In making the decision to volunteer in Calgary Catholic School District schools, it is critical for volunteers to
understand the following guidelines:

1. The principal of the school has the responsibility, in consultation with staff, parents, and the community, to determine who will volunteer in the school and what form each school’s volunteer program will take.

The principal is guided in all decisions, including those related to volunteers, by the provincial School Act as well as district policies, regulations and practices. It is expected that all schools will have a volunteer handbook and will ensure all volunteers attend an annual orientation prior to service.

2. Volunteers must clearly understand that all work in the school must be within the context of the beliefs of the Catholic faith. This means that volunteers working with the district students are asked to:

 Respect the Catholicity embedded in the school environment;
 Refrain from taking advantage of their access to students to discuss religious questions since this is the responsibility of the school staff. The expectation here is that directions and/or activities related to religious themes occur at the direction of the classroom teacher or school administration;

3. Maintain the strictest confidentiality about the students, staff, parents, and school. This reflects not only the need for volunteers to follow ethical practice, but privacy provisions under Alberta’s Freedom of Information and Protection of Privacy Act (FOIP). In particular, this responsibility is captured in the section of the act quoted below:

1(1)(e) “employee”, in relation to a public body, includes a person who performs a service for the public body as an appointee, volunteer, or student or under a contract or agency relationship with the public body…

The consequences of this section are that volunteers now have the same duties and responsibilities as regular employees in relation to privacy issues. This means that the district has a responsibility to better inform volunteers about our expectations relating to the protection of personal information and privacy.

Volunteers have the same duties and responsibilities as regular employees, with regard to sexual, physical, and psychological harassment or abuse.

In addition to the legal mandate above, it is important that volunteers and school staff realize their general responsibilities in the area of ethics and confidentiality. Volunteers receive the trust of the students, parents, teachers and administrators of the schools in which they work. An important part of that trust is related to ethics and confidentiality.

A Volunteer orientation will take place annually for all Volunteers (new and experienced). Volunteers must be made aware of the guidelines, expectations, and limitations listed below. In orientation sessions, principals must reinforce these expectations:

1. A Volunteer must not share information about students, staff, or other volunteers with other people. If a volunteer has a concern, bring the matter forward to the appropriate school staff or school administration;

2. If a volunteer has a problem with a student, he/she should redirect the matter to the student’s teacher and speak with school administration;

3. If a volunteer has a problem with a teacher, he/she should discuss the matter first with that teacher, and if necessary, speak with school administration;

4. A volunteer cannot use his/her presence in the school as an opportunity to dialogue with teachers concerning his/her own child’s situation. Volunteers, who wish to speak to a teacher about his/her own child, should make an appointment foranother time;

5. All volunteer work is done under the direction and immediate supervision of a teacher and may need to follow an appropriate work style to meet the expectations of each individual teacher;

6. Within the Calgary Catholic School District, the role of volunteers is viewed as a supportive one. Volunteers are not there to replace paid staff, but to support and supplement work that is already being done within the district schools;

7. Individual teachers shall decide whether they wish to utilize the services of volunteers. Every teacher has the option of deciding not to have volunteers in his or her classroom;

8. School administration must take responsibility to explain to volunteers all school and district rules regarding entrances, exits, emergency procedures, parking, access to staff areas, etc. All volunteers are expected to abide by the rules of the school and district regulations.

9. It is the school personnel’s responsibility to ensure that volunteers are properly informed about their tasks and welcomed in the school;

10. It is the responsibility of the volunteer to do his/her assigned tasks to the best of their ability. A volunteer is expected to work co-operatively with all staff members and seek clarification whenever necessary;

11. A volunteer has the right to refuse a task if he/she feels that they are not properly prepared to do what is required. It is the responsibility of school personnel to give volunteers adequate on-the-job training;

12. After an initial orientation, a volunteer should direct her/his questions or concerns to the staff member with whom he/she works. If more information is required, then the volunteer should consult with the school administration;

13. The achievements of students are to valued and their rights preserved. In the course of his/her service in schools, a volunteer may learn personal facts about students, their families and their problems. As a result, a volunteer must agree to keep this information confidential and not discuss it with people in, or outside the school, other than the school administration (see Appendix I). He/she is bound by what they sign the confidentiality agreement that they sign;

14. Principals are to ensure that all volunteers sign the Volunteer Acceptable Policy for Internet Use form;

15. A volunteer is not, under any circumstances, to be placed in a situation where he/she is responsible for the direct supervision of students (one on one). District volunteers will always be supervised by a teacher or school staff member when carrying out his/her duties;

16. The aim of the school staff is to build a caring Catholic community in which students and teachers can work to ensure that each student feels that he/she is an important and unique human being. With this as our underlying philosophy, volunteers are expected to try their best to build a school climate that will reflect the Catholic commitment of the school.

Please read and check the box below if you agree and understand the following procedures of an St. Timothy volunteer.

1.  Please do not park in front of the bus lanes.

2.  In the interest of security, please sign in at the office each time that you volunteer and pick up a volunteer badge.  We would ask that once you have signed in that you proceed to your volunteer location.  Please remember to drop off your volunteer tag before you leave.

3.  Please do not leave any valuables unattended.

4.  Work routines will be explained by the school staff with whom you are working.

5.  Please familiarize yourself with the rules and routines of the school and the classroom.

6.  You are not expected to be responsible for the actions of the children.  Please seek assistance from the teacher if the behavior persists.

7.  We ask that you not bring younger siblings in to volunteer as this can be very distracting for the students you are working with.

8.  The school relies on your support.  We understand that due to unforeseen circumstances it is sometimes not possible for you to come in and volunteer as arranged.  It is greatly appreciated if you could let the school know so that alternate arrangements can be made.

Please read and check the box below if you agree and understand the following expectations.

1.  Maintaining confidentiality is crucial for everyone working at the school.  It is important to remember that children, problems or responses are not to be shared in the community.

2.  Volunteers must not share information about students, staff, or other volunteers with other people.

3.  In the course of your service in schools, volunteers may learn personal facts about students.  As a result, volunteers must agree to keep this information confidential and not discuss it with people in, or outside the school, other than school administration.

Please read and check the box below if you agree and understand the following statements.

1.  Volunteers must ensure that they have received the appropriate training in Health and Safety to ensure that they are competent to perform all required work in a safe manner.

2.  Volunteers are asked to report all accidents, incidents, and near misses to district representatives.

3.  Volunteers will be notified of any hazards/conditions which could cause immediate serious injury to any person.

4.  Volunteers have the right to refuse unsafe work if the worker believes that it will cause imminent danger to the health or safety of themselves or another worker.

Please read and check the box below if you agree and understand the following procedures for a fire alarm.

1.  When alarm is sounded, teachers will retrieve the Classroom Emergency Response Folder located on the way by your classroom door along with your class list sheet(s), file folder and pen.

2.  Students are to line up in an orderly fashion at the classroom door.

3.  Please close all windows, leave lights on, and close door behind you.

4.  Prior to leaving classroom, teachers must check the hallways for smoke and determine exit routes. Ensure orderly movement of all students in the hallways along a pre-designed evacuation route.  

5.  Walk with the teacher to the designated safe spots in the tarmac, where teachers will complete attendance call. You need to be 100 metres away from the building. To expedite the delivery of critical information, the colour cards are to be used when in line of sight with the Administrator taking attendance.

7.  Students are to stay in their class until the situation has been assessed.

8.  Staff, students and volunteers are not to return to the building until the “all clear” signal is given.  This will be given with ringing of exterior bells.

9.  All members of staff, students and volunteers are requested to bring to the attention of administration any and all hazardous or dangerous scenarios involving student safety.