Volunteer Background Check (VBC)
Policies and Procedures
Updated October 13, 2015
· VBCs Structure:
• The purpose of VBC is enhance safety and security for students and staff while maintaining an invitational school environment for all members of our learning community
• Designated secretaries and administrators will be given access to background check systems
• Each building will design a volunteer sign in procedure that meets the requirements of this policy and fits with the climate and culture of the building
• All volunteers are required to complete VBCs o Building principal has final approval/denial authority with discretion*
• Volunteer Background Checks are good for three years from the initial review.
· Components of VBCs:
• Introductory Letter
• VBC application
• Verification e-mail with volunteer survey link
· Time Frame:
• Monday, September 14, 2014 begins mandatory Implementation of VBCs for ALL volunteers and unsupervised visitors
• Please reserve enough time between the volunteering events to ensure a complete background check.
· Application Process:
• Volunteers complete application and submit to the school secretary of any Avon Community School Corporation school.
· Verification Process:
• Two Databases to Review
▪ State of Indiana Police criminal records
▪ Indiana Sex Offender Catalogue
• Reviewer signs application
• Principal signs the application
• A copy of the application and both VBCs are kept in confidential school files
• Secretary enters verification outcome into confidential database
· Notification Process:
• Secretary notifies the volunteer via e-mail
• A volunteer survey link is attached to this e-mail
• E-mails will go out to all applicants indicating their approval or denial. In sensitive denial cases, building principals should call the applicant to inform them personally of the denial. Principal should avoid going into details about the nature of the background event
• The volunteer survey link compiles data into a staff accessible file
· Two Database Locations:
• Two databases will be maintained
• A highly confidential VBCs approval/denial (Xcel)
• A staff accessible volunteer preferences and skill sets
· Communication is the Key to Success:
• Communication format is based upon your school’s climate and culture
• School Messenger
• Back-to-School Folders
• Meet the Teacher Nights
• All Study Trip Requests
• Newsletters and Webpages
· What should I do when I have questions about a VBCs result?
• Consult with Dr. Whitman or administrative colleague
• Contact volunteer and inform that the background check requires additional information or that the background check did not pass inspection due to a criminal conviction or charge pending.
· How will we notify volunteers who do not pass VBCs that they are denied access to our school?
· Strict confidentiality is a must.
· Will the confidential database result be available to just my school or all schools?
• Since we have parents/volunteers with children in multiple buildings, all preselected secretaries and administrators will have access to the confidential data base