Volunteer Process

  • Please read carefully and thoroughly before completing the Volunteer Application as well as the Background Check Form.  Thank You.

    The Craven County Board of Education welcomes, endorses, and encourages the use of school volunteers in our schools.  School volunteer programs must provide adequate training of volunteers.

    Before a volunteer is assigned to a task in school, he or she will be screened for the following reasons:

    • To ensure, so far as is reasonably possible, that students are safe in school environments.  Screening of volunteers is crucial because of the vulnerability of the school-age population.
    • To identify volunteers who may pose an unacceptable risk to students or to the school system.  The screening process is a means to assess the potential of an individual volunteer to physically or emotionally harm others, to steal or damage property, or to violate Craven County Public Schools confidentiality procedures.

    Volunteers are bound by the standards of conduct applicable to school employees.  The principal/designee may terminate the services of a volunteer if the principal/designee deems it to be appropriate.  Volunteers whose prior history, including criminal history, demonstrates a risk to the safety or well-being of students, will be denied participation in the volunteer program.  Conditions for rejecting a volunteer’s participation may include, but not be limited to, the following:

    • Conviction of a Plea of No Contest to any felony.
    • Conviction of a Plea of No Contest to any misdemeanor that indicates the volunteer may pose a threat to the integrity of the school environment.
    • More than one DWI.
    • A pattern of criminal charges, even if the charges were dismissed, which cause concern that the volunteer may pose a threat to the integrity or safety of the school environment.

    A conviction, other than a minor traffic offense, that has occurred within the last five years.

    Craven County Schools does not discriminate in its recruitment, screening, and placement of volunteers.  Craven County Schools administers all policies, education programs, employment activities, and admissions to all people regardless of race, color, religion, gender, age, sexual orientation, national origin, marital status, veteran status, socioeconomic status, genetic information, physical characteristics, or disability except where exemption is appropriate and allowed by law.  Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

    The following screening procedures have been implemented effective 2011:

    1. Current volunteers who have completed their Online Volunteer Application AND the background check process DO NOT have to do anything to remain on the current District Volunteer Roster.
    2. New volunteers (including active duty personnel) will complete the Online Volunteer Application AND complete the background check process (see item 4).
    3. Human Resource Services (HRS) receives the Online Volunteer Application
    4. The applicant will download the “Notification and Release” form and the “Authorization” form, complete, and sign them.  The signed forms should then be faxed, mailed, emailed, or hand-delivered to the HRS by the applicant.  This prevents anyone other than the applicant to have their confidential information before it is received by the HRS.  HRS will then submit the forms to the third-party vendor granting the vendor permission to conduct the criminal background check.  
    5. Upon receipt of the criminal background check results, HRS will process the background check information (which normally takes 24 to 48 hours to receive the results, but could take longer, depending on the workload of the vendor) and then notify the volunteer and the schools, normally via email. Only individuals approved by HRS shall be allowed to volunteer.
    6. Our district policy requires that the names of all approved volunteers be added to a third-party vendor’s database as part of the District’s 24/7 KeepWatch Program.
    7. If the results are unfavorable, the Volunteer Review Screening Committee may be convened to determine eligibility of the applicant.  The applicant will receive a Pre-adverse Action Letter.
    8. If the applicant is not eligible to volunteer, an Adverse Action Letter will be sent by HRS notifying the applicant in writing of the adverse action preventing him/her from volunteering in the schools.
    9. Group Processing:  Group processing sessions may be conducted as long as computers are made available for the applicants to complete the Online Volunteer Application prior to completing the “Notification and Release” form and the “Authorization” form.  Completed forms must be placed in a sealed envelope and delivered directly to HRS by the Principal.
    10. Exemptions:  Field Day volunteers and EOG proctors (volunteering only during testing sessions) DO NOT need to complete the online application OR the background check process.

    IMPORTANT NOTE:  Craven County Schools is monitoring all volunteers in the District’s 24/7 KeepWatch Program. The cost for this service needs to be closely monitored to ensure that we are not paying to monitor a volunteer who has either moved from the area or has asked to be removed from our volunteer program.

    Notification of Criminal Charges and Convictions While Volunteering -- Please Read Carefully

    1. While volunteering, if an individual is charged with any violation of conditions used for possible rejection of volunteer participation, he/she shall notify the Assistant Superintendent of Human Resource Services within ONE business day listing the alleged charges and a narrative of the circumstances surrounding the alleged charges.  If the volunteer is hospitalized or incarcerated, the volunteer shall notify the Assistant Superintendent of Human Resource Services within two business days upon release from the medical center or law enforcement detention center.  Failure to do so may result in loss of volunteer privileges.
    2. While volunteering, if an individual is convicted of any violation of conditions used for possible rejection of volunteer participation, he/she shall notify the Assistant Superintendent of Human Resource Services in writing within two business days and shall provide court documentation detailing the disposition of the charges.  Failure to do so shall result in the dismissal of the individual as a volunteer with the school district.

     Please complete the online volunteer application AND the Background Check Form

    at least 2 weeks BEFORE you are looking to

    volunteer/chaperone for Craven County Schools

    Background Check Form