1. Getting, Training and Keeping Volunteers in the Library Instructor: Carol Ross Thomas crthomas816@earthlink.net An Infopeople Workshop Winter 2004

2. 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.

3. Introductions Name Library Position What do you hope to learn today about volunteers in the library?

4. Workshop Overview Getting & Training Volunteers: Recruitment, Interviewing, Orientation & Teaching Keeping Volunteers: Supervision & Recognition

5. What is A Volunteer? A volunteer is a person who gives of his/her time without compensation or promise of reward

6. Why Use Volunteers?

7. 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

8. 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?

9. 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

10. 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?

11. 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

12. 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

13. What’s Wrong With This One? SHELVING BOOKS One 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

14. Example of A Good Job Description: Library Recycling Volunteer DESCRIPTION: To assist with the library’s recycling program QUALIFICATIONS: *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

15. 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

16. Short-Term versus Long-Term Volunteers How many of you handle short-term volunteers? Do you handle them differently than longer term volunteers?

17. Try Asking Staff… If you had a volunteer, what would you have them do? Write down three things YOU would have them do.

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. Volunteer Forms Application Emergency Contact Assignment Agreement Time Sheet

26. Background Checks Fingerprinting done: at your facility through Live Scan through the local law enforcement agency Reference Checks other volunteer experience employers personal

27. 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

28. 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

29. 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

30. “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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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”