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Volunteer FAQ’s

Volunteer Application Process – Frequently Asked Questions

The online volunteer application process allows schools to view and manage volunteer applicants directly in
Frontline Recruiting & Hiring while reducing paperwork and duplicate tracking at the school level.

Viewing & Managing Volunteer Applications

How do I see all of the volunteer applications for my school? In Frontline Recruiting & Hiring Applicants, use Vacancies by Category to view your school's volunteer applications.
This view allows you to see applicants and their current Pipeline Stage, including new applications, volunteers requested to move forward, applications being reviewed by HR, and approved volunteers.The Pipeline Stage should be your primary source for determining a volunteer's current status.
Can I receive an email when someone applies to volunteer at my school? Yes. Email notifications can be turned on for staff who would like to be notified when a new volunteer application is submitted.

Please send a request to Brittany Bauer to have application notifications turned on.
Notifications can be turned on or off at any time.

Staff should still use Vacancies by Category in Frontline to monitor current application status.
How do I know if a volunteer has been approved? Schools will not receive an approval email.
School staff should check the volunteer's Pipeline Stage in Frontline.Volunteers will receive an email notifying them when they have been approved.

Frontline should be used by school staff to determine whether the individual has been cleared and what type of volunteering they may participate in.

Reviewing & Processing Applications

What if I don't know the person who submitted a volunteer application? You do not need to move forward with every person who submits an application to your school.

You may:

  • Move the applicant to Not Selected if you do not anticipate using them as a volunteer.
  • Leave the applicant in the Submitted stage if you may want them to volunteer later.

If you later decide to use the individual, move their application to the appropriate Requested stage.
Can I move a volunteer forward later if I don't need them right now? Yes. Leave the application in the Submitted stage until you are ready to begin the clearance process.
When ready, move the volunteer to the appropriate Requested stage.
Do I need to review each application before moving a volunteer forward? Yes. Review the application to determine whether additional school-level action is required.

Pay particular attention to the applicant's response to the Custody of a Child question.
If the applicant answers Yes, the Custody of a Child Survey must be completed before the application is moved forward.
What do I do if the applicant answers "Yes" to the Custody of a Child question? Additional information must be collected before the application can move forward.

The Custody of a Child Survey may be:

  • Sent to the employer by email through Frontline for completion, or
  • Completed with the supervisor over the phone, with the school completing the Frontline form to document the responses.

Complete and review the form using the same process you would use for an employee.

Do not move the volunteer forward until the required custody review has been completed.
If I move someone to Unsupervised Access, does Frontline automatically send the Custody of a Child Survey? No. Moving an applicant to Unsupervised Access does not automatically send the survey.
The school must review the application first and complete the required survey if the applicant answered Yes.
Can I move several applicants to Unsupervised Access at the same time? Yes. If the applications have been reviewed and the volunteers may need unsupervised access, you may request Unsupervised Access for multiple applicants.

Moving someone to Unsupervised Access is a request for HR review. It does not mean the volunteer has been approved.

Supervised vs. Unsupervised Access

What should I request if I am unsure what the volunteer will be doing for our school? If you are unsure what activities the volunteer may be asked to participate in, we generally recommend requesting Unsupervised Access.

Consider whether the volunteer may ever be asked to:

  • Pull a student or small group of students from a classroom.
  • Work with students in a hallway or another area outside the direct supervision of a District employee.
  • Assist with an activity where a District employee may not be continuously present.

If any of these situations are possible, request Unsupervised Access so the appropriate background check and clearance can be completed in advance.

If you are certain the volunteer will always remain under the direct supervision of a Jordan School District employee, supervised access is appropriate.

Background Checks & Fingerprinting

Does the school need to determine whether a volunteer already has a background check on file? No. Human Resources will verify the background check status for volunteers requested for Unsupervised Access.

If an appropriate background check is already on file, HR will move the volunteer forward.
If a new background check is required, HR will contact the volunteer directly.
If our school knows someone was fingerprinted last year, can we consider them approved? No. Please wait for HR to complete the review and move the volunteer to the appropriate approved Pipeline Stage.

School spreadsheets or historical records should not be used to determine current volunteer clearance.
HR will verify whether the appropriate background check is currently on file.
What if the volunteer recently completed our old volunteer/background check process? The volunteer must still complete the new online volunteer application.

Once the school requests the volunteer, HR will review the individual's existing background check status.
If the required background check is already on file, HR will move the volunteer forward to the appropriate approved stage as soon as possible.
How does a volunteer sign up for fingerprinting? Volunteers should not schedule a fingerprinting appointment on their own.

When a school requests Unsupervised Access, HR will first determine whether the volunteer already has an appropriate background check on file.

If fingerprinting is required, HR will email the volunteer:

  • The required background check form.
  • Fingerprinting instructions.
  • A private link to schedule an appointment at the HR office.

The scheduling link will not be made public.
How long does the volunteer approval process take? Once the applicant has completed the application and the school requests HR review, HR generally processes the initial request within 2–3 business days, depending on workload.

If a new background check is required, the volunteer must complete the background check form and fingerprinting appointment.
After fingerprinting, BCI typically takes up to 14 days to return the results.

Schools should encourage volunteers to apply well in advance of when they are needed.
Why do volunteers need to complete an application each school year? BCI requires the District to remove background check information for individuals who are no longer working or volunteering with the District.

The annual application allows HR to confirm who is actively volunteering and who should remain in background check tracking.

A new application does not necessarily mean a new background check is required.
HR will determine whether an updated background check is needed.

Application Requirements & Code of Conduct

Do current Jordan School District employees need to complete a volunteer application? No. Current District employees do not need to complete the volunteer application or volunteer clearance process.
Can family members share an email address when applying? No. Each applicant must use their own individual email address and Frontline account.
Two applicants cannot share the same email address.
Do schools still need to track completion of the Volunteer Code of Conduct video? No. The Code of Conduct video is built directly into the online volunteer application.

Schools no longer need to send the video separately, collect a separate acknowledgment, or maintain their own tracking list.
What if a volunteer says the Code of Conduct video was not included in the application? The video should be included in the online application.
If a volunteer reports that it did not appear or could not be accessed, please report the issue to HR so the application setup can be reviewed.

School Communication & Access

How can I let my teachers know that a volunteer has been approved? How you communicate approved volunteers to teachers is up to your school or location.

Teachers will not have access to Frontline, so each school should establish an internal process.
Many schools use a shared Google Sheet or Google Doc that is updated as volunteers are approved.

School office staff should continue to use the Pipeline Stage in Frontline as the official source for approval status.
How can I give other office staff access to view volunteer applications? Administrators and Administrative Assistants who already have access to Frontline Recruiting & Hiring will automatically be able to view volunteer applications.

If another office staff member will be monitoring volunteers, their administrator should email Brittany Bauer requesting Volunteer Access Only.

Quick Reference

Check volunteer status Frontline →Applicants → Vacancies by Category → Pipeline Stage
Schools receive approval email? No. Check Frontline Pipeline Stages.
Volunteers receive approval email? Yes.
Who verifies background checks? Human Resources.
Current employees need to apply? No.