Volunteer Policies and Procedures
When you are a new volunteer at Wolfner Library, you may feel a little strange in your new surroundings. This is normal, and should be expected. Your fellow volunteers, the staff, and your volunteer coordinator want to help you get off to a good start. Feel free to ask them for help.
One of the first things you should do is carefully read this Handbook. It is designed to answer many of your questions about policies and procedures, what is expected of you, and what you can expect from us.
Once a volunteer has chosen a work schedule, it is expected that s/he will be available at the agreed-upon time. If you must miss a work session, please notify the Coordinator of Volunteers as soon as possible.
The first day you report to volunteer is your “official” anniversary date.
In order to ensure the safety of our users and our volunteers, it may be necessary at times to do background checks for certain positions. Each volunteer is asked to sign a release allowing us to do so if deemed necessary.
A volunteer bulletin board will be maintained by the Coordinator of Volunteers. It will be our way of keeping you informed about new policies, changes in procedures, recognition items, and special events. Information of general interest will be posted on the bulletin board.
We have an obligation to our users to maintain their confidentiality and respect their privacy. As you work with the staff, you might be exposed to information of a confidential nature. Such information is not to be shared with anyone else including family, friends or acquaintances. No one is permitted to remove or make copies of any records, reports or documents.
Please be prompt and consistent, and in your assigned area when expected. We rely on you to do the work prepared for you, and if you aren’t there we need to make other arrangements.
Take your lead from the staff and dress appropriately for the job you are doing. It is best to neither overdress nor underdress. Casual clothing is fine, but we ask that your attire be neat and conservative. Volunteers shall be neat and clean in their person and attire when on duty.
Volunteers are to immediately report every job-related injury, regardless of severity, to their staff contact. The Coordinator of Volunteers will maintain personal information to be used in case of emergency.
In case of a fire alarm, all persons should proceed to the nearest exit. From Wolfner Library Public Services, go to the front door. From Wolfner Technical Services, go out the dock area doors.
In case of a tornado alarm, all persons should proceed to the nearest enclosed hallway or stairwell. From Wolfner Library Services, go to the back hallway close to the dock area. You may remain in Wolfner Technical Services area, because the space is enclosed and underground.
Do not use elevators in emergency situations.
To assess the effectiveness as well as the strengths and weaknesses of the Wolfner Volunteer Program, it will be necessary to periodically evaluate the program and the volunteers.
When a volunteer leaves the office, we would like to discuss the reasons for leaving and any other impressions that you may have about Wolfner Library in an exit interview. During the exit interview the volunter can express him/herself freely. It is hoped that this will provide insights into possible improvements in the program. All information will be kept strictly confidential.
Volunteers are welcome to use staff break rooms and rest room facilities.
Volunteers will be given a name tag each time they are working in the building. It should be worn whenever you’re on duty, and returned before leaving, so it will be here the next time you volunteer. Volunteers working in the field will be issued name tags, and they should be worn when representing Wolfner Library.
We maintain a work description for each volunteer position. If you wish to see your volunteer work description, please see the volunteer coordinator.
It is the policy of the Secretary of State’s office to maintain a working environment free from all forms of discrimination or harassment, including that based on race, sex, color, ancestry, national origin, religion, or sexual orientation.
When working in the library, you are free to use the parking areas designated for our staff.
The State Information Center is a non-smoking facility. If you smoke, there are outside places appropriate for you to enjoy a short break. Smoking is not allowed in the front of the building, but is allowed at the rear of the building and on the second floor cafeteria patio. Please be courteous and concerned about the needs of others.
Volunteers shall not use any tobacco products while in direct public contact.
For safety and security reasons, you are expected to report to work with no mood altering substances in your body. Possession, sale or use of mood altering substances while volunteering will not be tolerated.
Please avoid personal telephone calls, visits or other interruptions while on duty. Should anyone need to call you, they should call the Volunteer office. No volunteer shall make a long distance personal call that would be billed to the office.
It is important for volunteers to sign in and out each time they report for work. Accurate and up-to-date records are important. This information is used for volunteer recognition, budget purposes and program promotion. Volunteer hours accumulated in training will be included in your service hours.
Volunteers working in the library should sign in and out in the volunteer office. Volunteers who work outside the library should keep a record of hours worked and submit this record to the volunteer coordinator monthly.