Managing Risks with Volunteers & Parent Associations

Volunteers and parent associations play a vital role in supporting your school community, enriching student experiences, and strengthening the connection between families and education. However, it is crucial to recognize and address potential liability risks associated with their involvement to ensure a safe and secure environment for all.

Understanding Liability Concerns

1. Supervision and Oversight

• Schools can be held liable for the actions of volunteers and parent associations if they are not properly supervised. It is important to establish clear guidelines and provide training on school policies, safety protocols, and appropriate conduct.

2. Background Checks

• Ensuring the safety of students should be a top priority. Conducting background checks on all volunteers and parent association members who have direct contact with students helps minimize potential risks.

3. Insurance Coverage

• Many school districts provide liability coverage for volunteers, but gaps may exist. Schools should verify that volunteers and parent organizations have adequate insurance coverage for events, activities, and potential claims.

4. Waivers and Consent Forms

• When organizing school-sponsored activities, requiring signed waivers and consent forms from volunteers and participants can help mitigate liability by ensuring that all parties understand and acknowledge potential risks.

5. Use of School Facilities and Equipment

• Parent associations and volunteers often use school property for meetings, fundraising, and events. It is essential to have clear agreements outlining responsibilities, permitted activities, and liability coverage.

6. Student Privacy and Confidentiality

• Volunteers must be educated on student privacy laws (such as FERPA) to prevent the unauthorized sharing of sensitive student information.

Best Practices for Schools and Parent Associations

1. Develop a Volunteer Handbook

• Clearly outline expectations, responsibilities, safety procedures, and legal considerations.

2. Require Training Sessions

• Offer orientations and periodic training sessions to educate volunteers about school policies, student safety, and emergency procedures.

3. Establish Written Agreements

• Offer orientations and periodic training sessions to educate volunteers about school policies, student safety, and emergency procedures.

4. Review Insurance Policies Annually

• Ensure that school and volunteer liability policies are up-to-date and provide adequate coverage.

5. Maintain Open Communication

• Encourage ongoing discussions between school leadership, legal advisors, and parent associations to address liability concerns proactively.