Volunteer Guidelines
Miles Ahead Charter School Volunteer Policy
The entire MACS Crew is committed to scholar growth and academic achievement through a whole child approach to education. Volunteers are willing participants who agree to advance this mission and vision for MACS. MACS scholars, teachers and school administration have the right to expect that the school environment will be safe and free from unnecessary distractions from learning, and volunteers agree to uphold the components of a joyful, rigorous learning environment.
Volunteer Management
Volunteerism at MACS is highly encouraged, yet it is not a requirement. While parents/guardians are encouraged to visit and/or volunteer with MACS in a manner which meets their schedule, visits should be coordinated at-least 48 hours in advance with the appropriate MACS Crew member. The crew member in which you should reach out to is dependent upon the reason for your visit. In addition, the training &/or guest entry requirements are also dependent upon your visit/volunteer type.
Volunteer/Visitor Types
| Visitor/Volunteer Type | Example | MACS CREW Member to Contact | Tier Level | Training/Requirements |
|---|---|---|---|---|
| Project/Weekend Based (No children involved) | Cutting out lamination projects for a teacher at your own home, assisting w/ campus beautification projects on a weekend, dropping off recruitment materials to daycares or youth centers. | Operations Crew Email the operations crew for opportunities: crewfamilyinfo@milesaheadcharter.org | Tier 0 | Read & Sign Volunteer Manual. You may send the acknowledgment forms back to school in your scholar’s Tuesday Folder or email the form to: crewfamilyinfo@milesaheadcharter.org. Volunteer Registration FormNo other training/credentials is required for this type of service/visit since it does not involve children &/or money & takes place outside of the building OR on a weekend day where no children are present. You can perform this service anytime. |
| General School Visitor: Parent Meeting (Not directly interacting w/ any other scholar that is not your own.) | Parent Meeting/Parent-Teacher-Conference | General Ed Teacher or ECE Teacher Contact via email to schedule | Tier 1 | The conference must be approved & confirmed by the teacher you are meeting with. Guest check-in via Verkada security system. Valid ID required. No other training/credentials is required for this type of service/visit. |
| General School Visitor: Schoolwide Event Guest (Not directly interacting w/ any other scholar that is not your own.) | Whole School Crew, Holiday Program, etc. | Coordination w/ a specific crew member isn’t required, however information regarding event details/logistics can be obtained by emailing the OPS Crew: crewinfo@milesaheadcharter.org. | Tier 1 | Guest check-in via Verkada security system. Valid ID required. No other training/credentials is required for this type of service/visit. |
| General School Visitor: Lunch w/ Scholar (Not directly interacting w/ any other scholar that is not your own.) | Approved Parent/Guardian having lunch w/ their scholar in the Parent Center (no other scholars) | General Ed Teacher Contact via email to schedule | Tier 1 | Guest check-in via Verkada security system. Valid ID required. No other training/credentials is required for this type of service/visit. |
| General School Visitor: Classroom Birthday Celebration | Approved Parent/Guardian facilitating a classroom birthday celebration amongst other scholars. | Operations Crew Email the operations crew for opportunities: | Tier 2 | Guest check-in via Verkada security system. Valid ID required. Mandated Reporter/FERPA Training Birthday celebrations will only be scheduled on Fridays after 1:30pm. Birthday celebrations can NO longer occur during scholar meal periods. Upon reaching out to the Operations Crew, they will send families any dietary restrictions & suggested alternatives for that particular class. Please be mindful that we are a No Nut campus. |
| General School Visitor: Classroom Observer (Not directly interacting w/ ANY scholar, including your own.) | Approved Parent/Guardian observing a classroom to which their scholar is currently enrolled in, amongst other scholars & peers. | Grade Level Instructional Coach &/or Dean of Climate & Culture Contact via email to schedule The conference must be approved & confirmed by the Instructional Coach/Dean. K-2 Instructional Coach – Morgan Andrey: morgan.andrey@milesaheadcharter.org. 3rd – 6th Instructional coach – Lauren McDougal: lauren.mcdougal@milesaheadcharter.org. Dean of Climate & Culture: Khamel Carter: khamel.carter@milesaheadcharter.org. | Tier 2 | Guest check-in via Verkada security system. Valid ID required. Mandated Reporter/FERPA Training During classroom observations, parents/guardians are not permitted to interact with ANY scholar, including their own. Classroom observations are conducted alongside a MACS staff member. This is the best way to obtain the most authentic observation data. |
| School Operations Volunteer (No children involved.) | Tuesday Folders, laminating, asset/inventory projects, organization projects. | Operations Crew Email the operations crew for opportunities: crewfamilyinfo@milesaheadcharter.org | Tier 2 | Read & Sign Volunteer Manual. You may send the acknowledgment forms back to school in your scholar’s Tuesday Folder or email the form to: crewfamilyinfo@milesaheadcharter.org. Volunteer Registration FormGuest check-in via Verkada security system. Valid ID required.Mandated Reporter/FERPA Training (Although no children are involved, you may encounter documents that are unique to each scholar, therefore FERPA guidelines are required.) |
| Classroom Volunteer, Field Trip Chaperone, Event Volunteer, Room Parent (Directly involving scholars &/or payments) | Reading to a small group in class, supervising a small group during a field trip, BookFair | Operations Crew Email the operations crew for opportunities: crewfamilyinfo@milesaheadcharter.org | Tier 3 | Tier 3 Volunteers must complete ALL volunteer training & requirements:
|
Volunteer/Visitor Check-In
All volunteers/visitors should check in at the front kiosk upon entering MACS ready with their identification. Identification will then be scanned through Verkada Screening System which will screen for any major offenses (such as any crimes against children) which would not allow a visitor or volunteer to enter into the building (O.C.G.A. § 42-1-15, charter contract compliance with O.C.G.A. § 20-2-211.1). Upon successfully completing the Verkada screening, all volunteers/visitors will obtain a visitor’s badge, and should have it displayed at all times during their time at MACS.
Volunteer Registration
All prospective volunteers must complete a volunteer registration annually. This helps us to maintain an up to date database of potential volunteers.
Background Checks
Tier 3 level volunteers/visitors must undergo a background check to ensure the safety and security of the school environment and its scholars according to O.C.G.A § 353-34.2. A background check must be submitted bi-annually & is paid for by the volunteer – not Miles Ahead. No volunteer will be permitted to engage in Tier 3 volunteer services without a valid background check on file.
NCPA Volunteer Waiver & Consent Form
All Tier 3 volunteers must complete the National Child Protection Act/Volunteers For Children Act bi-annualy, or in conjunction with their bi-annual background check. You may email the form to: crewfamilyinfo@milesaheadcharter.org
OR send the form in your scholar’s Tuesday Folder.
- In the Qualified Entity Field – Enter Your own Name
- Complete the sections regarding prior criminal convictions
- Complete all information & signatures at the bottom of the form
- Incomplete forms can not be processed
Required Trainings
All Tier 2 & Tier 3 level volunteers/visitors, including field lesson chaperones, must complete Mandated Reporter Training (O.C.G.A. § 19-7-5) and FERPA Privacy Training (FERPA (34 CFR § 99.31(a)(1)(i)(B))) bi-annually. The information for these trainings can be accessed through the Compliance Director training portal, or you may request information through the Operations Crew. Documentation of the training should be submitted to: crewfamilyinfo@milesaheadcharter.org to be kept on file.
No volunteers will be allowed to start their service until all required training is completed. Any problems or concerns of volunteers shall be discussed initially only with MACS Administration. Volunteers shall be encouraged to refrain from reporting evaluations of personnel or operating procedures except to MACS Administration.
Applicable Laws
O.C.G.A. § 20-2-1181 prohibits conduct which disrupts a school. O.C.G.A. § 20-2-1182 prohibits parents from upbraiding, insulting or abusing public school employees in the presence of pupils. Disruptive individuals may be immediately removed from the school grounds and restrictions may be placed on their presence on school grounds or at school related functions in the future. Miles Ahead Charter School reserves the right to refer the situation to the appropriate law enforcement authorities and the student may lose priority enrollment for the following school year. Volunteers who fail to adhere to this policy, whose visit interferes with the educational process or whose actions compromise the safety of scholars and MACS staff may have their visitation privileges restricted and/or may be prosecuted to the full extent of the law. This policy applies to all school-related activities, on and off-campus.
Benefits to Volunteering at MACS
We could not do it without our Crew! We appreciate all of the time that it takes to come and support us at MACS! Remember that we embrace all forms of volunteerism including during the day (reading to scholars), in the evenings (helping cut out activities for teachers), and on the weekends (annual Beautification Day)!
Being a volunteer can have its perks including reaching the following benchmarks:
Blue Crew
Volunteer between 1 – 10 hours per semester:
Our Blue Crew members will receive certificates of recognition and volunteerism in acknowledgement of their contributions and dedication! Activities might include reading to scholars, stuffing Tuesday folders, or helping during recess.
Orange Crew
Volunteer between 11 – 20 hours per semester:
Our Orange Crew members will receive certificates of recognition and volunteerism in acknowledgement of their contributions and dedication. Activities might include support on Beautification Day, helping in an after school club weekly, or organizing books in the Barnyard Room.
Yellow Crew
Volunteer over 21 hours per semester:
Our Yellow Crew members will receive certificates of recognition and volunteerism in acknowledgement of their contributions and dedication. As well as preferred placement on Field Trips and other large community events. Activities include serving in leadership on PTO Crew, serving as Lead Project Managers on Beautification Day, and fundraising efforts.
SCHOLAR PRIVACY STATEMENT AND
VOLUNTEER CONFIDENTIALITY AGREEMENT
Under federal law, state law and Miles Ahead Charter School policy, ALL information about scholars maintained by Miles Ahead Charter School is confidential with the exception of: student name and homeroom teacher.
Scholars, and their families, at Miles Ahead Charter School have the right to expect that information about them will be kept confidential by all volunteers. Additionally, the U.S. Congress has addressed the privacy-related concerns of educators, parents and students by enacting the Family Educational Rights and Privacy Act (FERPA) or the “Buckley Amendment”. Among other provisions, FERPA allows the government to withdraw federal funds from any educational institution, including Miles Ahead Charter School, which disseminates a scholar’s education records without his or her parent’s/guardian’s consent.
Each scholar with whom you work has the right to expect that nothing that happens to or about him or her will be repeated to anyone other than authorized MACS employees, as designated by administrators or the volunteer coordinator. Even when discussing a scholar with those who are directly involved in a scholar’s education, such as a teacher, principal, or counselor, you may not share otherwise confidential information with them unless it is relevant to the scholar’s educational growth, safety, or well being.
You may use confidential scholar information only for the purpose authorized by MACS administration. You may not use confidential information for any unauthorized purpose even if you believe doing so is in the best interest of the scholar.
You may not share information about a scholar even with others who are genuinely interested in the scholar’s welfare, such as social workers, other volunteers, After Care Crew, or nurses/physicians (a grave medical emergency, in which a scholar’s health or safety is in immediate risk and in which confidential information may be necessary for a scholar’s care, is the only exception). Thus, you must refer all such questions to MACS administration.
Parents, friends, or community members may in good faith ask you questions about a scholar’s problems or progress. Again, you must refer all such questions to MACS administration. You may not share information about a scholar even with members of your own family or the scholar’s family.
Before you speak, always remember that violating a scholar’s confidentiality isn’t just impolite, it’s against the law.