Troy Public Library Volunteer Policy

VOLUNTEERS UNDER THE AGE OF 18
Young people ages 14 - 17 may apply to volunteer for the Library in positions for which they are qualified. They must have written parental permission.

JOB ORIENTATION AND TRAINING
The Volunteer Coordinator will provide the following orientation:

• Tour the building
• Introduction to Library staff
• Review the volunteer policy
• Review job duties and expectations
• Confirm work dates, times, and projected duration of your participation
• Supply a name tag and review sign-in and sign-out procedures
• Provide safety orientation
• Review location of parking, restrooms, cafe, first aid kits, and places for storing personal items
• Review policy for making personal phone calls
• Review policy for conducting personal business during volunteer hours

SUPERVISION
Each volunteer will be assigned an on-site supervisor and is expected to follow the procedures established by that staff member. The supervisor is responsible for day- to-day management and guidance of work and is available during the time the volunteer is on duty for consultation and assistance. A well-defined job description will be given to each volunteer outlining the tasks assigned. The supervisor will provide training on new skills needed to perform assigned tasks. The supervisor will discuss the procedures for obtaining, using, and caring for library supplies and equipment.

ATTENDANCE
The Library values the contributions of volunteers and depends on volunteers to be present at scheduled times. Volunteers who know they will be absent or late should notify their supervisor or the administration office before their shift begins, or as early in the day as possible.

REPORTING FOR DUTY, WORK HOURS
Volunteers must sign-in at the beginning and sign-out upon completion of their shift and report immediately to their supervisor. Volunteers typically work 2 - 3 hours shifts one or two days a week.

APPEARANCE
Volunteers need to present a positive image to the public. It is expected that volunteers dress and grooming will be appropriate for a business environment and in keeping with the work assignment.

NAME TAGS
A volunteer's name tag must be worn at all times while volunteering in the Library.

CUSTOMER SERVICE
Many volunteers come into contact with Library patrons and may well be the first official contact a patron has with the Library. It is important, therefore, that volunteers maintain a professional, friendly demeanor at all times. All patron questions other than directional are to be referred to a staff member who is trained to provide informational services for patrons.

CONFIDENTIALITY/PRIVACY
Volunteers are not allowed to sit at public desks or use staff computers. All transactions between Library users and staff or volunteers are strictly confidential. Volunteers are required to uphold this policy. This includes any information about materials a patron has looked at, asked for, requested or checked out, as well as reference questions asked by Library users. Michigan Public Act 455 of 1982, the Library Privacy Act (MCL 397.601 - 397.606) stipulates that public library circulation and registration records are confidential.

PERSONAL DATA
Volunteers are responsible for updating personal data, such as change of address, contact telephone number, including emergency contact information with their supervisor.

TELEPHONE AND EQUIPMENT USE
The Library is a place of business. Personal telephone calls and cell phone calls are prohibited except in the case of an emergency and then must be kept brief and not made at a public desk. Ask a staff member if you need to make a telephone call. Library-owned equipment, including copy machines, fax machines, computers, puppets, supplies, and other materials are for Library use only and may not be used for personal business. No equipment or material is to be removed from the Library.

HEALTH AND SAFETY
Safety is everyone's job. Please notify your supervisor of any injury, whether minor or serious. Notify your supervisor if any assignment is causing you physical discomfort or could lead to personal injury.

DRUG FREE WORKPLACE
Use of alcohol or illegal drugs in the workplace is prohibited, as is the abuse of any drug or alcohol or reporting to work under the influence of drugs or alcohol. The Library is a smoke-free building. Smoking by persons 18 years and older, is permitted outside the entrances. Please step 10 feet away from the door for the comfort of our patrons.

HARASSMENT
All volunteers, as well as all Library staff, are strictly prohibited from harassing or making improper advances toward another person. This includes unreasonably interfering with a person's work or creating an intimidating, hostile, or offensive environment. Any such behavior must be reported to the Administration Office.

RECOGNITION
We cherish our volunteers. Volunteers are recognized during the year at a special appreciation party to honor them and thank them for their faithful service.

EMPLOYMENT
Volunteers who are interested in paid employment with the Library should apply and compete with all other applicants. The City of Troy website has a link to any job opportunities.

PERFORMANCE REVIEW
The supervisor will meet with the volunteer regularly to review the job performance. Evaluations will be informal and will be verbal. Please discuss with your supervisor if you have any questions or comments about your volunteer position.

DISCIPLINARY PROCEDURES
Volunteers, in their capacity as unpaid staff, are expected to meet the same standards of professionalism required of Library staff. Because an unsatisfactory volunteer is an unfair burden upon other volunteers and Library employees, those who fail to meet the requirements of the job descriptions or violate Library policies will be dismissed.

LEAVING THE VOLUNTEER PROGRAM
To end a volunteer commitment, please notify your supervisor of the decision and the effective date.