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Volunteer Policy

Created July 10, 2024

Becoming a Volunteer

Definitions

A volunteer is a person who performs a task at the Casey County Public Library without expectation or receipt of wages, benefits, or compensation (including travel expenses) of any kind. Examples of duties for volunteers include, but are not limited to, shelving, shelf reading, program preparation, and special projects. Volunteers are not eligible for worker’s compensation.

Per the Fair Labor Standards Act (FLSA) (29 CFR 553.103) library employees are prohibited from volunteering without pay to perform the same type of services the individual is employed to perform.

Applications

All volunteers are required to complete an application form. The form can be picked up at the front desk. This form is used to determine the individual’s eligibility for volunteer service, identifying skills that the library may use, indicate the length of service that is anticipated, and convey the reasons that such service is being provided. All completed applications are kept confidential.

Interviews

Prospective volunteers will meet with the Director or a supervisor to ensure that assigned activities will be appropriate for their needs. The supervisor will go over the description of duties to be performed and the Volunteer Policies during the interview with the applicant.

Background Checks

Background checks are required for any library volunteers who are 18 years of age or older and will be working with children. A background check may be requested at any time for library volunteers over the age of 18 regardless of assigned tasks. The library reserves the right to discontinue service based on the results of a background check.

Age

The minimum age for volunteers is thirteen. Volunteers under the age of thirteen may be permitted on a case-by-case basis with constant adult supervision. Supervision of persons under the age of thirteen will not be provided by the library’s staff. All volunteers under the age of sixteen must submit a permission form from their parent or legal guardian. This letter is required even if the volunteer will have constant adult supervision.

No minor seventeen years of age or younger shall be permitted to perform activities in any occupation determined to be “particularly hazardous” under the Fair Labor Standards Act (FLSA).

Types of Volunteers

Relatives of Employees

Family members of employees (who meet all qualifications) may volunteer for the library. Family members will be treated the same as any volunteer with all of the same privileges and benefits. Employees may not supervise family members who are volunteers.

Former Employees

Former employees who wish to volunteer will need approval from the Director, which will be granted on a case-by-case basis without setting precedent. Former employees cannot volunteer in their departments for at least a year after their separation date. After that date, they may be permitted to volunteer in their previous department but may not perform any tasks that would have been part of their previous job description.

Community Service Hours

Individual volunteers who are completing required service hours for a community or school organization are welcome at the library. It is the responsibility of the volunteer to keep track of any required paperwork. Reasonable time should be allowed for library staff to complete required paperwork.

The library will accept volunteers who are completing court-ordered community service hours for nonviolent, non-sexual offenses on a case-by-casebasis. In such instances, it is entirely up to the volunteer to ensure compliance with the court, proper documentation, and that necessary forms are completed. The library assumes no responsibility for maintaining documentation related to court-appointed community service. Such volunteers will be treated the same as any other volunteer in this regard.

Community Service Groups

The library welcomes the volunteer efforts of community service groups completing special projects for the library or providing specialized services. Approval of such group activities requires that one adult be designated as the group’s representative to the library. The group leader will be responsible for coordinating the activities of the individual members of the group, making contact with the library’s staff as appropriate, and monitoring the behavior of the group in the performance of its tasks.

Groups who wish to provide a service for the library should provide a written explanation of the activity to be performed, the extent of the services that will be provided, and an indication of the length of time this service will be provided. The library cannot guarantee that the results of a special project will be maintained as an ongoing activity of its staff member

Guidelines for Volunteering

Orientation

Volunteers for the library will be given a brief orientation on their first day. The orientation will include:

  • An introduction to the supervisor(s).
  • Introductions to other staff members.
  • A brief tour of the facility.
  • Agreement on a work schedule.
  • An overview of potential work assignments.

Volunteers will need to have their forms, including their emergency contact form, completed and submitted to the supervisor.

Scheduling

During their orientation, the volunteer will develop a schedule with their supervisor for their volunteer hours. Unless the volunteer notifies the supervisor, their attendance during scheduled hours is expected. Staff will ensure that adequate activities and plans are in place for volunteers during their scheduled hours. Failure to schedule volunteering time may result in a lack of activities being ready upon the volunteer’s arrival.

Dress Code

Volunteers are representatives of the library. The presentation of a positive, professional image is important to maintaining the library’s reputation in the community. As such, certain standards of dress and behavior are expected to be maintained.

Appropriate Attire

Volunteers should dress comfortably but appropriately for their work assignments. Clothing may not display graphical images or text that may be considered offensive. Shirts and shoes should be worn at all times, with noexposed midriffs. Slides, flip-flops, and high heels are prohibited. At all times, volunteers are expected to exercise good judgment and dress in a manner consistent with the library’s professional standards and the needs of the tasks that they are performing. If unsure of appropriate attire, the volunteer should consult a supervisor.

Body Art

The library respects the right of individuals who engage in body art (tattoos, piercings, etc.). Any visible display of body art must be appropriate for the library’s environment. Inappropriate pictures or words should be covered while volunteering.

Hair

The library respects the right of individuals to express themselves through their hair (different hair colors, wigs, religious coverings, etc.).

Behavior

Volunteers are expected to conform to the same behavior standards that are given for all of the library’s employees. Volunteers should not interfere with the work activities of the library’s staff. Volunteers should be respectful of the library’s working environment, both for the public and staff.

Acceptance of Gifts or Gratuities

It is unethical for library volunteers to accept valuable gifts from patrons. Candy, food products, and other inexpensive items are acceptable, but good judgment and caution is recommended when determining what is safe to accept from others. Volunteers should not accept money from a patron.

Cell Phone Use

A volunteer may have a cell phone while volunteering, but it’s recommended to keep its use to a minimum and be respectful of patrons and staff when taking phone calls. Cell phone service that becomes a distraction or disruption to volunteering will be addressed by a supervisor. Continuation of such behavior may result in discontinuation of service.Volunteers are not allowed to take pictures and/or video of others without explicit permission from anyone captured in the media. Violation of this rule may result in immediate discontinuation of service.

Personal Visitors

Volunteers should keep personal visitors to a minimum during volunteer hours. Personal visitors should also not interfere with completing tasks.

Harassment

The library strives to provide an environment free from all forms of harassment, including harassment based on race, color, religion, gender, age, national origin, ancestry, sexual orientation, or physical or mental disability.

Restrictions

While the library strives to make volunteering an exciting, positive experience, there are a few rules that need to be observed for the safety of volunteers, staff, and patrons.

Staff Areas

Volunteers may be allowed access to staff areas while volunteering, especially as a place to keep belongings. However, volunteers are not permitted in staff areas outside of their regularly scheduled volunteer hours.

Patron Privacy

Volunteers are not permitted behind the front desk when computers are on. Volunteers are also not permitted access to patron records or information at any time.

Building Access

Volunteers may be permitted keys as deemed necessary, either to the library proper or the building behind the library known as the “Annex”. However, for the safety of all involved, volunteers are not permitted in the building without the supervision of a library employee. Failure to comply may result in a revocation of access, up to a discontinuation of service.

Benefits

The library seeks to reward those whose volunteer efforts support the services provided by the library. Volunteering at your local library may qualify you for one of the following unique benefits.

Community Service Hours

Volunteer service hours at the library are recognized by many service organizations. The library will assist with the tracking of hours of all volunteers if and only if requested in advance, and will retain documentation of completed volunteer hours for three years after completion of service.

Letters of Recommendation

Volunteers who complete a minimum of twenty hours of service for the library may request that the library’s staff write letters of recommendation for their employment, both within the library and for other organizations. Volunteers should allow a reasonable time for such letters to be created. Letters of recommendation may be delivered to the volunteer or to the organization that requests them.

Volunteer Recognition

Volunteers who complete a minimum of twenty hours of service to the library will be recognized annually in April during National Volunteer Month.

Staff Events

Volunteers may be invited to attend some staff functions. Invitations are not a guarantee, as not all staff events will necessarily be open to volunteers.

Tax Deductions

Volunteers may be able to deduct expenses (ie. child care, travel, or other expenditures) that are incurred while conducting volunteer duties. Volunteers should consult with a tax professional to make these determinations.

Insurance

Volunteers are covered by the library’s liability insurance while conducting assigned tasks at the library. No other types of insurance are available to volunteers.

Discontinuation of Service

Volunteers may discontinue their service to the library at any time. Volunteers should notify the supervisor if service will be discontinued.

The library likewise reserves the right to discontinue the services of any volunteer at any time, with or without cause, at its discretion. The reasons for discontinuation of service may include (but are not limited to):

  • Failure to respond to supervision.
  • Failure to accomplish assigned tasks.
  • Failure to notify the supervisor when unable to report for scheduled work hours.
  • Causing a disturbance.
  • Hampering or disrupting the work activities of the library’s staff.
  • Inappropriate behavior.
  • All volunteer privileges and benefits are terminated at the time of discontinuation of service.

Library Information

Library Contact Information

  • Phone: (606) 787-9381
  • Fax: (606) 787-7720
  • Website: caseylibrary.org

Library Hours of Operation

  • Monday – Friday: 9:00 AM – 6:00 PM
  • Saturday: 9:00 AM – 3:00 PM

Supervisor Information