Chaperones
CUSD Volunteer Clearance Process
Parents/Guardians who would like to volunteer need to complete the following. If you have already completed this process within the past couple of years, even if it was for another team or group, you do not need to do it again. Please email us at notes@becmusic.org if this applies to you.
Click here to complete the CUSD Volunteer Application. Be sure to select Buchanan as the school site you wish to volunteer at. You may select additional schools as well if you have children at other sites.
Contact the BHS School Nurse to have a TB Risk Assessment completed: Mallori Martinez, RN, BSN; Phone 559-327-3077. This only needs to be completed once every four years. If you have had a TB assessment/test done recently you can upload that documentation (Must be from a medically verified source).
Upload the TB assessment to your volunteer application.
You will be notified by our program once you are approved to volunteer.
If this is for an overnight trip, please complete these additional steps:
For Overnight Trips and/or Working Unsupervised with Students (in addition to the steps above: Fingerprint/LiveScan forms will be given to the appropriate teacher/coach who will then give the form to the applicant. You do not need to get fingerprints if you have been fingerprinted for CUSD in the past. Please let us know if you have so we can look up your records.
The chaperone/volunteer applicant will follow the directions on the form and obtain fingerprints.
This process can take several weeks or up to a month. We will notify you when fingerprint results are completed.
Thank you for volunteering to serve our students!
Chaperone Guidelines & Duties
General
It is very important that you enjoy this time spent with your son or daughter as they participate in the music program at Buchanan Educational Center. They may not tell you that they like having you involved but they do! Take the opportunity to get to know other parents and even chat with students (without invading your child’s space, of course) and become a part of the program too. You will have lots of fun while helping to make a safe and meaningful travel experience for all of the students.
The safety of the students is most important. If you see a student doing something that may put them or others in danger, correct them immediately and remind them of any rules that apply. All student behavior concerns are to be brought to the director’s attention as soon as possible. Chaperones will not discipline students. This will be handled by the director.
Chaperones will apply student rules to all students fairly and equally. All students and chaperones alike are to be treated with kindness and respect. Chaperones are to be addressed as Mr., Mrs., or Ms.
Only the director and designated med chaperone is permitted to give out any over-the-counter medications or approved prescription medications. Medications are only allowed to be given to students who have a medication permission form on file with the director. This applies to any OTC medication such as Tylenol and Advil. No exceptions.
No criticisms, negative comments, or advice, about individual or group performances are to be given by chaperones.
Our program has a “No Public Display of Affection” policy. No kissing, holding hands or any physical contact that implies intimacy. This applies to everyone, adults and students, to avoid any uncomfortable situations. Chaperones may remind students of the policy but then must let the director know of any infractions.
Only appropriate movies should be shown on the trips, even if it is shown on a personal DVD player. This should be limited to to G or PG, or movies approved by the director. Movies should be free of excessive violence, language, sexual content, etc.
Students may not leave any event or trip without permission from the director and a written note from a parent. A parent must sign the student out with a chaperone personally.
Chaperones are there to focus on the needs of the students. It is not permissible to bring a sibling or accompanying youth along with a chaperone without permission.
On the Bus
Chaperones will board the bus before the students to reserve a seat. Please place a minimum of 1-2 chaperones in the front of the bus, and 1 or 2 in the middle or back half of the bus.
Chaperones are allotted a single seat unless it is previously established that space is available to have two seats. Directors/Staff riding the bus will usually take 2 seats each in the front of the bus. Chaperones should not share seats with students.
Take attendance as the students board the bus either from just outside the door of the bus or from the first row of seats on the bus. The first time you take attendance, give the students the number by their name for more efficient attendance taking. The next time you take attendance, the student will say their number instead of their name.
Be proactive about taking attendance. Do not wait until all the students have all boarded and then call out names as this will take a long time and will delay our departure.
When the buses come to a stop, chaperones and students are to remain seated and quiet until the director boards and gives instructions.
Students are not to be left alone on the bus. There must be a chaperone on the bus at all times if students are present. When students are not on the bus or have been excused to spend time on their own, they are to be together in groups of three or more. If a student is seen walking or eating alone, they are to join a chaperone group until locating another student group to join.
For the consideration of everyone on board, it is recommended that no one use the restroom on the charter buses unless it is an emergency or otherwise stated that it is okay.
Just before returning from an out-of-town trip, a chaperone will walk the bus aisle to collect trash. Bags are provided in the bus backpack or from the bus driver. After arriving at the school, the students will be released one row at a time starting at the front of the bus. Only after the area is cleaned and all belongings are gathered is the student released.
After all the students have exited the bus, chaperones should make one last pass through to collect any items left behind and put them all in the bandroom.
Hotel Stays
Two chaperones will work together and each student room will be assigned to a chaperone pair. They will serve as hosts to each room for wake-up calls and night-time room checks and any concerns they might have.
Chaperones will be responsible to do a room check at the specified time at night to make sure each student is in their room on time. Students are not to leave the room after the room check.
Chaperones make the wake-up call to each room in the morning at the designated time.
Chaperones will check students out of their room at checkout time:
Students should have all suitcases and personal items packed and waiting inside their hotel room.
Chaperones will check to make sure all trash is thrown away, food removed from refrigerators, all towels placed in a pile in the bathroom tub, all pillows and bedding accounted for, and all furniture in the proper place.
Make sure no clothing or personal items are left behind.
Students may be released to load the bus after giving the chaperone all room keys.
Chaperones will return all room keys to the front desk prior to boarding the bus.
Performance Site
At the performance site, chaperones should remain available to assist students and the directors with all preparations for the performance. This could include but is not limited to providing water or snack, setting up and serving food, or assisting the students with instruments or their uniforms.
Chaperones do not attend the warm-up with the students and should remain in the audience ahead of the performance.
Wear comfortable, supportive shoes since there could be a considerable amount of walking and standing around during an entire day of chaperoning.
Please use good concert etiquette during all performances including no talking and applause when appropriate. Make sure your phone is on silent. Chaperone cell phones should be on at all other times, including while riding the bus. Please be respectful to all other performing groups. Only positive comments about other performances, please.
