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

Agenda • Adult Volunteers – Recruiting – Training – Utilizing – Celebrating • Student Agenda • Adult Volunteers – Recruiting – Training – Utilizing – Celebrating • Student Volunteers – Recruiting – Training – Utilizing – Celebrating

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

ADULT VOLUNTEERS ADULT VOLUNTEERS

Recruiting • Parents – Create Flyers – Volunteer Table on Registration Day – PTA 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

Recruiting • Find out your current volunteers’ plans for next year. • Invite potential 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.

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

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

Group Orientation Agenda • Welcome & Introductions • Available Jobs – Shelving – Assisting 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)

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

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

Group Orientation Agenda • Circulation Desk – Log-In – Check-In & Check-Out – Pay 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

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

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

Tricks & Treats • • • Welcome update calendars, schedules Update any missing paperwork 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!

Utilizing Volunteers • Keep everyone busy!! • Maintain an ongoing list of tasks for 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

Utilizing Volunteers • Big Events – Book Fair – Inventory – Author Visits Utilizing Volunteers • Big Events – Book Fair – Inventory – Author Visits

Celebrating • • Say Thank You – OFTEN Write personal thank you notes for 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

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

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

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

Potential Challenges • Inconsistency – Encourage them to find substitutes if they can’t make 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!

STUDENT VOLUNTEERS STUDENT VOLUNTEERS

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

Training • • • All applicants attend a 30 minute session Stress HARD work 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

Selection • • Quality of Application Teacher Recommendation Student Performance in Training Available Work 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.

Utilizing Volunteers • • • Errands & Classroom Deliveries Cleaning & Straightening Preparing flyers 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

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

Organizational Aids • Nametags • Sign In Sheets Organizational Aids • Nametags • Sign In Sheets

Questions & Answers? Contact Information Kimberly Sharp Media Specialist Ivy Creek Elementary School Kimberly_Sharp@gwinnett. Questions & Answers? Contact Information Kimberly Sharp Media Specialist Ivy Creek Elementary School [email protected] k 12. ga. us GA COMO Proposal Form

Resources • Anderson, C. (1998, November/December). Salute Your Library Volunteers. Library Talk , 11 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. 9496. • 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.

Resources • Curriculum Review. (1994, November). How to Get Parents to Volunteer at School. 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.

Resources • Gallo, E. M. (2010, Winter). A Year in Volunteering at the Library. Resources • Gallo, E. M. (2010, Winter). A Year in Volunteering at the Library. Young Adult Library Services , pp. 17 -19. • Mc. Gown, 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. 154163.

Resources • Smallwood, C. (1999, January/February). Training Students and Adult Assistants, Interns and Volunteers: 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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