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Library Volunteer Policy

Volunteer Application Form

Library Volunteer Policy

Volunteers may be used for many jobs in the library. These jobs must be approved by the Executive Director and be ratified by the Board of Trustees when appropriate. The use of individual volunteers is at the discretion of the Executive Director.

The Library District will have a Volunteer Coordinator. This duty will be assigned to a library employee. The Coordinator will instruct volunteers in such policies and procedures as may apply to them.

There will be no monetary remuneration or benefits for any volunteer.

Volunteers are required to fill out a volunteer application form and submit three (3) references.

Volunteers will be supervised by the Department Head or senior employee in the department to which the volunteer is assigned. Volunteers may be reassigned or dismissed from a job at the discretion of the Executive Director.

Volunteers shall not work for the library if they are using alcohol or are under the influence of drugs at the time.

Volunteer Handbook

Mission Statement

The mission of the Franklin Park Public Library District is to maintain and improve the quality of life for people of the community by providing multi-faceted access to educational and recreational information while promoting the value of the Library and its services.

Reporting

Unless otherwise specified, volunteers report to the library’s Volunteer Coordinator. The Volunteer Coordinator may arrange for specific volunteers to report to members of other departments, especially if the volunteering activity requires close coordination or supervision.

Please note that the “person in charge” of the library varies according to who is present. In descending order these are the Executive Director, Assistant Director, Head of Adult Services, Librarian with the most seniority. This is useful to know if you have questions when the Volunteer Coordinator (or other assigned supervisor) is not available.

Relevant Policies

Library Hours

The library is open seven days a week:

Monday – Thursday 9 AM – 9 PM
Friday and Saturday 9 AM – 5 PM
Sunday 1 PM – 5 PM

Holiday Closures

The library is closed on the following holidays:

New Year’s Day
Easter Sunday
Sunday prior to Memorial Day
Memorial Day
Sunday prior to Independence Day when Independence Day falls on a Monday
Independence Day
Sunday prior to Labor Day
Labor Day
Thanksgiving Eve after 5 PM
Thanksgiving Day
Day after Thanksgiving
Christmas Eve Day
Christmas Day
New Year’s Eve after 5 PM

Behavior Standards

A few of the behavior standards adopted for employees also apply to volunteers:

  1. Library services shall be rendered on a strictly impartial basis to all patrons.
  2. Volunteers shall be courteous, demonstrate good teamwork, be willing to share
    assignments, and show respect for fellow volunteers and employees. Volunteers
    should maintain a sense of fairness and tolerance toward the point of view of
    others.
  3. Volunteers are expected to wear attire appropriate to their tasks. They shall
    maintain commonly accepted levels of personal hygiene.
  4. Volunteers should be mindful that, in the eyes of the public, they function as
    public relations representatives of the library.
  5. Smoking is permitted only in designated outdoor areas.
  6. Volunteers may be dismissed due to poor work performance or poor conduct, or for
    violations of Federal, State or local laws. Grounds for dismissal include:
    1. Negligent or unsatisfactory work performance
    2. Disruptive attitude or abusive language
    3. Conduct resulting in injury to others, hazardous conditions, or damage to property
    4. Violation of library rules, regulations, procedures or practices
    5. Unreported absences
    6. Repeated tardiness
    7. Use or possession of alcohol or illegal drugs, substances, or intoxicants while on the job

Notice of Absence

If you are unable to be at your volunteer assignment, be sure to call the library to report your absence.

Email and Internet Use

The Employee E-Mail and Internet Use policies are adopted for application to volunteers:

Volunteers who have e-mail and /or Internet access are expected to use this access to improve library services. Internet use that helps familiarize volunteers with information providers and useful information sites is encouraged. Personal use is discouraged. Excessive personal use may be grounds for dismissal.

Library computers are library property. Their use can and may be monitored and Internet histories checked at any time.

Personal Telephone Calls

Personal telephone calls are discouraged. Emergencies, of course, arise but such calls are expected to be of minimal length. Telephone calls placed for personal business or recreational use are forbidden.

Remuneration

Volunteers are not paid for their services, though they may be reimbursed for volunteer related automobile use (the standard US rate applies), meals, etc. Activities which may lead to such reimbursement must be approved in advance by the volunteer’s supervisor and the Executive Director.

Emergency Manual

The library maintains an Emergency Manual. Copies are available in all departments. Volunteers are expected to read it and to know where it can be easily found.

Sexual Harassment Policy

The Library District has adopted a Sexual Harassment Policy. In brief, employees shall not be subject to sexual harassment. This is also true of volunteers. Extending this policy to volunteers, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when:

  1. Submission to such conduct is made either explicitly or implicitly a term or
    condition of an individual’s volunteer status
  2. Submission to or rejection of such conduct by an individual is used as the basis
    for volunteer status decisions affecting such an individual
  3. Such conduct has the purpose or effect of substantially interfering with an
    individual’s work performance or creates an intimidating, hostile, or offensive
    working environment

The Sexual Harassment Policy in its entirety follows:

Sexual Harassment Policy

  1. It is the policy of the Franklin Park Public Library District that no employee shall be subject to sexual harassment.
  2. Sexual harassment is a form of sexual discrimination and is illegal.
  3. Unwelcome sexual advances, requests for sexual favors and other verbal or
    physical conduct of a sexual nature constitute sexual harassment when:
    1. submission to such conduct is made either explicitly or implicitly a term of condition of an individual’s employment,
    2. submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or
    3. such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creates an intimidating, hostile, or offensive working environment.

    Sexual harassment prohibited by this policy includes verbal, physical or other conduct of a sexual nature. The terms intimidating, hostile or offensive as used above include conduct which has the effect of humiliation, embarrassment or discomfort. Sexual harassment can occur between men and women, or members of the same gender. This behavior is unacceptable in the work place itself and in other work-related settings such as business trips and business-related social events.

  4. Prohibited acts of sexual harassment can take a variety of forms ranging from subtle pressure for sexual activity or contact to physical contact. At times the offender may be unaware that his or her conduct is offensive or harassing to others. One example of sexual harassment is where a qualified individual is denied employment opportunities and benefits that are, instead, awarded to an individual who submits (voluntarily or under coercion) to sexual advances or sexual favors.
  5. Sexual harassment also includes unwelcome sexual flirtations, advances, or propositions, verbal abuse of a sexual nature, unnecessary touching of an individual, sexually degrading words used to describe an individual, a display in the workplace of sexually suggestive objects or pictures, sexually explicit or offensive jokes or physical assault where the conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

    The most severe and overt forms of sexual harassment are easier to determine. On the other end of the spectrum, some sexual harassment is subtler and depends to some extent on individual perception and interpretation. An example of the most subtle form of sexual harassment is the use of endearments. The use of terms such as ‘honey,’ ‘darling’ and ‘sweetheart’ is objectionable to many women who believe that these terms undermine their authority and their ability to deal with men on an equal and professional level. Another example is the use of compliment that could potentially be interpreted as sexual in nature. Below are three statements that might be made about the appearance of a woman in the workplace:

  • ‘That’s an attractive dress you have on.’
  • ‘That’s an attractive dress. It really looks good on you.’
  • ‘That’s an attractive dress. You really fill it out well.’

The first statement appears to be simply a compliment. The last is most likely to be perceived as sexual harassment, depending on the individual’s perceptions and values. To avoid the possibility of offending an employee, it is best to follow a course of conduct above reproach, or to err on the side of caution.

  • Any incident of sexual harassment must be reported as quickly as possible but in no event later than six (6) months after the occurrence. All reports and investigative procedures shall be confidential. Reports should be made to an employee’s immediate supervisor who shall submit a written report to the Executive Director within seven (7) days of receiving the report. If the immediate supervisor is involved in the sexual harassment, a written report must be submitted directly to the Executive Director. All complaints of sexual harassment will be investigated by the Executive Director, and a written report by the Executive Director of the disposition of the claim will be returned to the person making the report within thirty (30) days of the date upon which the Executive Director receives a written complaint. Direct contact to the Board of Library Trustees may be made should the complaint involve actions or inaction by the Executive Director. There shall be no retaliatory action taken by any employee, supervisor, the Executive Director, or by the Board of Trustees against any person making a sexual harassment complaint. Any employee who is found to have sexually harassed another employee shall be disciplined at the discretion of and in the manner determined appropriate by the Executive Director or the Board of Library Trustees as the case may be. Notwithstanding the terms of this policy, all employees of the District shall remain at-will employees of the District and this policy does not abrogate the discriminatory cause or for no cause, except that retaliatory discharge is prohibited.
  • It is hoped that most sexual harassment complaints and incidents can be resolved through the District’s internal complaint process discussed above; however, an employee who believes he or she is the victim of sexual harassment may bring his or her complaint to the attention of the Illinois Department of Human Rights at: Illinois Department of Human Rights, James R. Thompson Center, 100 West Randolph Street, Suite 10-100, Chicago, Illinois, 60601, Phone (312) 814-6245.

    Within 180 days after the date that a civil rights violation allegedly has been committed, a charge in writing under oath or affirmation may be filed with the Illinois Department of Human Rights by an aggrieved person. The Department must then require the respondent to file a verified response within 270 days thereafter. The complainant may replay to said response within 60 days after it is filed. After the respondent is notified, the Department is required to conduct a full investigation of the allegations. Where there is a failure to settle any charge through conciliation, the Department is required to prepare a written complaint. At any time after a charge is filed, the Department or complainant may petition the appropriate court for temporary relief, pending final determination of the proceedings under the Illinois Human Rights Act. The petition shall be filed in the Circuit Court for the county in which the respondent resides or transacts business or in which the alleged violation took place.

    A copy of this policy is to be provided to the Illinois Department of Human Rights upon request.



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