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Guidelines for Volunteers on Campus Per CDPH

Updated October 15, 2021

The following is information about the Placentia-Yorba Linda Unified School District's updated guidelines for volunteers on campus, which are mandated by an order from the California Department of Public Health’s (CDPH).

As was shared in a letter to staff and families in August, CDPH requires that all school workers show proof of vaccination against COVID-19 or get tested once a week (if volunteering on a weekly basis). School workers refer to all paid and unpaid adults serving in the school settings including, but not limited to, certificated and classified staff, and volunteers who are on-site at a school campus supporting school functions.


Placentia-Yorba Linda Unified School District (PYLUSD) schools will continue to limit nonessential visitors, volunteers, and activities involving external groups or organizations. PYLUSD will allow volunteers on campus to support essential school functions only as determined by the school’s administration.


Beginning on Monday, October 18, 2021, all on-campus volunteers will be required to provide the school with one of the following when volunteering for any indoor activity during school hours or at school-sponsored events:


#1. Proof of Full Vaccination Status, or

#2. Negative COVID-19 Test Within 72 hours Prior


More information about each of these options is included below.


Proof of Vaccination Status
Volunteers are considered “fully vaccinated” two weeks or more after they received the second dose in a 2-dose series (Pfizer-BioNTech or Moderna or vaccine authorized by the World Health Organization), or two weeks or more after they have received a single-dose vaccine (Johnson and Johnson [J&J]/Janssen).


Instructions for Providing Proof of Vaccination Status

  1. Fully vaccinated volunteers are asked to check-in with front office staff upon arrival at school.
  2. Fully vaccinated volunteers should provide the school front office with any of the approved documents listed below (as outlined in the CDPH order) and a photo ID.
  3. Office staff will not maintain these records, but will review them to verify vaccination status and will only need to do this on the first visit. 
  4. On future visits, the volunteer will have already been deemed “cleared” by school staff. 

Negative COVID-19 Test

Unvaccinated or incompletely vaccinated volunteers must be tested with either PCR testing or antigen testing. Any PCR (molecular) or antigen test used must either have Emergency Use Authorization by the U.S. Food and Drug Administration or be operating per the Laboratory Developed Test requirements by the U.S. Centers for Medicare and Medicaid Services. Unvaccinated or incompletely vaccinated volunteers should provide the school front office with a negative COVID-19 PCR or antigen test within 72 hours prior to a single volunteer event or once a week if volunteering on a weekly basis. A negative test will be valid for one week and a new test will be required for future visits.


Instructions for Providing a Negative COVID-19 Test

  1. Unvaccinated or incompletely vaccinated volunteers are asked to check-in with front office staff upon arrival at school. 
  2. Volunteers should provide the school front office with a negative COVID-19 PCR or antigen test within 72 hours prior to a single volunteer event or once a week if volunteering on a weekly basis.
  3. Office staff will not maintain these records, but will review them to verify a negative test. 
  4. Volunteers who are interested in helping with activities off campus should contact the school principal to inquire about “at home” volunteer opportunities.
  5. It is the responsibility of the volunteer to secure a COVID-19 test and results outside of PYLUSD. 
  6. Unvaccinated or incompletely vaccinated volunteers must also observe all other infection control requirements, and are not exempted from the testing requirement even if they have a medical contraindication to vaccination, since they are still potentially able to spread the illness. Previous history of COVID-19 from which the individual recovered more than 90 days earlier, or a previous positive antibody test for COVID-19, do not waive this requirement for testing.

Any volunteer who does not follow the guidelines will not be allowed to volunteer at any indoor activity during school hours or at school-sponsored events.


The following are additional guidelines:


  • Individuals attending meetings on school grounds after school hours are not required to be screened. Examples include PTA meetings, parent/teacher conferences, and English Language Advisory Council (ELAC) meetings.
  • Individuals visiting the school during school hours to attend a parent/teacher, IEP, or 504 meeting are not considered volunteers and are not subject to the screening requirements.
  • Volunteers may continue to participate in outdoor activities without needing to be screened for vaccination status or provide a negative COVID-19 test.
  • All adults are required to wear a mask indoors when students are present.

Approved Documents for Proof of Vaccination 

Pursuant to the CDPH Guidance for Vaccine Records Guidelines & Standards, only the following modes may be used as proof of vaccination:


  1. COVID-19 Vaccination Record Card (issued by the Department of Health and Human Services Centers for Disease Control & Prevention or WHO Yellow Card) which includes name of person vaccinated, type of vaccine provided and date last dose administered); OR
  2. a photo of a Vaccination Record Card as a separate document; OR
  3. a photo of the client's Vaccination Record Card stored on a phone or electronic device; OR
  4. documentation of COVID-19 vaccination from a health care provider; OR
  5. digital record that includes a QR code that when scanned by a SMART Health Card reader displays to the reader client name, date of birth, vaccine dates and vaccine type; OR
  6. documentation of vaccination from other contracted employers who follow these vaccination records guidelines and standards.

For questions regarding this information, please reach out to your school’s administrative team.