Volunteer Handbook Clay County Public Library System Last Update: 2/16/18 Volunteer Handbook
TABLE OF CONTENTS CLAY COUNTY PUBLIC LIBRARY 2 INTRODUCTION 3 THE LIBRARY SYSTEM 3-7 MISSION STATEMENT 3 SERVICES 4 LOCATIONS 5 HOURS 6 VOLUNTEER STAFF DIRECTORY 7 VOLUNTEER OPPORTUNITIES 8 JOB DESCRIPTIONS 9-19 VOLUNTEER SERVICES 20 VOLUNTEER APPLICATION 20 FILING APPLICATION 20 BACKGROUND CHECK 20 PARENTAL CONSENT 20 PRIVACY POLICY 20 ORIENTATION 20 VOLUNTEER POLICIES 21 QUALIFICATIONS 21 TRAINING 21 PLACEMENT 21 SIGN-IN 21 RECORDING HOURS 21 SCHEDULED ABSENCE 21 CHANGES IN PERSONAL INFORMATION 22 RESIGNATION 22 DISMISSAL 22 VOLUNTEER CONDUCT 23 DRESS CODE 23 BADGES 23 TIME REQUIREMENTS 23 MINIMUM TIME REQUIREMENTS 23 MAXIMUM TIME ALLOWED UNDER 18 24 BREAKS 24 ACCEPTABLE BEHAVIOR 24 DRUG AND ALCOHOL POLICY 24 SMOKING 24 HARASSMENT 25 WORKPLACE POLICIES 26 REPORTING ACCIDENTS 26 PARKING 26 1
Clay County Public Library Dear Volunteer, It is a pleasure to welcome you as a volunteer to the Clay County Public Library System. Your generous gifts of time, energy, and skills allow the library the ability to expand and enhance our services to the local community. Our volunteer positions are designed to match a volunteer s skill, interests, and schedule. The goal of the Clay County Public Library System is to provide a satisfying experience to all volunteers. One that builds new skills and expands your knowledge of the important role a library plays in every community. We hope that your time spent volunteering with the Clay County Public Library System is a positive and fulfilling experience. Many Thanks, Victoria Williams Volunteer Coordinator Clay County Public Library System 2
Introduction This Volunteer Handbook provides a summary of guidelines with respect to your volunteer status. You are responsible for reading and understanding this handbook. This Handbook may be revised as needed, without prior notice. Any such revisions apply to existing as well as future volunteers. Revisions will be made as they are approved. This Handbook is not a contract or any part of a contract of employment, express or implied. This is a general publication prepared for all Clay County Public Library System volunteers. The Library System Mission Statement The Clay County Library System is dedicated to providing excellent customer service to all citizens of the County. In the virtual and physical libraries, our role will be to provide value added products and services which direct patrons to excellent sources of information. In addition to print resources, patrons will be given the opportunity to engage in innovative technologies to both expand their knowledge and increase their skills. Patrons will have convenient access to cutting edge electronic sources of information through proven existing technologies and telecommunications. Patrons will have resources available to them that will challenge, educate, inform, innovate, entertain, and inspire them. Knowledgeable, trained, professional staff will assist patrons in making the best use of all resources available to them. Staff will be supported in turn by up-to-date technology to ensure efficient, costeffective service. Library staff will work hand in hand with emerging technologies to prepare the citizens of the county for school, college, joining the workforce, re-entering the workforce, or volunteering in our community. 3
Services We offer the following services throughout our 5 locations: Assistance with online e-government and other sites Business and Investment Information Children s/teen/adult Programming Cultural Events/Educational Programs DVDs and Books on CD E-Books through Axis 360 Hands on Computer Classes in Microsoft Office Internet and Wi-Fi Access Job Searching/Tools for small businesses Local History and Genealogy Department at Headquarters Library Meeting Rooms at Headquarters, Orange Park, and Middleburg Branches Online Research, Medical, Legal, Business and Genealogy databases are available from home or work Popular and current reading materials Public Computers are available and free to use at all branches with a Clay County Library card. Guest passes are available for visitors. STEM/STEAM Programming for all ages 4
Locations Fleming Island- Headquarters 1895 Town Center Blvd Fleming Island, FL 32003 Phone Number: (904) 278-3720 Green Cove Springs 403 Ferris St Green Cove Springs, FL 32043 Phone Number: (904) 284-6315 Keystone Heights 175 Oriole St Keystone Heights, FL 32656 Phone Number: (352) 473-4286 Middleburg- Clay Hill 2245 Aster Ave Middleburg, FL 32068 Phone Number: (904) 541-5855 Orange Park 2054 Plainfield Ave Orange Park, FL 32073 Phone Number: (904) 278-4750 5
Hours Hours of Operation - All Branches: Monday Tuesday Wednesday Thursday Friday Saturday Sunday 10:00 am- 8:00 pm 10:00 am- 8:00 pm 10:00 am- 8:00 pm 10:00 am- 8:00 pm 9:00 am- 5:00 pm 9:00 am- 5:00 pm CLOSED Holiday Hours- 2018: New Year s Day- January 1, 2018 CLOSED Martin Luther King Jr Day- January 15, 2018 President s Day- February 19, 2018 Memorial Day- May 28, 2018 Independence Day- July 4, 2018 Labor Day- September 3, 2018 Veteran s Day- November 12, 2018 Thanksgiving- November 22-23, 2018 Christmas- December 24-25, 2018 CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED 6
Volunteer Staff Directory Volunteer Coordinator Victoria Williams Office: 904-278-3798 Cell: 904-315-9778 Victoria.williams@claycountygov.com Assistant Director- Support Services Jason Black 904-541-5810 Jason.black@claycountygov.com Programming Team Bridgett Cotton 904-278-3720 ext. 2335 Bridgett.cotton@claycountygov.com Programming Team Jennifer Gesell 904-278-3720 ext. 2335 Jennifer.gesell@claycountygov.com Branch Manager- Green Cove Springs Jennifer Parker 904-284-6315 Jennifer.parker@claycountygov.com Branch Manager- Fleming Island Kelly Bohannan 904-278-3721 Kelly.bohannan@claycountygov.com Branch Manager- Keystone Heights Margaret Whipple 352-473-4286 Margaret.whipple@claycountygov.com Branch Manager- Middleburg/Clay Hill Brandy Black 904-541-5855 ext. 5828 Brandy.black@claycountygov.com Branch Manager- Orange Park Karen Walker 904-278-4750 ext. 6364 Karen.walker@claycountygov.com 7
Volunteer Opportunities The Clay County Public Library System strives to provide a Volunteer Program that will strengthen, enrich, and support the Library and the community. Here are the current, open volunteer positions: Junior Volunteer Teen Volunteer Event Greeter Library Aide Library Aide II Library Aide III On-Call Volunteer Reference Aide Special Events Services Technical Service Aide Work from Home Please see the following pages for a description of each position: 8
Title: Junior Volunteer Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: Assist with special children s programs or events Straighten up collection shelving Shelve children s materials Other simple tasks as assigned by the staff Requirements: Must be a student in grades 6 through 8 Volunteer hours needed should be a requirement for school or a civic group Must submit a volunteer application, parent/guardian consent form and a letter of recommendation(cannot be a family member) Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Must arrive on time to their scheduled volunteer sessions Level of Commitment: Junior Volunteers must commit to 2 or more volunteer sessions of at least 2 hours each 9
Title: Teen Volunteer Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: Assist with special children s programs or events Straighten up collection shelving, Shift materials as needed or assigned Shelve materials Answer basic directional questions and refer patrons to staff as needed Assist with the preparation of children s and teen programs Pull Children s Reserves Requirements: Must be a student in grades 9 through 12 Volunteer hours needed should be a requirement for school, scholarship, or a civic group Must submit a volunteer application, parent/guardian consent form and a letter of recommendation(cannot be a family member) Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Must arrive on time to their scheduled volunteer sessions Level of Commitment: Student must commit to a regular schedule of volunteer sessions Preferred schedule of 3 to 9 hours per week 10
Title: Work from Home Location: N/A Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Volunteer Coordinator Job duties: Assist with preparing craft items for Children s Program or other special event Assist with preparing items for use in library displays Fold Newsletters and brochures Assist with other items as assigned Requirements: Must be 18 years or older Must submit a volunteer application and a privacy policy form Must attend a Volunteer Orientation/training session Level of Commitment: Volunteers should be able to complete their tasks in the scheduled time frame allowed 11
Title: Library Aide- 1 Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: Straighten up collection shelving, Shift materials as needed or assigned Shelve materials Answer basic directional questions and refer patrons to staff as needed Assist with the preparation of children s and teen programs Pull Circulation Reserves Bump checked in materials and sort items to be shelved Requirements: Must be 18 years or older Must submit a volunteer application, privacy policy form, and acknowledgement form Must submit to a level one background check Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Must arrive on time to their scheduled volunteer sessions Level of Commitment: Must commit to a regular schedule of 2 to 12 hours per week, lasting 3 months or longer 12
Title: Library Aide- II Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: All Level I job duties Check in library materials Assist with bookdrop Requirements: All Level I requirements Accrued 120-240 volunteer hours, beginning Jan 1, 2018 Complete all secondary interviews and associated training Must not have any open disciplinary review periods Level of Commitment: Must commit to a regular schedule of 2 to 12 hours per week, lasting 3 months or longer 13
Title: Library Aide- III Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: All Level I and II job duties Check out library materials to patrons Inform patrons of overdue materials and fines owed Assist patrons with material holds, ILL request paperwork and other tasks as assigned Requirements: All Level I and II requirements Accrued 240+ volunteer hours, beginning Jan 1, 2018 Complete all secondary interviews and associated training Must not have any open disciplinary review periods Required administration approval Level of Commitment: Must commit to a regular schedule of 2 to 12 hours per week, lasting 3 months or longer 14
Title: Technical Service Aide Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: Assist in the processing of new items Cover books Apply appropriate stamps, marking and labels Clean DVDs and CDs using proper machinery Recover new books, DVDs, and CDs Repair minor book damage Requirements: Must be 18 years or older Must submit a volunteer application, privacy policy form, and acknowledgement form Must submit to a level one background check Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Must arrive on time to their scheduled volunteer sessions Level of Commitment: Must commit to a regular schedule of 2 to 12 hours per week, lasting 3 months or longer 15
Title: Reference Aide Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Branch Manager Job duties: Straighten up reference shelving, Shift materials as needed or assigned Shelve reference materials Answer basic reference questions and refer patrons to staff as needed Assist with basic to advanced computer questions Assist patrons with use of public printer/copy machine Other reference duties as assigned Requirements: Must be 18 years or older Must submit a volunteer application, privacy policy form, and acknowledgement form Must submit to a level one background check Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Must arrive on time to their scheduled volunteer sessions Level of Commitment: Must commit to a regular schedule of 2 to 12 hours per week, lasting 3 months or longer 16
Title: Event Greeter Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor(s): Programming Team Job duties: Greet patrons as they enter the library event Answer directional questions and refer patrons to staff as needed Keep track of the number of patrons who attend the event by using provided counters Report the number in attendance to the supervisor(s) Requirements: Must be 18 years or older Must submit a volunteer application, privacy policy form, and acknowledgement form Must submit to a level one background check Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Level of Commitment: Event Greeters must be able to arrive on time to their scheduled volunteer sessions 17
Title: Special Events Services Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor(s): Programming Team Job duties: Assist the programming team with setting up tables and chairs Assist in hanging decorations, signs, or other items Assist in removing decorations, signs or other items related to the special events Assist the programing team in removing or breaking down tables and chairs Other duties as assigned by the programming team in relation to the special event Requirements: Must be 18 years or older Must submit a volunteer application, privacy policy form, and acknowledgement form Must submit to a level one background check Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Must be able to bend, stoop, or squat in relation to the job duties Level of Commitment: Special Events Services Volunteers must be able to arrive on time to their scheduled volunteer sessions 18
Title: On-Call Volunteer Location: All Branches Contact person: Victoria Williams- Volunteer Coordinator Supervisor: Volunteer Coordinator Job duties: Fill-in for absent volunteers for the following positions: o o o o o Library Aide Reference Aide Technical Services Aide Event Greeter Special Events Services Requirements: Must be 18 years or older Must submit a volunteer application, privacy policy form, and acknowledgement form Must submit to a level one background check Must attend a Volunteer Orientation/training session Must be able to follow simple instructions while keeping a positive attitude Level of Commitment: Must have a flexible schedule that allows for last minute assignments 19
Volunteer Services Volunteer Application Filing Application Interested volunteers, who have completed the volunteer orientation, will need to fill out an online, Volunteer Application. You can do this by accessing our application at any of our five branches or visiting our website: Library.claycountygov.com The application will include basic information about the volunteer, reference information, background checks,* parent/guardian consent* (if applicable) and our privacy policy* (if applicable). The application must be filled out in its entirety. *Please refer to the information provided below for more details on these application needs. Background Check All volunteers over the age of 18, will be subject to a level one background check. Parental Consent All volunteers under the age of 18 are required to have a completed Parent/Guardian Consent Form. No volunteer sessions will be assigned until the form has been returned to the Volunteer Coordinator. (Form: see attachment) Privacy Policy All volunteers will be required to sign an acknowledgement of privacy policy. No volunteer positions will be assigned until the acknowledgement has been returned to the Volunteer Coordinator. (Form: see attachment) Orientation The Volunteer Coordinator will hold an initial interview with each prospective volunteer to determine possible placement in the volunteer system. Those who are being considered for placement will then be invited to a Volunteer Orientation and to submit an online application. These orientations will be held at all five branch location on a rotating schedule and be presented by the Volunteer Coordinator. 20
Volunteer Policies Qualifications The Clay County Public Library System offers equal opportunity for all volunteers. Volunteers have equal access to all available volunteer positions and are limited only by the time commitment allowed for the position. Specific volunteer position requirements are listed under the Job Description Section of this handbook. Training Volunteer training sessions will be held at each of the 5 branches on an alternating schedule. These training sessions will be divided by each volunteer position and cover all of the information needed for each volunteer to confidently complete their assigned tasks. Placement Placement for each volunteer will happen once they have been approved to start by the Volunteer Coordinator. In order to be considered for approval all proper forms and steps must be completed first. Authorization will then be given to start scheduling tasks on our online volunteer portal. Sign-In Each volunteer will need to let the branch manager/supervisor at your reporting branch know that you have arrived to start your volunteer session. Once you have been given your volunteer badge, you will then need to sign in on volunteer portal. Recording Hours All volunteers will be responsible for tracking their own volunteer hours. This will be done by signing-in and out of the volunteer portal. The Branch Managers, Supervisors, nor the Volunteer Coordinator will be responsible for reporting your hours online. If hours are needed for a scholarship, civics group or class it is very important that the volunteer keep track of these hours carefully. Once required hours have been completed, the Volunteer Coordinator will present the necessary documentation to prove hours served. Scheduled Absence If a volunteer is unable to attend an assigned volunteer session for any reason, they must contact the Volunteer Coordinator as soon as possible. 21
Changes in Personal Information Any volunteers that have a change in phone number or email address will need to report these changes to the Volunteer Coordinator as soon as possible. These will be the primary source of communication and it is important to have these up to date. Resignation All volunteers willingly and freely offer services with no expectation of payment or compensation. The Clay County Public Library System recognizes the right of volunteers to discontinue their service at any time and for any reason. Should a volunteer resign, they will need to notify the Volunteer Coordinator by phone or email. The proper paperwork, such as a letter of volunteer completion, will be issued and active volunteer status will be revoked. Dismissal Volunteers will be dismissed if their behavior or language is harmful or threatening to patrons, staff or other volunteers; misconduct; use of alcohol or drugs while on duty; property theft; misuse of Clay County Public Library System equipment or materials; mistreatment of staff, volunteers or members of the public; failure to adhere to the policies outlined in this handbook; failure to perform assigned volunteer duties; and/or any conduct that may not be compliant with the Clay County Public Library mission. The Clay County Public Library System reserves the right to limit/reduce the use of volunteers at any time. 22
Volunteer Conduct As a volunteer, you will be offered assignments that closely fit your interests and abilities. The Volunteer Coordinator and other library staff will provide fair treatment, proper training and effective supervision to all active volunteers. In return, we ask you perform your volunteer duties to the best of your abilities and represent the Clay County Public Library System in a positive light. We ask that you treat patrons and library staff fairly and work within your volunteer assignment to make the Clay County Public Library System successful and accessible for all community members. Dress Code Volunteers will be expected to maintain their appearance including clothing, grooming and personal hygiene in a manner consistent with the library dress code. Clothing appropriate to the job must be worn while volunteering. Volunteers are not permitted to wear clothing that promotes illegal activity, inappropriate language, alcohol, drugs, or contains images or words of a sexual/lewd nature. Badges Volunteer badges must be worn at all times when volunteering with the Clay County Public Library System. These badges will be provided by the Volunteer Coordinator to each branch and kept at the individual branches. Time Requirements Minimum Time Requirements Each volunteer position has the following time commitment requirements: Junior Volunteers o Student must commit to 2 or more volunteer sessions of at least 2 hours each Teen Volunteers o Student must commit to a regular schedule of volunteer sessions o Preferred schedule of 3 to 9 hours per week Library Aide, Reference Aide, Technical Service Aide o Must commit to a regular schedule of 2 to 12 hours per week lasting 3 months or longer Work from Home Volunteers, Event Greeter, Special Events Services, On-Call Volunteers o No minimum time required 23
Maximum Time Requirements- Under 18 The following are the maximum time allowed for each volunteer position pertaining to those under the age of 18: Junior Volunteers o No more than 2 hour sessions for a total of 4 hours per week Teen Volunteers o No more than 3 hour sessions for a total of 9 hours per week Breaks All Volunteers are allowed a 15 minute break during each volunteer session. Breaks are required for Junior Volunteers, Teen Volunteers and any volunteer over 18, that volunteers for 4 consecutive hours. Acceptable Behavior Drugs & Alcohol Clay County Board of County Commissioners maintains a workplace that is free from the effect of drug and alcohol abuse and will not tolerate any abuse of drugs and alcohol that places the health and safety of its employees, other volunteers or patrons it serves, threatens its operation, or compromises the service levels. Under no circumstances shall a volunteer report to duty at our Libraries under the influence of drugs and alcohol. If suspected of being under the influence of drugs and/or alcohol, you will be asked to leave our premises immediately and will be subject to administrative and/or disciplinary actions, up to and including termination from the volunteer program. Volunteers who use legally prescribed drugs during assigned hours, and have reason to expect that such use may affect their ability to perform work, must report to the Volunteer Coordinator. Smoking The county is dedicated to protecting the health and comfort of employees, volunteers and patrons that use County-owned buildings and facilities and provides a smoke-free work environment. Smoking is permitted in exterior designated smoking areas only. Smokers have an obligation to maintain the cleanliness of the outside smoking areas and dispose of all smoking materials in proper receptacles. 24
Harassment Clay County Board of County Commissioners is committed to maintain high standards of conduct and providing an environment that is free from unlawful harassment by other volunteers, employees, vendors, and the general public. The County has zero tolerance for unlawful harassment. Unlawful harassment refers to harassment based on any characteristic protected by applicable federal, state or local law including race, color, sex, national origin, age, religion, veteran or disability status, sexual preference or marital status, which is so severe or pervasive as to alter the working conditions of a volunteer. Some examples of conduct that is prohibited include: 1. Verbal or physical conduct that has the purpose of substantially interfering with the individual s ability to do their job and create an intimidating, threatening, offensive or hostile environment. 2. Verbal or physical conduct, sexual displays or publications where an individual is told either explicitly or implicitly that they must submit to the conduct to retain involvement as a volunteer or where their reaction to the conduct will be used as a basis for management decisions regarding duties, assignments or other volunteer involvement. Examples of prohibited verbal or physical conduct include: Unwelcome sexual advances, Request for sexual favors, whether or not accompanied by promises or threats with regard to continuation in our relationship, Stalking, dating violence, or sexual assault, Persisting with romantic advances despite rejection of the advances, Sexual jokes and innuendo, verbal abuse of a sexual nature; comments about an individual s body, sexual prowess, sexual activity or attractiveness, Leering, whistling or touching; insulting or obscene comments, sounds, gestures; displays of sexually suggestive objects, cartoons or pictures. Words, actions or visual matter that demean or show hostility towards an individual or group because of any characteristic protected by applicable federal, state or local law. 3. Volunteers who have complaints or concerns regarding unlawful harassment are responsible for reporting directly to the Volunteer Coordinator, the Information Services Director or the Human Resources Director so that County officials may investigate and resolve the problem. Individuals who act in good faith to report or assist in the investigation of a possible violation will not be retaliated against. However, if after investigating any complaint of unlawful harassment, the County learns that the complaint, administrative and/or disciplinary action may be taken against the individual who provide the false information. Violations of this policy will be dealt with appropriately and promptly. 25
Workplace Policies Reporting Accidents Upon learning of a volunteer s accident/injury, supervision should immediately determine the extent of the employee s injuries. Apply first aid procedures, as appropriate, to mitigate the volunteers s injuries. Identify and correct any condition that caused or contributed to the incident or injury. In emergency cases of major/ traumatic injuries, call 911 for a rescue unit or otherwise transport employee to the appropriate facility: Care Spot, or OPMC. Telephone Donna Pickering at 904-306- 5541 at Qual- Lynx to report the emergency, complete the WC First Report of Injury/Illness, and fax to Qual-Lynx at 904-229-0292. In non-emergency cases, complete the WC First Notice of Claim, fax to Qual-Lynx at 904-229-0292 and telephone Donna Pickering at 904-306-5541. Qual-Lynx will speak with the employee via telephone to direct and coordinate care. Parking All volunteers will park in the library branches designated public parking areas. As a volunteer, you are not permitted to park in the staff parking area. 26