Volunteer Program Values and Guidelines

Thank you for volunteering in Seattle Public Schools! You are making an important contribution to our school district and its students, and we want you to know that we value your time, energy, and expertise. Please click on each plus sign below to expand and read sections.

Purpose and Benefits of School Volunteer Programs

Purpose of School Volunteer Programs

• To support academic achievement and district goals, to assist SPS educators in providing basic skills instruction, to enrich the quality of teaching, to enhance interpersonal experiences for students, and to assist SPS staff with support services.
• To increase children’s motivation for learning.
• To support supplementary instruction such as, but not limited to, tutoring/mentoring.
• To provide aspiring educators with opportunities to volunteer in schools.
• To strengthen school-community understanding and relations through positive participation.
• To promote family involvement by actively supporting and seeking collaboration with parent-teacher organizations, school/community advisory councils, etc.
• To enhance district educational programs, not to displace district employees.

Benefits of Volunteering in Schools:

• improved understanding of schools and education,
• skill development,
• expansion of personal and professional networks,
• academic and/or professional resume-building,
• improved quality of life and health: a sense of fulfillment, a boost in life satisfaction,
• pathway to employment,
• enjoyment of participating in the education of one’s child or family member.

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Volunteer Expectations, Responsibilities, and Rights

Volunteer Expectations

Volunteering in a school is a unique and exciting experience and a benefit to both the school and the volunteer. It is designed to promote and maintain a supportive relationship between students, their schools, and their community.

Volunteers should be:

• Friendly and caring.
• Reliable and flexible.
• Understanding and appreciative of the work of the school staff and the volunteer program.

Volunteers should have:

• A professional attitude and an ability to work cooperatively with school staff.
• Interest in working with young people.
• Good moral character.
• Time and willingness to serve.
• An understanding of the critical role that education plays in the lives of children and our communities.

Please keep in mind that volunteering will involve learning new skills and learning about students. The school’s role, and therefore the role of the school volunteer, is always to improve the academic achievement of our students. We do this in a variety of ways, including academic instruction and personal support.

Volunteer Responsibilities

Volunteering in schools strengthens family engagement and provides community members with valuable opportunities for personal and professional growth. Please review the following volunteer responsibilities carefully – they are informed by state and federal laws and district policies, and were created to ensure safe, predictable, and positive learning environments for students:

1. Prior to volunteering, volunteers must submit the SPS online volunteer application, complete Adult Sexual Misconduct Prevention Training, and meet the criteria for background check clearance.
2. Seattle Public Schools students come from many different families, cultures, and communities. We celebrate diversity and nurture cultural and ethnic pride in our students. Please listen and learn about the backgrounds and values of the students you interact with. Do not impose your personal values and beliefs onto the students.
3. Positive relationships allow students to learn and thrive. Help staff create affirming learning communities by knowing and caring for the students you volunteer with.
4. Choose a commitment level you can keep. Students and staff count on volunteer tutors and classroom helpers to be dependable and regular in attendance. Volunteers who miss shifts or resign early cause confusion among students and create distrust towards volunteers in general. For classroom volunteers, SPS strongly recommends a minimum three-month commitment. Some schools offer one-day or project-based volunteer opportunities for community members who prefer shorter-term engagement.
5. Sign in and sign out; wear a school/department-issued volunteer badge at all times.
6. Volunteers are important role models for students. Familiarize yourself with the SPS Basic Rules and your school’s values and expectations of students.
7. Support and supplement the instructional program of the classroom teacher. The volunteer’s role is assistance.
8. Engage with students in a respectful and age-appropriate manner and maintain the highest professional, moral, and ethical standards in your interaction with students (Policy 5253).
9. Do not share your contact information with students, including social media information.
10. Do not request or collect the student’s contact information, residential information, social media information, or information identifying the student’s family.
11. Know and observe all regulations and procedures in the school building (i.e., fire drills, accident reporting, lunch and coffee privileges, student restroom and drink privileges, and inclement weather procedures).
12. If a student is being unsafe with their body, other students, or school property, use verbal safety reminders, then turn to staff for help if needed. Never physically intervene or restrain a student (Policy 3246).
13. Respect confidentiality in relation to the school. Ensure that a child’s work and behavior in school are held in confidence. Never document or share information about student’s behavior – bring your concerns to the teacher or principal. The same confidentiality expectations apply if your volunteer role involves contact with SPS families.
14. Do not take or post photos or share descriptions of students on personal websites or social media accounts. Exception: The volunteer is the student’s parent/guardian.
15. Do not engage in commercial, political, or religious solicitation of students or staff.
16. Do not bring minors, including your own children, when volunteering at the school or during school-sponsored events or field trips.
17. Discuss problems that arise with your point staff member.
18. Report suspected abuse or neglect immediately to your point staff member, the principal, or another school district employee. Staff will do reporting and follow-up.

Volunteer Rights

Volunteers have the right to:

1. Know as much about the school as possible, including its policies, its people, and its programs.
2. Training for the job and continuing education that is thoughtfully planned and effectively presented. Information about new developments and training for greater responsibility should follow periodically.
3. Sound guidance and direction should be provided by someone who is experienced, informed, patient, and thoughtful and has the time to invest in giving advice.
4. A suitable assignment with consideration for personal preference, temperament, life experience, education, and employment background.
5. A variety of experiences, through the transfer of one activity to another and through special project assignments.
6. Be heard, have a part in planning, feel free to make suggestions, and have respect shown for an honest opinion or different perspective.
7. Recognition through day-by-day expression of appreciation or some tangible evidence by being treated as a co-worker. 

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Sign-In Procedures and Dress Codes in Schools

Sign In Procedures

When volunteering in a school building, you must:

1. Always sign in and out through the school office when you come to the school.
   • This is an essential procedure for the safety of our children, and it allows us to track your hours for insurance and district information purposes.
2. Wear a name badge when volunteering.

Remote Volunteers:

In lieu of a “sign-in sheet” used in school buildings for arriving volunteers, remote volunteers complete an online “sign-in sheet” or “session report form.” Please ask the staff for a link. Example of a ‘sign-in sheet’.

Dress Code in Schools

When dressing for volunteering, consider the following:

• Look to the educators you will be working with for dress code direction. “Business casual” can be appropriate for high school, while kindergarten volunteers may need to be more practical with their clothing and wear more comfortable clothes that may get a bit dirty during art projects or while reading on the floor.
• Volunteers should generally wear clean, neat, and appropriate clothing for a school setting. Avoid overly revealing or tight-fitting garments and clothing with offensive language, images, or logos.
• Be mindful of cultural and religious attire – respect diverse cultural expressions among students, staff, and fellow volunteers.
• Volunteers are encouraged to wear school colors or spirit wear on designated days to promote a sense of community!

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Tips for New Volunteers

1. Be patient when working with students. Give yourself time to find your niche.
2. Names are important. Make sure you say the student’s name the way the student wants it to be said. Learn to spell it correctly. Make sure the student knows your name and can pronounce it correctly.
3. Treat individuals with respect and courtesy and expect the same in return.
4. Show that you are interested in the student as a person by listening carefully to what they say and showing you care through words and actions.
5. Encourage and support student successes. Build self-confidence by praising them honestly and frequently. Remember, attentiveness and effort can be as important as performance. Accentuate the positive and minimize the negative.
6. Avoid making comparisons between students, teachers, and schools.
7. Always remember to be fair and consistent.
8. Students make mistakes. Let them know that making mistakes is part of learning. Don’t be afraid of making mistakes yourself.
9. Be trustworthy and honest in your approach and attitude. Students will trust and respect you when you are “real.”
10. If you must be absent, call the school and let them know. The students will be disappointed you can’t come but are reassured that you care enough to call.

Discussing Volunteer Duties with School Staff

When you first meet with your teacher/supervisor, plan to discuss the following:

• Days and times to work in classroom/school.
• Procedures for volunteer and teacher/supervisor to keep in touch (regular conferences, telephone conversations, notes, informal meetings).
• Alternate plans for days when the teacher/supervisor is absent.
• How the teacher/supervisor will tell the volunteer of the day’s assignment (folder, note, or other means).
• How the students will address the volunteer (school or volunteer’s preference of having students use first name or Mr. /Ms. /Mrs.).
• Materials, strategies, or games to be used.
• Teacher/supervisor’s classroom/school policies, procedures, and rules (such as management system, reinforcement techniques, organizational plans, emergency procedures, where volunteer leaves personal belongings, and whether the volunteer is welcome in the teachers’ lounge and lunchroom).
• Dates of required and suggested trainings.
• Protocol for informing school/teacher/student about volunteer absence.

If you work on academic areas with students, you should also discuss:

• Pertinent background information about the student(s) the volunteer will work with (within the appropriate standards of student information confidentiality).
• Unique strengths of the student(s).
• Special needs of the student(s).
• Tips for working with specific students (learning style and reinforcement techniques).
• Procedures for taking student(s) out of the classroom for individual work.
• Designation of work area location.
• Alternate plan if the student is absent.

The volunteer program liaison, teacher, or supervisor at the school can assist you with any questions or concerns you might have with your placement.

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Seattle Public Schools Strategic Plan

Seattle Public Schools is committed to making sure every student graduates prepared for college, a career, and community participation. Seattle Excellence, our five-year strategic plan, is focused on supporting students of color who are furthest away from educational justice. Volunteering with SPS provides families and community members opportunities to participate in this effort by:

• creating safe and welcoming school communities,
• volunteering as reading tutors to support the 3rd-grade reading goal and our Seattle Super Readers,
• volunteering with middle school students in support of achieving and exceeding 7th-grade math proficiency goals,
• growing cultural responsiveness as part of their volunteer service.

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Educational and Racial Equity

Video Transcript:

To underscore the importance Seattle School District places on equal educational opportunities, Policy 0030 ensures Educational and Racial Equity for every student. This includes cultural literacy expectations for staff.

This policy states that the Seattle School Board is committed to the success of every student in each of our schools and to achieving our mission of ensuring that all students graduate ready for college, career, and life.

We believe that the responsibility for student success is broadly shared by District Staff, administrators, instructors, communities, and families.

We are focused on increasing academic achievement for every student while closing the opportunity gaps and creating learning communities that provide support and educational enrichment programs for all students.

We have historically underserved specific populations of students and we must address this issue to eliminate disproportionality in education and in all aspects of its administration.

The concept of educational equity goes beyond formal equality, where all students are treated the same, to fostering a barrier-free environment where all students, regardless of their race, class, or other personal characteristics, have the opportunity to benefit equally.

Ensuring Educational and Racial Equity School Board Policy #0030

Seattle Public Schools has made eight commitments to the success of every student in each of our schools.

Equitable Access The district shall provide every student with equitable access to a high-quality curriculum, support, facilities and other educational resources, even when this means differentiating resource allocation.

Racial Equity Analysis The district shall review existing policies, programs, professional development and procedures to ensure the promotion of racial equity, and all applicable new policies, programs and procedures will be developed using a racial equity analysis tool.

Workforce Equity The district shall actively work to have the teacher and administrator workforce be balanced and reflect the diversity of the student body. The district shall recruit, employ, support and retain a workforce that includes racial, gender, and linguistic diversity, as well as culturally competent administrative, instructional and support personnel.

Professional Development The district shall provide professional development to strengthen employees· knowledge and skills for eliminating opportunity gaps and other disparities in achievement.

Welcoming School Environments The district shall ensure that each school creates a welcoming culture and inclusive environment that reflects and supports the diversity of the district’s student population, their families and community.

Partnerships The district will include other partners who have demonstrated culturally specific expertise -including families, government agencies, institutes of higher learning, early childhood education organizations, community-based organizations, businesses, and the community in general – in meeting our high goals for educational outcomes.

Multiple Pathways to Success The district shall provide multiple pathways to success in order to meet the needs of the diverse student body, and shall actively encourage, support and expect high academic achievement for all students.

Recognizing Diversity Consistent with state regulations and district policy and within budgetary considerations, the district shall provide materials and assessments that reflect the diversity of students and staff, and which are geared towards the understanding and appreciation of culture, class, language, ethnicity and other differences that contribute to the uniqueness of each student and staff member.

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Student Confidentiality

• Students in Seattle Public Schools have the right to expect that information about them will be kept confidential.
• All information contained within a student’s educational record is considered confidential and protected by federal law, the Family Educational Rights and Privacy Act (“FERPA”), 20 U.S.C. Section 1232g.
• Volunteers are expected to maintain student confidentiality.
• If the volunteer’s role involves contact with SPS families (e.g., family tech support, outreach, supplies delivery), volunteers are also required to keep that information confidential.

Each student you work with has the right to expect that nothing that happens to or about him or her will be repeated to anyone other than authorized school department employees, as designated by the administrators at your volunteer site. You may NOT share information about a student with anyone, including your best friend, significant other, or individuals who are genuinely interested in the student’s welfare, such as social workers, scout leaders, clergy, grandparents, or nurses/physicians. Thus, you must refer all such questions to authorized school employees, typically the student’s teacher or principal.

Information about a student may be communicated to school staff and school administration. Information shall be communicated immediately if it is a medical emergency OR if a student shares information that indicates a threat of imminent physical injury to the student or others. Before you speak about a student to another person, remember that violating a student’s confidentiality is not only impolite; it’s also against the law.

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Student Safety and Your Liability

Maintaining Professional Staff/Student Boundaries

Video Transcript:

The School Board expects all staff and volunteers to maintain the highest professional, moral, and ethical standards in their interaction with students.

Personal information about yourself should be shared only as it is relevant to the work you are doing with the student. Avoid giving personal contact information such as your address, phone, and email.

Do not engage in social media communications with your students, for example –  Facebook, Instagram, etc.  Also, do not text or email a student. Exception: Volunteers approved to tutor students one-on-one (can only communicate with students using their assigned SPS email address).

Where should I work with a student?

Locations will vary, depending upon availability and the preference of the student’s teacher. Many schools are crowded, so you may end up working with the students in the hallway.

Sometimes, a teacher will direct you to an empty classroom. Be sure to leave the door open at all times and to sit at two desks, which are easily seen by those passing by. Always work in a public area, on-site.

Always maintain a visible physical separation between you and the student: your legs, knees, and arms should not touch. Communicate friendliness through your voice and express enthusiasm about your work with the student while maintaining a slight physical distance so there is no room for others or the student to misinterpret your intentions.

Driving students

If you are working with a student in an after-school program, it may be tempting to offer the student a ride home. 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. There is one exception to this rule – some schools rely on volunteer drivers for field trips. When volunteers are recruited for this role, they follow a protocol specific to being approved to drive students that includes a review of their insurance and vehicle safety features.

Information students may share with you

As the relationship with a student progresses, he/she will begin to trust you and may start to confide in you. You should take time to listen and show them that you care about them. However, do not make a promise you cannot keep. If a student reveals information relating to a possible abusive situation, let the student know that you care and are there to listen but that you are required to pass this information on to a teacher, counselor, or principal who can offer them help. There is also a chance that someone may already have insight into the situation, which could help you to understand and work better with that student.

Can I hug my student?

Some students, especially at the elementary level, will naturally become attached and show affection. Students may crave affection and attention, so it is crucial that you handle the situation with sensitivity. A front hug is inappropriate and should be avoided. So carefully put your arm around a child’s shoulder and turn it into a side hug. Use other signs of affection, such as “high fives”, and remember the appropriate places to touch students (see next section). In addition, regardless of age, students should never sit on your lap.

What are some safer touch areas?*

Areas that are safest to touch are:

• Shoulders
• Upper Back
• Arms
• Hands

Remember to keep in mind the cultural perspective and personal context of touch from the student’s perspective. Cultural influences, beliefs, and personal history affect a student’s comfort level regarding personal boundaries. Some children are not inviting of touch and may want more personal space; respect their wishes. In general, touch all students in a consistent manner.

* Special circumstances will arise where touch that exceeds these guidelines will be necessary. Special education, nursing, and coaching may require additional student contact for the health and hygiene needs of the student. Be clear (to yourself and the student) about when, where, why, and how you are touching the student.

What are some signs of possible child abuse?

The following factors may be present when abuse has occurred but do not guarantee an abusive situation. If any of the following signs are present in your child, you are required to alert the teacher, principal, or counselor so that they can further investigate the situation:

• Signs of injury, such as welts, bruising, cuts, burns, fractures, or swellings.
• A history of repeated, untreated, or unexplained physical injury.
• A contradiction between the story, “I fell off my bed,” and the physical evidence, such as repeated bruising.
• The child appears to be uncomfortable or fearful when talking about the injury.
• The child alludes to or seems preoccupied with sexual matters.

Sexual Harassment of Students is Prohibited

Review Board Policy 3208 to learn how SPS ensures a positive and productive educational environment free from sexual harassment.

Practical tips for maintaining safe boundaries with students

• Never connect with students via social media or using your personal email or phone.
• Do not invite students to lunch or any activities outside your official volunteer shift/duties. As volunteers, we learn about additional challenges faced by students, such as food insecurity. If you would like to help beyond your current volunteer role, please inquire with your supervisor about the school’s existing family safety programs you could support, like the weekend “food backpack program” or the school pantry. Those established support avenues are a great way for volunteers to get involved without violating FERPA rules.
• If seated by a student side by side to tutor one-on-one, maintain visible space.
• Do not intervene with a student physically – alert staff immediately when witnessing physical conflict between students.
• Safe physical touch areas include shoulders, upper back, arms, and hands (e.g., high-fives and fist bumps). Always pay attention to the student’s body language – some students prefer no touch at all. Your friendly face and body language, cheerful voice, and positive feedback will help you build excellent tutor relationships with those students.

What is the purpose of these rules?

The Seattle School District wants you, as volunteers, to carry out your responsibilities in a caring and appropriate manner. We want you to feel comfortable about hugging and touching kids and we want you to feel safe and to have guidelines that will assist you in creating and maintaining a safer environment for you and the students you work with.

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Equal Opportunities Resources

Discrimination is Against the Law!

Seattle Public Schools Seattle Public Schools (“SPS”) provides Equal Educational Opportunities and Equal Employment Opportunities and does not discriminate in any programs or activities on the basis of sex, race, creed, color, religion, ancestry, national origin, age; economic status; sexual orientation, including gender expression or identity; pregnancy; marital status; physical appearance; a disability; veteran or military status; or the use of a trained dog guide or service animal. SPS provides equal access to the Boy Scouts and other designated youth groups.

SPS complies with all applicable state and federal laws and regulations, including but not limited to: Title IX, Title VI of the Civil Rights Act, Section 504 of the Rehabilitation Act, and RCW 49.60 (“The Washington Law Against Discrimination”). SPS’s compliance includes, but is not limited to all District programs, courses, and activities, including extra-curricular activities, services, and access to facilities.

Requests for Accommodation

• Student 504: 206-252-0842 or 504coordinator@muurausahvenlampi.com
• Adult 504: 206-252-0024 or 504ADA@muurausahvenlampi.com

The following employees have been designated to handle questions and concerns about alleged discrimination:

Students and Members of the Public with Concerns

For students and members of the public, the following employees have been designated to handle questions and complaints of alleged discrimination: Office of Student Civil Rights, 206-252-0306, or oscr@muurausahvenlampi.com, or by mail at Seattle Public Schools, MS 32-149, P.O. Box 34165, Seattle, WA 98124-1166. In that department:

• Sex Discrimination Concerns For sex discrimination concerns, including sexual harassment, contact: Title IX Coordinator, 206-252-0367, or title.ix@muurausahvenlampi.com
• Disability Discrimination Concerns For disability discrimination concerns, contact: ADA/Section 504 Grievance Coordinator, 206-252-0306, or oscr@muurausahvenlampi.com

Filing a Complaint

Students, parents, and members of the public can file a complaint by completing and submitting the Seattle Public Schools Discrimination Complaint form.

Employees with Concerns

For employee questions about or requests for disability-related accommodations and/or complaints of alleged discrimination, including sexual harassment, contact Assistant Superintendent of Human Resources, Seattle Public Schools, Mailstop 33-157, P.O. Box 34165, Seattle, WA 98124-1166, 206-252-0024, or hreeoc@muurausahvenlampi.com.

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Leaving the Volunteer Program

If you don’t plan on returning to any SPS school as a volunteer, you can opt out of volunteering via one of the following methods:

• Submit your resignation via an online form
• When you receive an email from the volunteer portal requesting that you renew your application, look for an “opt-out” link at the bottom and click for instructions.
• SPS will email you every two years to allow you to renew or opt out of volunteering.

We archive applications that have been expired for more than three years.