Whitehouse ISD Volunteer Confidentiality Agreement

Students in Whitehouse ISD have the right to expect that information about them will be kept confidential by all employees and volunteers.  All things seen and heard at Whitehouse ISD about children and their families are to be considered privileged information.

As a participant in the Whitehouse ISD volunteer program, you may have access to student information that is not to be shared or discussed with anyone other than designated personnel.  You may not discuss a child even with that child's parents / guardians.  Nor are you to contact parents / guardians regarding behavior or performance of students.  You must always refer any questions regarding students to the student's teacher or campus principal.  A misplaced comment can be devastating to a student, family and the volunteer program.  Be sure that you take your volunteer responsibilities seriously.

Before beginning service as a volunteer at Whitehouse ISD, it is required that you apply online and indicate on the application your intent to fulfill this responsibility by endorsing the statement below:

1. I will not discuss or answer questions with others, when serving as a volunteer or when no longer in a volunteer role, the content of any confidential student information which was learned in the course of or because of my role with Whitehouse ISD.  Exceptions to this role include my ability to discuss student information with designated staff members and / or as authorized by administrators.
    
2. The confidentiality of student information shall include, but is not limited to, the following areas:
   1. Academic standing, including student grades and test scores;
   2. Attendance;
   3. Financial status;
   4. Physical / mental health identity and history;
   5. Disciplinary status / records.
       
3. As a participant in Whitehouse ISD's volunteer program, I understand that I am not authorized to examine, release or comment on student records / information unless expressly authorized by school officials in accordance with applicable law.
    
4. I understand that if there is a violation of these guidelines, it may constitute cause for termination of my volunteer services.  The Chief Human Resource Officer or designee is responsible for decisions concerning continuation or discontinuance of a volunteer's activities.

General Guidelines

Volunteers shall exercise mature judgment in supervising children and shall in all instances respect the student's rights and privacy. It is essential that confidentiality is maintained. Volunteers should discuss any concerns directly and exclusively with the supervising teacher.

Each administrator and faculty member will determine how to most effectively use volunteers. In some cases, a decision may be made to use volunteers in classrooms other than that of a volunteer's child.

Disciplinary action is the legal responsibility of administrators and school staff. Volunteers should not be put in a position of having to enforce discipline. Volunteers experiencing a problem should immediately inform the teacher or appropriate staff member.

Dress Code

All Whitehouse ISD volunteers are required to dress in a manner that reflects an appearance appropriate for the position for which they will be volunteering and sets an example for students. All volunteers shall observe modesty, appropriateness and neatness in clothing and personal appearance. Any questions should be referred to the campus administrator.

Sign In & Out Procedures

All Whitehouse ISD campuses use the Raptor system to sign all visitors in and out. This same system will be utilized for the volunteer program. Once the volunteer application process is complete, the campus receptionist will scan the approved volunteer's driver's license and print a sticker badge that must be worn at all times while on campus for the day. Volunteers must return to the office to be signed out by the receptionist.

Code of Conduct

• Sign in and out with the campus office staff. School personnel must know who is in the building.
• Always wear your volunteer sticker badge while on campus so you are identifiable for the safety of our students and staff.
• Dependability is a must. Always be on time or call ahead in case of an absence.
• Work under the direction of the school staff, recognizing that instructing, supervising, grading and disciplining students are school staff responsibilities.
• Volunteers must appreciate the diversity of the students and shall not let his or her personal feelings or beliefs enter into his or her work as a volunteer.
• Serve as a good role model for students in behavior, attitude, speech and dress. Professionalism, courtesy and flexibility are all assets of a district volunteer.
• Help boost every child's self-esteem by expressing as much approval as possible and refraining from criticism.

Working with Students

• All meetings and / or activities with students must take place on the school campus or as part of a school-sponsored field trip.
• All activities with a student or students must take place in a room with an open door or on the school grounds in sight of school staff.
• Off-campus contact is strictly prohibited unless under direct supervision of school officials.
• Transporting a student in a volunteer's personal car is prohibited.
• Students must be transported in a school district vehicle or in a parent / guardian vehicle.
• Volunteers should never be alone with any student in any vehicle.
• Physical contact should be limited to holding a hand or giving a soft pat on the back.
• Personal cell phone usage is discouraged while volunteering. Volunteers cannot use their personal cell phone or any other electronic device to take photos of students, nor can volunteers post photos of students to personal social media accounts or transmit by text, e-mail or other method to a third party.

Removal from the Volunteer List

Volunteers may be removed from service from a campus or the district any time it is deemed necessary and appropriate to do so. If a report is received of possible misconduct or involvement in an inappropriate activity by a volunteer, an investigation will be conducted by the administrator responsible for that campus or department. This report of misconduct can be a verbal complaint or a written complaint made by a student, employee or community member. Volunteers may be removed for inappropriate behavior or misconduct that impedes the daily operation of the campus.

If circumstance warrants it, the volunteer may be restricted immediately from service to the district, pending the outcome of any investigation. Volunteers may also be excluded from working in the district or at particular campuses if the school administration and the Chief Human Resource Office conclude it is in the best interest of the district to do so.

Volunteers are an important part of Whitehouse ISD and contribute to the success of our students.

Volunteers may help in the classroom by:

• Gathering resource materials
• Setting up displays or learning centers
• Cutting laminated items
• Assisting with art projects or in art class
• Assisting students with technology usage
• Assistance in Special Education or Life Skills classrooms

Volunteers may help on the campus by:

• Assisting in the campus office with clerical duties
• Assisting the campus nurse
• Assisting with field day or other campus events
• Assisting with PE and/or athletics
• Assisting in the Learning Resource Center (library)

Volunteers may mentor students by:

• Arranging for guest speakers
• Talking to students about careers and/or hobbies
• Mentoring students in need
• Tutoring students in reading or math

Volunteers may monitor students by:

• Monitoring students during morning drop-off or afternoon pick-up
• Watching students in the cafeteria
• Watching students on the playground

Volunteers may help with music programs by:

• Assisting students in practicing or performing music (both choir and band
• Assisting with the creation of sets, props and/or costumes

Volunteers may help with field trips by:

• Arranging field trips
• Chaperoning field trips

Volunteers may help with school dances by:

• Selling tickets or decorating for prom or other school-sanctioned dance
• Chaperoning for prom or other school-sanctioned dance

Volunteers may help with district-wide committees by:

• Serving on the School Health Advisory Committee (SHAC)
• Serving on the District Educational Improvement Committee (DEIC)

• Meet with the assigned teacher to discuss specific duties.  Volunteers can perform any task that will free the teacher to work with students.
• Be a warm, caring and enthusiastic person who will be a pleasure to have in the classroom.
• Be a good role model for students in regards to behavior, attitude, speech and dress. Professionalism, courtesy and flexibility are all assets of a district volunteer.
• Be aware that many things volunteers may hear and see are subject to student confidentiality laws.
• Never discuss specific student issues or problems outside the classroom environment. However, if a volunteer suspects a child has been abused, they should notify the teacher, counselor or campus administrator immediately.
• Help every child's self-esteem by expressing as much approval as possible.
• Remember that teaching is not as easy as it looks. Stand as one with the teacher at all times. Refrain from criticism and supplement lessons only as the teacher has instructed.
• Be quiet when helping students. Extra noise is distracting.