Getting, Training and Keeping

Volunteers in the Library

Instructor:Carol Ross Thomas

crthomas816@earthlink.netAn Infopeople Workshop

Winter 2004

This Workshop Is Brought to You By the Infopeople Project

Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis.

For a complete list of workshops, and for other information about the Project, go to the Infopeople Web site at infopeople.org.

Introductions Name Library Position

What do you hope to learn today about volunteers in the library?

Workshop Overview

Getting & Training Volunteers: Recruitment, Interviewing,

Orientation & Teaching

Keeping Volunteers: Supervision & Recognition

What is A Volunteer?

A volunteer is a person who gives of his/her time without

compensation or promise of reward

Why Use Volunteers?

Volunteers Supplement Not Replace Library Staff Volunteers are not:

recruited to take paid staff’s jobs intruders

Volunteers: are recruited to help staff free staff up to do more pressing tasks should be part of the library’s team

Questions for the Group

Do you think volunteers are necessary in our libraries? If yes, why? If not, why not?

In your opinion, to have a successful volunteer program, is it important for the one responsible for the program to be a people person?

What A Library Volunteer Does Shelves books Is a friends of the library member Teaches literacy Assists the children’s librarian Assists with the Internet Helps with homework Delivers books to the homebound

Library Tasks: Which Ones Can Volunteers Do?

How many people allow volunteers to: Handle Money? Work on the circulation desk?

Whose responsibility is it to determine volunteer tasks?

A Good Volunteer Job Description…

Takes thoughtful and careful planning Is written by volunteer coordinator and

staff Covers every aspect of the assignment Is essential to get the right person for

the job

Qualifications Versus Responsibilities

Qualifications Skills/Experience necessary to do the job Expert in a particular area that is an asset to your

library Responsibilities

What is expected of the volunteer on the job Eg., “teach adults how to read”

All parts of the job that you specifically take care of

Detailed qualifications & responsibilities are vital for a good job description

What’s Wrong With This One?SHELVING BOOKSOne of the most important jobs in the library

QUALIFICATIONS: *Accuracy *Ability to alphabetize and sort in

numerical order *Knowledge of Dewey Decimal System is

helpful

TRAINING PERIOD: 2-3 hours

Example of A Good Job Description: Library Recycling

Volunteer

DESCRIPTION: To assist with the library’s recycling programQUALIFICATIONS: *Physical lifting-able to do physical labor

*Commitment to recycling concept *Ability to perform with a high standard of customer service

RESPONSIBILITIES:*Break down cardboard boxes and place them in recycling container *Place books in recycle bins *General maintenance of library dock area

TRAINING: *Training will be provided by recycling specialist or supervising librarian

TIME COMMITMENT: *1 day a week, 2 hours, ongoing

Taken from Sunnyvale Public Library, 10/93

Library Resource Aide-Outreach Program

DESCRIPTION: Act as a resource aide to library staff on one of our four aide categories.

QUALIFICATIONS: *Enjoys library atmosphere *Works well with others *Reliable *Typing experience desirable

RESPONSIBILITIES: *Assist in outreach program to shut ins *Select materials to home-bound customers

TRAINING: *Training will be provided by supervising librarians, librarians or library assistants

TIME COMMITMENT: *Minimum of one day per week, 3-4 hours per shift, ongoing

Taken from Sunnyvale Public Library, 10/93

Short-Term versus Long-Term Volunteers How many of you handle short-

term volunteers?

Do you handle them differently than longer term volunteers?

Try Asking Staff…

If you had a volunteer, what would you have them do? Write down three things YOU

would have them do.

Issues Between Staff & Volunteers

Sometimes library staff resent volunteers Staff will have “buy-in” to the volunteer

program, if included in planning the program Staff don’t want to train volunteers because

they: don’t think volunteers will be there long believe volunteers will take their jobs

Staff who accept the volunteer program, make volunteers feel welcome

Volunteer Recruitment Methods Word of mouth

good way to get students, retirees share with one another

Local newspaper excellent way to appeal to the employed

person Local schools

student volunteers involved in service clubs Via the internet-Online recruitment

all kinds of volunteers

On-line Volunteer Recruiting

Can work two ways: Volunteers can be recruited

through your library’s website Volunteers can be recruited

through an on-line recruitment service

Volunteermatch.com

Pros & Cons of On-line Recruiting

Pros: Parents looking for volunteer opportunities for

children. Enables you to reach far and wide for

volunteers Cons

Not all volunteers have computers On-line recruiting takes away the hummanness

Interviewing Volunteers Be sure to address the following:

what volunteer expects kind of person volunteer is your expectation of volunteer benefit of volunteering skills/experience of volunteer

Interview Tips Keep to 15 to 30 minutes in duration Questions; open ended versus closed Two way process:

you provide info about library volunteer tells you about him/her self

Should be relaxed Give volunteer an opportunity to ask

questions of you

Interviewing Paid Staff Versus Volunteers - Is There a Difference?

Information is still confidential Questions asked are very similar End result is right person for the job Want to make sure that prospective

staff or volunteer fit in with current staff

Volunteer Forms Application Emergency Contact Assignment Agreement Time Sheet

Background Checks Fingerprinting done:

at your facility through Live Scan through the local law enforcement

agency Reference Checks

other volunteer experience employers personal

Matching The Volunteer With the Right Job

This is successful when you: have a good job description thoroughly interview volunteer discover what motivated volunteer to

apply assign volunteers to tasks that make

use of their interests, talents and skills

Orientation of Volunteers

Orientations should: happen prior to beginning assignment acquaint volunteer with organization,

and its policies and procedures introduce the volunteer to library staff include a tour of the library and work

station review work hours, safety rules and

lunch room privileges

Benefits of Orientation

Learn how vital the assignment is to the organization

Make volunteers feel part of the team

Reinforces expectations regarding appearance and behavior

“Trained” Volunteers… Feel confident about their job Do better at their assignments Exhibit excellent customer service Get the job done right the first time Are library advocates in the

community

Volunteer Training Trainers must

Understand the volunteers role Be positive about the use of

volunteers Should have their training in writing Be patient with prospective

volunteers

Energizeinc.com Energizeinc.com is a wonderful

website to utilize in the management of your volunteer program.

Energizeinc.com is a great resource for all of your volunteer needs; everything you ever needed to know about managing volunteers

Daily Management of Volunteers

Volunteers should: have a meaningful task each time

they report to work know their schedule know where to sign in and out be familiar with work area be supervised at all times

Supervisors of Volunteers Should… Have a passion for their program Be available to volunteers and/or

staff who have questions or concerns

Keep track of volunteer statistics Know how to delegate tasks to

staff regarding volunteers

Handling Difficulties With Volunteers Do not allow volunteer to disrupt

daily operations Be prepared with a plan of action; be

it counseling, disciplining or dismissal meet with volunteer to sort out problem place volunteer in another section dismiss volunteer if all else fails

Volunteer Retention Volunteers will “stay” if:

they enjoy their work they feel a part of your library thanked regularly properly placed in their job they feel their value has been

acknowledged by staff

Volunteer Recognition Remember to say “thank you” Volunteer recognition comes in

different forms: some volunteers like gifts, parties, etc. some volunteers want rewards like:

increased responsibility more interesting work promotion to leadership

In Summary… Getting Volunteers:

They don’t replace, they help You’ve been a volunteer or are one, so you

understand Training Volunteers:

Right Volunteers-Right Jobs=Success! A well trained volunteer=Success!

Keeping Volunteers: Properly supervised, you’ll retain them Always recognize and say, “thank you”