Vol. 8, Issue 1

Spring 2005

Friend’s Day Supplement 2

Risky Business – You and Your volunteers
Resources

Toronto Public Library – Volunteer Management Planning
Volunteer management ideas and documents
Sample Documents from Toronto Public Library  volunteer program

See also conference program website -  http://www.accessola.com/focal/Conferences/OLA-2005/volunteer.htm

 

FOCAL Programmes at Ontario Library Association Superconference  Friend’s Day 2005


Risky Business – You and Your volunteers  PowerPoint presentation

Derek Zulesky of the Education Safety Association of Ontario and Greg Kelner of the Toronto Public Library worked together to explain why volunteers in libraries need a health and safety orientation program, and provided an example of an established program

An orientation program has a number of benefits, relating to providing services and public relations. A health and safety system which is part of your orientation program is used to recognize, access and control hazards in order to reduce or eliminate injuries.

A question at the end of the session confirmed what many had come to realize – Can a Friends group be sued? The answer is yes.

A good orientation brings a good return on investment. Your volunteers come to believe that you are concerned about their safety, by making them aware of health and safety issues, providing consistent information and wanting them to be part of a productive and profitable team.

Due Diligence

The concept of “due diligence” means that the organization’s Board members understand their duties under the law and take reasonable steps to carry them out, being proactive in taking all reasonable care.

Due Diligence requires you to:
 

 Risky Business – Volunteers and Due Diligence

 Orientation

There can be general orientation, such as that offered to all new volunteers. This could include policies and procedures, reporting relationships, facility tours, policies about fire safety, first aid and workplace hazardous materials, emergency procedures, ergonomics, injury prevention to list a few.

Specific jobs can have their own orientation, with a detailed job description and a job hazard analysis.  Derek provided an example for a snack bar clerk, and gave an outline of the content of the job description, as well as a job hazard analysis. This analysis includes the steps of the job, tools and material needed, a review of health and safety hazards and control measures in place.

Resources

A number of resources were highlighted during Derek’s presentation:

H&S and the Volunteer Publication of the Education Safety Association of Ontario ESAO. Price  $10.00 (http://www.esao.on.ca/scriptcontent/index.cfm > Resource Books)

WSIB site - description of health and safety orientation:

http://www.oshforeveryone.org/wsib/osh_pgm/training/orientation.html

The Ministry of Labour provides an excellent site for general information.  It provides guides for understanding the Occupational Health & Safety Act, a guide for JHSC, smoking in the workplace, etc. This is one site that is useful as a resource  - http://www.gov.on.ca/LAB/ohs/ohse.htm

The Canadian Centre for Occupational Health and Safety is also an excellent resource site especially for JHSC guidelines and formation as well as having a large inventory of very good safety material.

http://www.ccohs.ca/

 

The Education Safety Association of Ontario, links to other sites, safety information http://www.esao.on.ca  “Resources”, “Related , Links”

 

Toronto Public Library – Volunteer Management Planning  PowerPoint Presentation

Greg’s presentation went on to describe the volunteer management program at the Toronto Public Library. There are over 1000 volunteers involved in key programs such as reading, homework clubs and adult literacy. They experience a  40% turnover of volunteers every year.

Greg shared with us a volunteer manual, and documents from a training program that took one to two years to develop. Each volunteer position has a profile, outlining their responsibilities and qualifications. The profile also describes orientation and training sessions, the supervision and assistance provided by the library, and the location of volunteer-client meetings.

Volunteers fill in an application form and provide references. An interview is conducted, and a police records check takes place. One listener asked how to turn down a volunteer, and a number of strategies were suggested:

The training program for volunteers at Toronto Public Library contains elements of due diligence and includes steps to show reasonable care as described by Derek. A volunteer does not receive a placement until they have completed the training program. Onsite supervision and ongoing training continue after the placement.
 

Volunteer management ideas and documents

Visit our website (http://www.accessola.com/focal/Conferences/OLA-2005/volunteer.htm) to find volunteer management ideas and documents, including those handled out at this presentation.  The Southern Ontario Library Services maintains a comprehensive resource list on this topic -  www.sols.org/links/clearinghouse/hrresources/index.htm#Volunteer

 

Barrie Public Library - Volunteer Policy
Camrose Public Library - 18.0 Volunteers Page 43-44
Chatham-Kent Public Library Policy: VOLUNTEERS
Chinook Regional Library Role of volunteers
Cobourg Public Library Volunteer Program
Hamilton Public Library. Secondary School Students Volunteer Commitment Guidelines.
Kingston-Frontenac Public Library. > About Us > Volunteering Volunteering at KFPL.

Lacombe Public Library Personnel Policies - Library Volunteer Job Description Page 23-14
Medicine Hat Public Library - Policy Volunteers
Ontario Public Library Guidelines - 5.2 Links with other organizations and individuals
Salt Spring Public Library Association Volunteer Handbook
Surrey Public Library Policy Manual - 1.6.0 Volunteers

Trillium Public Library (fictional library)- Volunteer policy
Wainright Public Library 4.5b Library Volunteers

Whistler Public Library Policy Manual - 1003.1 Friends of the Whistler Public Library Society

Woodstock Public Library. Policy Manual. Section 11.Volunteers

Sample Documents from Toronto Public Library  volunteer program.