YRDSB Volunteer Handbook

2. What Do Volunteers Do?

There are many opportunities and different ways for volunteers to get involved. These may include:

• field trips
• fundraising
• special events
• classroom support 
• site plan committees
• extracurricular activities
• library/learning commons support
• hot lunch program 
• safe arrival program 
• reading programs 
• assisting with playground supervision 
• assisting teachers 
• coaching* 
• school gardening
• well-being school teams
• and more

*Volunteers who coach are expected to be aware of the York Region Elementary School Athletic Association’s (YRESAA) or York Region Athletic Association’s (YRAA) Guidelines for Coach Volunteers. A volunteer who coaches must be under the direct supervision of YRDSB staff at all times.

3. What Should a School Volunteer Expect?

The Board recognizes school staff play a key role in supporting volunteers in schools.  

Volunteers can expect:

• an orientation that includes: introductions to key personnel (staff, supervisor), and information about parking, storing personal items, and washroom and eating facilities
• to be treated with respect and consideration
• clear instructions and any necessary information for the volunteer assignments (e.g., accessibility, first aid responders, school evacuation protocols and other safety procedures)
• two-way communication with staff (i.e., discussion time or email exchange for ongoing direction and feedback)
• to work directly with a staff member at all times and be provided with direct support, if difficulties arise

4. What Is Expected of a School Volunteer? 

York Region District School Board expects all employees, students and persons invited to or visiting Board property, or partaking/volunteering in Board or school-sponsored events and activities, to respect the policies and procedures of the Board.

As a volunteer please:

• Sign-in at the office before beginning each volunteer activity, and sign-out when done.
• Follow the specific expectations of the school where you are volunteering, in alignment with Board policies and procedures. 
• Maintain confidentiality of any information related to matters concerning students and staff and in accordance with the signed Confidentiality Agreement.
• Report any hazards, privacy incidents or breaches to the school principal.
• Wear school identification as outlined by the school to help identify yourself as a volunteer to staff and students.
• Let the school know if you are going to be absent from and/or late for a commitment to volunteer.
• Follow the direction of the staff you are supporting.
• Share your experiences and talents by letting staff know  areas in which you excel (e.g., storytelling, singing, playing instruments, arts, technology, photography, etc.).
• If you are experiencing difficulty in carrying out assigned responsibilities, bring the concern to the staff supervisor and/or to the principal, as appropriate.
• Speak to staff or the principal about concerns related to a student’s behaviour.
• Participate in orientation, training and meetings with staff, as offered.
• Build positive working relationships with students (e.g., learn the names of students you are working with). 

5. Reporting Children in Need of Protection 

The Child, Youth and Family Services Act, 2017, requires all staff and volunteers to report any concerns related to the safety and well-being of children or youth. Volunteers must report instances where they have a child protection concern for a child or youth under 16 years of age; and may report instances where they have a child protection concern for a youth 16 and 17 years of age.

• For students under 16 years of age, volunteers must inform the principal or designate of the need to make a report to a child protection agency so the call can be made immediately.
• For students 16 and 17 years of age, volunteers may inform the principal or designate of the need to make a report to a child protection agency.
• In situations where the volunteer is not certain if the situation warrants a report, child protection agencies should be consulted with regards to the information and to determine if a report is necessary. In these situations, the principal or designate should be made aware by the reporting volunteer.

For more information please refer to Policy and Procedure #610.0, Reporting Children and Youth in Need of Protection.

6. Confidentiality

All volunteers must sign a Confidentiality Agreement.

Confidentiality is your highest priority as a valued school volunteer.  Volunteers should review Policy and Procedure #158.0 Privacy. Once a volunteer begins to support in a school setting, they may become privy to information about a student’s behaviour patterns, academic ability, emotional maturity, and/or relationships with others. In most cases, information is simply acquired or observed in the course of frequent contact within the school. In some cases, information of this nature is imparted for the safety of our volunteers, staff and students. 

Confidential or personal information gained during the course of volunteering at the school should not be shared in the community or with any other individuals such as your spouse, family member or friend.

Similarly, care must be taken not to make comments harmful to the reputation of any student, a student’s family, staff member or other volunteer verbally or on any social media platform. A volunteer should expect that their participation will be treated with the same confidentiality and respect. 

7. Health and Safety 

Volunteers work with school staff to support the health and safety of all students and community members. Volunteers will participate in training that is applicable to their volunteer work as directed by the principal by using the Orientation Checklist - Volunteers. Additional training may be required if the principal suggests that it will support your role as a volunteer.

Under the direction of the principal (or designate) volunteers will familiarize themselves with applicable student medical information (e.g., concussion history, anaphylaxis, etc…) while maintaining their confidentiality, and ensure that precautions are in place for the safe participation of students (e.g., supervision information, safety protocols), as required.

8. Liability Insurance

Volunteers are insured under the School Insurance Program when supporting a Board-approved activity. If any incident occurs, notify the staff member in charge immediately to ensure that proper steps are followed . Any person who voluntarily transports students in their own vehicle shall follow procedures as provided through school administration, in accordance with the Board’s Procedure #NP679.0, Use of Private Motor Vehicles for Student Transportation.

Can I drive students as a volunteer?

Driving students is not an expectation of volunteers. Driving students is considered on a case-by-case basis. If driving students is required, the school will provide a Volunteer Driver Form, which indicates agreement to drive students. The principal provides final approval.

A driver must:

• be 18 years of age or older
• hold a valid Ontario Class G License
• meet YRDSB’s required insurance amount

For more information, please speak with the school principal.

If I have an accident, am I covered under YRDSB insurance?

Volunteer drivers are not covered under YRDSB’s Fleet Automobile insurance. If a volunteer is in an accident while driving students, they should contact their personal insurance company. YRDSB’s negligence insurance will apply to volunteers participating in a school-sponsored activity. This insurance does not include a loss-of income provision if an injured volunteer loses time at work.

Volunteers are not provided with Workers’ Safety Insurance Board (WSIB) or accident insurance through YRDSB.

YRDSB’s liability insurance will protect volunteers supervising students for in school or co-curricular activities.

9. Caring, Safe and Inclusive Schools

The YRDSB recognizes its responsibility for ensuring that all students attending our schools are safe by taking reasonable precautions to screen volunteers who are working with students. 

Volunteers shall:

• Comply with all Board requirements regarding Police Vulnerable Sector Screening Checks and Confidentiality Agreements.
• Avoid potentially compromising situations with students, such as, but not limited to, one-on-one situations or working with students in isolated areas.
• Be aware of the school’s expectations for appropriate conduct and demeanor when interacting with staff and students, and to uphold and comply with the Board’s Standards of Conduct and Human Rights: Code Related Harassment and Discrimination policies and procedures.
• Understand that the Board promotes a harassment and violence-free workplace and does not tolerate incidents of workplace harassment or violence from any person.
• Supporting the Board’s commitment to creating respectful, inclusive learning and working environments by using inclusive and respectful language and approaches in all interactions, and reporting any incidents of hate and discrimination to the school principal. 

Thank you for your interest in volunteering in our schools.  If you have any questions, please speak with the school principal where you are volunteering.