1212R Administrative Regulations Regarding Volunteers, Student Interns, and Other Non-Employees

Book Policy Manual

Section 0000/1000 - Community/Board Operations

Title Administrative Regulations Regarding Volunteers, Student Interns, and Other Non-
Employees

Code 1212-R

Status Active

Adopted August 17, 2020

Last Revised July 3, 2025

Last Reviewed July 3, 2025

Prior Revised Dates 11/9/2021

ADMINISTRATIVE REGULATIONS REGARDING VOLUNTEERS,
STUDENT INTERNS, AND OTHER NON-EMPLOYEES

Screening Procedure

The following procedure has been established for screening volunteers, interns and other non-employees
(“volunteers”) within the Colchester Public Schools. For the purpose of this procedure, volunteers are defined as
those individuals who volunteer their time to assist in schools for the benefit of the student body with the express
knowledge, consent and direction of a Colchester Public Schools employee. Student interns are defined as
individuals currently enrolled in a post-secondary program for which an authorized internship is required or for
which the student may be granted credit as part of an approved course of study. As with other volunteers, all
student interns must be approved in advance by the building administrator or his/her designee and must be
under the direction of a Board employee.

This procedure identifies those situations in which an individual may be required to submit to state and federal
criminal record checks and a record check of the Department of Children and Families (“DCF”) Child Abuse and
Neglect Registry and/or request to volunteer within the Colchester Public Schools. All results must be received by
the Human Resources Office before the volunteer may commence his or her services. No person who is required
to register as a sex offender under state or federal law, or whose name is currently listed on the DCF registry,
may volunteer in the Colchester Public Schools.

Screening Procedure Definitions

The District has identified two classifications of volunteers: Group I and Group II.

Group I

Volunteers will be classified in Group I when they assist school staff members with school activities in the
presence of a Colchester Public Schools employee. Background checks will not be required of Group I volunteers.

Group I volunteers are those who assist school staff members with school activities such as those listed below:

a. assisting in a classroom, cafeteria, or library when a staff member is present; or


b. accompanying a class on a field trip during the school day with a staff member; or

c. helping in the school office during regular school hours; or

d. assisting in the cafeteria or library during regular school hours; or

e. assisting during extracurricular events, i.e., dances, fairs, open house, sporting events, etc.
Group II

Volunteers will be classified in Group II when they provide services to students when not in the direct presence of
a Colchester Public Schools employee. Group II volunteers will be required to complete a consent form regarding

the release of information concerning any prior or pending criminal offenses, and such volunteers will be required
to submit to a record check of the Department of Children and Families (DCF) Abuse and Neglect Registry. Group

II volunteers are those who engage in activities such as those listed below:

a. accompanying a class on a field trip in which the plans include that students be divided into small groups
supervised solely by the volunteer chaperone for any length of time; or

b,. chaperoning an overnight field trip; or

c. working in direct contact with students without the direct presence of a Colchester Public Schools
employee;

d. working as a student intern; or
e. coaching.

Upon receipt of DCF Abuse and Neglect Registry results indicating that the volunteer is involved in an abuse or
neglect investigation or that the volunteer is listed as a perpetrator of abuse or neglect on the Registry, the
Superintendent or his or her designee will notify the volunteer of the results of the Registry check and will
provide an opportunity for the volunteer to respond to the results of the Registry check. No person who is
required to register as a sex offender under state or federal law, or whose name is currently listed on the DCF
registry, may be approved to volunteer within the Colchester Public Schools.

When a criminal record check of a volunteer reveals a criminal conviction, whether disclosed or undisclosed on
the volunteer’s consent form, the Superintendent will make a case-by-case determination as to whether to allow
the individual to volunteer in the Colchester Public Schools. Prior to any such decision by the Superintendent or
designee, the Superintendent or designee shall inform the volunteer and shall provide an opportunity for the
volunteer to respond. Notwithstanding the foregoing, the falsification or omission of any information on a
volunteer consent form, including, but not limited to, information concerning criminal convictions or pending
criminal charges, may be grounds for the Superintendent or designee to prohibit the individual from becoming a
volunteer.

Prior Approval Required

All school volunteers (including student interns or other non-employee working in the schools) must be approved
in advance by the building principal or other administrative designee. The school district, acting through the
appropriate building administrator or his/her designee, reserves the right to discontinue or disallow the services
of any volunteer at any time at the discretion of the administration. Due to the COVID-19 pandemic, the school
district may limit or restrict volunteers based on the guidance of the federal, state, and local health authorities.

Sign-in Procedure

All volunteers must report to the school office upon arrival to sign in and must report to the office prior to
departure to sign out. A sign-in/sign-out log will be maintained in each school office. Volunteers must indicate the
purpose of their visit and include any other information (i.e. destination; provide proof of identification etc.) as
may be required by the log. Additionally, volunteers will be provided with identification badges, which must be
displayed during each visit. All volunteers must comply with all school health and safety protocols in place at the
time, including any health screening protocols.

Legal Conn. Gen. Stat. §10-4g Parental and community involvement in schools; model
program; school-based teams.


Conn. Gen. Stat. §10-220 Duties of boards of education.

Conn. Gen. Stat. §10-235 Indemnification of teachers, board members, employees
and certain volunteers and students in damage suits; expenses of litigation.

Conn. Gen. Stat. §54-250 et seq. Definitions.

 

 

“Adapt, Advance, Achieve: Connecticut’s Plan to Learn and Grow Together,”
Connecticut State Department of Education (June 29, 2020)