PURPOSE

Halton Hills Public Library (HHPL) recognizes and values the vital role volunteers play in promoting social inclusion, developing leadership skills, and advancing HHPL’s Vision, Mission, and Values. Volunteers enhance HHPL services by contributing their skills, experience, and time, and by strengthening HHPL’s connection to the communities it serves.

This policy supports meaningful community volunteer participation, outlines roles and responsibilities, and ensures the safety, security, and well-being of HHPL patrons, staff, and volunteers.

SCOPE

This policy applies to all HHPL volunteers and to the staff responsible for recruiting, selecting, training, supervising and assigning volunteers. It does not apply to the HHPL Board or Friends of the Halton Hills Public Library.

DEFINITIONS

Volunteer: An individual who contributes their time and skills without wages, benefits, or expectation of compensation. Volunteers are not considered employees and do not serve as substitutes for paid staff.

DETAILS

Role of Volunteers

Volunteers may be used to enhance HHPL services, but do not replace established paid positions or fill ongoing permanent roles essential to HHPL’s normal operations.

Volunteers will be provided with meaningful opportunities that contribute to HHPL and will not be assigned tasks that require:

• Access to privileged or confidential information.

• Constant presence or supervision by paid staff.

• More than four hours of active training by paid staff.

Recruitment

All eligible volunteers must have a valid HHPL library card. The minimum age for volunteer participation is 14; however, some positions may require volunteers to be at least 18 years of age. Acceptance into a volunteer position is not automatic. Volunteers must be interviewed, selected, and trained by the appropriate supervisor.

All volunteer opportunities are identified and assigned by HHPL, and placements are not considered permanent. Volunteer roles are subject to ongoing review and may be modified or discontinued at the discretion of HHPL to meet organizational needs. A clear job description or project overview must be prepared for each volunteer role to support proper understanding, training, and evaluation.

During the selection process, volunteers will be evaluated using the same criteria applied to paid employees. Volunteers serving in certain roles may be required, at their own cost, to obtain a Criminal Records Check similar to those required of paid staff.

Responsibilities

Volunteers:

Volunteers are expected to comply with all applicable HHPL policies and procedures, including the expectation that they:

• Review and adhere to all guidelines for volunteer service.

• Wear a name tag identifying themselves as an HHPL Volunteer while representing HHPL.

• Conduct themselves in a respectful and professional manner toward staff, fellow volunteers, and members of the public, and behave in a way appropriate to the event, location, and audience.

• Perform the duties outlined in their volunteer position description.

• Protect the privacy and confidentiality of HHPL patrons and staff when accessing confidential materials during volunteer shifts

• Work safely and in compliance with all health and safety requirements.

• Understand that HHPL may discontinue their volunteer service if they fail to meet these expectations or do not satisfactorily fulfill the responsibilities of their assigned role.

HHPL Staff:

Staff are responsible for ensuring that volunteer engagement is effective, safe, and aligned with HHPL needs. This includes:

• Reviewing, scheduling, and fulfilling staff requests for volunteer support.

• Screening, orienting, and placing volunteers in roles that match their interests and abilities.

• Providing and maintaining safe and healthy working conditions for volunteers.

• Ensuring volunteers are adequately prepared and able to perform tasks safely.

• Facilitating positive and respectful communication between HHPL staff and volunteers.

• Monitoring volunteer performance, feedback, and attendance.

• Providing opportunities for volunteer recognition and appreciation

All HHPL volunteers are covered under the Town of Halton Hills’ third-party liability insurance. Volunteers are not eligible for WSIB benefits under the Ontario Workplace Safety and Insurance Act.

Recognition

HHPL recognizes the important contributions of volunteers through formal and informal appreciation, including day-to-day acknowledgement by staff and participation in volunteer recognition activities coordinated with the Town of Halton Hills. Supervisors ensure volunteers are included in appropriate recognition opportunities.