The Importance of Policies and Procedures for Managing Volunteers in School District Activities
by Kevin Bartsch, Assistant Director, Workers Compensation Pool Operations
As we begin a new school year, we want to underscore the importance of having well-established policies in place for managing volunteers at district-related events. Effective volunteer management requires attention to several key areas:
Establishing Clear Expectations
Volunteers play a valuable role in enhancing the educational experience, supporting extracurricular activities, and building stronger school-community relationships. However, without well-defined policies and procedures, volunteer engagement can become inconsistent, inefficient, or even problematic.
By establishing clear guidelines for recruitment, training, and responsibilities, school leaders set consistent expectations for volunteers. These guidelines help ensure that volunteers understand their roles, boundaries, and the scope of their authority, reducing misunderstandings and maintaining a positive environment for students, staff, and community members.
Ensuring Student Safety and Legal Compliance
One of the most critical reasons to have formal volunteer management policies is student safety. Screening requirements, such as background checks, are essential to safeguard students from potential harm. Policies also ensure compliance with legal and liability considerations, protecting both the district and individual volunteers. By enforcing these requirements consistently, school leaders not only meet legal obligations but also uphold the community's trust in the district's commitment to student welfare.
Recent additions to MCA 20-3-323 mandate additional requirements for school districts. The statute now reads:
20-3-323. District policy and record of acts. (1) The trustees of each district shall prescribe and enforce policies for the government of the district. In order to provide a comprehensive system of governing the district, the trustees shall:
(a) adopt the policies required by this title;
(b) adopt policies to implement or administer the requirements of the general law, this title, the policies of the board of public education, and the rules of the superintendent of public instruction;
(c) adopt a grievance policy that provides for informal and formal resolutions of a complaint, informs a grievant about the grievance policy, provides a printed version of the grievance policy on request, and accepts for filing a formal complaint submitted within 30 days of the completion of an informal resolution; and
(d) adopt a student protection policy requiring that prior to the district allowing an individual, regardless of employment status with the district, unsupervised contact with students while in school, at a school-sponsored activity, or in transit to a school-sponsored activity:
(i) the individual has completed a fingerprint-based national criminal history background check pursuant to the educator licensure policies of the board of public education; or
(ii) (A) the individual has provided to the Montana Department of Justice information and material sufficient to obtain a fingerprint-based national criminal history background check; and
(B) the trustees, the superintendent of the district, or another individual designated by the trustees has reviewed the results of the background check.
These newly enacted requirements are significant, and every district should review their policies to ensure compliance.
Promoting Professionalism and Accountability
Well-structured volunteer procedures help maintain professionalism in school activities. When volunteers receive clear expectations around conduct, communication, confidentiality, and appropriate interactions with students, they can more effectively represent the district's values. Furthermore, having an accountability framework—such as sign-in protocols, designated supervisors, and performance feedback—ensures volunteers remain aligned with the district's goals and operational standards.
Enhancing Efficiency and Consistency
Inconsistent volunteer management can lead to confusion, duplication of effort, or under-supported activities. Standardized procedures streamline the process for placing volunteers in appropriate roles, ensuring their skills are matched to district needs. When policies are applied district-wide, schools benefit from a consistent approach that makes it easier to transfer practices, share resources, and maintain continuity even when leadership or staff changes. This consistency also strengthens the volunteer experience, as individuals know what to expect regardless of which school or program they support.
Strengthening School-Community Relationships
Clear policies also support relationship-building with volunteers and the broader community. When volunteers feel informed, supported, and appreciated, they are more likely to remain engaged and serve as advocates for the district. By recognizing volunteer contributions and offering opportunities for feedback, school leaders reinforce a culture of mutual respect and collaboration. Policies that emphasize recognition and communication can help sustain a strong network of committed volunteers.
Adapting to Changing Needs and Risks
Finally, effective volunteer management policies are not static; they should evolve to meet new challenges, whether related to changes in state or federal laws, emerging safety concerns, or shifts in community expectations. Regularly reviewing and updating these policies ensures that they remain relevant, legally sound, and aligned with the district's mission. School leaders who treat volunteer management as a strategic priority can maximize the benefits of community involvement while safeguarding the integrity of district programs.
The assistance of volunteers within our school districts is critically important and benefits the community in many ways. Let's ensure these situations are effectively managed to achieve the best possible outcomes. Have a safe 2025-2026 school year! Return to newsletter