Volunteers

TPL-GEN-08 Volunteers
Volunteer Application Form

 

Volunteers make a welcome addition to the Timmins Public Library, by enriching and enhancing library programs and services but do not substitute or replace paid library employees. This policy defines the roles and responsibilities of volunteers within the Timmins Public Library.

 

Definitions:

Volunteer: An individual who performs services without wages, benefits, or compensation of any kind. Types of volunteers include:

  • Student volunteers: Students may have the opportunity to complete community service hours or placements as part of their secondary or post-secondary education, internships, or other referral programs. Student volunteer placement availability is limited and depends on the availability of supervisors and staff. Priority will be given to students interested in and/or studying Library and Information Sciences. Student volunteers will be limited to one at a time with a maximum duration of four (4) months per student and they will be given designated hours (e.g., 40 hours of community service).
  • Presenters: Authors, community members, community partners or business partners who have expertise relating to specific topics of interest may be invited to present or co-present programs.
  • Program assistants: The library may occasionally engage volunteers to help with larger programs or events.
  • Advisory groups: The library may periodically establish advisory groups consisting of volunteers.
  • Delivery drivers: Community members or partners may volunteer to deliver library materials to patrons who are homebound.

Vulnerable persons: A vulnerable person is defined as someone who, because of their age, disability or other circumstances, are more vulnerable to being harmed by someone in a position of authority or trust.

For the purpose of this policy, children, youth under the age of 18, persons with disabilities, and the elderly (65+) are considered vulnerable persons.

Vulnerable Sector Check (VSC): A Vulnerable Sector Check is a police information check that screens for criminal convictions, outstanding charges or warrants and certain pardoned offences. It will be requested from individuals who intend on volunteering with vulnerable people.

Community partners: Employees or volunteers from local or regional non-profit organizations, associations, health and social services agencies or educational institutions may collaborate with library staff to present or co-present programs.

 

1.0 Volunteer Eligibility and Application Process

  • All volunteers must complete a Volunteer Application Form (see Appendix A) and will be interviewed to assess their suitability and interests.
  • The minimum age for volunteering is 14.
  • A Vulnerable Sector Check will be required for volunteers over 18 who are expected to interact with vulnerable persons, unless otherwise stated.

2.0 Volunteer Responsibilities

  • Volunteer participation is under the direction and supervision of library staff to ensure the safety and security of patrons, staff, and other volunteers.
  • Volunteers are responsible for fulfilling their scheduled commitments. If unable to attend, they must inform their supervisor in advance. Persistent absenteeism may lead to a review of their placement.
  • While on library property or performing volunteer activities, volunteers are expected to uphold a professional demeanor and present a positive public image.
  • Volunteers must maintain the confidentiality of all privileged information encountered while volunteering and a confidentiality agreement form must be signed with the application. Failure maintain confidentiality may result in immediate dismissal.

3.0 Training, Health & Safety and Policies

  • Volunteers will be trained on how to safely perform their tasks, including understanding the workplace hazards and controls in place.
  • Volunteers are expected to follow the same guidelines as employees, adhering to the Occupational Health and Safety Act, as well as the City of Timmins policies. This ensures a safe, respectful, and consistent environment for everyone involved.
  • Volunteers must follow library policies in all activities, whether on or off-site, and obtain approval from appropriate staff before making statements or performing actions that might affect the library.

4.0 Insurance

  • The library, through the City of Timmins, maintains general liability insurance that provides coverage for volunteers while acting within their scope of duty as a volunteer for the Timmins Public Library.
  • Volunteers are not eligible for WSIB (Workplace Safety and Insurance Board) benefits.
  • Staff members are not permitted to transport volunteers in their personal vehicles.
  • Vehicles not owned by the Library are not covered under the municipal insurance policy, and no compensation will be provided for any loss or damage incurred.
  • Volunteers using personal vehicles for library services, such as home delivery, must have their own vehicle insurance, covering their voluntary activities. Proof of driver’s license and insurance is required, and volunteers are responsible for any parking tickets or driving-related fines incurred.

5.0 Vulnerable Sector Checks (VSC)

The library will determine if volunteers require a Vulnerable Sector Check (VSC) based on the tasks that will be assigned to them. Results of this request will be used in the evaluation process to determine final suitability for the volunteer position and will remain confidential. The presence of any criminal conviction indicating a behaviour that may put at risk the safety of library patrons or other employees would disqualify a candidate from volunteering for the Library

  • Only volunteers aged 18 years or older will be asked for a VSC.
  • Volunteers who are expected to interact with or present to vulnerable persons (including children, youth under 18, persons with disabilities or the elderly) must provide a valid VSC prior to any volunteer activities.
  • Paid performers/entertainment may be asked for a VSC at the CEO’s discretion.
  • To ensure the safety of vulnerable individuals, community partners are responsible for conducting screenings of their own employees or volunteers. This responsibility lies solely with the organization to which the individuals are affiliated.
  • The library will provide a detailed letter requesting the VSC and the volunteer can complete the application online at https://timminspolice.ca/record-check/ The library offers a reimbursement for the VSC fee upon request.
  • The VSC will be valid for three (3) years.
  • Annually, volunteers are required to sign an affidavit confirming that there have been no changes that might impact their Vulnerable Sector Check (VSC) status. After three years, volunteers will be required to submit a new VSC.

6.0 Termination of Volunteer Relationship
The library reserves the right to end the volunteer relationship at any time, for any reason. Volunteers also have the right to terminate their service, with advance notice given to the supervising staff.

7.0 Exclusions

Library Board members are excluded from this policy, as their applications are submitted to the City of Timmins and they are appointed by City Council.