Criminal background checks are required for volunteers who may have unsupervised contact with students. The conviction of a crime (felony or misdemeanor) will not automatically disqualify a person from volunteering in a school. Each situation will be considered individually. Completed forms are maintained in a confidential manner at the district office.
The district requires criminal checks on any volunteers (including parents) who meet the following criteria:
- the volunteer will have unsupervised contact with students;
- the volunteer has a regular and ongoing assignment at the school;
- the volunteer will be off campus with students in an unsupervised situation, including
driving students on field trips;
- the volunteer is a mentor to a student or students;
- the volunteer is a coach or activity director; or
- the volunteer is unknown to the school or department staff.
Risk Management is responsible for coordinating criminal background checks for volunteers and maintaining the district-wide online volunteer/visitor database. You can reach background checks at 541-790-7669. The staff are responsible for:
- conducting the criminal records check in a confidential manner;
- adding cleared volunteers to the online database or talking with the principal if the records check shows cause for possible concern;
- maintaining the list of volunteers cleared this year and in previous years;
- supplying schools with copies of the 4J volunteer guidelines upon request;
- training schools on database use;
- providing schools with user accounts;
- conducting background checks on volunteer coaches;
- assisting schools with setting up a volunteer computer check-in station.
Background Check Process
Volunteers may not begin until they have been cleared. This requirement to conduct a criminal background check for volunteers is covered by District Administrative Rule I9600, Placement of Volunteers.
To ensure that the criminal checks are completed, schools must follow this process.
- Community and parent volunteers new to a school need to complete the online volunteer application.
All information on the application is sensitive and will be maintained in a confidential manner. Parents who have concerns about confidentiality may complete and return a paper copy of the volunteer background check form.
- No criminal background check is needed for those who have volunteered in the same school in the recent past and have already had a 4J volunteer background check. Parent volunteers must complete the Criminal Background Check form only once every two years while their student is in continuous attendance at a school. Schools should look at their listings in the volunteer database to confirm whether a check has been done.
- Staff will conduct the criminal records search and add cleared volunteers to the database.
- Staff will inform the principal of any individual whose criminal records check or criminal background check application contains questionable information. The principal will determine whether the offense relates directly to the capability or suitability of the volunteer to work in the school. The principal will consult with Human Resources as needed in making this decision.
- An individual who disagrees with any decisions regarding their status as a volunteer that results from the criminal background check may appeal that decision to Cydney Vandercar, Director of Human Resources (541.790.7660; email@example.com).
- If you have an urgent need for a quick response, contact firstname.lastname@example.org.