Volunteer Guide

Welcome

Welcome from the Board of Directors

Welcome to the Pittsburgh Toy Lending Library (PTLL)!  We are thrilled to have you join the organization as a volunteer. As a volunteer-run cooperative play space and toy library promoting early childhood development through creative play and family enrichment, we depend on you. The commitment of our volunteers has allowed us to keep our doors open to the community for the past 50 years. 

If the toy library is open to the public, it’s because a volunteer member is there as a Volunteer On Duty (VOD). VODs work in shifts to open and close the play space, greet visitors, answer questions, and check toys in and out of the toy library. The VOD function is vital to the operation of the toy library; if a VOD is not available to maintain operations of the PTLL, the library has to close.  

The following pages are a manual to assist you as a volunteer. It describes your role and duties when you are the VOD, reviews our scheduling process, and answers the most frequently asked questions. Our hope is that this manual will help you feel comfortable in your role and ensure your shift runs smoothly. If you have additional questions please do not hesitate to contact a board member. 

Above all, please remember that whether you’re a visitor, a member, or a VOD, your child comes first. We’re all parents or caregivers of young children, and we can wait while the VOD attends to their child’s needs.

Thank you again for volunteering. We are glad you have chosen to become a member of the Pittsburgh Toy Lending Library team – you’re making a difference.

Sincerely,

The PTLL Board of Directors

General Volunteer Information

Volunteer On Duty Responsibilities

As a VOD your primary responsibilities include:

• Opening or closing the PTLL depending on your shift

• Greeting visitors / managing the front desk

• Check-in / check-out lending toys

• Cleaning highly used toys/high traffic areas

• Taking care of your child(ren)

Your duties do NOT require direct interaction with visiting children.

• Concerns about the behavior or safety of a child may be directed to the adult responsible for that child.

• If a visitor asks you to watch their child, remind them of our policy that visitors must supervise their children at all times and that volunteers do not assist with childcare.

Volunteer Membership Expectations

• Submit Google Form upon completion of VOD training to provide your general availability. This information should be re-submitted if your schedule changes.  

  • To submit the form, log into VSP and click “My Profile”.  The form link is at the top of the page.

• Make sure you serve at least one shift per month. You will be assigned to a shift by the Scheduling Coordinator; if you need to get a sub you are expected to sign up for an open shift or accept a pending sub request. 

• Request a substitute when you need one. If your need for a sub arises within 24 hours of your scheduled shift, please request a sub request through the scheduling software AND send a message to the google group, ptllvod@googlegroups.com. 

• Arrive on time for scheduled shifts. You will either be arriving to open the space or relieve a VOD whose shift is ending so it is important to be on time.  If you are running late, please text the Lead Volunteer on duty or message the board

• Assist with annual clean-up, usually in July (one two-hour shift or approved alternative contribution).

• Remain in good standing. Details about the scheduling point system are outlined in the Scheduling section.

Volunteer Membership Perks

• All VODs and their children are welcome to free snacks up to $5 in total.  Please list the snacks and your name on the Daily Receipts Log for accounting purposes 

• During your VOD shift you may bring one guest family free of charge. Please make sure they sign the Visitor Waiver upon arrival.

• Discounted party rentals and advance scheduling

• Reduced membership rate

• Increased lending privileges

• Access to the greatest number of member-only hour

Onboarding

New volunteer members must complete both a New Member Orientation (NMO) and a Volunteer on Duty (VOD) Training session.  These sessions are not required to be repeated for renewing members who maintain continuous volunteer membership in good standing.  If a former member renews as a Volunteer member after a lapse in membership, one or both of these sessions may need to be repeated at the discretion of the Training Coordinator.

New Member Orientation (NMO)

Upon joining the Toy Library, you will be asked to schedule a New Member Orientation (NMO).  This session, roughly 15-20 minutes in length, will be conducted by a Board member and will introduce you to the PTLL.  After completing your NMO, you will receive your door code for use during member-only hours. A NMO should be completed by all adults listed on your membership who will be the primary caregiver during member-only hours.

Member-Only Hours

Volunteer and Non-Volunteer members have access to the PTLL during member-only hours  These hours can be found on our website: https://www.pghtoys.org/calendar.  Volunteer members have the most access to play time at the PTLL.

Volunteer Scheduler Pro (VSP)

At the conclusion of your New Member Orientation, you will be guided to create an account in our volunteer software, Volunteer Scheduler Pro (VSP), and schedule a Volunteer on Duty (VOD) Training session.

Volunteer on Duty (VOD) Training

This training, roughly 1 hour in length, will be conducted by a Lead Volunteer during public hours.  During the VOD training, you will learn everything you need to know in order to volunteer for a public session at the Toy Library. 

Shift Availability Form

At the conclusion of your VOD Training session, you will fill out a Volunteer Availability form.  This will enable our scheduling coordinator to add you to the volunteer schedule during the times that work best for you. 

Becoming an Experienced Volunteer

Volunteers who have been with us for over one year are automatically designated as “Experienced Volunteers.”  We always attempt to schedule new volunteers with at least one experienced volunteer who can help answer questions.  Being an Experienced Volunteer does not carry any additional formal responsibilities or privileges.

Becoming a Lead Volunteer

After you have volunteered at PTLL for a while and feel very comfortable volunteering, you may ask (or may be invited) to become a Lead Volunteer. As a Lead volunteer, you will have two primary roles.  Lead Volunteers are responsible for training new volunteers and helping the other volunteers on duty during their shift.

A Lead Volunteer shift covers the length of both shifts on a day (3 hours and 15 minutes) but you are only required to be in the space for 90 minutes of that time, and be available by phone or text for the remainder.

Lead Volunteers are still only responsible for one volunteer shift per month, which may be a Lead Volunteer shift or regular Volunteer shift.  

If you are interested in becoming a Lead Volunteer, please contact the Training Coordinator at training@pghtoys.org.

Scheduling

PTLL Public Hours

The current public hours are posted on the exterior door, our website, and our social media channels. Hours may change on a monthly basis depending on the availability of volunteers over time. Since we are a volunteer-run organization, our open hours are subject to change without notice if a volunteer is unable to make their shift. In the event of the need to divert from our standard hours we will post on social media to alert members and visitors.

The PTLL may close for public hours on select holidays, but the exact schedule will depend on volunteer availability and discretion of the Scheduling Coordinator.

Scheduling Process

Volunteer scheduling is done on a monthly basis. Volunteers are asked to update shift preferences and dates/times they are unavailable to volunteer via a Google Form to help minimize scheduling conflicts. An updated form can be submitted at any time to communicate changes; the form is linked in VSP. A reminder to update preferences will be sent out before each round of scheduling. Finalized schedules can be found in your email and at http://www.rotundasoftware.com/volunteer/pghtoys or on the VSP app.

Checking your schedule

• Via Laptop or Desktop

• Visit: http://www.rotundasoftware.com/volunteer/pghtoys 

• Enter Rotunda/VSP username and password 

• Via Smartphone or Tablet

• Install: Volunteer Scheduler Pro app

• Create an account by entering our organization ID (pghtoys) then your Rotunda/VSP username and password.

VSP automatically emails and texts shift reminders one day prior to a volunteer shift.

Volunteers only receive credit for working their scheduled shifts.  You will not receive credit if you:

• Work less than ninety minutes of the shift

• Leave the PTLL for a portion of your shift (except in an emergency)

• Work a shift without formally signing up for it in the scheduling software or emailing the PTLLVOD@googlegroups.com group

• Work a shift that did not have an open position

• Do not sign in for a shift or inform the Scheduling Coordinator you were present

Picking up a shift

When another volunteer submits a sub request (see below), all volunteers will receive an email.  If you are able to volunteer for this shift, click the link in the email to volunteer.

If you are volunteering to fill a sub request sent out via the Google Group, please email the group so other VODs know the shift has been covered in addition to accepting the sub request in VSP. 

Conflicts and Cancellations

If you need to cancel a shift, you must:

1. Request a substitute (see below).

2. Select an open shift from VSP as soon as possible to make up a shift. If no open shifts meet your availability, email the scheduling coordinator at scheduling@pghtoys.org.

How to Request a Substitute for your Shift:

To request a substitute, use the “Request a Sub” button in VSP.  If requesting a sub on short-notice (within 48 hours of the scheduled shift), please also email the Google Group at ptllvod@googlegroups.com to amplify your request.

If you request a sub for a shift, make sure you pick up a different shift before the end of the month.  If it is within the last week of the month, pick up a second shift for the following month.

Weather Delays and Cancellations:

• The PTLL Board assesses the need for weather delays and closures on a case-by-case basis based on specific conditions and volunteer availability.  If you are scheduled for a shift on a day with bad weather, feel free to reach out to the Scheduling Coordinator (scheduling@pghtoys.org), Training Coordinator (training@pghtoys.org), and the Lead Volunteer for that day if we have not yet checked in with you.

Note: We do not require volunteers to make up shifts missed due to weather closures/delays, but we always appreciate it!

Extended Leave Policy 

Members who plan to travel or otherwise take a non-medical leave from their volunteer commitment for more than one month have two options to choose from:

1. Arrange for an adjusted volunteer schedule. 

   1. Volunteers can contact our Scheduling Coordinator (scheduling@pghtoys.org) to arrange for extra shifts to work prior to and/or following a leave of absence. Volunteers and their families will be able to continue to use the PTLL throughout the remainder of the year.

2. Switch to Lending-Only or Non-Volunteer membership. 

   1. Volunteers can contact our Membership Coordinator (membership@pghtoys.org) to switch to Lending-Only or Non-Volunteer status. Volunteers will be responsible for paying the difference in membership fees and will be able to continue at the new membership level through the remainder of their membership year.

Family and Medical Leave Policy 

Families with a new arrival or needing medical leave receive a leave of two months from volunteering duties. Contact the Scheduling Coordinator (scheduling@pghtoys.org) with your request for leave so that the schedule can be adjusted in advance. You do not need to make up missed volunteer time while you are on family or medical leave.

Volunteer Point System

PTLL uses an attendance point system rather than a make-up shift system. Extra shifts may reduce attendance points, but they are not intended to replace scheduled shifts.

Volunteer schedules move through two stages: Draft and Final. During the draft schedule period, volunteers may adjust their shifts freely. Once the schedule becomes final, volunteers are responsible for serving that shift or arranging coverage. Submitting a sub request on a final schedule does not remove that responsibility unless another volunteer accepts the shift.

Once your family is on the final schedule, you (or another trained adult on your membership) are responsible for serving or covering that shift. If you need to cancel, and someone covers, you are not penalized. If nobody covers your shift, you accumulate points based on the following conditions:

• Left an open sub request - 1 point

• Did not complete monthly hours - 2 points

• No-show for shift - 3 points

If you accumulate 6 attendance points, you will be asked to convert your membership to Lending-only or Non-Volunteer (at the respective prorated cost). Points reset each year after Annual Cleaning. Each extra shift completed will deduct one attendance point from your record. If your balance is already zero, your name will be entered in our quarterly Helping Hands raffle.

Frequently Asked Scheduling Questions

What if the other volunteer scheduled with me doesn’t show up?

We always want VODs to feel supported during their shift. If you find yourself alone during your shift please alert the Lead Volunteer to discuss whether they will be able to join the shift with you, or if we will need to close the space. If there are any Volunteer members in the space you can see whether they may be available to serve the shift with you.

What if the volunteer after me doesn’t show up?

Contact the Lead Volunteer scheduled for the day to see whether they will be in the space during the shift. Ask around among the visitors to see if there are any volunteers currently at the PTLL who would be willing to fill in as the VOD. If not, email all volunteers at ptllvod@googlegroups.com in hopes that someone can get there to serve the shift. 

If you cannot find another volunteer to fill in and are unable to stay, you need to close the PTLL. Make an announcement that there is no volunteer available and the PTLL will have to close early. Try to give visitors 15 minutes warning. Guest passes (found in the center desk drawer of the office) should be issued to any paid visitors present. 

Post a sign on the front door noting that we had to close early and then follow the Closing procedures before leaving. 

I can no longer volunteer, but I wish to remain a member.

Email the Membership Coordinator (membership@pghtoys.org) to discuss your options. You may have the opportunity to change your membership to Non-Volunteer or Lending-Only (both options carry prorated fees), or cancel the remainder of your membership.

My schedule has changed and I can no longer work the shifts for which I am currently scheduled.

Please submit an updated Google form (found in VSP under “My Profile”) to provide your updated availability. Submitting new availability does not change any shifts you are currently scheduled for. You are responsible for requesting subs for any currently scheduled shifts you can no longer serve and picking up the appropriate number of replacement shifts to cover your required hours.

Can I enter the PTLL outside of public hours?

There are exclusive Member Play Hours listed on our website. You will receive a door code for members-only sessions when you complete a new member orientation.

My membership will be expiring soon, and I don’t plan to renew.

Notify both the Membership and Scheduling Coordinators. This ensures you are removed from the existing and future schedules, as well as from the Google group.

School is not in session--what do I do with my older child while I volunteer?  

Older kids are always welcome to visit the PTLL with their younger siblings (ages 6 or under) when accompanied by an adult. 

Rules to enforce when an older child is using the space:

Visitors must be careful of infants and younger children; No running or rough play allowed; children over 6 need to take extra care when using riding or climbing toys around smaller children.

Can I have my nanny/parent/partner/etc fulfill my volunteer hours?

Absolutely - if that person has been trained as a volunteer and supervises your children just like you would do. Caregivers must be at least 18 years of age. Contact the Training Coordinator (training@pghtoys.org) if you have an additional adult you would like to have trained to serve volunteer shifts.

Arriving for your shift

1. Unlock the door (if first to arrive)

Enter the VOD code on the keypad (inclusive of * and #) four times in succession to keep the door unlocked for the duration of the public play session.  

Note:  The VOD code is different from your personal code and can be found in your post-training email and your shift reminder email. It will be emailed again if it changes.

2. Complete the PTLL Visitor Waiver on the tablet

If the Visitor Waiver is not already open on the iPad browser you will find a shortcut to it on the home screen.  

If the iPad, keyboard, or mouse are not working they may need to be charged. Both iPads and the keyboard should remain plugged in at all times.  There is an additional charging cable available for the mouse when needed.

If you have a child(ren) with you, fill out the visitor waiver for yourself.

3. Sign in for your shift

Select Volunteer Sign In on the tablet on the front desk or office computer. You must do this within the first 15 minutes of your shift. The code to unlock the tablets is 7855 (PTLL). If you are unable to log in successfully, please send an email to scheduling@pghtoys.org to ensure you get credit for your shiftPut on a VOD lanyard (Hanging on the wall by the front desk) and add your name to the VOD whiteboard on the front desk.

4. Begin opening duties or check in with first-shift volunteers

If opening, begin the opening duties on the following page.  If closing, talk to the first-shift volunteers to see what needs to be done.

A few reminders…

We completely understand that your children are your first priority. If you need to step away from the desk for any reason, check back as soon as you’re able. Guests are encouraged to turn on the green light at the front desk when they are waiting for assistance.

If you have any urgent issues during your shift, please contact the Lead Volunteer listed on the schedule (directory at end of binder)

If you have any non-urgent issues, please use the QR code to message the Board

Opening

There is an optional Opening Checklist form to help you keep track of these items.

1. Turn on all lights and air purifiers

Locations of light switches:

• To the right when you walk in the second door (two switches)

• In the kitchen, to the right of the refrigerator

• Inside both restrooms

• By the cubbies

• In the metal circuit box on the back wall (flip 4 switches)

• The white switch to the left of the circuit box controls the same lights as the white switch by the front door.  

Ensure that both air purifiers are on. If not, plug them in and they will turn on automatically.

2. Open the Office and begin a new Daily Receipts Log

Unlock the office door using the key stored in the lock box on the office door. The numeric code is the first four digits of the VOD code (without the * or #). The key unlocks both the upper and lower locks on the door. Push up on the black “open” button to remove the key. Re-enter the code to return the key to the lock box; the key should be returned to the lock box as soon as the office door is unlocked.

1. Retrieve the cash box from the office and bring it to the front desk.

2. Begin a new Daily Receipts Log (found in the filing cabinet under the desk). Write the date, and log the amount found in the cash box as the “Opening Balance.” If we are short on small bills, please get change from the snack box in the kitchen cabinet, if possible, but be sure to log any cash transferred over.

3. Put out the “Open” flag and check mail

1. Put the OPEN flag (found in the vestibule) in the flagpole bracket outside the front door.  

2. Bring in the mail (mailbox is outside near the flag) and put in the Incoming Mail slot in the office.

4. Restock Space

1. Stock toilet paper and paper towels and refill soap dispensers as needed in restrooms, kitchen, and art room. The key for opening the dispensers and the extra supplies are in the bathroom cabinet.

2. Replace trash can liners if needed (extras are located under the microwave in the corner cupboard)

3. Return cleaned toys above the art room sink to their proper places in the play space.

4. Return cleaned art supplies from the drying rack in the right side of the art room sink to their proper places

5. Put away any dishes left in the kitchen drying rack.

6. Refill the snack containers using the large boxes on top of the cabinets.

7. If you find the library was left in an untidy or unclean state, please email training@pghtoys.org.

During Your Shift

Once the Toy Library is open to the public, your responsibilities as a VOD are primarily to greet visitors, assist with toy lending, answer questions, and keep the space clean, tidy, and well-stocked. 

Greeting Visitors

1. When greeting each incoming visitor, please ask whether they are a member or visitor.  Everyone who comes to the PTLL with a child(ren) (including VODs) must sign the PTLL Visitor Waiver, found on the iPad at the front desk. 

2. Remind all visitors / members of the PTLL guidelines (sign on the wall).

3. Welcome non-members to the space and charge them an admittance fee as needed. 

4. $7 per child over 12mo, no charge for adults

   1. Children under 12mo are free

   2. Per-child fee applies to non-family groups as well (e.g. daycares)

5. First-time visitors are free

   1. If some of the children in a family or group are first-time visitors, they will only need to pay for the number of children who have visited previously.

6. Access card holders are free

   1. All card colors are accepted

7. Accept Single-use passes and punch cards

   1. There is a hole punch at the front desk for punch cards

8. Guests of members during public hours still require payment. 

   1. Exception: VODs on duty may bring one guest family.

First-Time Visitors

• The first visit is always free.

• Point to rules and guidelines poster.

• Encourage visitors to remove shoes.

• Let first-time visitors know that:

  • Caregivers are responsible for their children’s behavior at all times.

  • We ask that visitors either clean up after their children as they go or spend ten minutes cleaning before they leave.

  • If children are using the art room, they must be accompanied by an adult, and that adult is to clean up after them.

• Give the visitor a brief tour including:

  • Coat/shoe racks, cubbies, bathrooms, and kitchen.

  • The two areas (infant and cushion corner) where shoes must be removed.

  • Explain that snack food is available for purchase (honor system) in the kitchen and that all food and drink is to be consumed at the front tables. Food and drink should not be left unattended.

• Explain our membership and volunteer options.

Receiving Money

Cash is accepted for visitor fees and donations.  Every time cash is received it must be written into the Daily Receipt Log and deposited in the cash box.  Credit card payments do not need to be logged.

Receipts are available upon request and can be found in the small plastic drawers at the front desk. Receipts should always be offered for donations (see donations for details). 

Electronic payments for Visitor Fees: Visitors can pay with a credit card via Zeffy (https://www.zeffy.com/en-US/ticketing/entry-fee-2). These payments can be processed from the visitor’s mobile device or via the sign-in tablet

• There is a QR code at the front desk, and a link in the tablet bookmarks

• The VOD will confirm the payment by viewing the confirmation screen on the device or current-dated receipt

• Provide the visitor privacy while checking out but ask to see the confirmation page after they have paid.  

Service Animals

Visitors are welcome to bring Service Animals into the PTLL, but not Emotional Support Animals or pets. Service Animals are expected to be well-trained and under the handler’s control at all times; they cannot growl, jump, etc., and must be housebroken. If the animal is not under control you may ask the visitor to remove the animal and continue using the space without it.

We may NOT:

• Request any documentation for the animal.

• Require that the animal demonstrate its task.

• Inquire about the nature of the person’s disability.

We may ask: 

• Is this a service animal?

• What tasks is the animal trained to perform?

Parking

The PTLL shares a parking lot with the First United Methodist Church and can fill up when the Church has events. If the lot is full, visitors may park in metered spots on Center Avenue. Please be aware that cars parked in the Panera or Wendy's parking lots may be towed. 

If a car needs to be moved, first make an announcement in the Toy Library. If no one claims the car, contact the church administrator, Gwendolyn (412.681.8222)

Cleaning and restocking

When volunteering, please use downtime to keep the space clean and well-stocked.

General cleaning

Refer to the laminated cleaning checklist at the front desk for suggestions of areas to wipe down.  Write today’s date at the top of the column with a dry-erase marker and check of boxes as you go.  Our goal is to clean each item on the list once per week.

• Cleaning spray is located in the upper cabinet to the right of the kitchen sink

• Baskets for clean and dirty rags are located under the kitchen sink

• What to do with empty spray bottles

• Everspring cleaner bottles are not refillable and should be rinsed and recycled once empty.

• Vacuum as needed

  • Barring extenuating circumstances, only vacuum outside of public hours

Floors

• ​​When the weather is wet, please mop frequently to keep the floors dry

• Do not leave standing water. Wipe up spills promptly

• Only use the approved ph-neutral cleaner for mopping.  We have added a bottle of OdoBan Neutral pH Floor Cleaner to the cleaning cabinet.  It's marked as "Approved" in sharpie. Only use disinfectant if absolutely necessary for bodily fluids.

• If you are able, please remove your shoes upon entry or consider bringing separate indoor shoes. If your shoes are wet from the elements, please ensure any moisture is cleaned up promptly to maintain a safe, dry surface.

Restocking the space

• Refill the snack containers using the large boxes on top of the cabinets.

• Refill the paper towel dispensers, toilet paper, and liquid hand soaps if necessary

• The key for the towel dispensers and extra supplies are in the bathroom supply cabinet in the large bathroom. 

• If any supplies are low or have run out (ex: toilet paper, paper towels, snacks, etc.) email snacks@pghtoys.org to request refills.

• Wash any toys found in the blue dirty toy buckets. 

  • Spray and wash them in the art sink and leave in the drying rack to dry.  

  • If toys have been washed and dried, return them to the right location in the play space.

• Put toys on their proper lending shelves in the office.

• Wash and put away any dishes in the kitchen.

Miscellaneous

• Take home some used cleaning rags to wash (from under the kitchen sink)

Answer the phone

• Questions usually pertain to hours, directions, membership, and parties. Answer as best you can and direct callers to the PTLL website (pghtoys.org).  

• Any other messages (business issues, inquiries about groups volunteering, etc.) should be emailed to the Board at board@pghtoys.org. 

Toy Lending

Our Collection

Online Toy Catalog: The toys in our lending library are viewable in our online toy catalog at https://pghtoys.rmwebopac.com. Anyone may view our toy collection and which toys are available for check out without logging in. 

Lending Library: The lending toys are located in the office (Infant, Imaginative Play, and Cognitive toys) and the back closet (Gross Motor toys).  Volunteer Members may look through the collection in person when choosing a toy to check out.  Non-Volunteer and Lending-Only members may look through the collection in person if a VOD is available.

Borrowing Limits

Member borrowing: Borrowing privileges vary by membership type:  

• Volunteer Members: 4 toys for 4 weeks

• Non-Volunteer & Lending-Only Members: 2 toys for 2 weeks

ResourceMate will not permit you to check out more toys than that member is permitted based on their membership type. The due date generated by ResourceMate will likewise be generated according to the borrower’s membership type.

Note: New members (or renewing members who let their membership expire) will not appear in the lending software until their membership application is processed. Members must be in the computer system to check out toys; so, they must wait until they are active to check out toys.  We will get them entered into our system ASAP (typically memberships are processed within 24-48 hours of purchase). However, it is vital that we have a thorough record of who borrowed toys and when.

Note: If the office computer or the lending software are not functioning, please do not check out toys to members. Explain the situation and offer them our apologies.

Checking out Toys

Members provide the VOD their membership name and the barcode(s) [ie IP56, C27,etc] of the toy(s) they would like to borrow.

Check toys for missing pieces before checking out the toys 

1. If a toy has non-essential missing pieces: note this in Sharpie marker on the box list attached to the toy (usually inside the lid).  The toy may still be borrowed.

2. If a toy is missing essential pieces: place it on the hold shelf with a post-it note and let the borrowing member know why they may not borrow it.  

3. Fill out the Toy Feedback Form.

4. This is particularly important for toys that require all their pieces to be enjoyable (e.g., puzzles and board games).

Check out the toy using ResourceMate

1. Use “Check Toys In & Out” icon on office desktop

2. Click the “sign in” box, or, if the software opened to the “Welcome! Patron Sign-in” page, search for the borrowing member by last name. Once the correct member is selected, click the next arrow.Note: Sign in as the member you’re helping; not yourself 

3. Click “Check-Out”

4. Type in the barcode number of a toy in the search field and press “Enter”

5. When all items have been scanned, click the green “Check-Out” button.

6. Offer to place a sticky note on the toy or box with the date the toy is due back; due dates are indicated on the screen. Alternatively, members can check due dates by logging into the toy catalog.

7. Click “Sign out” to return to the home screen

Checking in Toys 

Toys with separate parts will have an inventory card that states the number and type of pieces it contains.  Please review the inventory card(s) and inspect the toy(s) for cleanliness, missing, and/or broken pieces.  Then proceeds as follows:

No issues with the toy (Standard Check-in Instructions)

1. Click the “Fast Check-In” box, or, if the software opened to the “Welcome! Patron Sign-in” page, click the back arrow first. 

2. Type in the barcode number of a toy in the search field and press “Enter.”

3. When all items have been scanned, click the “End Session” button at the top.

4. Return the toy(s) to the correct shelf or back closet for general circulation. (e.g., I: Infant; IP: Imaginary Play; C: Cognitive; GM: Gross Motor - in the back closet).

Missing Non-Essential Pieces 

If a toy is returned and is missing pieces, but the toy inventory sheet does not specify the toy must contain all the pieces, then the member will not be responsible for replacement.

1. Update the toy inventory list attached to the toy using a Sharpie marker, as needed.

2. Follow the Standard Check-in Instructions above.

Missing or Broken Essential Pieces

If the inventory card states that certain or all pieces are required, and toy is returned without one of the pieces, or a broken essential piece:

1. Show the member the problem with the toy so that they are aware. Tell them the Lending Coordinator will be in touch about whether a replacement cost will be charged.  If the Lending Coordinator determines that the toy must be replaced, a hold will be placed on the member's borrowing until the replacement cost is paid in full.

   1. If they choose to pay at that time, collect cash from them and put it in the cash box and note “Other” on the Daily Log and write in “replacement fee [barcode].”

   2. If they think they may be able to find the missing pieces at home, do not check the toy back in and have them keep it while they look. If they think the pieces will not be found, or have already left, proceed to the next step. 

2. Follow the Standard Check-in Instructions above, but do not return to the shelf

3. Place the toy on the Hold Shelf behind the desk, with a sticky note about what is wrong.

4. Fill out the Toy Feedback Form.

Fines and Fees

1. We have eliminated late fees for all members.

2. When a toy is two weeks overdue, the member will receive a warning that they will be invoiced for the cost of replacement if the toy is not returned soon.

3. When a toy is 4 weeks overdue, the member will be sent an invoice for the replacement cost of the toy. A borrowing hold will be placed on the member's account until the invoice is paid in full or the toy is returned.

Donations

The PTLL accepts monetary donations and limited used toy donations. Guidelines for donations can be found on the “Support Us” tab of the PTLL website (https://www.pghtoys.org/support-us). 

Monetary Donations (Cash/Checks)

There is a link to the page on our website where visitors can make electronic donations on the tablet at the front desk. This is the preferred method. Donations made with cash or check should be put in the cash box.

Visitors can also use the QR code found in the Volunteer Binder to make a donation using their credit card.

Visitors can also use their credit card to make donations via our website at https://www.pghtoys.org/support-us.

Offer the donor a donation receipt for tax purposes (found in the small plastic drawers on the front desk).

All cash donations are to be logged in the “other” column of the Daily Receipts Log. Please also note that it is a donation in the note column.

Toys

Before donating any toys to the PTLL, guests should be pointed to the "Support Us" page on our website (https://www.pghtoys.org/support-us) for a description of what kind of toys we accept and instructed to contact the Floor Toy Coordinator (toys@pghtoys.org) and the Lending Toy Coordinator (lending@pghtoys.org) before dropping anything off.

Miscellaneous

Membership Applications

If a visitor inquires about joining as a member, please direct them to our website: https://www.pghtoys.org/join-us or by scanning the QR code at the front desk.

If they join:

• Let them know that they will receive an email from membership@pghtoys.org with information within 48-72 hours.  

• You may waive or refund their visitor fee if they join that day.  Credit card refunds may be requested by emailing the Treasurer (treasurer@pghtoys.org)

• Membership fees must be paid online.  VODs do not accept cash for membership fees and they are not entered in the Daily Receipts Log.

Please refer any unique membership inquiries to the Membership Coordinator at membership@pghtoys.org.

Parties

If a visitor asks about hosting a party at PTLL, please direct them to visit our website (pghtoys.org/parties) and/or contact the Party Coordinator at parties@pghtoys.org.

Closing

Please keep track of the duties you have completed using the Closing Volunteer Duties form on the tablet on the front desk. Feel free to split up duties as the VODs on your shift see fit, however everyone should contribute.

1. Notify visitors (15 min prior)

15 minutes before closing, notify those present in the library that the library will be closing and they should help their children clean up. The library closes 30 minutes before the last volunteer shift ends to provide time for closing duties.  

All visitors must leave at closing time, even if there are member-only hours scheduled afterward.  This is to give the VOD time to clean the space.  Members may re-enter at the beginning of member-only hours; typically 30 minutes after public hours end.  They will need to re-sign the visitor waiver upon their return.

2. Bring in the Open Flag and place it in the entryway

3. Close out both cash boxes

If more than $5 in bills is in the kitchen snack cash box:

• Remove any paper bills over $5 from the snack box; no need to count coins, you may leave those in the snack cash box. If possible, please leave five $1 bills in the snack cash box.

• Make a deposit into the petty cash box. Log the deposit on the Receipts Log using the snacks column. 

Close out the petty cash box at the front desk:

• Count and leave $45 in the smallest bills possible in the petty cash box. Put all other cash and the Daily Receipts Log for the day in an envelope (located in the bottom drawer of the filing cabinet below the front desk). Put your name and the date on the front of the envelope and seal it. Put the signed envelope in the safe in the office (located behind the desk near the printers).

  • If there were no incoming funds for the day, and the balance is still $45, please still place the dated Daily Receipt Log into a signed envelope and place it in the safe in the back office.

• Place the cash box on the desk in the office 

4. Lock Office

Lock both locks on the office door using the key from the lockbox and then return the key to the lockbox.

5. Put away and wash floor toys

• Put away all floor toys left out

• Wash toys from the blue “dirty buckets” distributed throughout the space in the art room sink. Leave washed toys in the rack above the sink to dry.

6. Clean art room

• Discard or recycle any art left behind in the art room

• Put away any supplies left out

• Wipe down tables

• Sweep or vacuum floor as needed, especially around sensory bin

7. Clean Kitchen and Eating Area

• Wipe down the tables in the eating area using the rags and cleaning spray located in the kitchen.

• Stack the small chairs in the eating area and sweep the floor. Wash the floor with a wet mop, if needed. (The brooms and mop are stored in the kitchen.) 

• Food storage: Make sure all the food in the kitchen is stored inside plastic bins or glass jars, or inside the refrigerator.

• Wash dishes left in the kitchen, and leave them on the drying rack

8. Vacuum

• Vacuum rugs, using vacuum cleaners stored in the back closet, if needed.

9. Winterize pipes (under 32° Fahrenheit)

• If the weather is freezing, please leave a slow drip in the kitchen sink and the adult bathroom sink (not the kids bathroom). 

• Open the kitchen cabinet door under the sink to permit heated air to reach the water pipes behind the cabinets.

10. Close and lock all windows

11. Take out trash and recycling

• Empty all garbage and recycling cans (bathrooms, kitchen, art room, front desk) and take out.  A dumpster and recycling cans are in the rear of the parking lot. Add new liners to all garbage and recycling cans. Trash bags are located under the microwave in the corner cupboard.

12. Turn off all lights 

Locations of light switches:

• To the right when you walk in the second door (two switches)

• In the kitchen, to the right of the refrigerator

• Inside both restrooms

• By the cubbies

• In the metal circuit box on the back wall (flip 4 switches)

• The white switch to the left of the circuit box controls the same lights as the white switch by the front door.  

13. Ensure door is locked

• Pull hard on the front door to ensure that it has locked before leaving. The door should lock automatically at the end of public hours, at which point you can still use the VOD code to unlock the door once.

Appendix

A1: Sample Daily Receipts Log

A2: Example ResourceMate Screen 

A3: Fire Escape Plan 

Upper Floor (Church)

Lower Floor (PTLL)