Volunteer Guidelines

Volunteers play a valuable role in the Brainerd Public School District. Thank you for your willingness to share your time and talents. We consider your involvement very important and ask that you follow the volunteer guidelines below to help us maintain a safe and respectful environment. Please read through the information and follow the link at the end to verify that you have read them. This must be completed annually for all volunteers in Brainerd Public Schools.  We reserve the right to remove anyone from the approved volunteer list.

Confidentiality – The foundation of all school volunteer programs is confidentiality. You may observe, read and hear much about individual children while you are volunteering. Discussing school events, lessons and issues in general is fine; however please do not repeat anything about individual children outside of school.

Sign In/Out – All schools have a sign-in sheet located in the main office. Please sign in immediately each time you arrive at school, as well as when you leave. For the safety of everyone, we need to know who is in the building and where to locate you in case of an emergency. An accurate record of volunteer hours helps us to evaluate the volunteer program and to recognize the volunteers for their contribution of time.

Name Badges – Volunteers must wear a name or visitor’s badge while in the building. This will identify you to the students and the staff.

Dependability – Please be prompt and consistent; students and staff are depending on you. In the event you are late or unable to keep your commitment, please alert the school office as soon as possible.

Supervision – Suggestions and opinions from volunteers are always welcome, however it is the paid staff that is held responsible by law for the decisions that are made in regard to the instruction of the students and management of the school. For this reason, volunteers work under the direct supervision of teachers and school administrators.

Criminal History Background Checks – To ensure the safety and security of our students and everyone connected with our schools, volunteers are subject to a criminal history background check. (Policy #404)

Contact with Students – For safety reasons, please observe the following when working with students.

A. Avoid being isolated with a child, such as a room with a closed door; please work in a highly visible area.
B. Use adult/staff restroom facilities.
C. Refrain from giving students gifts, rewards, food, etc. unless approved by the teacher.
D. All interactions between you and students must take place only at scheduled times and in the school (unless approved by the parents, principal and/or volunteer coordinator).

School Policy – Each school has a student handbook; all school staff and volunteers are expected to observe these policies. Please use reasonable judgment in making decisions when there appears to be no policy. Please consult with a staff person for future guidance.

Student Discipline – Volunteers are to refer all discipline problems to the teacher, principal or staff person in charge of the area. The responsibility for discipline rests with the professional staff of the school.

Diversity - Please be considerate of cultural, economic, moral and value differences. 

Assignment – If your volunteer assignment does not prove to be what you expected or if you have a problem you are reluctant to discuss with the teacher, please contact the Principal or Volunteer Coordinator.

Tobacco Free – Students and staff have the right to learn and work in an environment that is tobacco free. School policy is violated by an individual’s use or possession of tobacco or tobacco-related devices in a public school, on school grounds, in any school-owned vehicles, or at any school event or activity. (Policy #419)

Chemical Use and Abuse - Use of controlled substances, toxic substances, and alcohol is prohibited in the school setting in accordance with school district policies with respect to a Drug-Free Workplace/Drug-Free School. (Policy #417)

Drug-Free Workplace/Drug-Free School - Use of controlled substances, toxic substances, and alcohol before, during, or after school hours, at school or in any other school location, is prohibited as general policy.  Paraphernalia associated with controlled substances is prohibited. (Policy #418)

Use of Cell Phones – Please turn off cell phones while in or near the classroom. If you must conduct a conversation, please do so away from areas of learning.

Social Media Policy – You are not permitted to post any information to any social media platform during district or school crisis situations. Only official district channels will be used to communicate with parents, community members and the media during such situations.

Harassment and Violence – The policy of the school district is to maintain a learning and working environment that is free from harassment and violence on the basis of race, color, creed, religion, national origin, sex, age, marital status, familial status, status with regard to public assistance, sexual orientation, or disability. The school district prohibits any form of harassment or violence on the basis of race, color, creed, religion, national origin, sex, age, marital status, familial status, status with regard to public assistance, sexual orientation, or disability. (Policy #413)

Insurance – Limited coverage for injuries sustained while serving as a volunteer is available through the District’s Workers Compensation insurance carrier.  Any accident or injury should be reported immediately to the Volunteer Coordinator (218-454-6929).  District coverage does not extend to use of personal automobiles for volunteers traveling to and from the site or for transporting others while serving as a volunteer.

Tax Records – Out-of-pocket expenses connected with volunteering are deductible on your Federal Tax Return. Generally you can deduct your mileage, auto expenses, and direct gifts of money. Unfortunately you cannot deduct the value of your time, child care costs and meals. It is important to keep accurate records.

Click here to verify that you have read these guidelines. 


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