Hinsdale Public Library

Volunteer manual

Table of contents

A. Position of volunteer coordinator

The volunteer coordinator reports to the Executive Director and oversees the volunteer staff of the
library. This volunteer position shall be the person primarily responsible for screening volunteer
applications and placing volunteers within the library. The volunteer coordinator shall participate
in such library meetings as the director deems necessary.

The Volunteer coordinator is responsible for the following:

• maintaining contact with library staff to determine what needs the library has that could be
met with volunteer assistance;
• reviewing volunteer applications and determining if the volunteer could be of service to the
library based upon the volunteer’s availability and library needs;
• initiating efforts to publicize volunteer opportunities and recruit volunteers when needed;
• maintain a current list of volunteers, with information on their background, special talents or
interests, and contact information;
• maintain an e-mail tree and/or telephone tree for communicating with volunteers
• act as a liaison between library staff and volunteers should any issues arise that need
mediation;
• soliciting feedback from volunteers to insure that their volunteer experience is a positive one;
• ensuring that volunteers are recognized for their efforts
• developing and maintaining all documents necessary for the administration and function of the
volunteer program.

B. Procedures for administering the volunteer program

(1) Types of library volunteers.

Library volunteers come to the library in a variety of ways and serve in many different capacities. The
library uses both student volunteers (who typically come to the library with a definite end-date in mind)
and adult volunteers (whose service typically have no pre-set time limitation). Student volunteers are
eligible to work in the library if they are at least in the 6th grade.
The Youth Services department is the primary user of student volunteers, as many of their volunteers
are students working in the library for some specific purpose related to their education or extra-
curricular activities. Student volunteers tend to be referred to the library under the auspices of
community entities such as Hinsdale Central High School or Boy Scout troops. These relationships tend
to be long-standing and established. There is no need to recruit student volunteers as they come to the
library on a regular basis through the established arrangements.

Adult volunteers tend to contact the library through their own initiative and are motivated out of their
desire to serve the community. They serve throughout all the departments of the library, with the
exception of Youth Services. Some adult volunteers contact the library because of the need to complete
community service hours, typically because of some type of conviction in the local courts. The library
does accept community service volunteers, but does give those applicants careful scrutiny before
agreeing to accept them.

(2) Applying for a volunteer position.

All volunteers must complete and submit a volunteer application form. This form is the first opportunity
for the library to gather information on the volunteer. This form must gather sufficient information so
that the library can make an informed decision whether to accept the volunteer. The volunteer
application form is also used to gather important contact information for the volunteer which can be
maintained in a database.

The library shall use two volunteer forms: (1) a “Volunteer Application Form,” and (2) a “School Year
Volunteer Application Form.” Two forms are used because the School Year Volunteer Application Form
has a timesheet log on the backside which is used by Youth Services to track student volunteer hours.
The volunteer application forms shall be maintained by the volunteer coordinator and made available
through the library website, or available at the circulation desk.

For community service volunteer applicants, the library uses a modified “Volunteer Application Form”
that includes questions about the nature of the applicant’s offense. If any volunteer applicant indicates
that he or she has been convicted of a felony, the volunteer coordinator may submit a criminal records
request to the Illinois State Police to further investigate the applicant’s criminal background.

For student volunteer applicants, the Youth Services department shall distribute and collect the
applications for those positions.

(3) Accepting the library volunteer.

The volunteer coordinator will receive all application forms (with the exception of student volunteers for
Youth Services). For adult volunteers, the library screens these volunteers with care, making sure that
they have the ability to be productive and that the library has a need for their services. For student
volunteers, the library does not typically have to screen the applicants in the same manner because they
are seeking volunteer work as part of their membership in some community entity. The library does not
guarantee a position for every volunteer applicant.
For adult volunteers, the VC shall make the determination if there is currently a need for the volunteer
in the library, after consulting with the appropriate department heads. All information on volunteer
applications, accepted and rejected, shall be included in a database maintained by the volunteer
coordinator. If there is no suitable work for the volunteer at the time of the initial application, the
volunteer coordinator may contact the volunteer again if a volunteer opportunity arises.

Volunteers under the age of 18 must have permission from a parent of legal guardian.

If the volunteer applicant indicates that he or she has been convicted of a criminal offense, the
volunteer coordinator will review the application with the director in the event that the volunteer
coordinator believes that the applicant should be considered. The library will not accept individuals who
have been convicted of any of the following:

• Theft of any kind, including larceny, embezzlement, shoplifting, etc.

• Violence of any kind, including assault, child abuse, fighting, etc.
• Illegal drug charges of any kind
• Sexual charges of any nature, including indecent exposure, etc.
• Harassment
• Fraud
• Any other felonies or crimes deemed unacceptable by the Hinsdale Public Library

(4) Initial meeting with the volunteer.

The volunteer coordinator shall set up a meeting with the new adult volunteer. The meeting time
should be one that is convenient with the supervisor who will be in charge of the volunteer. At the
meeting, the VC will:

provide a copy of the volunteer guidelines document and review this with the volunteer;
provide the volunteer with a volunteer nameplate;
provide the volunteer with a tour of the library;
introduce the volunteer to the staff member who will be serving as the volunteer’s supervisor.

The VC will check off these items on the volunteer intake sheet to show that each step was performed.

For student volunteers, the Youth Services department shall arrange the initial meeting with the student
volunteer. The Youth Services department shall keep the volunteer coordinator informed of any new
student volunteer working within the library.

(5) Assignment of work-duties and establishing schedule.

The volunteer is entitled to work assignments that are within his or her capabilities. The supervisor of
all types of volunteer shall be responsible for clarifying the work duties of each volunteer and
establishing an agreeable work-schedule. The supervisor will show the volunteer his or her work area
and discuss issues such as where to store the volunteer’s personal belongings during work hours.

(6) Training & supervision.

The supervisor of the volunteer shall be responsible for ensuring that the volunteer is adequately
trained in the tasks assigned to the volunteer. The supervisor shall be responsible for supervising the
volunteer to make sure that the volunteer is performing assigned duties satisfactorily. If there is ever an
issue with the adequacy of the volunteer’s performance, or other issue that needs addressing, the
supervisor may consult with the volunteer coordinator. The volunteer coordinator can act as a mediator
if necessary.

(7) Timekeeping.

It is important that the hours worked by a volunteer be accurately recorded. The supervisor of the
volunteer shall keep a log of the hours worked by the volunteer. The volunteer coordinator shall gather
these statistics and keep a database of hours worked by all library volunteers.

(8) Resignation of volunteer.

When the volunteer decides not work any further at the library, the supervisor should inform the
volunteer coordinator so that their file can be closed.

C. Community Service & Peer Jury Volunteer guidelines

The Library will consider accepting volunteers who need to complete hours as part of a court-ordered
community service requirement or through the DuPage County Township Peer Jury program. The
Library will accept community service volunteers of this type only if:

The applicant is a Hinsdale resident;

The offense for which community service is assigned does not involve physical violence, crimes against
children, theft or crimes of a sexual nature;
There is an appropriate task available for the applicant.

The library does not guarantee that an assignment will be available for a community service volunteer
applicant. The applicant must complete the community service volunteer application.

C. Master list of volunteer job descriptions and recurring volunteer tasks

-list of all volunteer job descriptions and master list of all work in the library done by volunteers (regular
and recurring work).

Shelf reading – checking items on the shelf to insure that they are shelved in the correct call number
order; making note of any missing items; calling attention to any items that may be damaged or in need
of repair.

Homebound delivery – a service provided by the library to deliver and return library material to patrons
who are physically unable to visit the library.
Event-specific volunteers – library often holds special events that require extra assistance with tasks
such as setting up the event, directing patrons to activities, assisting with games, etc.

Book sales organizer – the library has a permanent book sale display near the front entrance of the
library; the book sale organizer reviews all donated material and then places items on the appropriate
location in the book sale display.

Youth services volunteers – the Youth Services department has regular tasks that volunteers assist with,
including:

Cutting, stapling or bundling handouts, booklists and flyers.

Creating nametags for storytime or shapes for the floor.

Placing books on carts in correct order for pages.

Shelf-reading DVD’s/videos, readers, etc.

Stamp bookmarks.

Clean books.

Clean CD-ROM and DVD cases.

Assemble puzzles in correct boxes.

Remove labels from books on longer on the “new” and “reserve” shelves.

Clean toys in reading cabin.