Beach
Volunteer Handbook
2024-2025
Volunteers enrich students’ educational
experience through positive participation in our schools. 💚
Table of Contents
Click the heading below to jump to a specific section.
Goals of the Volunteer Program
Portland Public School District Volunteer Guidelines
Tips for Working with Students
Maintain Appropriate Boundaries
Working with the Classroom Teacher
Volunteer Protection Against Bloodborne Pathogens*
PPS Volunteer Policy Documents
If you have questions about volunteering in our school, contact our Volunteer Coordinator, Tina Myers at 503-916-6236 or tmyers2@pps.net.
You Make a Difference
The research is clear about the role of parent, family and community involvement — it makes a significant difference in student achievement. PPS is fortunate to have a very supportive and engaged community that understands and appreciates the important role education plays in the overall health of our community.
Each person who helps a child learn is someone who makes a difference in that child’s life. Schools are safe, nurturing places for students to grow and learn, and the work you do makes that environment even more rich and meaningful.
This handbook is designed as a partnership tool. It includes basic information and tips for working with students. It also includes some very important legal information that all school staff and volunteers must understand and abide by to ensure that students and adults in our schools are safe.
Helping children is what teaching, parenting and volunteering is all about – a shared venture, a collaborative undertaking, a labor of love.
As a volunteer, you are an important part of our education team.
Our Education Team
Volunteers work under the direction of school principals, teachers and staff members. By agreeing to volunteer, we can:
- Assist teachers in providing more individual help and instruction to students
- Support non-teaching duties and tasks both in- and out of the classroom
- Strengthen relationships and understanding between schools and families
Parent/Caregiver Groups operate independently from schools but within the parameters of school and district policy. The Beach COmmunity Union works with principals, teachers and staff members to organize, support and fundraise for extracurricular and enrichment activities for students and families.
Staff Members work in partnership with volunteers to support students in a variety of ways. Educators and staff members develop positive working relationships with volunteers.
School Principals have the final authority over what happens in their schools, including the volunteer program and Parent Group activities. Principals are responsible for setting guidelines for volunteers and developing a positive working relationship with volunteers.
Goals of the Volunteer Program
- To establish a school and community partnership for quality education.
- To strengthen school/community relations through positive participation.
- To support teachers in their delivery of the district-adopted curriculum.
- To enrich students’ learning opportunities.
- To relieve educators of some non-instructional tasks.
- To provide an opportunity for interested community members to support their community in a meaningful way.
- To build an understanding of schools among citizens, thus stimulating widespread involvement in the total education process.
Volunteer Opportunities
Schoolwide Examples
- Office: Making copies, laminating, distributing paper into mailboxes
- Library: Shelving books, helping students choose books
- Cafeteria: Student supervision, helping open milk cartons, cleaning tables
- Recess: Student supervision, play games
Classroom-Specific Examples
- Join field trips
- Help with classroom parties
- Be a guest reader
- Put up bulletin boards
- Talk to students about your work, something you love, tell a story about your life
- Put weekly folders together
Steps to Becoming a Volunteer
The process of becoming a school volunteer is outlined on the PPS Volunteer webpage. If you are interested in volunteering, connect with the school directly to share that you are beginning the process and to talk about volunteer opportunities, then follow these steps:
- Read the Volunteer Code of Conduct
- Review the mandatory volunteer training
- Submit a volunteer application and volunteer background check
- Receive approval notification from the District
- Bring a government-issued photo ID to the school site on the first day of volunteering
Portland Public School District Volunteer Guidelines
Sign in and out | |
Wear identification In an effort to increase safety and security, all volunteers need to wear a school-provided nametag at all times when in the building. Adults not wearing proper identification should be directed to the school office. | |
Exercise confidentiality | |
Mandatory Reporting of Abuse District employees are mandatory reporters of all reasonable suspicion that abuse of a child has occurred. Oregon law recognizes these types of abuse: physical, neglect, mental injury, threat of harm, sexual abuse, and sexual exploitation. If you become aware of suspected abuse of a child, immediately report your concerns to an administrator, school counselor, or teacher. | |
Harassment and Bullying The District is committed to providing a safe, positive, and productive learning environment for all students. Hazing, harassment, intimidation, bullying, menacing, or acts of cyberbullying by students, staff, or third parties toward students is strictly prohibited. Teen dating violence is unacceptable behavior and prohibited. Volunteers play a valuable role in helping to create and maintain this safe school environment. Immediately report all suspected acts of harassment and bullying to a school staff member. All reports will be investigated by the school administrator. | |
Follow emergency drills | |
No alcohol/drugs/tobacco | |
Politics and Religion Volunteers shall not engage in political or religious activities while on district premises and while performing district duties. | |
Siblings |
Positive Behavior Support
PPS schools are Positive Behavior Interventions and Support (PBIS) schools. PBIS schools value the positive behavioral choices students make daily and are focused on preventing behavior that negatively impacts student learning through education and preventative school support. Please let students know when you see them following the schoolwide expectations. If issues arise regarding student behavior, let an employee of the school know so they can assist with appropriate responses. Volunteers are not expected to intervene with unexpected behaviors. Unless a student is in danger of being harmed, avoid intervening when students are behaving outside of the school's expectations. You can learn more about our schoolwide climate practices in our School Climate Plan.
Our Vision: Beach students will be prepared, inspired, compassionate and empowered change makers within their local and global communities.
Our Mission: As a school, we take full and collective responsibility for the experience and outcomes of each of our students. We are committed to a culturally affirming, rigorous, and nurturing learning experience that celebrates and expects growth of all members of the learning community.
Our Schoolwide Values and Expectations:
Core Values Inclusivity Interdependence Kindness Joy Perseverance | Expectations Safe Respectful Responsible Kind |
Our Positive Feedback System:
It is important to provide positive feedback to students when they demonstrate the schoolwide expectations. When you see behavior that is aligned with the expectations, you are invited to provide specific feedback to the student while handing them a Pawsitive Card and specific praise. Pawsitive Cards are entered into a drawing and ten students receive a prize each week.
Tips for Working with Students
As you observe and work in the classroom, you’ll notice that instruction is delivered in many ways. Changes in technology, new jobs and career requirements have changed the way teachers teach and students learn.
Students learn by:
- Doing, rather than simply observing
- Asking questions and searching for answers
- Discovering, experimenting and repeating experiences which build confidence
- Using all senses whenever possible
Volunteers can help students and staff by:
- Creating a relaxed, friendly atmosphere for learning
- Learning student names and using them often
- Listening carefully to the students
- Accepting students as individuals
- Being patient; refer disciplinary problems to the teacher or an administrator, when necessary
- Silencing cell phones while in the school
- Being aware of limitations on staff time and tight classroom schedules
- Dressing appropriately for the specific volunteer task
- Asking students to call you “Ms,” “Mr” or “Mx” rather than by your first name
- Following all school/district policies and procedures
Maintain Appropriate Boundaries
It’s important that EVERYONE take an active role in helping to ensure a SAFE and HEALTHY environment for students. Appropriate interactions with adults create a safe environment for students to learn, grow and seek help in problem-solving and developing social skills. Volunteers play a key role in creating and maintaining this environment.
- Focus conversations on academics, school events and school activities. Refer personal issues to the school administrator, counselor or classroom teacher. Refrain from making comments that could have sexual overtones.
- Stay in a group or a public part of the school. Do not be alone with a student.
- Treat all students fairly and equally. Avoid favoritism such as special privileges or gifts.
- Limit interactions to the school environment. Don’t meet with students outside of school or communicate with students electronically (text messaging, social networks, email, etc.).
- Maintain personal space and reasonable eye contact.
- Be cautious about physical contact with students. Lap sitting, tickling, frontal hugs and shoulder massages are not appropriate.
Discuss student problems or concerns only with the teacher or staff member with whom you are working. Discuss other concerns with the principal.
Working with the Classroom Teacher
Supporting a classroom can be incredibly rewarding. Clear communication between the volunteer and classroom teacher sets both people up for success. Suggested topics to discuss include:
- Days and times the volunteer will work.
- Procedures the volunteer will use to keep in touch, such as email or telephone.
- Alternate plans for days when the teacher is absent and a substitute is in the classroom.
- Procedures to follow if the volunteer will be absent.
- How the teacher will communicate assignments or duties to the volunteer, such as a folder, note, email or other means.
- Where materials and supplies are kept and the location of available workplaces.
- Teacher’s classroom policies, procedures and rules, such as management style, discipline issues and where the volunteer can leave personal belongings.
- Special needs and strengths of the student(s) and skills that need to be developed.
- Tips for working with the student(s), such as learning styles and reinforcement techniques.
- Alternate plans if student(s) is/are absent.
- What to do if you have questions while the teacher is teaching (it is important not to interrupt instruction).
- Where to take breaks. At times, staff use the staff room to discuss confidential issues, which may not be discussed with community members unrelated to the student. Because of this, please do not be offended if volunteers are not invited into the staff room. An alternate location will be available to volunteers.
School Logistics
Office
- Remember to sign in and out in the front office.
- Teacher Mailboxes - this is a great way to get non-urgent information to staff. These are located in the office.
Staff Room
- The copy machine in the main building is located in Room 120 and in the annex it is between A9 and A10. The machines require a school ID badge to operate. The staff member that you are supporting will lend you their badge so that you can access the machine. If there is a jam or you are unsure how to use the machine, check in with Esther in the office before proceeding. This copier is capable of printing from the teachers’ computers, stapling packets, etc.
- The laminator is located in the library. The laminator must be “warmed up” before use; please allow sufficient time for it to heat up. When using the laminator, always do a “test run” to make sure all functions are working. There should be a weight of some sort (large binder clips) holding the plastic behind the machine. Stop using the machine when the laminate roll is low. Discontinue using when you see a red line or sticker indicating “end of roll”. If you would like help using this machine or if the laminate runs out while you are completing a job, please connect with Esther in the main office.
- After using the paper cutter, please ensure that the blade is lowered to avoid accidents.
Volunteer Protection Against Bloodborne Pathogens*
Staff members are trained and have the necessary equipment at their disposal for handling emergency situations. As a volunteer, we ask that you do not assist or provide first aid, or handle any body fluid spills. If you were to be accidentally exposed to another individual’s body fluid, wash the affected skin thoroughly with soap and water, or flush mucous membranes with water for 15 minutes. Promptly report the incident to the school nurse. You may want to contact your own physician for further instruction.
* Pathogens are disease-causing microorganisms.
Liability Insurance
Portland Public School District does not carry medical insurance or Workman’s Compensation insurance for volunteers. However, volunteers are covered under the district’s liability insurance for injuries incurred as a direct result of school or district negligence.
Safety Response
Volunteers must follow school guidelines during safety drills and emergencies. If you are working with a specific class, remain with that class. If you are supporting the school in general, move to the nearest classroom and stay with them.The guidelines are as follows:
Frequently Asked Questions
Q: Why are Criminal History Background Checks required of volunteers?
A: Our primary concern is the safety of the children. All volunteers must consent to an annual criminal history background check.
Q: Why must volunteers sign-in?
A: The district requires all volunteers to sign-in upon entering a school building. This is an additional safety measure for our children. The sign-in log also serves as a record in the event of an emergency and for those of you who write off volunteer mileage on your income taxes.
Q: Why must I wear a volunteer badge? The teacher knows who I am.
A: This is yet another safety measure. It’s true that your child’s teacher knows you, but other staff members and students may not. Students who see strangers in the building without name tags are encouraged to report them to a staff member.
Q: What if I can only volunteer twice a month?
A: We always have a need for occasional volunteers.
Q: What if something happens and I can’t make my scheduled time to volunteer?
A: Dependability and timeliness are important, but unexpected schedule changes occur. Please call the school to let the teacher know with as much advance notice as possible.
Q: What should I do if I start volunteering and it becomes a hardship for me?
A: Please let the teacher or volunteer coordinator know. We want you here, but we don’t want you inconvenienced. Oftentimes a more flexible schedule can be worked out. We also would encourage you to try different volunteer activities if you’d like.
Q: What if I have more than one child and want to work in each of their classrooms?
A: Each classroom has different schedules and volunteer needs. We can work out a schedule for you to spend time in each classroom.
Q: What do I do if I don’t enjoy correcting papers or photocopying and that’s all the teacher asks me to do?
A: Tell the teacher. Make suggestions if you see other needs in the classroom. Let the teacher know what your interests are. No one wants you to do something you don’t enjoy.
Q: What if I have questions or concerns about my child?
A: Please arrange for a separate time before or after school to conference with your child’s teacher. Classroom time is not the time to talk about the individual needs of your child; the teacher will not be able to provide you with their undivided attention as their priority is supporting the students in the room.
PPS Volunteer Policy Documents
Thank You
Parts of this handbook were taken and adapted from volunteer information provided by the Beaverton, Mcminnville and Rochester School Districts as well as the Odyssey Program in PPS. 🖤