Volunteering with EWSD
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Welcome! Thank you for your interest in volunteering with the Essex Westford School District. We look forward to partnering with you to provide the best possible experiences for our community’s children.
There are four levels of volunteers in our district. Depending on the level for which you hope to volunteer, there may be some restrictions on the roles you may serve in and/or you may be required to complete additional screenings. Please note that for the 2022/23 school year, the coordinating teacher/coach/activity advisor will contact volunteers directly and invite them to begin the registration process, which includes completing an online form (see details below).
The school Principal or department Director has sole discretion whether to accept or not accept specific individuals as volunteers (subject to the background check results as outlined), to limit a volunteer's service with the district, and in all decisions related to the continuation of a volunteer’s service. The decision of the Principal/Director on these matters is considered final.
Volunteer Levels
- Student Volunteer: A volunteer under the age of 18 who is enrolled as a student within our district.
- Level 1 Volunteer: A volunteer whose work does not involve direct contact with school children (e.g. creating student directory, collecting order forms for a fund-raising event, or performing other clerical or administrative tasks from home; preparing food items for school events/fundraisers; serving on an interview committee; etc.).
- Level 2 Volunteer: A volunteer who provides services within the school, on school district premises, or during school events, to assist within the classroom, library, main office, or other departments. Work involves direct contact with school children, but typically under the direct supervision of the classroom teacher or other approved school professional (e.g. room parent, dance/field trip chaperone, volunteer coach, etc.).
- Note: Those who wish to volunteer in a Level 2 role should complete the registration form and screening as outlined below. A Level 2 volunteer may also perform Level 1 duties as assigned.
- Level 3 Volunteer: A volunteer who provides direct services to students that involves extensive unsupervised contact with school children (e.g. overnight chaperone, volunteer driver of students, volunteer advisor, student mentors, etc.). A Level 3 volunteer may also perform Level 1 or Level 2 duties as assigned.
- Note: Those who expect to serve in a Level 3 volunteer role should coordinate with the appropriate EWSD teacher or staff member to complete the screening process and required paperwork prior to volunteering.
Volunteer Screening and Limitations
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Student Volunteers
A student under the age of 18 shall be permitted to serve as a volunteer upon recommendation from a classroom teacher, advisor, coach, administrator, or other educational professional who has worked with said student. The individual responsible for coordinating the volunteer’s assignment (if not the supervising school Principal or department Director) shall be responsible for obtaining the approval of the appropriate school Principal or department Director prior to assigning the student volunteer.
The student volunteer shall not be assigned to provide direct services to students in an unsupervised setting. Contact with students should be public (never behind closed doors) and in authorized areas only.
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Level 1 Volunteers
Since the work of a level 1 volunteer does not result in direct contact with school children, individuals may perform level 1 volunteer services without the need for a formal screening.
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Level 2 Volunteers
Individuals who are interested in serving as Level 2 volunteers must complete a registration form and background check each school year in order to be added to our Approved Volunteers list. District teachers, coaches and staff may contact those on the list to invite them to participate in student activities, once approved.
Due to the level of direct contact with school children, the following screening processes shall be completed for all level 2 volunteers:
- Volunteer Registration: All level 2 volunteer candidates must fill out a registration form (please contact the staff teacher or activity coordinator for the registration link). Individuals may sign up for multiple schools within the EWSD when registering. After you complete the online registration form, you will receive an email confirmation of your submission and must confirm it is you before your registration can be processed.
- Volunteers must register each school year in which volunteer services will be performed. This registration also serves as your authorization for EWSD to perform the Vermont Criminal Information Center online check.
- Online Vermont Criminal Records Check: An online criminal records check shall be conducted on all level 2 volunteers through the Vermont Criminal Information Center. This online check is conducted and maintained by district office staff each school year in which a person registers to volunteer. However, if a record exists, the Principal or Director shall be made aware of the record(s) to determine suitability of the person to volunteer and/or any limitations related to their volunteer service. Please refer to the Acceptable Standards under Background Checks for a list of crimes that would typically disqualify a person from serving as a Level 2 volunteer.
Level 2 volunteers must work under the direct supervision of a licensed professional employee or other designated district employee or covered contractor. Level 2 volunteers will not have unsupervised contact with students in the performance of their volunteer duties, except when it is of short duration or necessary in the context of activities planned by and under the direction of professional school staff or other designated district employee or contractor.
No level 2 volunteer will have regularly scheduled unsupervised contact with school children or coordinate student to student contacts.
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Level 3 Volunteers
Those who expect to serve in roles as a Level 3 volunteer will be invited to do so by the supervising EWSD teacher or staff member, who will direct them in completing the required screening process. These checks must be completed every three years.
In addition to the Vermont Criminal Information Center check, Level 3 volunteers must also complete a fingerprint-supported FBI Criminal Records check and a check of the Vermont Agency of Human Services registries (VT Department for Children and Families and the Department of Disabilities, Aging and Independent Living).
Volunteer drivers transporting students (other than their own) must also complete a check with the Vermont Department of Motor Vehicles and fill out an Employee/Volunteer Agreement and Approval form.
An overview of the background check process may be found here. Those who have been invited to apply as Level 3 volunteers will work directly with the supervising EWSD teacher or staff member to complete the screening process.
Volunteer Expectations
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All volunteers are expected to abide by all applicable EWSD policies and procedures, the Staff Behavior Code of Conduct, federal and state laws and regulations, and other administrative rules while providing service within our schools. Please also review the Expectations for Volunteers webpage, which summarizes some of the key policies, procedures and rules applicable to volunteers.
A Volunteer Coaches Guide has also been created with additional information applicable to volunteer coaches.
