Volunteer Policies and Procedures
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Background Check
Every volunteer must complete a background check each year prior to volunteering at the school campus, going on a field trip, or accompanying 5th graders to camp.
Volunteers are allowed to come and help at the school once they have turned in their background check forms; however, a volunteer cannot help directly with the children until their background check has been processed. You may go back to the PISD website volunteer application to check if you background check has cleared. The security check procedure helps to keep our children, school staff and volunteers safe.
- Go to the PISD website.
- Click on “Volunteer Application” link at the bottom of the page to access the online application.
- Follow the instructions to set up user ID and password. Remember to write down and keep your User ID and Password so you can access your application information anytime to update it.
- Complete the online application and print your “Volunteer Notary Form.” This form takes only a couple of minutes to complete.
- Return a signed and notarized form to the Andrews office.
The form will take approximately two weeks to be processed. Make sure you submit your forms early so there is plenty of time to process it prior your volunteer shift.
If you do not have computer access you may go to the Human Resources Department at the Plano ISD Administration building at 2700 W. 15th St. or to any City of Plano Library.
If you are a Foreign National without a social security number, you must appear in person at the Plano ISD Central Administration building, Security Department, to fill out an application. You need to bring a form of identification (such as a driver’s license, passport, VISA, INS #) and a list of the address(es) where you have lived in the last seven years. The address is 2700 W. 15th Street, Plano. The building is located on the south side of 15th Street just east of the intersection of 15th and Independence. In addition to the application, you also need to complete the AppleCorps Volunteer Information Form, which is available at the Andrews Elementary school office.
Checking-In
When you arrive at the school to volunteer, press the white button on the outside intercom that is to the far right of the main doors. A buzzer will sound in the office, and the office staff will allow you to enter the building. Please go directly to the office once you enter and sign in at the Volunteer Sign-In.
- Sign in and out on a Volunteer Sign-in Sheet and Hours Log card provided in the school office. Look for the basket of sign-in cards at the far right side of the office counter. The cards should be filed alphabetically by last name, and blank cards are in the back of the basket. It is important to sign in so that the school staff knows who is in the building. Also, the Volunteer Coordinator uses the information to identify the number of volunteer hours.
- Record your volunteer hours for any volunteer time devoted at the school and away from the school. Hours to record for volunteer time away from the school include the time you spend making phone calls, going on field trips, attending PTA board meetings or PTA general meetings, performing clerical tasks (cutting, stapling, collating papers, etc.) at home, or any activity that is related to your volunteering.
- At special events (general meetings, family picnic etc…) sign in on the volunteer sign in sheet so your hard work can be recognized.
- Wear a volunteer badge at all times when you are in the school. These can be found in a basket next to the sign in sheet. The nametag lets everyone know that you are authorized to be in the building to volunteer.
- Come with a purpose. Volunteers are greatly appreciated, but we do not want to be a disruption in the hallways, classroom areas, or elsewhere in the school if we are not doing volunteer work. Do not gossip, rumors and gossip can be very harmful to our school.
- Dress appropriately! It is recommended that volunteers dress according to the school student and staff guidelines.
- Use the appropriate copier code when making copies. Each grade, staff area, and the PTA have their own designated code. It is important to use the correct code so that the appropriate group is billed for the copies.
- Report to the school nurse immediately if you are injured at the school. Use telephones for emergencies only and participate in any emergency drills or actual emergency procedures that take place while you are volunteering in the school.
- Please do not smoke in any District building, school vehicle, or in the presence of students at school or school-related activities.
Lunch and Planning Schedules
If you are working a lunch shift, try to arrive a few minutes early to the cafeteria. It is not necessary to go into the grade level hallways and escort the children.
| Grade Level | Lunch | Planning |
|---|---|---|
| K | 12:15-1:00 | 1:45-2:35 |
| 1st | 10:55-11:25 | 11:55-12:45 |
| 2nd | 10:45-11:15 | 12:50-1:40 |
| 3rd | 11:15-11:45 | 9:45-10:35 |
| 4th | 11:30-12:00 | 8:50-9:40 |
| 5th | 11:55-12:25 | 7:55-8:45 |
The PTA does not endorse, encourage, or support volunteers participating in recess in any grade level, unless at least two teachers are present at recess in addition to any volunteers.
Reimbursement Procedures
- Complete the PTA reimbursement form available in the PTA Resource Closet in the teacher lounge in the forms binder, or at the Andrews PTA website. *sales tax can not be reimbursed. Sales tax exception forms also available in forms binder.
- Keep a copy for your records submit originals for signatures to your coordinator or chairperson
- Coordinator/Chairs will approve and sign form and submit to treasurer via mailbox in teachers lounge.
- Treasurer processes form for payment and submits check for signatures.
PTA makes every attempt to process all reimbursements within two weeks of receiving form.
