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How Bend-La Pine Schools Streamlined Volunteer Management with Integrated Raptor and JDP

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The demand for efficient volunteer management systems in K-12 schools has never been higher. With growing safety requirements and increasingly complex compliance standards, districts are seeking solutions that eliminate administrative gaps while maintaining the highest security standards. Kayla Martin, Assistant Director of Safety at Bend-La Pine Schools, shares how their integrated approach transformed their volunteer screening process.

Challenges

Before implementing Raptor VolunteerSafe integrated with JDP, Martin faced: 

  • Poor Operational Efficiencies 
    Significant operational posed challenges to both efficiency and compliance, background check processing times taking up to seven days. 
  • Cumbersome Application Review Processes  
    Manual data imports between systems created inefficiencies in the volunteer approval process, increasing the potential for screening gaps. 
  • Fragmented Database Screening  
    Inconsistent tracking of restricted volunteers posed serious risk, highlighting the need for a centralized system to streamline screenings and ensure compliance. 
“As a two-person team serving a fast-growing district, we simply didn’t have the capacity to keep up with the old manual process. I had to log in daily to approve each person individually. If a crisis pulled us away, it meant volunteers got stuck in limbo for days.  With automation through the Raptor VolunteerSafe and JDP integration, that’s no longer a concern. The system just works in the background—and we don’t have to think about it.” 

Kayla Martin, Assistant Director of Safety, Bend-La Pine Schools 

Solutions

The Raptor VolunteerSafe and JDP integrated solution delivered measurable results that extend far beyond administrative efficiency.  

  • Automated Background Checks & Approvals 
    By automating background checks and streamlining application routing, Raptor and JDP reduced repetitive data entry and accelerated approvals while minimizing errors in referencing multiple screening sources.

    Background check processing time decreased from 3-7 days to just 1-3 days, dramatically reducing volunteer frustration and up to 30 phone calls daily during peak seasons to manageable volumes of real-time inquiries.  

  • Improved Compliance 
    Automated compliance features ensure proper screening for student transport volunteers and state-specific requirements, like Oregon’s sexual misconduct database checks. This streamlined process significantly reduces the risk of errors and improves compliance with the district’s internal policies. 
  • Centralized Volunteer Information & Processes 
    The system created consistency in tracking restricted volunteers by centralizing all volunteer information in one system. The integration also allowed for automated filtering and flagging of volunteers based on specific criteria, such as driving records, ensuring that restricted volunteers were appropriately identified and managed.  
“Bringing everything into one centralized system through Raptor VolunteerSafe significantly reduced the risk of oversight. Staff no longer need to search in multiple places or maintain separate spreadsheets.  They have been trained to go straight to one source for volunteer status, restrictions, and background check results—it’s all there. And being able to quickly toggle between approved and expired has made real-time responses possible, where before I’d have to dig through multiple systems and get back to someone later.” 

Kayla Martin, Assistant Director of Safety, Bend-La Pine Schools 

Results

  • Background Check Efficiency 
  • Compliance with State Requirements & District Policies 
  • Reduced Volunteer Anxiety with Screening Status Visibility 
  • Streamlined Volunteer Hour Tracking 

Perhaps most significantly, the integration enhanced district equity initiatives by making volunteer applications more accessible. The customizable application process, designed at appropriate literacy levels and compatible with basic technology, opened volunteer opportunities to previously underserved community members. This comprehensive approach to volunteer management demonstrates how the right technology partnership can simultaneously strengthen safety protocols, reduce administrative burden, and expand community engagement opportunities. 

  • Customer
Bend-La Pine Schools serves over 17,000 students across 33 schools in Oregon, managing approximately 8,000 volunteers with just a two-person safety team.
  • Challenge
  • Poor Operational Efficiencies
  • Cumbersome Application Review Processes
  • Fragmented Database Screening
  • Product

Raptor VolunteerSafe

  • Solution
  • Automated Background Checks & Approvals
  • Improved Compliance
  • Centralized Volunteer Information & Processes
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