Code:  IICC
Revised/Readopted:  2/26/18, 6/12/17

Adopted:  6/04/12

Orig. Code(s):  KAA

The district expects and shall encourage families and community members to be active participants in our schools.  They shall be welcomed, valued and connected to each other, to staff and to what students are learning and doing in class.

Every effort should be made to recruit and organize parent and community volunteer resources in a manner which will ensure maximum contribution to the welfare and educational growth of students, improvement of school programs and to increased school-community involvement and communication.

The safety of students is paramount.  Volunteers shall operate under the direction of a staff member, within an open public space, and should be within sight or sound of a staff member while working with students.  Volunteers must never be asked to supervise or manage a classroom.

All volunteers shall register in the district’s online volunteer management system which records the initial application, placement and hours of service.  Any person authorized by the district for volunteer service will be required to undergo an Oregon criminal records background check prior to volunteering and then every two years thereafter.

The district reserves the right to place and remove volunteers from service in the district.

The district expects the establishment of associations to support volunteerism, (e.g., Community Partnership Teams, parent groups, booster clubs, parent-teacher organizations) in each of the district’s schools.  The district urges the administrators and staff of the schools to support, encourage and participate in these programs.

Nonexempt employees[1] may be permitted to volunteer to perform services for the district provided the volunteer activities do not involve the same or similar type of services[2] as the employee’s regularly assigned duties.  In the event a nonexempt employee volunteers to perform services for the district that are the same or similar as the employee’s regularly assigned duties, the Board recognizes that under the Fair Labor Standards Act (FLSA), overtime or compensatory time must be provided.[3

The superintendent or designee shall develop(no AR has been provided) procedures to implement this policy and provide guidelines for the management of the community volunteer programs), recruitment of and training of volunteers and the training of professional staff in the optimal utilization of volunteers.

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ORS Chapter 243
ORS 326.607
ORS 332.107

OAR 839-020-0005

Fair Labor Standards Act of 1938, 29 U.S.C. §§ 206-207 (2012).

GCDA/GDDA - Criminal Records Checks/Fingerprinting
KK - Visitors to District Facilities

 

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^[1]There are three types of FLSA exemptions: those for executive, administrative and professional employees.  Generally, employees who are exempt under the executive, administrative or professional exceptions must primarily perform executive, administrative or professional duties at least 50 percent of the employee’s time.

^[2]Instructional assistant duties are generally viewed to be the same type of service, supervising and instructing students, as coaching. 

^[3]Districts should review with legal counsel the use of non-exempt employees in extracurricular activity positions such as coaching and as advisers for cheerleading and other district-sponsored activities for FLSA district impact.

Code:   IICC-AR

Readopted:  6/24/25

Orig. Code(s):  KAA 

Volunteers are an important part of ensuring student success in the Beaverton School District. Every effort will be made to recruit and organize parents/guardians and community volunteers in a manner which ensures maximum contribution to the educational growth of students, enrichment of school programs and increase in community involvement.

Volunteering is a privilege not a right. Volunteers must adhere to the rules and guidelines set forth by the district. Volunteers are expected to complete specific tasks or assignments. The district reserves the right to place volunteers and remove volunteers from service. 

District Online Volunteer Management System
All volunteers must apply via Raptor, the district’s online volunteer management system, which involves completing an application and submitting to an Oregon criminal records check. Volunteers are required to reapply every two years. 

Interested volunteers may access the Raptor portal on the district’s Volunteer webpage. All information on the application is maintained in a secure and confidential manner. 

School staff are responsible for ensuring that volunteers have been cleared to serve in our schools and facilities through Raptor before volunteering.

While there are no restrictions on non-custodial parents volunteering at school, they may not use volunteer time to visit with their child on days or times not otherwise authorized in a parenting plan or court order without prior written consent of the custodial parent.

Criminal Records Check & Sex Offender Registry
Any person who wishes to volunteer is required to undergo an Oregon criminal records check prior to volunteering and then every two years thereafter. Consent for the criminal records check is included in the online volunteer application. Results of the checks are confidential; school staff and school volunteer coordinators have access to a database of approved volunteers only. 

Volunteer applicants should plan for up to 10 business days for applications and criminal records checks to be processed and to receive approval from the district.  

All visitors, including volunteers, will be checked against the Sex Offender Registry upon checking in. Only those who are not found on the registry will be allowed in schools.

There are certain crimes and conduct that preclude volunteers from serving. Please see the Convictions Rendering Volunteer Ineligibility list for more information. 

The district does not require a social security number to process a volunteer application or criminal records check. Immigration status is not part of the criminal records check and will not impact a volunteer’s clearance.

Definition of Volunteer versus Visitor
Volunteers are individuals who assist in schools or with school activities. Examples of volunteering include, but are not limited to, Art Literacy, AVID, classroom/library/cafeteria help, field trips, mock interviews, mentoring, office work, small group interactions or tutoring. Note: school staff must be present in the area where volunteers are working at all times, managing the overall activity.

Visitors are individuals whose participation is not ongoing or frequent. Examples include, but are not limited to, attending a performance or clapout, presenting at a career fair, serving as a guest speaker/author or spectating at a special event. Note: school staff must be present in the area where visitors are located at all times, managing the overall activity. In these and similar circumstances, visitors do not need to complete volunteer applications or criminal records checks; however, they will be checked against the Sex Offender Registry upon checking in at a school. At the discretion of the principal, visitors may be required to complete a criminal records check prior to coming on campus, if visits become frequent and ongoing. For more information about visitors, see Board Policy KK.

Additional information about guest speakers/authors:

• Information presented must be educational not promotional.
• Presenters are prohibited from gathering personally identifying information from students. 
• The information presented should be age-appropriate and relevant to curriculum and classroom instruction. The information must be presented in a neutral and nondiscriminatory manner. School administrators have the authority to cancel or stop presentations deemed to be inappropriate.
• School representatives have a responsibility for vetting presenters and for supervising (maintaining a presence) presenters. 

Sight or Sound Requirements
The safety of students is paramount. Volunteers must operate under the direction of a staff member in an open space and be within sight or sound of a staff member while working with students. Volunteers must never be asked to supervise or manage a classroom or supervise a student on a one-on-one basis. This applies to parents as well as non-parent volunteers. BSD staff working as volunteers — rather than in their paid staff role — also must adhere to these requirements. 

District Employees Who Volunteer in Beaverton Schools
District employees who wish to volunteer in schools must complete online volunteer applications and criminal background checks in addition to the Sex Offender Registry checks upon arrival at schools. When volunteering, employees will follow all the same procedures as all other volunteers, such as signing in and out of locations and sight and sound requirements, in addition to following fire drills and evacuation procedures. 

Sign In and Sign Out of Location
For safety and liability reasons, volunteers are expected to sign in and out of schools and district facilities using Raptor, the volunteer management system. It allows staff to track who is present in the building, especially in emergency situations. 

Identification 
In an effort to increase safety and security, all visitors and volunteers are required to wear printed name badges generated through the sign-in process at all times. Visitors and volunteers not wearing proper identification will be redirected to the school’s main office.  

Youth Volunteers
Student volunteers who volunteer at locations other than their school of record must complete online volunteer applications. Applications include juvenile offender records checks for student volunteers under the age of 18 and adult criminal records checks for student volunteers, age 18 or older. Applications are not required for students wanting to volunteer only at their school of record.

Youth may only volunteer at their school of record or a school at a lower grade level. For example, high school students can volunteer at elementary and middle schools and at their own high school but not at other high schools. Middle school students can volunteer at elementary schools and at their own middle school but not at other middle schools or high schools. 

Volunteers must be 21 years or older to chaperone a field trip. 

Siblings
Volunteers are not allowed to have other children (including babies) with them when they are volunteering, including chaperoning off-site field trips. Caring for non-students can be distracting for volunteers and cause disruptions for students and staff.

Child Abuse 
All volunteers are required to review information regarding child abuse prevention and reporting as well as adult sexual misconduct on the district’s website. Volunteers will be asked to attest to the fact that they have reviewed the materials when applying.

Volunteers are required to report suspected incidents of child abuse. This can include physical abuse, sexual abuse or neglect. Contact the school principal immediately for guidance on how to make a report. All reports of child abuse must be made directly to law enforcement and/or DHS.  

Confidentiality
Volunteers must protect the right to privacy for students and staff. Volunteers may not disclose sensitive school or personal matters which have come to their attention while volunteering. They should only discuss student concerns with teachers, staff members and principals at the school where they are volunteering.