Volunteer at SJCS

1. Overview

• San Jose Chinese School (SJCS) is a parent-run school that relies on family participation to create a safe and enriching environment for learning the Chinese language and culture.

• All enrolled families are required to volunteer through the school’s Service Point System, managed by the Service Point Coordinator under the supervision of the Principal’s Office. This system promotes family involvement and ensures the smooth operation of the school.

• Families must first contact the service point coordinator with any questions or concerns. If necessary, the Coordinator may escalate matters to the Principal, who has the final decision-making authority.

2. Service Point Requirements

• Point Allocation: Service points are awarded based on workload rather than time spent.

• Minimum Requirement: Each family must earn a minimum of 5 service points per semester (10 per school year). Points cannot roll over between semesters.

• Point Eligibility: No partial points will be awarded; volunteers must fully meet job requirements to receive points.

• Full-Service Points: Full-service points are only offered for year-round school office staff positions, board advisors, and class representatives.

3. Roles and Responsibilities

3.1 General Volunteers

• Attendance: Volunteers must complete assigned tasks fully to earn points.

• Accountability: Each department head is responsible for determining whether a volunteer has fulfilled the job requirements.

• Requirement: Volunteers must sign in and out at the office before and after completing their duties.

• Point Allocation: Department heads may propose positions and service point allocations, subject to the Principal's approval.

3.2 Board and Vice Board Members

• Obligation: Board members MUST sign up for a full-point position in addition to attending board meetings. The school will assign one full-point position if a board member does not sign up for one. Points are not awarded for attending meetings alone.

• Delegate Requirement: Board and vice board members must arrange for a delegate if unable to attend a meeting.

3.3 Class Representatives (Class Reps)

• Duties: Class Reps facilitate communication between teachers and parents, organize class events, assign room parents, manage class funds, collaborate with school events, and foster a positive class environment.

• Succession Planning: Class Reps must locate and assign a new Class Rep, a Board Member, and a Vice Board Member for the next school year before the sign-up deadline.

• Meeting Attendance: Class Rep meetings are mandatory to fulfill the role.

3.4 Office Staff

• Eligibility: Office staff positions are available for volunteers willing to commit to consistent administrative duties throughout the school year.

• Duties & Requirements:

  • Assisting school according to the job description. 

  • Staff members must complete assigned tasks reliably and adhere to scheduled shifts.

• Accountability: The Principal is responsible for determining whether a department head has fulfilled the job requirements, and each department head is responsible for determining whether a team member has fulfilled the job requirements.

4. Volunteer Activities & Positions

4.1 Year-Round Positions (10 points each)

• Class Representative

• Office Staff Positions (Available in the following departments):

  • Principal’s Office 

  • Academic

  • Operations

  • IT

  • Discipline

  • Extracurricular

  • Accounting

• Board Advisors (invited by Principal Office only)

4.2 Operational Positions (1 point per session)

• Safety Patrol: Assist in managing traffic, ensuring student safety, and monitoring high-risk areas.

  • Time: School days (8:20-10:30 AM or 10:20 AM-12:35 PM)

• Snack Stand: Manage booth, maintain inventory, assist customers, and handle payments.

  • Time: School days (8:20-10:30 AM or 10:20 AM-12:35 PM)

• Office Helper: Set up and manage office equipment and/or complete assigned tasks to assist with the school operations.

  • Time: School days (8:20-10:30 AM or 10:20 AM-12:35 PM)

4.3 School Event Positions

• Academic Contest 

  • Date: Early January (Mandatory preparation meetings start in October)

  • Category Lead (6 points)

  • Judge (3 points): Evaluate participants’ performance.

  • Proctor (3 points): Monitor test-taking and ensure compliance.

• Lunar New Year Carnival 

  • Date: End of January or early February (Mandatory preparation meetings start in October)

  • Team Lead (6 points): Plan and coordinate logistics, ceremonies, food, games, ticket sales, technical support, and sponsorships.

  • Assistant (3 points): Support event planning and administration.

  • Event Helpers (1 point): Assist with on-the-day event execution.

• Teacher Appreciation Banquet

  • Date: May (Mandatory preparation meetings start in February)

  • Team lead (6 points): Plan and coordinate the event. Details TBD.

5. Security Deposit Policy

• Deposit Requirement: A security deposit is required when a family first registers. Families must maintain a total deposit of $150, based on a rate of $15 per service point (10 points required).

• End-of-Year Review: Service points are reviewed annually. The shortfall will be deducted from their deposit if a family earns fewer than 10 points. 

  • Example: If only 8 points are earned, $30 is deducted ($15 × 2 points)

  • Deducted fees are not considered donations and are not tax-deductible.

• Deposit Rollover and Replenishment: Any remaining security deposit will roll over to the next school year. Families must replenish the deposit during registration and before textbook collection.

• Deposit Refund:

  • Refund Request Deadline
    Families wishing to request a refund must complete and submit the official refund request form before the start of the new school year (exact date varies annually). Requests submitted after this deadline will not be eligible for a refund.

  • Verification of Service Points
    Before submitting the refund request, families are responsible for verifying the accuracy of their recorded service points. The school is not liable for any discrepancies or missing points once the refund has been processed.

  • Unclaimed Deposits
    Any unclaimed service point security deposits by the refund request deadline will be treated as a donation. A donation letter is available upon request. 

  • Refund Processing Schedule
    Refunds are processed in bulk during mid-June, mid-July, and mid-September.
    Please note: No refunds will be issued in August due to the high volume of school-year startup activities.

6. Student Withdrawal Policy

• Prorated Requirement: Service point requirements will be adjusted based on the time spent at the school before withdrawal.

• Refund Calculation: Security deposit refunds will be based on service points earned at withdrawal time.

7. Tracking & Compliance

• Families can check their service point status via the school’s Service Point Portal.