Adult Volunteer Policy

Statement of Purpose

The Hubbard Memorial Library Volunteer Program is designed to expand and enhance public service to the community. Volunteers contribute in every department of the library in so many ways. Our volunteers make it possible in these times of reduced budgets for the staff to offer the level of services that the community needs. Volunteers bring a treasured variety of experience and character to help make the Hubbard Memorial Library the special place it is. Volunteers generally provide support services to paid staff; work on special projects; or assist the Friends of Library. Volunteers are expected to act in accordance with library policies and to reflect positive customer service attitudes to all library patrons. We at Hubbard Memorial Library believe our volunteers are valuable and wonderful people and we will do our best to make sure their experiences here are meaningful, engaging, and enjoyable.

Selection of Volunteers

Volunteers are selected based on their qualifications in relation to the needs of the library at any given time and based on their ability to commit to a consistent schedule of volunteer hours. Selection of in-house volunteers is the responsibility of the Director.

Prospective volunteers are requested to fill out an application form and have an interview to be considered. Volunteers also must pass a Criminal Offense Records Investigation (CORI) as required by state law. Applicants who are under the age of 18 must also have signed permission from their parent or legal guardian.

Training and Supervision

Volunteers will receive training, if necessary, for duties not previously performed during the course of their volunteer work. Volunteers will be supervised by the Director or other staff members during their shift.

Schedule

Volunteers must choose a time slot which will be their regular weekly schedule. Two hour time slots are available on a first come-first serve basis. Tuesday and Thursday morning time slots are reserved for volunteers who have at least 3 years of volunteer service to the Ludlow library and have been approved by the director.

Volunteers are restricted to a maximum of 2 time slots per week. Additional time slots may be available at the director’s discretion.

Volunteers are asked that you notify the staff in advance if you will be unable to work your scheduled shift. Volunteers are advised to check the local news or the library Facebook page for notice of a delayed opening or closure.

Volunteers will sign in/out at the start/end of their shift.

Roles & Responsibilites

Hubbard Memorial Library volunteers are recognized by the public as representatives of the library and will be guided by the same work and behavioral policies as employees. They must adhere to the libraries rules of conduct, drug & alcohol, and sexual harassment policies. It is expected that each volunteer’s dress and hygiene will be appropriate for a business environment.

Tasks that volunteers may be asked to perform are below, but not all opportunities are available at all times:

  • Shelve books and other materials
  • Dust books and shelves
  • Shelf reading (making sure items are in proper order on shelf)
  • Pull holds
  • Light cleaning assignments
  • Garden tasks such as sweeping and raking, or maintenance

 Services provided by volunteers will supplement but not replace duties of the full or part time staff

Cell phones, Bluetooth headsets and bags must be left in the staff room during your shift.

Volunteers are responsible for maintaining confidentiality of ALL library information

From time to time, Volunteers may witness behavior of library patrons that does not seem in compliance with library policies. Volunteers should not intervene unless the immediate safety of persons or property is in danger. Concerns about behavior of library patrons should be brought to the attention of the library staff who will evaluate the situation and take action as needed.

The library is unable to provide liability insurance for volunteers, and volunteers are not eligible for workman’s compensation or other legal protections or benefits given to paid employees. Volunteers are asked to be alert at all times to safety hazards and to report unsafe acts or conditions to the library staff. Volunteers should also notify the director to any assignment which causes physical discomfort or which could lead to personal injury. All injuries, whether minor or serious, must be reported directly to the library director.

The association between the volunteer and the library may be terminated by either party at any time.

Conditions for Serving as a Volunteer

A volunteer is defined as an individual who performs hours of service for the Town of Ludlow for civic purposes, without promise, expectation or receipt of compensation, benefits, or privileges for services rendered.

Volunteers are not employees of the town except for the purposes of the Conflict of Interest Law under Massachusetts General Laws (MGL) Chapter 268A. (Volunteers performing services for a town or holding a municipal position, even though unpaid, is a municipal employee subject to the Conflict of Interest Law)

Volunteers are not covered by any of the Town of Ludlow benefit plans, including its’ workers compensation plan.

Volunteers are required to conduct themselves in an appropriate manner and are subject to the following policies: Anti-fraud and Conflict of Interest, Anti-harassment, Drug-free Workplace and Alcohol and Drug Use, and Workplace Violence. A copy of these policies will be provided to each volunteer and each volunteer will sign an acknowledgement of receipt. It is expected that each volunteer’s dress and hygiene will be appropriate for a business environment.

The library is unable to provide liability insurance for volunteers, and volunteers are not eligible for workman’s compensation or other legal protections or benefits given to paid employees. Volunteers whose services require them to use their personal vehicle should verify appropriate coverage with their personal insurance carrier.

Volunteers are asked to be alert at all times to safety hazards and to report unsafe acts or conditions to the Director. Volunteers should also notify the director to any assignment which causes physical discomfort or which could lead to personal injury. All injuries, whether minor or serious, must be reported directly to the Director.

Each volunteer must complete a volunteer application which will be maintained by the town’s Human Resource Department. The Human resources Department will complete a CORI background check and have the applicant complete a Hold Harmless Agreement.

The association between the volunteer and the library may be terminated by either party at any time.