Any person providing service in the classroom or to the center that is not employed or contracted by GCCSA Head Start/Early Head Start (including: regular parent volunteers, community volunteers and practicum or intern students) must complete a “Volunteer Candidate Information Form” and “Affidavit for Employment”. These forms contain required documents and information needed for the volunteer file, for State Licensing and GCCSA. The following items must be completed prior to volunteering in any capacity in the program:
Volunteer Clearance Letter
Volunteer Candidate Information Form
Under Age Volunteer Need a Parental Consent Form
Copy of Government Issued Id
Volunteer Id Badge
Affidavit for Employment
DFPS Central Registry Background Check
Volunteer Training Certificate
A volunteer that has not completed the HS/EHS screenings cannot have any exposure to children. Allowing a person who is not cleared to volunteer at your center, deems your center to be noncompliant with GCCSA policies and State Licensing Minimum Standards. Only Parent Visitors are allowed to visit in their children’s classroom. They will only visit under 2 hours a month and will not have responsibility of any children, except their own.
Any person providing service in the classroom or to the center that is not employed or contracted by GCCSA Head Start/Early Head Start is considered a volunteer. NO VOLUNTEER WILL EVER BE LEFT ALONE WITH CHILDREN FOR ANY REASON AND WILL NOT BE COUNTED IN THE TEACHER TO CHILD RATIO.
45 CFR 1304.3 (a) (20) defines a volunteer as “an unpaid person who is trained to assist in implementing ongoing program activities on a regular basis under the supervision of a staff person…” For GCCSA HS/EHS purposes, a regular volunteer volunteers 2 hours per month or more.
Parent Visitor: Visiting Parent (less than 1 hours per month)
Parents will receive the Parent Handbook at Orientation that includes information regarding visiting their child in the classroom. They will have no responsibility for children other than their own, are not to be left alone with children under any circumstances and are to be supervised by a HS/EHS staff person at all times. Parent Visitors must receive a visitor Badge from the Center Administrator or collaborating center if they will be visiting the child’s classroom. A Parent Visitor may not be in the classroom without a visiting badge.
Volunteer: Regular Parent Volunteers, Community Volunteers, Interns and Students
Any person providing service in the classroom or to the center that is not employed or contracted by GCCSA Head Start/Early Head Start is considered a volunteer (no matter how minimum the amount of time is). Volunteers between the ages of 12-17 must have their parent/legal guardian sign the Parental Consent/Liability Form and must be supervised by an adult at all times while volunteering. Volunteers aged 11 years and under, will not be eligible to volunteer with Gulf Coast HS/EHS. ANY PERSON VOLUNTEERING EVEN FOR A MINUTE MUST BE CLEARED BY GCCSA TO ASSIST IN ANY CAPACITY,
1. Completion of Volunteer Candidate Information Form & Affidavit
Volunteer Candidate Information Form has to be completed in its entirety and submitted to the Governance Specialist, with a copy of a valid Identification Card (Texas ID Card, Texas Driver’s License, Passports and Matriculas also accepted). Other forms of identification accepted upon review. If the volunteer is:
2. Successful completion of Volunteer Orientation
All volunteers must complete Volunteer Orientation. Center Administrators, Next in Charge (NIC) and Family Service Associates (FSAs) will work together to provide orientation to volunteers for their center. The Center Administrator will designate the person supervising the volunteer to sign off that the Volunteer Orientation was completed with the volunteer. If the volunteer will be located at Corporate Office the Governance Specialist will be responsible for providing Volunteer Orientation. If the volunteer is a practicum or intern students that department supervising will be responsible for providing Volunteer Orientation.
3. Picture for GCCSA Volunteer ID Badge
Center Administrator will schedule with the volunteer a time to take their picture. Once completed the Governance Specialist will be contacted to download the pictures and return to Corporate Office to create the Volunteer Badge. Any volunteers/interns will schedule their appointment with the Governance Specialist and complete at the Corporate Office.
4. Completion of Criminal Background Check
Once application and affidavit is submitted to the Governance Specialist, he/she will submit documents to the GCCSA HR department. The HR department will complete the Criminal Background Check through Texas Department of Protective and Regulatory Services. The results will be forwarded to the Governance Specialist. Any questions, pertaining to the status of the Volunteers will go through the Governance Specialist. The HR department will not answer any questions regarding pending volunteers.
After a volunteer has completed the Volunteer Orientation and screening, the Governance Specialist will place the volunteer with an appropriate opportunity based on desires, preferences, skills and screening results. HS/EHS parents will be placed at the same center as their children if preferred. If the volunteer is not cleared and will be unable to volunteer for GCCSA by the Human Resources Department, a Not Cleared letter will be generated by the HR department. This letter will state whether the reason the volunteer is not cleared is because of a Minimum Standard Violation or a GCCSA policy.
The Governance Specialist will then hand deliver all documents including ID badge to a designated staff person from the Center for filing. All documents must be filed in a secured locked cabinet, and may be requested for viewing for monitoring by GCCSA staff or State licensing staff. All documents will be signed off by the designated staff person, that they are in receipt. Volunteer Badges are not to be removed by center unless prior written approval by Governance Specialist is given.
7. Documentation of Volunteer Time
The Center staff will work with the volunteer to document the time and duties they have performed at the center. This documentation will be completed on the In-Kind Form and will be submitted following the In-Kind process. Each task will be documented on a separate in-kind form, even if the tasks were performed in the same day. The Governance Specialist will then document in PROMIS the accrued In-Kind for each center, and include in necessary reports as requested by Central staff and or volunteers. Copies of all In-Kind forms will be filed in the Volunteer folder.