Volunteer Checklist

Calling all volunteers! Please review the below checklist and take action as needed:

NOTE: Background check forms must be submitted a minimum of three (3) weeks prior to the field trip/event.

Once you've completed this checklist, please return to the Family Information form and select Yes under "Completed Volunteer Checklist?" for each applicable parent.

If you have any questions, contact our Volunteer Coordinator at ohesvolunteercoordinator@gmail.com.

Background Checks

All Oak Hill Elementary volunteers/chaperones having access to students -- including volunteering in the building and attending field trips -- must initiate a background check. There are "fingerprint supported" and "commercial" background checks. Only one of the two types is necessary, depending on your volunteering responsibilities.

If you have children in multiple grades, only one application is required.

More information on background checks: https://www.aacps.org/page/chaperonevolunteer-background-investigations (FAQ)

Fingerprint supported background checks

Fingerprint supported background checks are required for all overnight volunteers or chaperones; all drown proofing volunteers or chaperones; or any volunteer or chaperone with one-on-one unsupervised/unrestricted access to children. A completed check is good for your entire volunteering career, i.e. you need only to do this once.

Fingerprint-supported background checks must be scheduled through the Fingerprinting Office at 410-222-5045. The Fingerprinting Office is located at the AACPS Central Office on Riva Road and is open from 8 a.m. to 4 p.m. Monday, Tuesday, Thursday and Friday, and 8 a.m. to 6:30 p.m. on Wednesdays, during the school year. The cost of fingerprinting is $58.25 and it includes the commercial background check. Fingerprint-supported background checks for chaperones should be completed at least 3 weeks prior to the scheduled field trip.

Each applicant requiring a fingerprint-supported background check is provided with a pink Fingerprint Verification Card. This card should be kept with the applicant while on school grounds and should be displayed to an administrator upon request.

Commercial background checks

Commercial background checks are required for all chaperones and volunteers with one-on-one unsupervised or unrestricted access to children. A completed check is good for 2 years.

If you have submitted a fingerprint supported background application or are planning to submit a fingerprint supported background check, DO NOT apply for the commercial background check.

Steps for applying for the commercial background check:

1. Use the portal to start the background check process: APPLY FOR COMMERCIAL BACKGROUND CHECK. Persons without personal computer access may access the portal from a school computer or use a public library.
2. Shortly after Inquiries Screening receives the applicant's initial submission, the applicant will receive an email from CARCO Group with an acknowledgement of the request. This email will provide instructions for the applicant to continue the background check process by completing all required forms in their entirety. Inquiries screening will then provide verification to the applicant upon receipt of the completed application. Typically, results of the background check take approximately 3 weeks to complete.
3. Once the background check is submitted, you will receive a “Thank you for submitting” message. If you are able, please take a screenshot of it. In addition, you should receive an email stating that it was submitted. This does NOT mean you have been approved. Please print one of these background check verifications and send to the OHES office c/o Ms. Lull and Ms. Stargel (clull@aacps.org and estargel@aacps.org; email link). Please make sure your message contains your full name.

After applying for a background check

Typically, results of either background check take approximately 3 weeks to complete.

You can contact the OHES office via email (c/o Ms. Lull and Ms. Stargel, clull@aacps.org and  estargel@aacps.org, email link) or phone (410.222.6568) to check the status of your background check. NOTE: PTO personnel do not have access to background check results.

The Office of School Security will notify schools of any applicants who are not approved. School staff will then notify the disapproved applicants of their application results. Disapproved applicants can contact Doyle Batten, Supervisor of the Office of School Security, 410-222-5083, for additional clarification regarding the disapproval.

Review Policies

All Oak Hill Elementary volunteers/chaperones having access to students -- including volunteering in the building and attending field trips -- must watch the sexual harassment/child abuse training video and review the volunteer policies. This needs to be completed just once during your volunteering career.

Steps for the Sexual Harassment/Child Abuse training video; more information is found on the AACPS site:

1. View the Sexual Harassment/Child Abuse Training Video
2. A verification form needs to be signed after watching the video. This form needs to be completed and submitted to the office staff before volunteering:
   • Fill out verification Form: English or Español
   • Submit completed form to the office c/o Ms. Lull and Ms. Stargel (clull@aacps.org and estargel@aacps.org; email link) 

Steps for the OHES policies:

1. Review the OHES Volunteer Procedures & Code of Ethics
2. Review the OHES Food Allergies Notice

Log Hours

Volunteers who contribute hours of service outside of the school building (i.e. at home, PTO officers, special event preparation, etc.) must record their volunteer hours using Virtual Volunteer (V-Volunteer).

Steps for logging hours:

1. Log in to the Virtual Volunteer Portal (aka Raptor). Your Membership Toolkit email address is your username.
   • Unsure if you have a Raptor account? Head to the portal and click "Forgot Password". Enter your Membership Toolkit email address. One of two things should happen:
     • You receive the message "You have been sent an email to confirm your request to reset your password". This means you already have a Raptor account. Follow the instructions within the email to reset your password.
     • You receive the message "There was a problem while trying to reset your password: Cannot find username". This means you don't have a Raptor account yet.
   • If you don't have a Raptor account, stop in to the OHES office with your driver's license the first time you volunteer at the school. Ms. Lull and/or Ms. Stargel will scan your license and then create the account for you. (Until your account is created, if you contribute service time at home, keep a pencil-and-paper log. Then once your account is created, you can add those hours into the system.) 
2. Click Hours, then Add Hours:

3. Fill out the form. Use Past Event = "Event Not Listed Here", any appropriate Function; Organization = "None".

Why Log Volunteer Hours?

• Recognition of Your Volunteers and School: Accurate data about the volunteer hours given to your school is used to recognize your individual volunteers as well as for school recognition about the level of family and community support it receives.
• Volunteer Hours Leverage AACPS Grants: Volunteer hours that are reported at the end of each year are compiled at the county level and are used to indicate in-kind support when the county applies for state, federal and private grants for projects in individual AACPS schools and system-wide programs.
• Required MSDE Reports: AACPS and all Maryland school systems, report volunteer hours to the Maryland State Department of Education (MSDE) each Spring. MSDE uses this data in many ways, including leveraging state, federal and private funding.

More info on logging volunteer hours: https://www.aacps.org/volunteer

VOLUNTEERING IN SCHOOL

Every volunteer must check in at the office and present their driver's license each time they arrive to volunteer.

The printed name badge will indicate "Volunteer", not "Visitor". Signing in and out will accurately log the volunteer's time. Signing out also provides the school office with important security and safety information, such as how many people are in the building and who they are.