ADMINISTRATIVE REGULATIONS REGARDING SCHOOL VOLUNTEERS, INTERNS AND OTHER NON-EMPLOYEES

Screening Procedure

 The following procedure has been established for screening volunteers, interns and other non-employees (“volunteers”) within the Meriden Public Schools (the “District”).  For the purpose of this procedure, volunteers are defined as those individuals who volunteer their time to assist in schools for the benefit of the student body with the express knowledge, consent and direction of a District employee.  Student interns are defined as individuals currently enrolled in a post-secondary program for which an authorized internship is required or for which the student may be granted credit as part of an approved course of study; however, student interns are not students who are enrolled in a teacher preparation program, as defined in section 10-10a of the Connecticut General Statutes.  As with other volunteers, all student interns must be approved in advance by the building administrator or his/her designee and must be under the direction of a Board employee. 

 This procedure identifies those situations in which an individual may be required to submit to state and federal criminal record checks and a record check of the Department of Children and Families (“DCF”) Child Abuse and Neglect Registry within 10 days of application and/or request to volunteer within the District.  All results must be received by the [Human Resources Office] before the volunteer may commence his or her services.  No person who is required to register as a sex offender under state or federal law, or whose name is currently listed on the DCF registry, may volunteer in the District.

 Screening Procedure Definitions

 The District has identified two classifications of volunteers:  Group I and Group II.

 Group I

 Volunteers will be classified in Group I when they assist school staff members with school activities in the presence of a District employee.  Background checks will not be required of Group I volunteers.  Group I volunteers are those who assist school staff members with school activities such as those listed below:

 assisting in a classroom, cafeteria, or library when a staff member is present; or

1. accompanying a class on a field trip during the school day with a staff member; or
2. helping in the school office during regular school hours; or
3. assisting in the cafeteria or library during regular school hours; or
4. assisting during extracurricular events (g., dances, fairs, open houses, sporting events).

 Group II

 Volunteers will be classified in Group II when they provide services to students when not in the direct presence of a District employee.  Group II volunteers will be required to complete a consent form regarding the release of information concerning any prior or pending criminal offenses, and such volunteers will be required to submit to a record check of the DCF Child Abuse and Neglect Registry.  Group II volunteers are those who engage in activities such as those listed below:

1. accompanying a class on a field trip in which the plans include that students be divided into small groups supervised solely by the volunteer chaperone for any length of time; or
2. chaperoning an overnight field trip; or
3. working in direct contact with students without the direct presence of a District employee; or
4. working as a student intern; or
5. coaching 

Upon receipt of DCF Child Abuse and Neglect Registry results indicating that the volunteer is involved in an abuse or neglect investigation or that the volunteer is listed as a perpetrator of abuse or neglect on the DCF registry, the Superintendent or his or her designee will notify the volunteer of the results of the DCF registry check and will provide an opportunity for the volunteer to respond to the results of the DCF registry check.  No person who is required to register as a sex offender under state or federal law, or whose name is currently listed on the DCF registry, may be approved to volunteer within the District.

 When a criminal record check of a volunteer reveals a criminal conviction, whether disclosed or undisclosed on the volunteer’s consent form, the Superintendent will make a case-by-case determination as to whether to allow the individual to volunteer in the District.  Prior to any such decision by the Superintendent or designee, the Superintendent or designee shall inform the volunteer and shall provide an opportunity for the volunteer to respond.  Notwithstanding the foregoing, the falsification or omission of any information on a volunteer consent form, including, but not limited to, information concerning criminal convictions or pending criminal charges, may be grounds for the Superintendent or designee to prohibit the individual from becoming a volunteer.

 Prior Approval Required

 All school volunteers (including student interns or other non-employees working in the schools) must be approved in advance by the building principal or other administrative designee.  The school district, acting through the appropriate building administrator or his/her designee, reserves the right to discontinue or disallow the services of any volunteer at any time at the discretion of the administration.

Sign-in Procedure

All volunteers must report to the school office upon arrival to sign in and must report to the office prior to departure to sign out.  A sign-in/sign-out log will be maintained in each school office.  Volunteers must indicate the purpose of their visit and include any other information (i.e., destination, proof of identification, etc.) as may be required by the log.   Additionally, volunteers will be provided with identification badges, which must be displayed during each visit.

Legal Reference:

              Connecticut General Statutes § 10-4g             Parental and community involvement                                                                                               in schools; model program; school-                                                                                                        based teams.

              Connecticut General Statutes § 10-220          Duties of boards of education.

              Connecticut General Statutes § 10-235          Indemnification of teachers, board                                                                                                                members, employees and certain                                                                                                           volunteers and students in damages                                                                                                                    suits; expenses of litigation.

              Connecticut General Statutes § 54-250 et seq.  Registration of sexual offenders.

Dated: 4-20-21