Volunteers Policy

Volunteers are a valued part of SEOLS's efforts to provide a wide range of library services. A clear
understanding of their role, functions, obligations, and rights is necessary.

NOT EMPLOYEES - Volunteers are not SEOLS employees. They are not subject to SEOLS's
personnel policies and are not entitled to employee benefits. They are required to comply with
SEOLS's operating policies. The Executive Director may ban a volunteer from service at any
time and for any reason, especially for violation of SEOLS policies or inappropriate conduct.

EMPLOYEES AS VOLUNTEERS – SEOLS does not allow employees to volunteer their time to
SEOLS. The Fair Labor Standards Act does not permit employees of public agencies to do as
volunteered work the work they are normally paid to do. Time spent by non-exempt employees
on their regular job must be properly recorded and paid for.

WORK BY MUTUAL AGREEMENT - Volunteer library work requires the mutual consent and
agreement of the volunteer and the library manager about the work to be done. This includes the
specific tasks and the locations, times, performance standards, and any other obligations.

BACKGROUND CHECK - A background check for criminal records, sexual offenses, and any
child-related offenses shall be conducted for every SEOLS volunteer above the age of 17.
Background checks for volunteers must be completed every two years. Program presenters are
considered volunteers and must pass a background check before assisting with or presenting any
library program

ORIENTATION & TRAINING - All volunteers shall receive an orientation to the library and the

Southeast Oklahoma Library System, including a copy of this policy. They shall receive on-the-
job training for the work they will be doing, under supervision of the library staff, until both they

and the library manager are satisfied that they are adequately trained.

KINDS OF WORK - A variety of library work may be done by volunteers, such as assisting with
or putting on public programs, delivering and otherwise extending services outside the library,
doing special projects that the staff would not have time for, and doing library routines including
keeping circulation areas clean, or shelving materials. Staff are encouraged and expected to be
open, flexible and creative in making the best possible use of volunteers' time and talents.
However, the responsibility for basic library services and functions, including circulation, and
children's services is reserved to the library manager and staff. Volunteers may assist extensively
in these areas, but will not be in charge of or without staff supervision in them. Volunteers will not
be permitted to drive any SEOLS-owned motor vehicle.

ATTENDANCE & PUNCTUALITY - When a volunteer's library work involves specific assigned
times, the staff will be depending on the volunteer's presence and promptness. The earliest possible

notice is needed of schedule changes, absences, and tardiness. Staff shall not transport volunteers.

APPEARANCE – Volunteers are expected to report to work clean, with no visible rips or tears in
clothing or offensive slogans or imagery. Clothing should be appropriate for the work being done.

USE OF MINORS AS VOLUNTEERS
SEOLS managers may approve the use of minors age 12-17 as volunteers without background
checks, though the minor must complete and pass a background check upon turning 18 in order to
continue volunteering. SEOLS shall not knowingly use minors as volunteers during regular
school hours. Minor volunteers may assist with but not lead programs for small children. No
SEOLS employee or adult volunteer is allowed to meet privately with a minor volunteer.

LIBRARIES NOT OPEN WITHOUT STAFF - At no time will a SEOLS library be open to the
public without at least one staff member present.

RECORDING VOLUNTEER HOURS - To assist the Board and Administration in seeing the
great contributions of volunteers, and as an aid to giving proper recognition, the staff are to see
that a simple record is kept of each volunteer's hours worked.

App. 5/28/85; rev. 9/14/93, 6/8/10, 11/16/21