Interview and Orientation
All prospective volunteers will be interviewed by the Volunteer Coordinator to establish suitability of
applicants to particular volunteer jobs. After an agreement is reached, a new volunteer will receive
further orientation concerning volunteer policy and procedures by the Volunteer Coordinator.
Training
On-the-job training will be conducted as needed in the department to which the volunteer is assigned.
A volunteer in a particular department will be responsible to an assigned staff member in the assigned
department and the Volunteer Coordinator. Some volunteers will work in different departments and
will be responsible to various staff members and the Volunteer Coordinator. “Volunteers are staff
members who work for the Library without remuneration. Acceptance of a volunteer position on the
part of the volunteer carries with it an obligation to abide by current Library policies, which may be
changed at any time by the Board of Trustees.” (Library Personnel Policy: Section IV. B. 9.)
Entering and Exiting the Library Building
Volunteers will work during regular business hours the library is open, and will enter and exit through
the main entrance.
Parking
Volunteers are encouraged to park on the streets near the library where there are no meters, or in the
city parking garage located diagonally from the library. The city parking garage offers 2 hours of free
parking.
Attendance and Punctuality
Schedules are planned to give the library coverage needed to provide adequate and efficient library
service. Regularity and dependability are essential to the success of the volunteer program. If a
volunteer anticipates being absent or late, they are asked to notify the Volunteer Coordinator ahead of
time if possible, by calling 847-553-5100.
Schedule
The library values all volunteers and the time they put into the library, so the library works as best as
possible to accommodate for any time constraints a volunteer may have and will make schedule
changes as needed. The library does have set shifts for certain tasks, and asks volunteers to conform to
the set shifts if possible. The schedule for days and times that a volunteer will be present is created by
the volunteer and the Volunteer Coordinator.
Time Sheets
Volunteer time sheets are provided in binders at three locations: Customer Service Desk, Children
Department Desk, and Collection Management Department. Volunteers are to record the dates worked
and the “time in” and “time out.” The total time worked should be rounded off to the nearest quarter
hour.
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Breaks
Volunteers are welcome to take a 15 minute break during their schedule shift if the shift is 2-4 hours
long, and two 15 minute breaks if their shift is 4+ hours. Bathroom breaks may be taken as needed,
within reason. Once a volunteer has established reliability with staff, that volunteer will be welcome to
use the staff break room. Volunteers must notify a staff member when they are taking a break, and
report back to the same staff member when they return.
Conduct and Dress
Volunteers are considered an extension of the library staff, and as such are met with certain
expectations regarding conduct and appearance. “The library’s tagline “Putting Quality in Your Life”
should be the guiding principle in how we conduct ourselves toward patrons and fellow staff.”
(Employee Handbook pg12.) Volunteers are expected to be courteous and well mannered to all patrons.
As for appearance, “the library supports a business casual appearance each day.” (Employee Handbook
pg 13.) Volunteers are encouraged to dress as staff, but may wear blue-jeans whenever they volunteer.
Volunteers may wear clothing that is comfortable and appropriate. Common sense is expected in
choosing appropriate attire. Should the attire be deemed unsuitable the volunteer will be asked to go
home and change their clothing. A volunteer who regularly disregards the conduct and dress
expectations will be removed from the volunteer program. Volunteers are required to wear volunteer
badges at all times while volunteering.
Physical Demands
Volunteering is similar to most jobs in that there are certain expectations of the individual. Listed below
are some physical demands that volunteers are expected to meet.
 Able to be moving around for two hours at a time.
 Ability to stand for periods of time.
 Able to reach 6 foot bookshelves, as well as floor level bookshelves.
 Able to lift up to 35 pounds.
 Able to handle books and other library materials.
 Able to move heavy book carts.
Skills Needed
In order for the volunteer experience to go well for both the library and the volunteer; the volunteer
must have a positive attitude and a certain skill set. Listed are some skills that are considered ideal for
the volunteer to possess.
 Willingness to learn new tasks.
 Attention to detail.
 Able to work independently.
 Pleasant, able to work with a diverse public and staff.
 Good listening, communication, and telephone skills.
 Ask questions when help or further training is needed.
 Able to deal with emotional patrons in a calm manner and refer patron to a staff member.
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Evaluation
Volunteers will be evaluated periodically to assess the positive growth of the volunteer program.
Negative evaluations will result in the dismissal of a volunteer. An example of the evaluation form is at
the end of the booklet.
Completion of Volunteer Service
Volunteers are greatly appreciated and valued at the library; however the nature of volunteerism leads
to the inevitable departure of a volunteer. When a volunteer feels that their time volunteering at the
library has come to an end, please give the courtesy of notifying the Volunteer Coordinator instead of
just not showing up.
Volunteer Task Descriptions
Children’s Department
The Children’s Department makes available to the community many different types of materials, namely
books, CDs, DVDs, and magazines. Accurate item shelving is vital to upholding our standards of
customer service and plays a key part in the patron’s overall library experience. Accurate shelf reading
and section maintenance are also key elements in ensuring our ability to provide the patron with a
satisfying library experience.
Title: Children’s Department Shelver
Definition: Shelve library materials in correct order in their particular location, and maintain regular and
special collections of library materials.
Responsible To: Assigned Children’s Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Shelve materials in proper location.
2. Shelve new materials in proper “New” location.
3. Weed worn or outdated materials as directed.
4. Shift library materials to meet space requirements as needed.
5. Inventory library collection as directed.
Task Specific Qualifications:
1. Ability to file alphabetically and numerically according to Dewey Decimal system.
Time required of volunteer:
Varied.
Expectation: It is reasonable to expect that a full cart of non-fiction books be shelved in 90 minutes. A
full cart of DVDs should be shelved within 30-45 minutes. In Kids, a full cart of Picture Books should be
shelved within 2 hours.
Title: Children’s Department Shelf Reader and Section Maintenance
Definition: Shelf reading is the process by which one scans the different materials sections to make sure
that the titles are in order according to the proper shelving method. If an item is out of place, it is
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removed and placed in the correct order. Section maintenance involves the cleaning up of a particular
shelf or section so that it is presentable and can be easily browsed.
Responsible To: Assigned Children’s Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Weed worn or outdated materials as directed.
2. Shift library materials to meet space requirements as needed.
3. Shelf read in regular stacks and special collections as requested.
4. Inventory library collection as directed.
Task Specific Qualifications:
1. Ability to file alphabetically and numerically according to Dewey Decimal system.
Time required of volunteer:
Varied.
Expectation: These two tasks can be done together. It is reasonable to expect that 2 shelves be read and
properly maintained in an hour.
Title: Children’s Department - Craft Preparation
Definition: Preparation involves everything from cutting out images or figures to sorting like materials
together. The materials needed for the preparation and specific instructions will be provided by a
librarian.
Responsible To: Assigned Children’s Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. The Children’s department often plans craft projects for the children of the community. Many
times this involves some preparation.
Task Specific Qualifications:
1. Creativity.
Time required of volunteer:
Varied.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Customer Service Department
Volunteers working in Customer Service provide information and customer service at the Circulation
Desk. They shelve materials, review incoming materials for damaged or missing parts, answer basic
questions about library services; assist patrons with use of equipment and computers; answer the
telephone and route calls as needed.
Possible equipment to be used:
Photocopier
Phone Disc Cleaner
Self Check-Out Stations
Book Carts
Printer Card Dispenser Public computer lab workstations
Title: Plant Volunteer
Definition: Responsible for care of plants inside library building
Responsible To: Volunteer Coordinator or designated WPL employee
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Typical Duties of position include but are not limited to:
1. Water plants as needed, at least weekly.
2. Feed plants on regular basis, and use insect spray as needed.
3. Re-pot or trim plants as needed.
4. Wash or wipe plant leaves as needed.
5. Check supplies and request replacements. (request goes to Volunteer Coordinator)
6. Tend to seasonal plants as necessary, e.g. Christmas poinsettias.
Task Specific Qualifications:
1. Interest in and experience with house plants.
Time Required of Volunteer:
One to two hour block of time weekly.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Customer Service Assistant
Definition: Provide assistance in Customer Service Department as required.
Responsible To: Assigned Customer Service staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Assist with check-In: Reviewing materials for damage or missing parts
2. Assist with check-In: Organize material in Call Number order on “To Be Shelved” carts once they
have been checked-in by staff.
3. Answering the telephone courteously and directing calls as needed.
4. Calling to notify patrons when their “Hold Item” is available for pick-up.
Task Specific Qualifications:
1. Ability to file alphabetically and numerically according to Dewey Decimal system.
Time required of volunteer:
Varied.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Customer Service Shelver
Definition: Shelve library materials in correct order in their particular location, and maintain regular and
special collections of library materials.
Responsible To: Assigned Customer Service staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Shelve materials in proper location.
2. Shelve new materials in proper “New” location.
3. Weed worn or outdated materials as directed.
4. Shift library materials to meet space requirements as needed.
5. Shelf read in regular stacks and special collections as requested.
6. Inventory library collection as directed.
Task Specific Qualifications:
1. Ability to file alphabetically and numerically according to Dewey Decimal system.
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Time required of volunteer:
Varied.
Expectation: It is reasonable to expect that a full cart of non-fiction/fiction books be shelved in 90
minutes. A full cart of DVDs should be shelved within 30-45 minutes. It is reasonable to expect that 2
shelves be read and properly maintained in an hour.
Title: Customer Service Clerical Volunteer
Definition: Assist library staff members with routine clerical tasks.
Responsible To: Assigned Customer Service staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Photocopy, collate, staple, bind, and fold printed materials.
2. Collect and tabulate statistical data.
3. Data entry and word processing using library computers.
4. Filing.
Task Specific Qualifications:
1. Computer knowledge/experience.
Time required of volunteer:
Varied.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Customer Service Patron Assistant
Definition: Assist librarians by showing patrons how to use technology and locate particular areas and
services within the library.
Responsible To: Assigned Customer Service staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Show patrons how to use self-checkout machine, online catalog, databases, and internet.
2. Show patrons how to use photocopier.
3. Show patrons how to use micro-film reader/printer.
4. Explain patron parking according to current guidelines.
5. Direct patrons to desired departments/areas within building, e.g. meeting rooms, new book
sections, restrooms, etc.
Time required of volunteer:
Varied.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Customer Service Computer Technical Assistant
Definition: Assist Customer Service and Children’s Department librarians with patron needs regarding
public access computers and printers.
Responsible To: Assigned Customer Service/Children’s Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Put paper in printers.
2. Clear simple paper jams in printers.
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3. Change printer cartridges as needed.
4. Give basic internet assistance to patrons.
5. Assist patrons with simple word processing procedures.
Task Specific Qualifications:
1. Computer knowledge/experience.
Time required of volunteer:
Varied.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Homebound Delivery Driver
Definition: Responsible for regularly scheduled delivery of library materials to homebound patrons.
Responsible to: Homebound Delivery Coordinator: Mary Maxwell and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Deliver library materials, which have been selected and checked out by Homebound Delivery
Coordinator, to homebound patron at his/her home.
2. Pick up previous delivery to return to library.
3. Communicate patron requests to Homebound Delivery Coordinator verbally and in writing.
4. Check library materials in or out to homebound patrons using Millennium as directed by
Homebound Delivery Coordinator
5. Tabulate home delivery statistics once monthly as directed by Homebound Delivery
Coordinator.
Task Specific Qualifications:
1. Must have valid driver’s license and proof of current auto insurance.
2. Good driving record.
3. Interest in and ability to communicate well with elderly persons.
4. Appropriate background to be in contact with elderly population.
Time required of volunteer:
Approximately three-four block of time twice monthly. (First and third Monday of month or
second and fourth Monday of month.)
Expectation: The delivery of all issued library materials is expected to be completed within the
scheduled shift.
Collection Management Department
Title: Collection Management Department Volunteer
Definition: Provide assistance in Collection Management Department as required.
Responsible to: Designated Collection Management Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Process paperback books – labeling, stamping, placing RFID tag, taping, etc.
2. Process adult and juvenile books – cutting and placing jackets on books.
3. Process audio-visual materials. (CD’s, DVD’s, videogames)
4. Withdraw library materials from Circulation module in computer.
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5. De-process withdrawn library materials for Friends of the Library (for used book sales), by
crossing out barcodes, deactivating RFID tag, and stamping withdrawn.
6. Assist Acquisitions Clerk with filing, opening boxes, etc
Time required of volunteer:
Minimum three hour block of time once per week.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Mending Volunteer
Definition: Mend worn or damaged library books so they can be returned to circulation.
Responsible to: Designated Collection Management Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Mend books – e.g. glue spine, tape cover, tape torn pages, erase pencil or pen marks, glue pages
in place, etc.
2. Clean book covers.
3. Perform other mending tasks as needed.
Task Specific Qualifications:
1. Interest in preservation of library materials.
2. Creativity.
Time required of volunteer:
Minimum two hour block of time once per week.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Title: Volunteer Mending Leader
Definition: Act a liaison between Collection Management Department and mending volunteers; assist
staff with training of mending volunteers and supervising their work.
Responsible to: Designated Collection Management Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Train mending volunteers in all phases of book mending.
2. Check work and answer questions of mending volunteers.
3. Check stock of mending supplies and request new or replacement items as needed.
Task Specific Qualifications:
1. Successful experience as mending volunteer.
Time required of volunteer:
Minimum two or three hour block of time.
Expectation: Any assigned task is expected to be completed within the scheduled shift.
Bookmobile Department
Title: Bookmobile Volunteer
Definition: Provide assistance in Bookmobile Department
Responsible to: Designated Bookmobile Department staff and Volunteer Coordinator.
Typical duties of position include but are not limited to:
1. Cleaning Books
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2. Mending Books
3. Shelving Books
4. Maintaining Book Collection Locations
5. Maintain School Bookmobile Notebooks
6. Maintain Bookmobile bulletin boards
Task Specific Qualifications:
1. Ability to place material in order alphabetically and/or numerically according to Dewey Decimal
system.
2. Computer knowledge/experience.
3. Must be able to use Fantastic or 409 cleaner without getting a skin rash or have skin sensitivity
to the cleaning product.
4. Creativity.
Time required of volunteer:
Varied.
Expectation: Any assigned task is expected to be completed within the scheduled shift. It is reasonable
to expect that a full cart of non-fiction/fiction books be shelved in 90 minutes. For children’s books, a
full cart of Picture Books should be shelved within 2 hours. It is reasonable to expect that 2 shelves be
read and properly maintained in an hour.
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Waukegan Public Library Volunteer Evaluation Form
Name: _____________________________________
Period of Evaluation: _________________________
Total # of hours contributed: ___________________
Rating Scale:
1 = needs improvement
2 = fair
3 = good
I.
4 = very good
5 = excellent
N/A = not applicable
PROFESSIONALISM
Understands purposes and mission of Waukegan Public Library
Understands and complies with confidentiality
Relates well with public and staff
Exhibits poise in handling difficult situations
Exhibits sincere interest and enthusiasm towards work
II. RESPONSIBILITY
Commits to scheduled shifts
Completes assignments in a timely fashion
Pays attention to detail
Demonstrates willingness to take on assignments
III. EFFECTIVENESS
Follows through on assignments
Asks questions when in doubt
Uncovers and communicates all pertinent facts
Welcomes opportunities to learn information or procedures that will make work more effective
Comments:
_____________________________________________________________________________________
Signature of Supervisor:
________________________________________
Date: _______________________
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