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Managing a Vibrant Volunteer Program

Learn effective strategies for recruiting, training, utilizing, and celebrating adult and student volunteers. Receive handouts and practical tips to make your volunteer program successful.

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Managing a Vibrant Volunteer Program

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  1. Managing a Vibrant Volunteer Program Presented by: Kimberly Sharp

  2. Agenda • Adult Volunteers • Recruiting • Training • Utilizing • Celebrating • Student Volunteers • Recruiting • Training • Utilizing • Celebrating

  3. Handouts • PowerPoint Handouts for taking notes • Volunteer Recruitment Flyer • Volunteer Recruitment Flyer 2nd Example • AUP, Volunteer Guidelines, Patron Privacy • Volunteer Handbook • Sample Schedule

  4. Adult Volunteers

  5. Recruiting • Parents • Create Flyers • Volunteer Table on Registration Day • PTA Information • School Newsletters • Casual Conversation • Business Partners • Community Members • Colleges & Universities • Senior Citizens • Retired Teacher Organizations

  6. Recruiting • Find out your current volunteers’ plans for next year. • Invite potential volunteers to shadow a current volunteer. • Set up a tentative schedule to being the first week of school.

  7. Training • Group Orientation • Individual Training • Strengths & Weaknesses

  8. Group Orientation • Invitations • Advertise the Event • School Calendar • Website • Welcome sign in Lobby • Allow 45 minutes – 1 hour • Snacks! • Door Prizes

  9. Group Orientation Agenda • Welcome & Introductions • Available Jobs • Shelving • Assisting students • Check-in/check-out • Creating displays • Copying flyers and teaching materials • Supervising & training student volunteers • Storytime • Special projects (i.e. Book Fair 9/14-9/26)

  10. Group Orientation Agenda • Important Documents • AUP • Volunteer Guidelines • Patron Privacy • Scheduling • Handbook

  11. Group Orientation Agenda • Tour • Everybody (E) • Fiction (FIC) • Non-Fiction (Dewey Number) • Professional (PROF) • Reference (REF) • AV • Special Collections • Workrooms

  12. Group Orientation Agenda • Circulation Desk • Log-In • Check-In & Check-Out • Pay attention to “honking” sound • Rules • 1 book for K, 2 for everyone else • Teachers unlimited – no need to stamp • No books if overdue or outstanding fines • Can renew once • Problem Situations • Volunteer Confirmation Notes

  13. Individual Training • Get to know your volunteer! • Introduce volunteers to the students • Shadow Train • Specific Tasks

  14. Strengths & Weaknesses • Creative? • Detail Oriented? • Perfectionist? • Artsy? • Social? • Friendly? • Grouchy? • Timely? • Consistent? • English-Speaking?

  15. Tricks & Treats • Welcome update calendars, schedules • Update any missing paperwork or contact info • Tweak the schedule as needed • Review upcoming special events • Go over Catalog • Library Searches • Locating AV Materials • Books on Hold • Q & A • Pumpkin Voting • Don’t forget holiday snacks & door prizes!

  16. Utilizing Volunteers • Keep everyone busy!! • Maintain an ongoing list of tasks for volunteers • Shelving • Working the Circulation Desk • Reading shelves for accuracy • Straightening tables, chairs, computers, etc. • Specialty Assignments • Create bulletin boards • Monthly book displays • Book Repair • Cover paperback books • Book Processing

  17. Utilizing Volunteers • Big Events • Book Fair • Inventory • Author Visits

  18. Celebrating • Say Thank You – OFTEN • Write personal thank you notes for extra effort • Provide Certificates of Appreciation • Share Encouraging Words • Award a “Volunteer of the Month” • Donate books in their honor with book plates • Recognize Birthdays

  19. Special Events • Christmas Luncheon • End of Year Breakfast

  20. Gift Ideas • Plants • Books • Stationery • Recipe Cards • Cute office supplies • Mouse pad with photo of child • Coffee Cups filled with candy

  21. Organizational Aids • Nametags • Sign In Sheets • Library Accounts • Contact List

  22. Potential Challenges • Inconsistency • Encourage them to find substitutes if they can’t make it. Welcome them back anytime! • Lazy Workers • Give them less urgent tasks. • Too Much Talking! • Redirect! “I’m sorry to interrupt, but could you help me with ______.” • Nosy • Watch what you say in front of volunteers. • Incompetent • Find the job for which they are most capable!

  23. Student Volunteers

  24. Recruiting • 4th & 5th Grade Library Orientation • Applications • Teacher Recommendations

  25. Training • All applicants attend a 30 minute session • Stress HARD work & GREAT behavior • Media Leaders represent the media center • Explain selection process • Describe shelving methods • Call Numbers • Left to Right/Top to Bottom • Dewey Classification • Students put Call Number flash cards in order • Test shelve 3 books

  26. Selection • Quality of Application • Teacher Recommendation • Student Performance in Training • Available Work Times • Semester Schedule • Group A • Group B • Stellar Group A members will be invited to remain media helpers all year long. • Scheduled 20-30 minutes one day per week.

  27. Utilizing Volunteers • Errands & Classroom Deliveries • Cleaning & Straightening • Preparing flyers to send home • Pick up and deliver newspapers • Unpacking copy paper • Cleaning and re-filing letters from school sign • Logging computers off and on • Shelving • Helping younger students

  28. Celebrating • Award Certificate • Free Book at Book Fair • Pizza Party

  29. Organizational Aids • Nametags • Sign In Sheets

  30. Questions & Answers? Contact Information Kimberly Sharp Media Specialist Ivy Creek Elementary School Kimberly_Sharp@gwinnett.k12.ga.us GA COMO Proposal Form

  31. Resources • Anderson, C. (1998, November/December). Salute Your Library Volunteers. Library Talk, 11 (5), p. 15. • Barban, L. (1997, June/July). Building Character and Responsibility: A Decade of Junior Volunteers. American Libraries , pp. 94-96. • Berg, B. (2004, January). Shelving Ambitions. Library Media Connection , p. 32. • Bourke, C. (2009, December). Working with Older Volunteers: Opportunities and Potential. Aplis, 22 (4), pp. 181-183.

  32. Resources • Curriculum Review. (1994, November). How to Get Parents to Volunteer at School. Curriculum Review , p. 10. • Davis, S. K. (2004, September/October). Harnessing the Power of Parent Volunteers. Knowledge Quest, 33 (1), pp. 30-31. • Farmer, L. S. (1995, January/February). Managing Volunteers Through Managing Yourself. Book Report, 13 (4), pp. 19-20. • Fullner, S. K. (2004, January). Perks, Rewards, and Glory: The Care and Feeding of Volunteers. Library Media Connection , pp. 38-39.

  33. Resources • Gallo, E. M. (2010, Winter). A Year in Volunteering at the Library. Young Adult Library Services , pp. 17-19. • McGown, S. W. (2007, October). Valuable Volunteers: How to Find, Use, and Keep Them. Library Media Connection , pp. 10-13. • Nicol, E. A., & Johnson, C. M. (2008). Volunteers in Libraries: Program Structure, Evaluation and Theoretical Analysis. Reference and User Services Quarterly, 48 (2), pp. 154-163.

  34. Resources • Smallwood, C. (1999, January/February). Training Students and Adult Assistants, Interns and Volunteers: Tips for New Librarians Servicing Small Libraries. Book Report, 17 (4), pp. 24-26. • Snyder, B. (2009, August/September). Recruiting Library Volunteers. Library Media Connection , pp. 22-23. • Suellentrop, T. (2007, December). Step Right Up. School Library Journal , p. 24. • Troisi, A. (1997, November/December). 105 Things Parent Volunteers Can Do - Other Than Raising Funds. Library Talk, 11 (5), pp. 10-12.

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