Visitor and Volunteer Procedures

Bellbrook-Sugarcreek Schools Visitor and Volunteer Procedures

Bellbrook-Sugarcreek Schools has a visitor and volunteer policy to ensure the safety of our students and staff. The visitor’s policy has many purposes.

• To enhance the safety of students and staff while maintaining a welcoming environment.    

• To easily identify visitors, volunteers and parents.

• To assist administrators, school staff, safety personnel and police in identifying


• To provide administration with the names of people in the school in the event of a    

school emergency.

  1. All visitors to the school building during school hours must enter via the main entrance and sign-in at the Visitor & Student check-in/out kiosk in the vestibule area, stating whom they wish to visit, the purpose of their visit, and/or whom they are checking out. Once the visitor or the person checking out a student has been verified, they may be allowed to enter the main office area and/or check-out their student. Items dropped off for students will be placed in the vestibule area.

    1. A valid ID must be presented to check-out students in grades PK-8.

    2. All visitors must show a valid ID and will be issued a visitor badge that must be worn at all times during the visit. If there are any security alerts connected with the visitor, school office personnel will be notified and the visitor will be denied entry to the building.

    3. School employees who are expecting a visitor must notify the main office staff ahead of the visit. 


Guest speaker (teacher must be with guest the entire time)

College, military and athletic recruiters

Courtyard gardening (SB/BCI)

Popcorn helpers before school (SB/BCI)

Grandparent/Parent breakfast (SB/BCI)

Lunch with student

Guest music clinicians/instructors/artists, players and light/sound designer (teacher must be with guest the entire time)

  1. Visitors During Public Events, such as parent-teacher organization meetings or public gatherings, or after-school events that are open to the public are not required to sign in at the main office or wear a visitor’s badge. 


School/class play or school assembly 

After school Science Fair

Parent Teacher Conferences

Whole group events on the outside of the school building (except those included in volunteer policy)

After school sporting events

Outside groups using buildings/facilities after school hours

  1. Volunteers will need to complete a full background check using SecureVolunteer Powered by BIB. The fee for this service is $16.45 for a valid background check, and your successful check will be good for three years. Secure Volunteer is easy to use. Just visit the website and follow the steps. It only takes about five minutes to complete and is a secure portal as applicants enter their own private data. You will receive notifications via email about status and approval. It can take up to seven days for approval. Volunteers are approved for three years and will receive a Secure Volunteer ID card, which you will bring with you to all volunteer events. Volunteers during school hours must also check-in with a valid ID at the Visitor & Student check-in/out kiosk. 


Field trip chaperones

Helping in classroom/library or workroom 

Jump Rope for Heart 

Field day/ Book Fair 

Class party 

After school clubs

Music volunteers at events, uniforms/gowns/tuxedos and/or helping with set construction

Guest instructors for sectionals without staff present

Pit dads who attend events or practices with students

Outside accompanists for choir concerts, and solo and ensemble events

To register with Secure Volunteer, follow the steps below:

  1. Visit the Bellbrook Secure Volunteer Portal

  2. Click on “Volunteer Now!”

  3. Follow the prompts to provide the necessary information.

  4. Upon completion, the school will be notified of your approval within two business days.  

  1. Students and staff are not allowed to open non-main entrance doors for any unauthorized person during the school day.

  2. Any unauthorized person on school property will be reported to the Principal or the office. Unauthorized or disorderly persons will be asked to leave. The police may be called if the situation warrants.



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