Douglass Elementary PTO/SAC

REVISED GUIDELINES FOR PARENT VOLUNTEERS

DOUGLASS ELEMENTARY SCHOOL

2008 ‐2009

The purpose of these guidelines is to provide information support and direction to Douglass parent volunteers in their volunteer efforts in working with Douglass administrative staff. It is requested that all Committee Chairpersons make available a copy of these guidelines to all their respective committee volunteers as required.

Distribution of Information and Deadlines:

PTO Approval: Information or announcements being distributed for school purposes require prior PTO Approval before distribution. This can be accomplished by bringing in all materials to be distributed or posted (for example: wall posters or announcements) to the front office for review. Please allow adequate time for this process. All fliers must be stamped “PTO approved” prior to distribution in Friday Folders.

Douglass Newsletter: If you have information needing to be included in the school newsletter, it should be emailed to patty.miguelez@bvsd.org one week in advance of the distribution of the newsletter (usually on a Friday).

Friday Folders: Please give information to Tina Reilly (in the office) the Wednesday prior to the Friday when the material is to be distributed. It also helps to have the information divided by class and teacher. There is a list of how many students are in each classroom in the workroom by the copy machine.

Workroom Scheduling:

Any teacher and/or paraprofessional’s duties in the workroom take priority over volunteer responsibilities due to the established workroom time structures allotted to serve all teachers. In other words, if you are completing a project, but a staff member needs the equipment, please be considerate and step aside. **Typically the best time to run copies (large runs) is after 12:30 pm.

Document Duplicating:

It is preferable for the office staff to have volunteers handle their own copying needs. The PTO/SIT copying account number is 2468. Enter this code into the copy machine prior to beginning your work. This way, all copies made are charged to the correct PTO/SIT account. Please be as conservative as possible when making copies. The copy machine is in the workroom located in the library.

PTO/SIT Supplies and Locations:

There is a SIT supply shed located outside to the west of Lynn Twietmeyer’s 4th grade classroom near the parking lot. This shed is the farthest west toward 75th street (there are two). The front office staff and the school custodian have keys to the shed. The supplies include paper products, game and party items etc. PLEASE check this closet before purchasing or soliciting supplies for your project or event. Note that many of the items previously stored here were eaten by mice.

The Teacher’s Lounge has service items such as the coffee pot, drink dispenser, punch bowl or other serving equipment. There are also some items stored in the downstairs area (located behind the gym) – plates, cups, etc… If you need any of these items, please let the office staff know when you are borrowing the item and when it will be returned.

Collection and Accountability of Information, Materials and Funds for PTO/SIT Projects/Events:

For those Chairpersons who are chairing a committee for a school activity or event where funds will be collected, it is necessary that the Chairperson make the necessary arrangements to meet with the School Treasurer, Karen Herz, to formalize a process for establishing and maintaining an accounting control system to ensure the proper handling and accounting of funds. Petty cash can be organized at this time, when needed. In addition, the office staff cannot be held responsible or accountable for any information, materials and/or funds left in the office area by volunteers. Please make arrangements to have a small box or envelope, which is clearly marked for identification purposes, available in the office for parents to receive or drop off requested papers and/or funds. Simply inform Tina Reilly of your efforts and she will help you secure an envelope or collection area. Please note that volunteers are also responsible for monitoring, collecting and safekeeping of all materials and funds collected in the office. Special care must be taken when handling cash. Any cash left in the office for pickup by the

Treasurer should be left in the safe with a note or in the PTO mailbox, found in the top, right‐hand corner of the teacher’s lounge.

PTO/SIT Check Requests or Reimbursements: The following information is necessary for check requests and expense reimbursements from PTO/SIT:

Check Requests: Check Request forms are located in the folder in the white crate kept in the teacher’s lounge. Use this form if you are submitting a bill that needs to be paid. An invoice must be submitted together with a Check Request Form to the Treasurer. Please place both the completed form and attached invoice in the PTO Box so the request can be processed.

Reimbursement Requests: Reimbursement Request forms are also located in the folder in the white crate kept in the teacher’s lounge. Use this form if you have incurred expenses during the course of your volunteer work that PTO/SIT needs to reimburse you for. All receipts totaling the amount of reimbursement requested must be attached to this form for processing. The completed form and receipts should be placed in the Treasurer’s Box so the request can be processed.

 Professional Conduct including Confidentiality:

It is asked that all volunteers remember to conduct themselves in a courteous and professional manner when working with office staff, teachers, paraprofessionals, school officials and parents. This includes keeping confidential information that may be inadvertently heard or read about during a time a volunteer is carrying out his or her work responsibilities. To this end, Douglass does have a Confidentiality Agreement which volunteers are asked to sign.  Copies of this agreement can be obtained from the office.