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Guidelines & Requirements for Volunteers

Volunteer Requirements

  • Volunteers are required to perform the duties assigned to them in accordance with district policies and procedures, as outlined in this handbook and as directed by supervising staff.
  • Volunteers are required to conduct themselves in a professional manner at all times and to promote the education and interests of students, as well as the reputation of the Bexley City School District.

Scheduling

  • All volunteer opportunities must be pre-arranged with the teacher or supervising staff member.
  • Volunteers are NOT permitted to bring any of their other children (or any child not enrolled in the program they are volunteering for) with them to the school during their volunteer hours, regardless of age.
  • Please contact the school office as soon as possible if you are unable to volunteer on your scheduled day or time.
  • If you are sick, please contact the school to cancel your volunteer session and help prevent the spread of illness.
  • Please be punctual for all scheduled volunteer times.

Attire/Appearance

  • Volunteers should dress neatly and in a manner appropriate to a public school environment.
  • DO NOT WEAR ATTIRE with slogans or advertisements that promote or display:
    • One political or religious group over another.
    • Tobacco, alcohol, or drugs.
    • Weapons, violence, harm, or other related intentions.
    • Content that is sexual in nature or otherwise inappropriate for a school setting.
If attire is deemed inappropriate by school administration, the volunteer will be asked to change or may be removed from their duties for the day.
 

School Rules

Volunteers are expected to be familiar with and adhere to the rules and regulations outlined in the relevant school handbooks:

Emergency Procedures

Please familiarize yourself with the correct procedures for responding to emergencies. Information can be found in the Safety Overview for Parents/Students.

In any emergency, always follow the lead of school staff.

Drugs

For the purpose of this policy, "Drugs" are defined as illegal drugs and legal drugs, specifically recreational drugs (e.g., tobacco, alcohol, cannabis) and medical drugs (e.g., over-the-counter drugs (e.g., Advil, Aspirin) and prescription drugs.

Policy:

  • Illegal drugs and legal recreational drugs are NEVER permitted in the school, on school grounds (including parking lots), or at school-sponsored events. This prohibition applies at all times, including evenings and weekends.
  • Legal medical drugs (over-the-counter or prescription) belonging to the volunteer must be kept securely out of sight and are NOT allowed to be in the presence or potential access of children.
  • Volunteers are NOT allowed to administer any over-the-counter or prescription drugs to students.
  • If a student complains of illness or requests medication, please direct them to the school nurse, classroom teacher, or building principal.

Signing In and Out

  • All volunteers must sign in at the main office upon arrival and sign out upon departure.
  • Independent Volunteers must wear their district-issued ID badge visibly at all times while on school grounds or at school events.
  • Support Volunteers will be issued a temporary sticker at sign-in, which they must wear visibly at all times while on school grounds.
  • PLEASE NOTE: For Cassingham Complex volunteers, access is restricted to the building in which you are actively serving. If a volunteer needs to conduct business in another school within the complex, they must report back to the Main Entrance of that school and sign in again.

Appropriateness of Volunteer Work

  • A volunteer is NEVER considered a substitute for a school staff member. Volunteers are present to support and assist staff.
  • If you are asked to perform a task that makes you feel uncomfortable, or for which you feel unprepared or unqualified, please discuss your concerns with the building administrator or an appropriate staff member for guidance.

Social Media

  • Volunteers are asked to present themselves and the Bexley City School District in a professional and positive manner on all social media platforms.
  • Volunteers are NOT allowed to post any confidential information on social media that was obtained while volunteering. This includes, but is not limited to, information about students, staff, or school operations.
  • Volunteers are NOT allowed to post pictures or videos of students taken while volunteering.
    • Exception: If the student in the picture or video is the volunteer’s own child, and the image complies with all other school policies and respects the privacy of other students who may be incidentally captured.

Confidentiality

Volunteers have a responsibility to protect the privacy of students and staff.

  • Teacher & Staff Members’ Privacy: Volunteers must protect teachers' and employees' right to privacy. Discussions about staff members should be limited to professional interactions directly related to volunteer duties.
  • Student Privacy: Volunteers must protect students’ right to privacy, which includes:
    • Education records and academic information.
    • Medical records and health information.
    • Information regarding a student's disability or medical condition.
    • Personal information a student shares with you (except as noted below under Child Abuse and Neglect Reporting).

Do not discuss students (academics, behavior, personal details) with anyone other than appropriate school staff and only for legitimate, school-related purposes.

Reporting Child Abuse and Neglect

As a volunteer in our schools, you are in a position of trust.

  • You MUST immediately inform the classroom teacher, supervising staff member, or building principal if a student shares information with you or if you have any other reason to suspect that a child has been subjected to abuse, neglect, or maltreatment.
  • School personnel are mandated reporters and will then proceed by contacting the appropriate authorities as required by law.

Student Instruction

School staff are legally responsible for the instruction of students and the management of the school environment.

Volunteers should NOT:

  • Provide the curriculum or create the teaching plan.
  • Take sole charge of a classroom or group of students without staff supervision appropriate to their volunteer level.
  • Diagnose students' academic, physical, or emotional needs.
  • Evaluate student growth or achievement (e.g., grading).
  • Counsel students regarding personal problems; instead, refer students to appropriate school staff (e.g., counselor, teacher, principal).

Student Discipline

It is the teacher’s and school administration's responsibility ONLY to discipline students.

  • Volunteers are NOT permitted to impose punitive consequences (e.g., detention, removal of privileges) directly on students.
  • Volunteers may assist with classroom management under the direct guidance of a staff member.
  • Volunteers are NOT permitted to touch a student in an aggressive, disciplinary, or sexual manner. Physical contact should be appropriate to the school setting and generally avoided unless necessary for safety or instructional support under staff guidance.

Student Contact

To ensure appropriate boundaries and student safety:

  • Volunteers are NOT permitted to ask for students’ personal contact information (e.g., phone numbers, email addresses, social media profiles).
  • Volunteers are NOT permitted to share their own personal contact information with students.
  • Volunteers are NOT permitted to contact students by phone, text, email, social media, or visit them off campus outside of approved school activities.
    • Exception: These restrictions do not apply if the student is the volunteer’s own child.

Promotion of Products, Religions, or Politics

While volunteering at school, volunteers are NOT permitted to:

  • Promote any commercial product or service.
  • Promote any specific religious doctrines or beliefs. Proselytizing is prohibited.
  • Promote any political candidates, parties, or partisan political activities.

Our schools are environments for public education, and we must maintain neutrality in these areas and adhere to Board of Education policies and Ohio laws.

Cell Phones

  • Volunteers should turn their cell phones to silent or vibrate mode while working with children or in classrooms.
  • If a phone call must be made or taken, please do so outside the classroom or instructional area and ensure it does not disrupt the learning environment. Personal calls should be kept to a minimum.

Restrooms

  • Volunteers must use restrooms designated for staff and adults.
  • Volunteers are NOT allowed to use student restrooms.

Health and Safety

  • Volunteers must NOT lift heavy tables, equipment, or other large items due to liability issues and risk of injury.
  • Please make arrangements with custodial staff or other appropriate school personnel if heavy items need to be moved.

Dismissal and Transport of Students

  • Volunteers are NOT allowed to dismiss students from school or a classroom. Students must be dismissed by appropriate school staff, following established school procedures.
  • Volunteers are NOT allowed to escort students off-campus during or after the school day.
  • Volunteers are NOT allowed to drive students in their personal vehicles.

Exception: If the student is the volunteer’s own child.