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Volunteer Requirements

Process for School Volunteers

Adults who wish to volunteer on a school campus, drive and/or chaperone a day and/or overnight field trip and/or athletic event need to apply through the Volunteer Management System (VMS).  The VMS is a web-based software application that allows the District and all schools to better track and provide the appropriate level of clearance for school volunteers.

SRVUSD has partnered with Be A Mentor, Inc., to support the on line registration and screening process of school volunteers. 

The VMS includes three (3) levels of volunteer clearance and tracking. Please know that the District will NOT be asking parents to incur any of the costs associated with these clearance processes. During the online application process, you will be asked to choose the level or levels of clearance you will need based on your anticipated involvement. You may choose to select one, two or all three levels of clearance:

  • Level 1.    Classroom Aides and other on-campus school volunteers: This is the most basic level, and includes completion of the Volunteer Online Application, and a search of the Sex Offender Registry.

    *This level of clearance will allow you to act as a volunteer in classrooms, support campus activities and chaperone day field trips (as a non-driver).  Clearance takes 48 hours.
  • Level 2.    Field Trip Drivers: The District will obtain a 10-year driving history and DMV “Pull Notification" ("Pull Notification" allows the District to be notified any time there is a reportable traffic violation or incident that is registered with the Department of Motor Vehicles). It verifies that each driving record has fewer than two driver violation points on it. It also includes completion of the Volunteer Online Application, including uploading driver's license and declaration of insurance, and a search of the Sex Offender Registry. 
All drivers must maintain liability insurance of at least $100,000/$300,000 bodily injury and $25,000 property damage per occurrence. 
    *This level of clearance will allow you to transport students as a driver for field trips, extra-curricular activities and athletic events. Clearance for this level could take up to 10 days.
  • Level 3.    Overnight Chaperones:  The District will be conducting background clearances on all Overnight Field Trip volunteer applicants. This is the most stringent level of clearance. It includes criminal background clearance through the FBI and Department of Justice, and requires applicants to be fingerprinted at one of several local, SRVUSD-approved Live Scan Locations. (For a list of locations, click here. *SRVUSD will cover the cost of fingerprinting only at these locations.) For additional requirements for chaperones who are also driving on a trip, see Level 2 above. *This level of clearance will allow you to act as a chaperone for overnight field trips and activities. Clearance for this level could take approximately 45 days.

Questions? Contact:
Be A Mentor, Inc.
510-342-7178, help@beamentor.org

Frequently Asked Questions

What is the process to register as a parent or community volunteer?

All volunteers should register through the District’s Volunteer Management System.  To get started, go to the SRVUSD Volunteers webpage (http://www.srvusd.net/parents/volunteers).

Why does the District have these requirements?

These requirements have been implemented as an additional safety measure to ensure an appropriate level of screening for adult volunteers. The system will also provide a better and more systematic way of tracking adults who volunteer on our school campuses.

Do parents need to register as volunteers?

If a parent is performing a volunteer role that is beyond the scope of working only with their child, they are required to be registered as a general volunteer. These roles include but are not limited to the following: classroom aide, volunteer school support, field trip/athletic event chaperone, field trip/athletic event driver, and overnight chaperone.

What is the  Volunteer Management System (VMS) and is my information kept confidential?

SRVUSD has partnered with Be A Mentor, Inc., to support the registration and screening process of school volunteers. Volunteers register on-line through a system hosted by Be A Mentor, Inc. This partnership will allow us to more efficiently register school volunteers and significantly reduce the cost of fingerprinting. SRVUSD will maintain control of all information collected during the on-line registration process. All information is kept private and is used only by the school district.

Is there a cost to me to undergo clearance as a school volunteer?

SRVUSD has made arrangements to cover the costs of LiveScan (fingerprinting services) and any other screening associated with your application. LiveScan facilities bill the District directly, so volunteer applicants are not asked to pay. 

What type(s) of clearance do I need to obtain in order to volunteer at a school?

The SRVUSD Volunteer Management System includes three (3) levels of volunteer clearance and tracking. Choose the level or levels of clearance you will need based on your anticipated involvement. You may choose to select one, two or all three levels of clearance: Below is a table that highlights some of the different types of activities that you will be able to participate in depending on the level or levels of clearance that you select:

  Chaperone local, school-day field Trips Volunteer in my child’s classroom Transport students to sports competitions Chaperone overnight field trips Drive and chaperone overnight trip
Level 1: Classroom Aide/Volunteer X X      
Level 2: Field Trip Driver (upload Driver's License & Declaration of Insurance)  X X X    
Level 3: Overnight Chaperone (Fingerprinting)  X X   X  
Full Clearance: Select each of the three Levels separately X X X X X


Does every volunteer require fingerprint clearance?

No, Department of Justice and FBI fingerprint clearance are required ONLY of volunteers who participate as “overnight chaperones.” 

How long does it take to complete volunteer processing steps?

It depends on the clearance level. Level 1 can take up to 48 hours, Level 2 can take up to 10 days and Level 3 can take up to 45 days.  Fingerprints can be done the same day an application is submitted.  However a clearance letter will not be provided to the volunteer until the results have returned from DOJ and FBI. It is recommended that schools and volunteer applicants plan accordingly for any upcoming overnight fieldtrips that require adult volunteers. 

Why does the system ask me for something like “Ethnicity?”

Certain questions like “Ethnicity” are requirements of the FBI and DOJ for purposes of individual identification. Other fields are part of the Be A Mentor system for the purpose of matching young people with adult mentors and cannot be removed (SRVUSD is not utilizing this function or aspect of the system). Understand that SRVUSD will not be using this information for any purpose.

Do I need to be fingerprinted if I am an employee of SRVUSD or a retired employee of SRVUSD?

If you are current employee of SRVUSD, you will not need to be fingerprinted again.  If you are a recent retired employee of SRVUSD your clearance status will need to be verified with Human Resources. It is possible in the latter case that you will be required to be fingerprinted as an SRVUSD volunteer. 

Do I need to be fingerprinted if I am a volunteer or employee of another government agency or outside organization? 

Yes. Agencies are not allowed to share the confidential information required in a LiveScan request.  SRVUSD is liable for all volunteers registered through the district and must request a LiveScan for their own volunteers. For example if you work for or were previously employed by places like but not limited to Contra Costa County, Diablo Valley College or Dublin Unified School District you still require fingerprinting with SRVUSD. 

How often do I need to get fingerprinted?

Volunteers will not need to get fingerprint clearance again once they have been approved as an overnight chaperone. 

What happens if a parent or community volunteer does not feel comfortable getting fingerprinted?

If a volunteer does not feel comfortable for any reason getting fingerprint clearance they should choose something other than “overnight chaperone" (Level 3).

I have applied to be a volunteer driver but I have not been cleared. What do I need to do?

If you have not been approved, you probably did not upload your California Drivers License and Declaration of Insurance.  Log on to your account at beamentor.org/login with your user name and password. Click on Driver's License and Insurance to upload your documents.  There is also a tutorial video on the SRVUSD website if you need help. 

Who can I contact for additional questions or concerns?

Be A Mentor, Inc.

510-342-7178  and email help@beamentor.org

 

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Please be aware

Parent/guardian chaperones, if providing supervision, on school-sponsored trips, or field trips, are not permitted to bring along siblings of trip attendees or any other children. (AR  6153)

Need to change schools, add a school, or a volunteer activity?

  1. Login to your VMS account at https://www.beamentor.org/login
  2. Select the “My Activities” tab on the left hand side of the screen.
  3. Follow the instructions at the top of the page in the blue box.
  4. Deactivate activities from your previous school at the end of the school year to ensure that you are able to volunteer for any end-of-year activities.
  • How to upload documents to your account