Superintendent outlines three volunteer categories, urges early Level 2 checks as clearinghouse and funding questions remain

Superintendent John Hyde told the board Jan. 28 that Polk County Public Schools has three volunteer classifications—visitor, Level 1 and Level 2—and that the requirement for Level 2 background checks turns on whether a volunteer will ever be alone with a student (for example, chaperoning an off‑campus field trip or taking a child out of direct sight of a school employee).

Hyde said the district will continue subsidizing Level 1 checks ($25) and that Level 2 checks currently cost about $97, which he described as $67 for fingerprinting plus a $30 fee required by the state clearinghouse that will maintain clearance data for five years. “We’re encouraging people to start the process now,” Hyde said, noting district HR already processes many Level 2 checks for non‑employee coaches and athletic volunteers and the district has an internal mechanism to track them.

Funding and logistics: Hyde said the district is reviewing whether Title or other federal funds could offset some or all of the Level 2 clearing cost but that he deferred committing funds until staff clarify the impact of any federal funding freeze. He said parents who are already district employees and have completed Level 2 checks for employment will not need to pay again but must notify the district so records can be updated.

Why it matters: The district said it wants to avoid a late‑season shortage of chaperones for spring trips and other events. Hyde warned that if many volunteers seek Level 2 clearance at once, the vetting workload could be heavy and urged volunteers to apply early. He also said charter and other partner organizations should be aware that schools have discretion to locate activities so volunteers remain in direct sight of employees when feasible (for example, reading with a student in a classroom rather than a hallway).

Next steps and exceptions: Jeanette Crowley, the district’s volunteer coordinator (referenced by Hyde), is the contact person for volunteers to start the Level 2 process. Hyde said administrative staff will finalize procedural steps and report back to the board with a recommendation on whether the board must approve any fee offsets.

Ending: Hyde said the state clearinghouse will eventually allow a Level 2 clearance to travel with a person across districts for five years; until then, volunteers should begin the district process and contact Jeanette Crowley for assistance.