Human Resources

Regulation 511-10

Criteria for the Selection and the Use of Non-Contract Volunteers

1. All non-contract volunteers, prior to commencing services, shall be provided:  
   1. An appropriate orientation and training by the school/department that will be utilizing the volunteer.
   2. An overview of the “Guidelines for Volunteering in Prince William County Public Schools” (Attachment I). The school/department will ensure the volunteer signs Attachment II of this regulation. The signed acknowledgement (Attachment II) shall be retained at the school/department location for three years after the last date of volunteer services.
2. Selection
   
   All non-contract volunteers who serve the school on a regular basis, identified as 15 or more hours in any given week, any volunteer who may work with students in an unsupervised capacity, and all volunteer coaches must also meet the criteria stated below unless exceptions are approved by the appropriate associate superintendent or designee:
   1. Complete an online application;
   2. Provide a written reference(s) from individual(s) who have direct knowledge of the applicant’s performance and character;
   3. Complete an online orientation that includes basic safety information and background investigation forms;
   4. Acceptable background investigation results as an outcome of submission to fingerprinting by Prince William County Public Schools (PWCS) and check of the central registry for founded complaints of child abuse and neglect; and
   5. No person who has been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse of a child, or convicted of a crime of moral turpitude is eligible to serve as a PWCS volunteer. Failure to disclose such an offense prior to approval as a PWCS volunteer or thereafter shall result in the individual’s disqualification to serve in that capacity.
3. The Use of Non-Contract Volunteer Coaches
   1. A coach under contract must be present at all times when the non-contract volunteer coach is working with students.
   2. The procedures for the use of non-contract volunteer coaches at the middle school level are outlined in the Middle School Interscholastic Athletic Handbook.
   3. The use of non-contract volunteer coaches and staff coaching high school athletic teams must comply with Virginia High School League (VHSL) rules and regulations. The Director of Student Activities must submit a list of all non-contract volunteer coaches and any staff coaches not otherwise employed as certificated personnel to the Supervisor of Student Activities. The Division Superintendent (or designee) shall submit this list to the VHSL.
4. Requirements
   1. The principal or designee shall notify the Department of Human Resources of the request to process a non-contract volunteer, identified as working 15 or more hours in any given week, any volunteer who may work with students in an unsupervised capacity, and all volunteer coaches, by submitting a volunteer workflow.
   2. The principal or designee shall provide all the non-contract volunteers, regardless of the number of hours worked, with the “Guidelines for Volunteering in Prince William County Public Schools” (Attachment I). The principal or designee shall ensure the volunteer signs Attachment II of this regulation. The signed acknowledgement (Attachment II) shall be retained at the school/department location three years after the last date of volunteer services.

The Associate Superintendent for Human Resources (or designee) is responsible for implementing and monitoring this regulation.

This regulation and any related policy shall be reviewed at least every five years and revised as needed.