Purpose
Library volunteers support and enhance the work of Northland Library, enriching its programs and services.
The purpose of the Northland Volunteer Clearances Policy is to protect the rights and safety of library patrons, staff and volunteers as well as to preserve and protect the materials, facilities and property of Northland.
Based on updates to the Pennsylvania Code effective December 31, 2014, recommendations by the Pennsylvania Department of Human Services, the Allegheny County Library Association, and the Northland Public Library Solicitor, all Northland Public Library adult (18 yrs. of age and older – verified by state I.D.) volunteers who volunteer regularly shall be required to obtain and maintain certain clearances and background checks.
Definition
A library volunteer is defined as an individual who assists with work done at the Library without promise, expectation or receipt of compensation for services rendered. For the purposes of Library policies, Northland Public Library Authority and Northland Public Library Foundation board members are considered to be Library volunteers.
Required Clearances
- Report of criminal history from the Pennsylvania State Police;
- Child Abuse History Clearance from the PA Child Welfare Information Solution; and
- If volunteer has not resided in Pennsylvania for at least the past 10 years: Fingerprint based federal criminal history submitted through the Pennsylvania State Police or its authorized agent (FBI).
- Volunteers who have resided in Pennsylvania consistently over the past 10 years will be asked to sign the Northland Public Library Pennsylvania Resident Volunteer Verification. They will not have to obtain the FBI clearance.
When clearances are needed
- Clearances must be submitted to the Director of Library Services within 90 days of the start of volunteering.
- All clearances must be updated every 60 months.
- Costs are paid by the volunteer.
- Volunteers are required to produce the original documents and copies of all clearances will be kept on file by the Northland Public Library in a manner that maintains confidentiality of the records and ensures compliance with the 60 month required updates.
- Volunteers participating in only the semi-annual book sales are excluded from obtaining clearances because these assignments cover only 1-3 shifts over several days.
- The application of any court-mandated volunteer will be reviewed by the Executive Director to determine if the hours needed take less than a week to complete and if clearances will be waived or required.
- Volunteers without clearances (as in the case of volunteers for the semi-annual book sales and volunteers serving under court mandate) must not be alone with any child (i.e., person under the age of 18).
In addition
If a volunteer is arrested for or convicted of an offense that would constitute grounds for denying employment or participation in a program, activity or service, or is named as a perpetrator in a founded or indicated report, the volunteer must provide the Executive Director or their designee with written notice not later than 72 hours after the arrest, conviction or notification that the person has been listed as a perpetrator in the statewide database.
A volunteer who willfully fails to disclose information as required above commits a misdemeanor of the third degree and shall be subject to discipline up to and including termination or denial of a volunteer position.
How to obtain clearances
Volunteers for the Northland Public Library should apply for their clearances using the following links:
- Child Abuse History Clearance (free for volunteers)
- PA Criminal Background Check (free for volunteers)
- In addition, volunteers who have not lived in Pennsylvania for at least the last ten years are required to obtain a Federal Criminal Background Check.
- Volunteers who have lived in Pennsylvania for at least the last ten years are required to sign a PA Resident Volunteer Verification Form.
Volunteers needing help obtaining these clearances should reach out to the Director of Library Services.
Provisional clearance requirement for volunteers
Individuals who reside in another state or country may serve as a volunteer for no more than 90 days as long as they provide clearances from their state or country of residence. If the individual will be volunteering for more than 90 days, they must obtain clearances within that 90-day period as outlined above under “When clearances are needed.”
Approved 1/22/19
Revised 6/27/23
