2 Recruitment, Selection and Screening
3.2.1 The recruitment, selection and screening process is aimed at meeting the needs of the school while also filling the individual needs of the volunteer.
3.2.2 All staff members of the board have a high “duty of care” under the Education Act. Though certain duties and responsibilities can be delegated to volunteers, Avon Maitland District School Board staff members cannot divest themselves of this duty of care.
3.2.3 The investment of time in screening, preparation, and training of the volunteer should be in proportion to the time, extent and nature of involvement the volunteer will have with the students, i.e. the degree of impact and risk that the volunteer would reasonably have under the “duty of care”. 

3.2.4 Recruitment
3.2.4.1 Principals will inform the school community of the volunteer needs within their schools.
3.2.4.2 Recruitment surveys are an excellent vehicle for informing the staff and the community about the various ways that volunteers can help in schools (see Form 495A Volunteer Survey [sample]).

3.2.5 Selection
3.2.5.1 In selecting a volunteer, the principal will consider some or all of the following:
        1. skills, knowledge, certification, credentials, values;
        2. past and background experiences i.e. work, community, personal;
        3. interview results and impressions; and
        4. references.
3.2.5.2 The principal, in consultation with the staff receiving the volunteer, will determine the best fit for the volunteer's assignment. Parent/caregiver volunteers are not usually placed in a classroom with their own children.

3.2.6 Screening
3.2.6.1 Volunteer applicants must be interviewed by school administration. This can be an informal process for candidates who are well known to the school and/or working under the direct supervision of school staff. A more formal interview protocol will be particularly helpful for new volunteer candidates. When parents/caregivers who wish to volunteer in their home school are well known within the school community the principal, in consultation with staff, may screen and approve the volunteer candidate. Consideration should be given to the level of risk involved.

3.2.6.2 Volunteers who are community members but not parents or caregivers, may require a higher level of screening. Particularly when there is a lack of supervision (high risk) this requires that the applicant provide a list of three references which will be checked by the principal (see Form 495B Volunteer Coaching Application [Sample from O.P.H.E.A.]; Appendix A Suggested Criteria for Non-Teacher Coaches [sample from O.P.H.E.A.]). A Vulnerable Sector Check (VSC) shall be collected where the volunteer is in a position of trust or authority in relation to pupils. A Criminal Record and Judicial Matters Check (CRJMC) shall be collected where the individual is not in a position of trust or authority in relation to pupils. The applicant must provide the VSC or CRJMC at their own expense (if there is an expense). Form 495G and Form 495H can be used to assist the volunteer in obtaining a VSC or CRJMC. If the Criminal Record Check indicates any record of offences, the principal must discuss the suitability of the candidate with the supervisory official responsible for Human Resources. A new police record check must be collected every five years from the date of the most recent check. Collection shall occur in accordance with the timelines set out in Ontario Regulation 521/01, based on whether a prior police record check exists; and the individual’s birth month. The CRMJC or VSC will be retained by the Principal in a secure manner. 

3.2.6.3 Volunteers who previously submitted a Criminal Background Check and Vulnerable Sector Screening in the previous five years may provide an annual declaration offence to continue to participate in activities involving direct contact with students with minimal or no direct supervision by the principal or other staff (see Form 495C Offence Declaration – Volunteers). The Offence Declaration would be retained for the school year and then updated with a new Offence Declaration. Outdated Offence Declarations must be shredded.

3.2.6.4 The principal retains the authority to accept or decline any volunteer’s offer of service without appeal and to halt, without appeal, volunteer activity.

3.3 Delineating and Approving the Volunteer Task/Assignment
3.3.1 All volunteers should be provided with a clear description of their activities, duties, responsibilities, rights and the parameters of their involvement. Where a staff supervisor exists, the roles and responsibilities of the volunteer and the staff supervisor shall be delineated. The relationship between the volunteer and the staff supervisor should be discussed.
3.3.2 Volunteers must be provided with procedures to be followed if they encounter difficulties with students.
3.3.3 Volunteers must be made aware of health and safety issues, safe schools, customer service and accessibility, equity, Municipal Freedom of Information, legal liability, reporting abuse procedures, and emergency procedures (e.g. fire drill; response to Individual Medical Management Plan of Care for students for whom they are assisting, if applicable, and for which consent to release information has been procured).
3.3.4 A volunteer contract, Form 495F, must be signed by the volunteer and the principal. A formal contract may not be necessary for incidental volunteering (e.g., a one-day field trip).

3.4 Training & Orientation
3.4.1 A tour of the school and introduction to staff is helpful and thoughtful, especially for new volunteers.
3.4.2 Principals should provide to volunteers and review with them, an information orientation package which will include:
        1. Expectations and role description of the task assignment;
        2. A copy of relevant and related school rules and routines (i.e., student code of conduct, emergency procedures, timetable/schedule etc.);
        3. A review of procedures related to discipline issues;
        4. Strategies for dealing with the management of student behaviour;
        5. A review of procedures and protocol for use of school equipment (i.e., photocopier, gym storage);
        6. A statement concerning legal liability (see Appendix B Statement of Liability Insurance; Form 495E Volunteer Driver Form);
        7. AMDSB Volunteer Visitor Confidentiality Agreement (see Form 495D);
        8. A statement on disclosure of abuse by a student (see Appendix C Statement on Disclosure of Abuse by a Student to a Volunteer);
        9. A review of procedures related to health and safety issues (see Appendix D Statement on Health and Safety Issues and Appendix E Standard Health and Safety Requirements); and
        10. Information about the Board’s Liability Insurance Coverage (see Appendix B).
3.5 Supervision and Review
3.5.1 The principal is ultimately responsible for the actions and activities of any volunteer within the school or working with students in co-curricular/extra-curricular activities, and the supervision of the volunteers.
3.5.2 Some volunteers will be directly supervised by a staff member (i.e., a volunteer helping the school secretary would be directly supervised by the school secretary and a volunteer assigned to a grade three classroom would be directly supervised by the classroom teacher).
3.5.3 It is essential to monitor the activities of individual volunteers and to regularly provide them with feedback.
3.5.4 The principal may provide, or the volunteer may request, a formal review or reference when their involvement and support of students has been regular and substantial, for use in future employment opportunities.

3.6 Review of the Volunteer Program
Periodic monitoring and review of the overall volunteer program is necessary to measure its impact in order to make adjustments necessary to its ongoing success.

3.7 Recognition of the Volunteers
The efforts and assistance of the volunteers should be recognized. The type of recognition may vary from school to school (e.g., acknowledging contributions through the school newsletter, annual school recognition assembly, event, luncheon, etc., invitation to special school events).

3.8 List of Forms and Appendices for Volunteers
      • Form 495A - Volunteer Survey
      • Form 495B - Sample Volunteer Coaching Application Form
      • Form 495C - Offence Declaration – Volunteer
      • Form 495D - Confidentiality Agreement Volunteer/Visitor
      • Form 495E - Volunteer Driver Form
      • Form 495F - Volunteer Contract
      • Form 495G - Request for Vulnerable Sector Check
      • Form 495H - Request for Criminal Record and Judicial Matters Check
      • Appendix A - Suggested Criteria for Non-Teacher Coaches
      • Appendix B - Statement of Liability Insurance
      • Appendix C - Statement on Disclosure of Abuse by a Student to a Volunteer
      • Appendix D - Statement on Health and Safety Issues
      • Appendix E - Standard Health and Safety Requirements
 
Revised June 2026