THE FAIR SHARE HOURS POLICY AND
VOLUNTEER INCENTIVE PROGRAM (V.I.P.)
The Fair Share Hours Program
The Fair Share Hours Program is a school policy requiring mandatory service hours for all registered families of St. Michael Catholic School. The program is designed to properly staff the PTO sponsored events and other scholastic programs that help benefit our school; therefore helping to keep tuition cost down. The Fair Share Policy is not a PTO policy, it is a school policy.
Like the service hours we require from our students, the Fair Share Hours Program (FSHP) allows us to set a good example through our own stewardship and demonstrate school spirit through our participation in various functions.
What is the purpose of this program?
The goal of the Fair Share Hours Program is to provide support to the programs and events designed to enrich the schools educational and fundraising programs to avoid an increase in tuition cost. The purpose of this program is to clearly outline what service is needed, ensure responsibilities are equally distributed, and recognize those volunteers who consistently contribute more than their fair share for the betterment of St. Michael Catholic School. Additionally, having everyone equally share responsibilities will reduce the chance for volunteer burn-out, and make fundraising events more successful and therefore more enjoyable.
In the past, required service hours were never clearly defined. This program will help parents and caregivers understand how they can share their talents to best serve our school. As our school continues to grow, so does the need for stronger programs and more successful fundraisers. This year, the PTO is required to contribute $35,000 to help offset the schools operating expenses, provide state-of-the-art resources for our students, and help keep tuition cost down.
How many service hours are required?
This year, the number of service hours required by all registered families at
St. Michael Catholic School is a minimum of 3 hours per quarter (a total of 12 hours per academic year). Any parent, legal guardian, grandparent, or immediate family member over 19 years of age may fulfill your familys service obligation. Out of the twelve required hours per year, two hours must be spent helping the PTOs biggest fundraisers. Each family will be required to use at least 1 of their 12 service hours for the Harvest Festival, and at least 1 service hour for the Spring Auction & Gala.
What if I want to decline participation?
If you are unable to fulfill these hours, you will be asked to pay an opt-out fee of $65 per quarter. If you choose to opt-out, its not a problem. These contributions will be used to help offset the cost of additional staffing for major events, materials needed for the school programs, and our V.I.P. (Volunteer Incentive Program). In unique circumstances, special dispensation may be granted; however, to obtain an exempt status, you must get authorization from our Pastor prior to each quarter. PLEASE NOTE: If you are granted dispensation for the entire year, you will still need to pass in your tally sheet quarterly and reapply the following year should you still require an exempt status.
Who will monitor my service hours?
A position called Volunteer Coordinator will track each familys service hours. The Volunteer Coordinator is not an officer of the PTO. This position reports directly to Sister Roberta. Theresa Mold is our Volunteer Coordinator. Theresa can be reached at theresamold@yahoo.com. Quarterly, you will receive a Fair Share Tally Sheet so you can report your hours to the coordinator to verify. Even if you are exempt from the program, or have fulfilled your obligation, every family will be required to return this sheet to the school office. Please be as accurate as possible. Having documentation regarding the many ways parents contribute will help us identify any staffing inefficiencies and areas in which we need to improve. The volunteer coordinator will use tally hours against our new Ident-a-kid sign in procedures, so please be sure to check-in and out when you enter the school to volunteer. For PTO events, the event chairs will report any scheduling discrepancies to the Volunteer Coordinator. Discrepancies will be reported directly to the schools principal or parishs Pastor for review. Forms will be held in the strictest of confidence and will only be reviewed by the Volunteer Coordinator, principal and Pastor. Only stellar stewards tally sheets might be shared with PTO officers and school board members since this is how the Volunteer Incentive Program (V.I.P.) awards will be tallied. Therefore, we encourage you to list all volunteer hours served, even if you have exceeded your requirements. (See attachment sample tally form.)
What if I work full-time and cant contribute during school hours?
Any parent, legal guardian, grandparent or immediate family member over 19 years of age may fulfill your familys service obligation. If this is not an option, there are other ways you can fulfill your service hours. PTO events require a lot of preparation and participation during the event. They are often held on a weekend or an evening, and not during school hours. You and your family can choose to fulfill all of your service hours during these functions if you wish. Still, there are other ways you can volunteer offsite if you cannot attend functions during normal school hours. For example, you can become a room parent, help with our yearbook, or serve on an event committee. A list of additional ways you can volunteer is posted on this website.
Am I a member of the PTO?
Once you register a student at St. Michaels, you are automatically a member of the PTO (Parents and Teachers Organization). The PTO is required by the school to contribute $35,000 annually, through various fundraisers as previously stated. As a registered family, you are required to attend all PTO meetings. We at St. Michael Catholic School understand how precious ones time is. Our website has allowed us to communicate faster and more effectively than in previous years, thus eliminating the need for monthly PTO meetings. Effective immediately, you will only be required to attend three PTO meetings per year: one at the beginning of the year, one after the holidays and one at the end of the school year to elect new officers and announce our VIP recipient. Information regarding school events, fundraisers, and student activities can be obtained 24-7 on our school website. Please continue to check the site often to stay abreast of whats happening in our school.
What if I chair an event or serve as an officer of the PTO?
Effective immediately: anyone who serves as an officer on the PTO, is a member of the school board, or chairs/co-chairs a PTO event automatically fulfills his/her familys service agreement for the following academic year. You will be exempt from the Fair Share Policy if you so desire. Positions earning exemption include: Harvest Festival Chair & Co-Chair, Spring Auction & Gala Chair & Co-Chair, Soup Bowl Chair & Co-Chair, Book Fair Chairman, PTO officer, and board members.
If you sign up to be a room parent, you will fulfill that years service hours.
You will not be required to do any additional service hours. (This service does not grant you exemption from the following years Fair Share service.) Being a room parent fulfils your annual obligation the same year you are a room parent.If you coach a team, you have met your requirements for that entire year.
Does chaperoning a field trip count towards service hours?
Unless otherwise noted, chaperoning a field trip does NOT count toward your required service hours.
Does volunteering in the after-school program count towards service hours?
Does volunteering in a classroom count towards service hours?
Generally, volunteering in a classroom does count toward your service hours. However, the number of hours required will be set by the teacher. For example, more reading group volunteers might be required in some of the lower grades, while the higher grades might require that their hours be utilized in other ways. The teacher will decide how many service hours are needed and how volunteers can be utilized best.
Do I have to be Virtus Certified to Volunteer?
Anyone who volunteers at our school, or even chaperones a field trip, has to attend Virtus Protecting Gods Children for Adults, a mandatory seminar discussing how to create a safe environment for our children. All parents are encouraged to attend. However there are other ways you can volunteer that dont require you to be on school grounds or come in contact with our students. For additional information on this program and seminar dates, click the Virtus link on the PTO page on our website.
What does this program cost the school?
There is no cost to the school for our Fair Share Hours Program or V.I.P. Program. It is designed to help us raise money for the school through more successful fundraising events and programs. The Volunteer Coordinators position is not a paid position. Money obtained from the Opt-Out Fund will be used to hire outside groups to staff events and help offset the cost of additional manpower. Additional funds collected will help pay for the V.I.P. recognition awards.
Can I carry incomplete hours into the next quarter?
We encourage everyone to complete your required service hours each quarter, so service is dispersed evenly throughout the year and we can better staff fundraising events. However, we understand things happen. You will need to obtain permission from our Pastor to carry over any incomplete service hours into the next quarter. With the exception of the two main PTO functions per quarter, if you want to complete your other service hours early, or exceed your required service hours, thats never a problem! Please make sure your hours are clearly noted on your current (and future) tally sheets. Please refer to the ways in which you can fulfill your quarterly obligation by visiting our “ways to volunteer” page on this website.
What if I want to exceed the number of required service hours?
We are certainly not limiting your number of hours, or trying to replace the wonderful volunteers we currently have. Most of you already meet these hours and often exceed what we are requiring per family, and we hope that continues. This program will allow us to make sure the responsibilities are equally distributed, that we are getting help in the areas where we need it the most, and that the time you give us is put to good use! Now that we are documenting the many ways parents contribute, it will be easier to identify any staffing inefficiencies, or areas we need to improve. We welcome and appreciate your stewardship and encourage you to continue to share your many talents with us. Without your generosity and strong support, St. Michael Catholic School would not be what it is today.
What is the V.I.P. Program? (Volunteer Incentive Program)
To further encourage additional service and participation, we will recognize the individuals who have had the most positive impact on our school. At the end of our school year, our new V.I.P. (Volunteer Incentive Program) will recognize the individual or individuals who have gone above and beyond their required hours and had the biggest positive impact on our school. The number and scope of awards presented each year might vary since it depends on what was accomplished during that school year. Awards will be announced at the end of the school year during a special school-wide awards ceremony for students, parents, and teachers. In the event we have a large number of volunteers exceed their fair share hours, a random drawing to select a winner is possible.
What if I still have additional questions or concerns?
To obtain additional information you may visit our school website, contact
Sister Roberta or Nancy Esposito in our school office, or email our
Volunteer Coordinator with any questions.
In Summary
The Fair Share Hours Program is designed to take the stress out of school events by having the responsibilities evenly distributed, so everyone does their Fair Share to ensure success. It is designed to encourage camaraderie and recognize individuals who have exceeded expectations. We have found this program has encouraged team spirit and promoted a sense of community where it matters most so that we can continue to set wonderful examples for our students.
Thank you for your support. God Bless.
If you have questions for our volunteer coordinator, please contact Theresa Mold by email:
theresamold@yahoo.com