Volunteer Policies & Procedures and Confidentiality Training � �Parent/Volunteer Training 2026-2027

We are …

…grateful for you!

Great Hearts Northern Oaks PSO �Core Principles

• We affirm the goodness of existence and the dignity of every human person.

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• We work as a team.

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• We avoid gossip & negativity.

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• We face challenges with confidence and hope.

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• We work from a place of relentless goodwill.

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• We hold ourselves and each other accountable.

Volunteers will be asked to:

• Consent to a criminal background each year.
• Complete a FERPA Volunteer Confidentiality form.
• Attend Volunteer Training.
• Sign the PSO Volunteer Handbook

This Photo by Unknown Author is licensed under CC BY-NC

GHNO Supervision and Rights of Refusal

• Volunteers always work under the direct supervision of the professional staff at Great Hearts.
• Great Hearts is responsible for the education, safety and well-being of each student and staff. For this reason, please understand that a leadership member may request the reassignment or removal of a volunteer whose actions are not in the best interest of the school.

Registration and Name Badges

• Upon entering the school for volunteer work, each volunteer must sign-in at the kiosk stand at the entrance of the admin hallway.
• For security reasons, ALL volunteers must wear the appropriate volunteer's name badge for proper identification.

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This Photo by Unknown Author is licensed under CC BY-SA

Legal Responsibility: FERPA

The Family Educational Rights and Privacy Act (FERPA) is a federal law that safeguards the privacy of student education records.

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Both educators and volunteers in schools are bound by FERPA to protect confidential student information.

What Is Confidentiality?

ALL student information is considered confidential and protected by FERPA.

• Protection of all personally identifiable data, information, and records collected, used, or maintained by an agency/school

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• Refrain from sharing information about a student, student’s records, and staff information.

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What is Personally Identifiable Data?

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• Name of Child, Parent, or Other Family Member

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• Address and Phone number of Child

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• A Personal Identification Number (SSN or Student Number)

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• Personal Characteristics or Other Information to Identify Child (wears glasses, hair color, SPED student, etc.)

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Additional data include:

• Students’ academic information (grades, test scores, transcripts)
• Students’ discipline/behavior (detentions, suspensions)
• Students’ health (trips to the nurse, medications)
• Students’ family information (parent’s marital status, employment)
• Information about special needs or accommodations.

Requirement of Volunteers

• Volunteers are considered school officials under FERPA when they perform services or functions under the direct control of the school.

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• Volunteers MUST also maintain the confidentiality of student information they may encounter during their service.

Sharing Information

• Sharing student information with unauthorized individuals, including other volunteers, parents/family members (unless with written consent), or acquaintances, is a violation of FERPA.
• Please DO NOT discuss information about a student with anyone other than his/her teacher, staff, or school administration that have a vested interest with the student.

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Info can be compromised: Orally, Electronically or in Writing

Confidentiality in a nutshell

During your volunteer time at Great Hearts or at a school function, you may see or hear information about a teacher, student, or student’s family.

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When you sign up to volunteer at Great Hearts, you agree to keep any student, family, and teacher information completely confidential.

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Harassment and Discrimination Policy

Harassment and discrimination is prohibited at all times on school property and off school grounds during school-sponsored activities.

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This prohibition also applies to visitors to the school who may come in contact with employees and students.

Never Assume!

Never assume that problems have been reported by someone else! e.g. If you see water on the floor, report it to the front office.

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As a volunteer you are expected to act as a reasonably prudent person would in the same circumstances.

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Scenario #1

While shopping at H-E-B, an adult in the community says “My child will be in third grade next year and I have heard Mrs. Griffin is a bad teacher. You volunteer at that school, what do you know about her?”

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How would you respond?

Answer:

No information may be released to the community member concerning this teacher. As a volunteer, an appropriate response would be, “I am not able to disclose information about faculty and staff in our school. However, if you have a concern you may want to discuss it with the school’s Headmaster.”

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Scenario #2

You are a regular volunteer at the front desk and a parent says to you, “I came to pick up my child at school today and there was a police car outside. What happened?”

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What would you say?

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Answer

No information may be released to the parent concerning this situation. As a volunteer, an appropriate response would be, “I am not able to disclose information about any student related issues.”

Scenario #3

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A parent confides in you at a grade level social that an 8^th grade boy in Mrs. Frank’s Math class is picking on her son. She asks, “Do you know this kid?” The volunteer says, “Yes, I know this boy and you do too. He has red hair and glasses.”

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Has the volunteer broken confidentiality? If so, how?

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Answer:

The volunteer gave personally identifiable information concerning this student. This is a breach of confidentiality. An appropriate response could be, "Due to confidentiality laws, parent volunteers are not permitted to discuss individual students."

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Tips for volunteering….

• Dress appropriately for the school setting.

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• Become familiar with school procedures.

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• Be fully present – do not use your cell phone while on campus, that includes taking photos or videos.

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• Be dependable and on time. Call the committee supervisor if you must cancel.

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• Follow directions to the best of your ability and ASK QUESTIONS if you are unsure.

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This Photo by Unknown Author is licensed under CC BY

General Volunteering Guidelines

• Help students follow rules and procedures by following them as well (ie. Not talking with students during the silent eating time)

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• Educational spaces are to be kept sacred.

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• Do not go outside of the space you have been assigned.
• ie. Volunteers should not be on the playground.
• Parents volunteering in any aspect should not go down or enter their child’s classroom.

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• Use what we have denoted as the faculty restrooms. Please do not use the restrooms the students use.

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• Do not approach your child/children’s teachers while volunteering to get updates on your child.

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General Volunteering Guidelines

• If you have a complaint or suggestion, please bring it to the volunteer supervising your committee or any member of school leadership.

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• Avoid disciplining students – bring student behavior issues to the attention of a nearby teacher.

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• Please be a positive representative of the school to the parent and family community - if you ever see something that concerns you – bring it immediately to leadership, not to the FB pages.

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• When you are volunteering, you need to be focused on the task you volunteered for and serving the students on campus; therefore, we do not allow pre-school aged children to come along.  We need the volunteers undivided attention on our school aged children. 

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How do I sign up?

• Celebrations & Field Trips: Wait for sign ups for each event to come through email from either the classroom teacher or room rep.
• Volunteers will be chosen via a Lottery System.

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• Email either the Committee Chair or one of the PSO Presidents: Beka Hermann (President) or Kelsey Weiss (LS V-P) and Sari Hartzler (US V-P)

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Congratulations!

• You have just completed the volunteer training required for Great Hearts-Texas.

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• Remember you are held accountable for maintaining the confidentiality of student & faculty information at work, at home, on campus and in your community.

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