Parent Participation Program

OLM Participation Program Purpose

The OLM Parent Participation Program was established by the OLM Education Committee (EC) to allow families to reduce tuition fees in exchange for a firm commitment to complete assigned participation tasks. This program plays an integral part in the operation of the school. The aim of the program is to create a spirit of community among families and staff working closely together to provide the best education and safest environment for our students. Participation in this program is a privilege, not a guarantee.

Acceptance of a Family into the OLM Participation Program

The OLM EC is under no obligation to meet the various time restrictions of the families participating; rather it is the families’ responsibility to meet the time requirements set and fulfill the tasks as assigned. Participation tasks are predetermined by the EC and may not be substituted with other volunteer activities. Volunteering and participation assignments are separate and not interchangeable. Acceptance into the OLM Participation Program is not guaranteed and is dependent on:

1. Demonstrated consistent and reliable participation in previous years (for returning families).
2. A firm commitment is provided by the family that they can consistently be responsible for the task assigned and the time slotted to perform the task. The time is pre-determined and not negotiable.
3. All fees, tuition, or other financial matters have been paid and are up to date.
4. Registration is completed through the online form on the school website by April 30. Failure to meet any of the above conditions may result in denial or removal from the program.

Participation Requirements

1. Each participating family must complete 20 participation hours per term, totalling 60 hours per academic year. Some assignments may extend beyond the academic year depending on the nature of the task.
   • Term 1: August 1 – November 30
   • Term 2: December 1 – March 31
   • Term 3: April 1 – July 31
2. Only the designated participating family member may sign in and out of the OnVolunteers Portal.
   • Participants may only sign in while actively performing assigned duties.
   • Signing in or out on behalf of another individual is strictly prohibited.
3. At the time of registering via the online form on our website, each family is provided a list of possible areas of participation. Upon registration, families will select preferred areas of participation. Assignment to a preferred role is not guaranteed and will be determined based on school needs.
4. Some participation areas have designated coordinators (e.g., Church Cleaning, Maintenance, Hot Lunch, Special Events). While coordinators will attempt to accommodate schedules, school operational needs take precedence. Families may be required to complete hours in alternate areas.
5. Tracking of hours
   • The “On Volunteer” system will track your hours completed; therefore, you can view your hours at any time.
   • Families will be assigned to activities and shifts will be scheduled accordingly.
   • The average hours worked per month are six (6) hours per month on a 10-month posting.
   • It is the responsibility of each family to monitor their progress toward completing the minimum required hours per term.
   • In the scenario where the assigned task does not necessarily fulfill the yearly time commitment, participating in other tasks may be required to meet your commitment.
   • A job board and supplemental opportunities (including Outside Supervision shifts) will be available online.
6. Families experiencing difficulty completing their hours must contact the Participation Program Coordinator immediately via email [email protected].

Outstanding Hours and Delinquency In Participation

1. Families who fail to complete the required participation hours in a given term will be billed $25 per outstanding hour.
2. Outstanding balances will be debited on: December 1, April 1, and July 1.
3. While reminder emails may be sent as a courtesy, it is the family’s sole responsibility to track completed hours.
4. If participation-related charges remain unpaid, the Parish Education Committee (PEC) reserves the right to withhold registration for the upcoming school year.
5. Require full payment and/or approved repayment plan before registration is reinstated.

Non-Compliance and Removal from the Program

1. After each term, families with outstanding balances or incomplete obligations may be moved from Participating to Non-Participating status at the discretion of the PEC.
2. Families with accounts in arrears by September of the following school year will be automatically moved to Non-Participating status.
3. Repeated or ongoing non-compliance will result in permanent removal from the Parent Participation Program.

Absenteeism and Substitutions

Advance notice of absence must be provided to the assigned EC member by email at [email protected]. Documentation is required.

• It is the responsibility of the participating family member to secure an acceptable substitute.
• The EC and school staff are not responsible for filling temporary absences.
• Permanent vacancies will be filled by the EC.

Criminal Record Check

All individuals who serve in the Parent Participation Program of the school are considered to be volunteers. To ensure compliance with policy surrounding volunteers and safety of students, a Criminal Record Check or CRC (Our Lady of Mercy [OLM] Parent Handbook Section 22.4) is required for volunteers who “work with children.”

“Work with children” means working with children directly or having or potentially having unsupervised access to children while providing services as a volunteer.

“Volunteer” is defined as an individual who voluntarily provides service to the school and receives no monetary compensation in relation to the services or time spent providing the services.

What this means to you?

Anyone who volunteers at OLM School 12 years old and over (e.g. parents, siblings, grandparents) must complete a CRC through the BC Ministry of Justice CRC request online at https://justice.gov.bc.ca/screening/crrpa/org-access. This is provided to you by OLM FREE OF CHARGE by entering the unique access code GVK7CRWBC4. Once a CRC is completed, it is good for 5 years. A volunteer file will be maintained at the school and updated on an annual basis and at the point the volunteer express their willingness to assist on a school event or activity (field trip, for example).

The EC and school administration reserve the right to deny any substitute who does not demonstrate the responsibility, reliability, or maturity required to perform the assigned task. Student safety and school operations take priority at all times.

• Acknowledgement and Agreement  MS-Word  or PDF
• 2026-2027 OLM Participation Program Sign-up Form
• Download and Review the Parent Participation Program and Required Criminal Record Check