Volunteers and Visitors

School Volunteers

For New Volunteers

Step One - Register in the Safety Management System (SMS). This is completed ANNUALLY.

• New Volunteers - must complete the online SMS application.
  • Once registered they will be emailed their Volunteer Identification Number (VIN).
  • This will remain the VIN for their career as a PGCPS volunteer.
• The application form can be found on our volunteer website https://www.pgcps.org/volunteer/ or by clicking visiting the Volunteer Registration Application portal.

Step Two - Security Check Fingerprint Background Check & CPS Clearance. Completed ONCE. Checked/Approved ANNUALLY

• New volunteers must complete this through PGCPS or their approved vendor only
  
  • To schedule an appointment to complete the background screening process, please visit Fingerprinting Appointment.

Step Three - SafeSchool Training Completed ANNUALLY

• New Volunteers will have their SafeSchool accounts activated within 48 business hours.
  
  • They will use their VIN to log in and complete their training.
  • Completed training is electronically transferred to the SMS within 48 business hours to approve the safety requirement. 15
  • Schools do not need to collect certificates.
  • The SafeSchool Training for Volunteers can be found by clicking this LINK

IF YOU ARE A RETURNING VOLUNTEER AND HAVE BEEN ASSIGNED A VIN

Step One - Register in the Safety Management System (SMS). This is completed ANNUALLY

• • Returning Volunteers used their VIN and email address to renew their application each new school year.
  • The application form can be found on our volunteer website https://www.pgcps.org/volunteer/ or by clicking visiting the Volunteer Registration Application portal.

Step Two - Security Check Fingerprint Background Check & CPS Clearance. Completed ONCE. Checked/Approved ANNUALLY

• • Returning Volunteers do not have to have their fingerprint redone.
  • Their fingerprint status is connected to the VIN and will move to the new school year with the application.

Step Three - SafeSchool Training Completed ANNUALLY

• • Returning Volunteers accounts will be reactivated within 48 business hours of submitting their application for the new school year.
    
    • They will use their VIN to log in and complete their training.
    • Completed training is electronically transferred to the SMS within 48 business hours to approve the safety requirement.
    • Schools do not need to collect certificates.
  • The SafeSchool Training for Volunteers can be found by clicking this LINK.

For Returning Volunteers

Returning Volunteers renewal applications can be completed in just four easy steps!

1. 1. Use the email address you originally registered with and your existing volunteer identification number (VIN) to complete your application for this school year.
   2. Click the green plus + sign below the Register Volunteer column to enter/edit your volunteer details that may have changed from the previous school year.
   3. Read and sign the disclaimer statement.
   4. Submit your application.
   5. Your SafeSchool account will be reactivated within 48 hours. You can use this link to login using your VIN.
      
      • Click here: SafeSchool for Volunteers

Visitors

All visitors must check in at the front office through our Raptor system with photo identification. Once you have checked in, a visitor’s badge will be printed for you. This badge must be worn at all times while you are in the building.

Classroom Visit: A pre-arranged visit with the principal in the classroom by the parents/guardians of current students or educational advocates of current students with disabilities.

Below are the policies for classroom visits at Whitehall Elementary School:

• A parent makes a request for a classroom visit. Please note that same day requests for a classroom visit will not be granted.
• Administration will respond to the request within 24-48 business hours of the request. This does not include days when school is closed and weekends.
• Administration will then specify 2-3 possible school days and times for the visit.
• The pre-arranged classroom visit will be limited to a maximum time of 30 minutes.
• Classroom visits will not be permitted during classroom, state, or local assessments.
• Visitors will need to present their photo identification card to sign-in and obtain a visitor’s badge in the main office.
• Visitors must be escorted and/or accompanied by a PGCPS employee at all times throughout their visit. A member of the administrative team will be present during the classroom visit.
• Classroom visits must be conducted in such a manner that the visits do not interfere with the classroom activities of any student in the class. Taking pictures, audio recording, and talking with students or the teacher is prohibited during classroom visits.
• The principal may limit repeated visits that may disrupt the educational environment.

For more information on School Visitors: Please consult Administrative Procedure 0500.