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District proposes annual volunteer-management subscription to track clearances and trainings
Summary
District staff asked the board to approve a volunteer-management module from EduLink/Comply to automate tracking and renewal notices for about 700 volunteers at an annual cost of $7,803; board members asked how categories such as single-event visitors and THON volunteers would be handled and confirmed that volunteer clearances are free.
District staff presented a request to add a volunteer-management module to the district's compliance system to automate tracking of volunteer clearances and trainings, the board heard Aug. 25.
Ms. Galdo (name as in the meeting record) told the board the district currently tracks volunteer information in spreadsheets and wants to use the EduLink “Comply” volunteer module to streamline workflows. She said the annual cost would be $7,803 to cover the district’s current volunteer population of about 700 people and that the system will automatically email volunteers when clearances or trainings approach expiration.
Why it matters: Board members pressed staff for clarity about who must register and what clearances are required. Staff said the district uses categories for visitors and volunteers: one-time visitors (for example, a one-time classroom reader or career-day presenter) would not need to provide clearances, while volunteers with direct contact with students—such as chaperones for field trips or homeroom parents—would need valid clearances and the required trainings.
A board member asked whether parents who volunteer for THON would be included; staff said parents who have direct contact with students would be in the volunteer category and would receive automated notices. Staff separately noted that the volunteer clearances are free through the state.
The transcript records the request for approval and the Q&A but does not show a recorded board vote on the subscription during the Aug. 25 meeting.
Ending: Staff said the module would reduce manual tracking and help keep clearances up to date; no contract award or final approval is recorded in the meeting transcript.
