By providing your signature, you are agreeing to abide by the rules and regulations of the Volunteer Program. One or more of the volunteer activities you have selected may require you to provide your United States social security number so we can perform a criminal background check. Your social security number will only be used for this purpose and we do not retain this information.
Confidentiality Agreement: By spending time in Providence Hall as a volunteer, you may see and hear things about students’ work and behavior that need to remain confidential. Further, you may, under limited circumstances, have access to student education records and other student information. Providence Hall students have the right to expect that information about them will be kept confidential by all volunteers. Additionally, the U.S. congress has addressed the privacy-related concerns of educators, parents, and students by enacting the Family Educational Rights and Privacy Act (FERPA). Volunteers must not repeat anything that happens to or about a student to anyone other than authorized Providence Hall employees, as designated by the administrators of Providence Hall at which they are volunteering. Confidential information may not be discussed in any form, including any type of social media. Volunteers should not ask a student personal questions that will invade their right to privacy; however, volunteers should listen without judgment if students wish to share. Though volunteers should respect the confidentiality of any information a student may share, if a safety or at-risk issue is revealed a volunteer should share this information with the teacher or an administrator. I will not discuss with others the identity of any student at any Providence Hall campus, event, or program. I will not discuss with others the content of any specific student records, nor will I disclose personally identifiable student information. I must, upon my discovery, immediately report any breach or suspected breach in confidentiality, to the teacher, principal, or appropriate Providence hall administrator. I will not share information about any student, not even with others who are genuinely interested in a student’s welfare such as social workers, scout leaders, clergy, grandparents, or nurses/physicians--a grave medical emergency, in which confidential information may be necessary for a student’s care, is an exception. I understand that questions about individual students or the content of confidential student records must be directed to a teacher, principal, or appropriate Providence Hall administrator. I, as a volunteer, understand that I may only interact with the student(s) I am designated to observe/interact with and no other student(s).
Submitting this application alone does not make me an approved volunteer for Providence Hall. I must wait until I have been informed by Providence Hall that I have successfully completed everything required to be an approved volunteer before I can participate in volunteer activities for this school year. Once I have a clear background check with Providence Hall it is monitored through ongoing rap back systems with BCI and if at any time something negative is returned on my ongoing monitoring, my volunteering privileges may be revoked. I am required to abide by all rules, regulations, and policies of Providence Hall Charter School. As a volunteer, I will dress appropriately for a school setting and will abide by the dress standards set forth by the school administration for volunteers. All the work I perform will be uncompensated. I am aware this volunteer position will be providing support services to students and/or Providence Hall Charter School and I hereby declare I am able to perform the duties without endangering myself or others. I hereby release and hold harmless Providence Hall Charter School, its officials, employees, agents and insurers from any and all liabilities in connection with or arising out of my volunteering. I hereby certify that the facts set forth this volunteer application are true and complete to the best of my knowledge and I authorize Providence Hall to verify their accuracy. I am signing this form electronically and my electronic signature is the legal equivalent of my manual signature on this form.
Volunteer Program
1. Purpose
1.1. The purpose of these Volunteer Program Guidelines is to ensure that all volunteers supporting Providence Hall Charter School (PHCS) understand expectations related to conduct, student privacy, and appropriate interactions while assisting with school activities.
1.2. PHCS values the contributions of volunteers and aims to provide a supportive, safe, and positive environment for students. Volunteers play an important role in enriching student learning and must follow the same privacy and conduct expectations that apply to individuals working directly with students.
1.3. Volunteers are considered representatives of PHCS and are expected to follow all guidelines, procedures, and directions from PHCS staff throughout the course of their volunteer service.
2. Definitions
2.1. Volunteer – Any individual who provides services to PHCS without compensation and who may have supervised or unsupervised access to students.
2.2. School Official – For purposes of student privacy laws, a volunteer may be considered a school official when performing assigned responsibilities under the direct supervision of PHCS and may only access student information necessary to fulfill those responsibilities.
2.3. Boundary Violation – Behaviors that cross verbal, physical, emotional, or social boundaries necessary to maintain professionalism and safety. Examples include isolated one-on-one interactions out of sight of others, favoritism, private communication, uninvited physical contact, or discussing personal issues with students.
2.4. Appropriate Interactions – Positive, healthy, and professional interactions such as praise, encouragement, public group communication, and brief appropriate physical gestures.
2.5. Student Records – Any information about a student maintained by PHCS, including academic, personal, or directory information protected under FERPA.
3. General Guidelines
3.1. Volunteers may only access student information necessary for their assigned activities and may not share or disclose student information unless directed by PHCS personnel and permitted by law.
3.2. Volunteers must safeguard all student information, including grades, attendance, personal contact details, and any other sensitive information observed or accessed during volunteer service.
3.3. Volunteers must maintain appropriate supervision and visibility when interacting with students and follow all staff instructions.
3.4. Volunteers may be present in student areas only when scheduled or approved by PHCS staff.
4. Expectations for Volunteer Conduct
4.1. Volunteers must maintain professional, respectful, and appropriate interactions with students at all times.
4.2. Volunteers may not engage in:
- boundary violations;
- grooming behaviors;
- physical, verbal, or mental abuse;
- neglect;
- bullying, cyberbullying, hazing, or retaliation;
- discrimination or harassment;
- any sexual conduct, sexual comments, or sharing of inappropriate materials.
4.3. All communications with students must be professional and related only to PHCS-approved activities. Private communication channels such as personal text messaging or private social media messaging may not be used.
4.4. Volunteers may not provide gifts, favors, or special treatment to individual students.
4.5. Volunteers must follow PHCS internet safety expectations and may not access inappropriate content on PHCS grounds or devices.
5. Student Privacy & Media Guidelines
5.1. Volunteers must comply with FERPA and all PHCS student privacy procedures.
5.2. Volunteers may not photograph, record, or collect student images unless explicitly authorized by PHCS staff and confirmed to comply with media opt-out restrictions.
5.3. Volunteers must confirm with PHCS staff whether media restrictions apply before engaging in any activity that may include capturing or sharing student images.
6. Reporting Responsibilities
6.1. Volunteers must immediately notify PHCS staff or an Administrator if they become aware of concerns related to student safety, suspected abuse or neglect, or inappropriate conduct.
6.2. Volunteers must report observed violations of these guidelines or concerns about interactions between students and adults.
6.3. Volunteers are expected to cooperate with any inquiry or review conducted by PHCS or related agencies.
7. Volunteer Preparation
7.1. Volunteers must complete all PHCS-required orientation or training prior to beginning volunteer activities.
7.2. Volunteers may not assist with school activities until required screenings, background checks, and training steps are complete.
8. Program Participation
8.1. PHCS may discontinue a volunteer’s participation in the Volunteer Program if expectations outlined in these guidelines are not followed.
8.2. Significant violations, including misconduct or breaches of student privacy, may result in removal from the program and reporting to appropriate authorities if required.
8.3. PHCS may limit or deny future volunteer opportunities based on conduct or safety concerns.
