Volunteer Policy – Library

Adopted by St Agnes Parish Council on 9th August 2019

Guidance for working with volunteers issued by Cornwall Council.

NB: due to the length of the document this is an abridged summary of  the policy. Please download the pdf for the complete, original document.

Contents

  • Introduction
  • Process
    • Internal Process Flowchart
    • The Volunteer Journey
    • Volunteer Induction Checklist
    • Volunteer Needs Assessment
  • Templates
    • Application Pack Cover Letter
    • Application Form
    • Volunteering Opportunities
    • Volunteer Agreement
    • Emergency Contact/Next of Kin
    • Reference Request Form
  • Working with Volunteers – Guidance

Introduction

This pack is based on information used by Cornwall Council Libraries as guidance for working with volunteers.
The purpose is to provide guidance on effective ways to work with volunteers in order to get the best out of them and to treat them appropriately.

Internal Process Flowchart

Steps include: completing a needs assessment form, advertising roles, receiving enquiries, providing application packs, interviewing, seeking references, carrying out induction, and beginning volunteering. Ongoing informal but scheduled meetings support volunteers in their roles.

The Volunteer Journey

Potential volunteers make an expression of interest and are provided with an application pack. After returning the form, they are invited to an informal interview. If successful, references are sought, and following satisfactory references, an induction is arranged. Volunteering then starts, with periodic meetings to check support and development needs.

Volunteer Induction Checklist

The checklist covers role description, emergency contacts, code of conduct, supervision, time commitments, volunteer agreement, sickness reporting, practical details (tour, introductions, workspace, H&S), and policies (equal opportunities, safeguarding, confidentiality, complaints, social media).

Training

Volunteers may be trained in Health & Safety, Data Protection, Safeguarding, Information Governance, DBS checks, and specific library duties (shelving, displays, IT support, assisting with online services, customer support, etc.).

Volunteer Needs Assessment

This ensures an appropriate number of volunteers are recruited for genuine needs, avoiding oversubscription. Organisations should recruit a ‘bank’ of volunteers to provide cover and flexibility.

Application Pack – Cover Letter

Template text thanking applicants, outlining pack contents (application form, role info, volunteer agreement), and explaining why information is required.

Volunteer Application Form

Includes personal details, reasons for volunteering, skills, availability, safeguarding declarations, agreement to references, privacy statement, support needs, and reference contacts.

Volunteering Opportunities

Roles include host, IT support, storytime/rhymetime support, children’s/adult activity support, and steering panel member. Responsibilities range from helping customers and supporting IT use, to delivering events, activities, and promoting the library.

Volunteer Agreement

Sets out what volunteers can expect (role profile, supervision, training, insurance, policies) and what is expected of them (commitments, confidentiality, respect, compliance with policies). Either side may terminate the agreement.

Emergency Contact / Next of Kin

Form template for volunteer and next of kin details.

Volunteer Reference Request

Template form asking referees to confirm applicant suitability, reliability, communication, confidentiality, etc.

Working with Volunteers – Guidance

Guidance issued by Cornwall Council covers:

  • The value volunteers bring
  • Challenges when volunteers first join
  • Importance of retention and minimising drop-outs
  • Attracting volunteers, including seasonal trends
  • Declining offers of support (oversubscription, lack of staff capacity)
  • Ensuring volunteers are happy
  • Volunteers as assets, not “free labour”
  • Managing negative volunteers
  • The significance of peer support
  • Volunteer management as an organisation-wide issue
  • Risks of over-reliance on individuals
  • Handling drop-outs
  • Tips and practical resources

Practical Resources

Links to useful websites and resources such as NCVO, Cornwall Voluntary Sector Forum, and Cornwall Council guidance.