Grout Museum District Volunteer Handbook

Deb Lewis Volunteer Coordinator

Phone: 319-234-6357, ext. 765 Email: deb.lewis@gmdistrict.org

Grout Museum District

503 South Street Waterloo, Iowa 50701 Phone: 319-234-6357

Fax: 319-236-0500

Last edited November 2012

Table of Contents Welcome ..........................................................................................................................................1

Grout Museum District Mission Statement .................................................................................2 Brief History of the Grout Museum District ...............................................................................3

Grout Museum of History & Science ....................................................................................................... 3 Rensselaer Russell House Museum .......................................................................................................... 3 Bluedorn Science Imaginarium ................................................................................................................. 4 Snowden House ........................................................................................................................................ 4 Sullivan Brothers Iowa Veterans Museum ............................................................................................... 4

Mission of the Grout Museum District Volunteer Program ......................................................5

Structure of the Grout Museum District Volunteer Program ...................................................6 Standards for Volunteers ..............................................................................................................8

Rights of the Volunteer ..................................................................................................................9 Grout Museum District Policies .................................................................................................10

Program Procedures ................................................................................................................................ 10 Dress Code/Personal Appearance ........................................................................................................... 10 Parking Lot .............................................................................................................................................. 11 Handicap Accessibility ........................................................................................................................... 11 Smoking .................................................................................................................................................. 11 Housekeeping .......................................................................................................................................... 12 Drug Free Workplace .............................................................................................................................. 12 Sexual Harassment .................................................................................................................................. 12 Security ................................................................................................................................................... 13

Emergency Procedures ................................................................................................................14 Emergency Numbers ............................................................................................................................... 15 Fire Emergency ....................................................................................................................................... 16 Tornado & Severe Weather .................................................................................................................... 16 Power Failure .......................................................................................................................................... 18 Bomb or Terrorist Threat ........................................................................................................................ 19 Fumes ...................................................................................................................................................... 20 Personal Assault ...................................................................................................................................... 20 Accidents & Illness ................................................................................................................................. 21 Problem Patron ........................................................................................................................................ 22 District Building Lock-Down ................................................................................................................. 23

Frequently Asked Questions .......................................................................................................24 Appendices ....................................................................................................................................27 Maps ..............................................................................................................................................31

Forms ............................................................................................................................................37

 

Appendices Appendix A: Common Terms & Acronyms ..............................................................................27 Appendix B: Facility Hours & Phone Numbers........................................................................27

Appendix C: Staff Contact Information & Phone Extensions .................................................28 Appendix D: Volunteer Rewards ...............................................................................................30

Maps Map A: Grout Museum District Facilities & Parking ..............................................................31 Map B: Bluedorn Science Imaginarium ....................................................................................32

Map C: Rensselaer Russell House Museum ..............................................................................33 Map D: Snowden House ..............................................................................................................34

Map E: Sullivan Brothers Iowa Veterans Museum/Grout Museum of History & Science (Upper Level) ................................................................................................................................35

Map F: Sullivan Brothers Iowa Veterans Museum/Grout Museum of History & Science (Lower Level) ...............................................................................................................................36

Forms Form A: Volunteer Registration Form ......................................................................................37 Form B: New Volunteer Questionnaire .....................................................................................39

Form C: Volunteer Orientation Checklist .................................................................................40 Form D: Volunteer Hours Form ................................................................................................41

Form E: Periodical Volunteer Questionnaire ...........................................................................42

 

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Dear Volunteer: On behalf of the board and staff, welcome and thank you for your support of the Grout Museum District! We look forward to having you join our family of passionate and committed volunteers and staff. Your skills and talents will help us in our efforts to provide education and programming to families in the Cedar Valley and surrounding communities. Volunteers, such as yourself, play an essential part in helping the Grout Museum District provide the opportunities it does, which otherwise might not be possible due to budgetary or staffing limitations. Without people like you, it would be difficult for us to accomplish our goals. We know you will be proud of your contribution and hope you feel rewarded by giving your time and talents. Please feel free to call me at any time with questions or comments. Yours truly, Deb Lewis Volunteer Coordinator deb.lewis@gmdistrict.org (319) 234-6357 ext. 765

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Grout Museum District Mission Statement The mission of the Grout Museum District is to provide a better understanding of our world by collecting, preserving and interpreting history and illustrating scientific principles. The Grout Museum collects, preserves and interprets cultural and natural history of the region; the Sullivan Brothers Iowa Veterans Museum honors all Iowans who served the nation from the Civil War to the present; the Rensselaer Russell House Museum and the Snowden House preserve and interpret elements of the Victorian age; and the Bluedorn Science Imaginarium provides exhibitions and programming that inspire study of the sciences.

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Brief History of the Grout Museum District Collectively, the following facilities are now known as the Grout Museum District and comprise a single, private, non-profit educational institution operated for the benefit of the community, regardless of race, creed, sex, age or disability.

Grout Museum Of History & Science The Grout Museum of History & Science was founded in 1932 at the death of Henry Whittemore Grout (1858-1932) a local collector, legislator, and philanthropist. In his will, Grout established a three-member board to oversee the care and preservation of his collection of “curios” and for the establishment of a museum. Grout’s collections were housed for a number of years at the YMCA (located at 10 West 4th Street.) In 1954, ground was broken for a new museum facility at the corner of South Street and West Park Avenue. Opened to the public in 1956, this 17,000 square foot, two-floor facility housed a 50-seat planetarium, a reference library, three major permanent exhibition halls, a meeting room, and collection storage. In 1984, the American Association of Museums (AAM) accredited the Grout Museum of History & Science. In the following years, the court appointed Board of Trustees expanded to create a more diverse and community-based Board of Directors who in turn focused the collection by adopting a mission statement. In 1990, the Board finalized their long-held expansion plan and built a 12,000 square foot addition to the original building. The expansion added an elevator, expanded collection storage, expanded and relocated the museum store and administrative offices, added temporary exhibition galleries, and a multi-purpose meeting room. Rensselaer Russell House Museum In addition to the main facility at 503 South Street, the Grout Museum District also includes the Rensselaer Russell House Museum located at 520 West Third Street. The Russell House is a 2,500 square foot, two-story Italianate-style Victorian home that was built in 1861 by Rensselaer Russell. Russell and his descendants occupied the home until 1963, when it was established as an historic home. The Russell House was deeded to the Grout organization in late 1988 by their privately held board. With the home came a $300,000 endowment to provide for its general operating support. Restored to the period of electrification (1890s,) the exhibits interpret the Russell family and the upper middle class lifestyle of Waterloo’s mid-Victorian period.

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Bluedorn Science Imaginarium In their long-range planning, the Grout’s Board and staff had maintained a strong desire to expand and enhance the Museum’s emphasis on science, but lack of space dictated otherwise. Through a generous gift from a Grout Trustee in 1989, a vacant savings and loan building adjacent to the Rensselaer Russell House Museum offered an opportunity for further Grout expansion. Initially, the building served as temporary exhibit space and housed the Museum’s staff during the 1991 Grout building’s expansion. In November 1993, the Bluedorn Science Imaginarium opened as part of the Pacific Science Center’s consortium of seven hands-on science centers established throughout the United States, courtesy of a National Science Foundation grant. The goal of offering quality expanded science programming was finally realized. Snowden House The Snowden House was deeded to the Grout in July 1997 by its private board. This historic house had been remodeled inside and now complements the Museum District as a supplemental programming and meeting facility located on the same block as the Rensselaer Russell House Museum and the Bluedorn Science Imaginarium and across the park from the original Grout Museum.

Sullivan Brothers Iowa Veterans Museum

The Sullivan Brothers Iowa Veterans Museum opened on November 15, 2008. It honors the service and sacrifice of all Iowa veterans from the Civil War to present. Their rich history is chronicled and interpreted through traditional exhibits, interactive activities and an electronic Wall of Honor. Find a hero from your hometown. Visit with veterans who fought for your freedom. Step inside their stories, and along with it, our nation's tragedy and glory. The museum is named in honor of the Five Sullivan Brothers, from Waterloo, who died while serving together on the USS Juneau during the Second World War.

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Mission of the Grout Museum District Volunteer Program The Volunteer Program offers the foundation for volunteers to contribute to the mission of the Grout Museum District. Volunteers complement, assist and partner with the full-time staff in virtually every aspect of operation. We recognize that volunteers can provide the Museum District with a resource of talent that is unavailable in any other way. We value this contribution and hope to offer to each volunteer a fulfilling, productive, and worthwhile experience. Through the Volunteer Program we offer:

1) An opportunity for you to contribute your talents and skills through active participation in programs and events throughout Grout Museum District. Volunteers and full-time staff are partners in the Museum District operations;

2) A motivating and educational resource for further study in historical, science, and

business areas, and

3) An opportunity to grow both personally and professionally. The Grout Museum District will implement these opportunities for the volunteer staff through:

1) The services of a Volunteer Coordinator to help you prepare for service, increase your knowledge, and help provide direction and support, and

2) Written & learning materials such as: an orientation handbook, volunteer job

descriptions, individual site training, interpretive study materials, Internet access and workspace.

We strive to have the volunteer experience be one that provides a mutually beneficial experience for both the volunteer and the Grout Museum District.

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Structure of the Grout Museum District Volunteer Program

Recruitment Enrollment shall be designed to draw potential volunteers from the entire Cedar Valley in response to the kinds of volunteer opportunities that are available.

Interviewing The Grout Museum District benefits from volunteers contributing in three basic ways; as an on-going volunteer contributing at least 40 hours during the year, as an off-site volunteer doing research for programming or as a one-time volunteer. The interview process helps to determine how the desires, skills, capabilities and hours available of the volunteer relate to the needs of the Grout Museum District. This process also includes careful screening as we interact with thousands of school children every year.

Selections/Placement Volunteers shall be selected and assigned to volunteer jobs that will best meet the needs of the Museum District, volunteers and our visitors.

Orientation and Training The Grout Museum District will provide both general orientation and specific site or programming instruction to prepare the volunteer for their assignment

Evaluation There will be an ongoing evaluation of the volunteer program by the volunteer and full-time staff. Periodical evaluations will be conducted by the Volunteer Coordinator through a questionnare. These questionnaire evaluations are conducted in order to make sure the volunteer is satisfied with their experience and if they have any information that might help to improve the Grout Museum District volunteer program. Museum District Staff supervisors conduct informal, on-going evaluations of volunteer performance. A more formal review is available should either party request it.

Recognition Formal as well as informal acknowledgment shall be an integral part of the volunteer program. Grout Museum District volunteers will receive numerous means of recognition for their service. Regularly scheduled volunteers will receive name tags supplemented with service badges signifyng their duration period of volunteering with GMD and special recognitions they have received as GMD volunteers.

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Volunteers of the Month will be recognized both by a public board located by the admissions desks as well as in the GMD newsletter. GMD volunteers, and their immediate family, receive reduced admission rates to GMD and GMD special events while maintaining scheduled volunteer hours at GMD. Regularly scheduled volunteers are eligible for receiving special volunteer rewards such as percentages off at the museum stores or free passes. (For more details see Appendix VIII)

Retention The full-time staff and the Volunteer Coordinator shall provide guidance and supervision, assign tasks for needed services, and plan educational opportunities for the successful retention of volunteers.

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Standards for Volunteers

The Volunteer:

• Understands and supports the purpose, structure and policies of the Grout Museum District and of the related volunteer group

• Offers the use of his or her unique skills and experience

• Conducts him/herself in accordance with the standards of conduct and those of the Grout

Museum District

• Completes any orientation, training course or on-the-job training required

• Endeavors to be flexible in accepting assignments, perform assigned responsibilities willingly and courteously to the best of his or her ability, and accept the guidance of his or her supervisor

• Complies with the time and dress requirements of the Grout Museum District

• Obeys all security and safety rules of the Grout Museum District

• Respects the confidentiality of sensitive or proprietary information

• Provides timely notification to his or her supervisor of absence or resignation

• Serves as a goodwill ambassador generally and a communicator of the role of the Grout

Museum District in the community (Source: Endorsed by the American Association for Museum Volunteers Board of Directors, 1991.)

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The Volunteer Has The Right To:

1. A position that is worthwhile and challenging

2. Be trusted with necessary confidential information

3. Be kept informed on what is happening in the Museum District

4. Expect that his/her tasks have been planned for

5. An assignment that will promote learning and growth

6. Orientation and training

7. Receive advice and assistance from a designated supervisor

8. Appropriate recognition even on a day-to-day basis

9. Be treated as a non-paid staff member

10. Be involved in the evaluation of the Volunteer Program

11. Be evaluated in terms of their job performance

12. Change jobs without prejudice or psychological constraint

13. A pleasant physical and attitudinal environment

14. Have fun!

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Grout Museum District Policies

Program Procedures The Volunteer Coordinator’s office is located in the Museum Store of the Sullivan Brothers Iowa Veterans Museum. Your comments, concerns, suggestions, and recommendations are always welcome. It is necessary that all volunteer staff sign in and record hours on the time sheets that are provided. The total number of volunteer hours donated is included in many grant applications to indicate the size and scope of the Grout Museum District Volunteer Program. Each volunteer has a voice in the operation of the Grout Museum District. Should the volunteer have a concern or grievance, please immediately discuss the matter with the site supervisor. If resolution does not come about, please consult with the Volunteer Coordinator. Should a serious misconduct occur, the site supervisor reserves the right to dismiss the volunteer immediately.

Dress Code/Personal Appearance

The image of the Grout Museum District is influenced by the appearance of our staff. We are all expected to keep a clean, neat, professional appearance and dress in appropriate attire, suitable for our respective duties. The following are basic guidelines of appropriate dress depending upon job duties.

1. Clothing should be neat, clean and in good repair. 2. Clothing must not constitute a safety hazard. 3. Provocative clothing, including but not limited to, sundresses with bare backs

and/or shoulders, bare midriffs, and men’s undershirts are prohibited. 4. Jeans and jean cut pants are not permitted, except on Monday IF the employee has

no scheduled appointments. 5. No sweatshirts or sweat pants may be worn, except on Monday IF the employee

has not scheduled appointments. 6. No printed t-shirts or shirts with writing or endorsements, except on Monday IF

the employee has no scheduled appointments. 7. When shorts are appropriate for certain duties, fingertip length shorts are

acceptable. 8. Docents are required to wear the Grout Museum District vests, with name tag, so

as to be easily distinguishable by musuem patrons.

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In consideration of the unique requirements for some Grout Museum District jobs. Certain types of staff may have special dress requirements, as defined by the department head. Any clothing purchased by the Grout Museum District for specific types of staff or duties is to be worn by those staff members whenever they are on duty or are performing those specific duties. In all cases regarding what is considered acceptable attire, the final decision rests with department heads and the Executive Director. If the attire does not meet standards considered acceptable by the senior staff, the employee will be requested to go home to change. Habitual violators of these standards may be subject to appropriate disciplinary action, up to an including discharge. Parking Lot

You are encouraged to use the parking areas designated for our employees. Please keep in mind that the parking spaces adjacent to or in front of the building(s) are for visitors only. We recommend that you lock your vehicle every day and park within the specified areas.

If you should damage another vehicle in the parking lot, immediately report the accident along with the license numbers of both vehicles and any other pertinent information to either the Office Manager or Operations Manager.

The Grout Museum District does not assume any liability for loss or damages you may sustain. Handicap Accessibility The Bluedorn Science Imaginarium, Sullivan Brothers Iowa Veterans Museum, and Grout Museum of History & Science are all fully handicap accessible. The Rensselaer Russell House Museum and the Snowen House are handicap accessible, but only on the first floor. This is due to both buildings being registered as National Historic Places. Handicap accessible parking and entrance to the Grout Museum of History & Science and the Sullivan Brothers Iowa Veterans Museum is located in the South Street parking lot. Handicap parking for the Bluedorn Science Imaginarium, the Rensselaer Russell House Museum, and the Snowden House is located in the South Street parking lot located behind the Rensselaer Russell House Museum and the Snowden House.

Smoking

The Grout Museum District facilities are designated as smoke-free environments, so please refrain from smoking while at work. If you must smoke, please do not do so within 50 feet of the front doors and only on designated break times.

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Housekeeping

Neatness and good housekeeping are signs of efficiency. Volunteers are expected to keep their work area neat and orderly at all times---it is a required safety precaution

Easily accessible trash receptacles are located throughout the buildings. Please put all litter in the appropriate receptacles. Always be aware of good health and safety standards, including fire and loss prevention.

Please report anything that needs repair or replacement to the Volunteer Coordinator immediately. Drug Free Workplace

The Museum District is a recipient of federal funds and grants. Therefore, we must comply with the Drug Free Workplace Act of 1988.

It is the policy of the Museum District to prohibit the unlawful manufacture, possession, distribution, transfer, purchase, sale or use of alcoholic beverages or illegal drugs while on the Museum District property. The Museum District also prohibits being under the influence of alcoholic beverages or illegal drugs during working time. Any volunteer who violates these policies will be immediately dismissed. The Museum District may, at its sole option, agree to continue a violating volunteer’s employment subject to the volunteer entering and actively participating in counseling or rehabilitation with periodic certification from the caregiver that the volunteer is continuing to participate in his/her therapy.

Should any volunteer be convicted of a drug-related crime that occurred in the workplace, they must notify the Museum District within five days of the conviction. Appropriate personnel action, including possible dismissal may result after notice of the conviction is received.

This policy does not prohibit the proper use of medication under the direction of a physician. However, the misuse or abuse of such drugs is prohibited. Volunteers who are taking prescription or nonprescription drugs, which could affect their ability to perform their job in a safe and efficient manner, must notify their supervisor of this fact.

Sexual Harassment

It is the purpose of this policy statement to clearly communicate to all volunteers that the administration of the Grout Museum District will not condone sexual harassment and will take appropriate actions to ensure that volunteers are protected from sexual harassment.

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when submission to such conduct is made on the

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basis for employment or promotional decisions. Such actions are clearly illegal and will not be tolerated.

Any sexual contact, actions or speech which results in a work environment that is hostile, offensive or abusive may also be construed as sexual harassment and will not be condoned or tolerated. If a volunteer believes that he/she is being subjected to sexual harassment, the employee should immediately notify any of the following:

1. His/her supervisor 2. Any member of the Grout Museum District administrative staff 3. The Executive Director 4. The Human Resources Director

No retaliation against an employee who files a complaint will be allowed and should such an occurrence take place, disciplinary action will be taken. All complaints of sexual harassment will be taken seriously and an investigation will be conducted in as confidential a manner as is possible. The Executive Director will appoint two people to conduct an investigation (one male one female) within seven days after the complaint is filed. A copy of the investigation fact sheet is included in this handbook. One or any combination of the following disciplinary actions may be taken as deemed appropriate: demotion, oral warning, probation, and termination up to five days suspension without pay, written warning. Non Grout Museum District persons working at our facilities (vendors, delivery persons, construction workers, etc.) should be made aware of our policy as the situation warrants it. Allegations of harassment shall be reported as soon as possible after the incident to the volunteer’s supervisor. Security Maintaining the security of the Grout Museum District buildings is every volunteer’s responsibility. Develop habits that insure security as a matter of course. For example:

• Always keep cash properly secured. If you are aware that cash is insecurely stored, immediately inform the person responsible.

• Know the location of all alarms and fire extinguishers, and familiarize yourself with the proper procedure for using them should the need arise.

• When you leave the Grout Museum District’s premises make sure that all entrances

are properly locked and secured.

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Emergency Procedures

It is unwise to think we are not all susceptible to potential disasters. Unexpected things happen, and as staff members of the Grout Museum District it is our responsibility to know how to react immediately in any emergency. This plan is a guide for the staff and volunteers of the Grout Museum District, so that in the event of an emergency staff members will know how to react immediately and what procedures to follow for the emergency, while always keeping the safety of museum guests, co-workers and yourself as the highest priority. The importance of this plan should be evident to all involved, so please read the information provided and and familiarize yourself with the procedures to be followed in the event of an emergency. Remember also to review this information periodically, report any changes to the Disaster Committee immediately, and share the information as a routine part of your training of new staff members, volunteers, and interns. Thank you for you cooperation. Disaster Planning Committee Alan Sweeney Annette Freeseman Nancy Kinter

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Emergency Numbers

Fire Waterloo Fire Department 911 or 291-4660 Police Waterloo Police Department 911 or 291-2515 Ambulance/ Covenant Medical Center 911 or 272-7050 Rescue Squad

Allen Hospital 911 or 235-3697 Work Injury Allen Hospital 235-3895 Poison Control Allen Hospital 1-800-222-1222 Utilities Electric Company: MidAmerican Energy 1-800-329-6261 Natural Gas: MidAmerican Energy 1-800-329-6261 Telephone: PAETEC 1-800-211-9320 Water: Waterloo Water Works 232-6280 Animal Incidents Black Hawk Animal Control 235-5335 State Agency State Historical Society 319-335-3916 515-281-8637 Conservation Midwest Art Conservation Center 612-870-3120

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Fire Emergency Fire: Suspected or discovered

• Pull alarm and initiate evacuation procedure (as follow): o Calmly advise others to leave area by nearest exit (DO NOT use elevators) o Alert the front desk o Assist anyone requiring help o Go to designated assembly areas (as follow):

§ SBIVM/Grout Museum – 1st Congregational Church to Washington Park § Imaginarium – Washington Park § RRHM – Washington Park § Snowden House – Washington Park

o Account for all people • Call the fire department

o Inform fire department of the location and nature of the fire o Advise: Imaginarium Alan Sweeney – (319) 230-1436

RRHM Annette Freeseman – (319) 231-4621 Grout Museum Billie Bailey – (319) 277-1304 Snowden House Alan Sweeney – (319) 230-1436 SBIVM Billie Bailey – (319) 277-1304

• Meet fire department upon arrival o Advise fire or police officials of your actions o Advise fire or police officials if someone is in need of special assistance

• Re-enter facility only after receiving permission from the fire department Tornado & Severe Weather Weather Safety Procedures Monitor weather radios and/or online weather sites when severe weather is forecasted, approaching or weather watches have been issued. Always inform other staff members of the possibilities of severe weather, including those people working in lower levels where they may not be aware of the weather. Plan ahead and be prepared. Weather Radios The SBIVM/GM, the Imaginarium and the Russell House all have weather radios.

• The SBIVM/GM radio is in the Administrative Office kitchen on the window sill where it is accessible to all staff. This radio may be moved to monitor weather during special events, however keep in mind that reception is not available in all parts of the building.

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• The Imaginarium radio is in the storage room behind the coat racks near the front desk.

• The RRHM radio is on the desk near the printer. All staff members and volunteers should learn the location and the operation of these radios.

Weather Terms

• Tornado or Severe Thunderstorm Watch - is issued when there is the possibility of tornado or severe thunderstorm development.

• Tornado or Severe Thunderstorm Warning - is issued when a severe storm or a tornado has actually been sighted in the area or indicated by radar.

Tornado Warning Procedures In the event of a tornado warning by radio, siren or receipt of a city alert phone call:

• The person receiving the warning should calmly announce, using PAGE ALL, that a tornado warning has been issued, and ask visitors to move away from windows and doors and proceed to the lowest level of the building.

• A second person should immediately call the Russell House, since the house is not a part

of the paging system.

• Staff should make a brief sweep of the area surrounding their location to ensure all guests and employees have heard the warning.

• Staff should take their keys and flashlights if readily available, and close doors behind

them as they leave.

• Staff should then proceed to the lowest level and assist and direct visitors.

• Remember the second staircase at the back of the SBIVM is available to move guests to the lower level.

• As time allows, move to designated tornado shelter areas:

Grout Museum = Pioneer Hall hallway, lower level restrooms SBIVM = Theatre, coatroom under the staircase, or vending area Imaginarium = Kitchen vault & Classroom vault Russell House = Basement Snowden House = Basement

• DO NOT use the elevator unless absolutely necessary to assist visitors.

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• Encourage patrons to remain in the building.

• Try to avoid windows and large areas of glass when taking shelter.

• Do not use phones unless absolutely necessary. Power Failure Safety

• In case of a power failure, the first concern of the staff should be for the safety of the

patrons in the museum.

• If the power failure is prolonged, standard closing and evacuation procedures should be

followed once the decision is made to close the building.

Operations

• In many cases during daylight and in all cases at night, the museum should be evacuated

if the failure is expected to continue for an extended period of time. The decision to

evacuate will be made following the appropriate museum policy.

Extended failure

• If the power failure is an extended one, a suitable sign will be posted at the main entrance

of the building affected.

General information

• Battery powered auxiliary lighting is located in each museum.

• Each museum should have working flashlights available. Each first aid kit location will

have a flashlight also. Staff members should be familiar with locations. Flashlights are to

be checked seasonally for proper location and working order by the Disaster Planning

Committee

PLEASE make sure the EMERGENCY flashlights are used for EMERGENCIES ONLY and

are kept in their proper locations.

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Bomb or Terrorist Threat When a bomb/terrorist threat is received:

• Listen.

• Be calm and courteous.

• Do not interrupt the caller.

• Obtain as much information as you can.

Questions to ask caller:

• What time will the bomb explode?

• Where did you place the bomb?

• What is it made of?

• Where are you calling from?

• What is your name?

Once you have hung up the telephone:

• Immediately call the Waterloo Police Department

• Record the following details:

o Date

o Time

o Duration of call

o Exact wording of threat

o Identifying characteristics of caller:

§ Sex of caller § Age § Language § Accent § Speech

§ Diction § Manner § Background noises § Caller sounded familiar § Caller sounded familiar with area

Evaluation guidelines:

§ Consult person in charge to decide if you evacuate before police arrive.

§ Search all exit routes before evacuating people.

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Fumes Immediate action:

§ Report any presence of fumes to Al Sweeney, Billie Bailey, or Diane Popelka . After

hours or on week-ends or holidays, staff in all museums should report the situation to the

museum director who will notify the police department. Be sure to give the following

information:

o Describe the situation.

o Give the location (which building, floor, etc.).

o Give your name and department.

§ The museum’s director will decide whether or not the area affected or the entire building

should be shut down. This decision will be made after consultation with the appropriate

individuals.

o Staff members in the affected area may be reassigned to other areas or buildings.

o Follow established procedures for closing the building, if necessary.

Sources of fumes:

§ Toxic fumes may come from mechanical equipment, stored chemicals, substances used in

construction, chemical cleansers, fumigation, etc.. Each department should maintain a

list of chemicals used specifically in that area which may be toxic & a list of appropriate

antidotes.

Effects of toxic fumes:

§ The victim may receive chemical burns or undergo an allergic reaction from contact with

toxic fumes or substances. Inhalation of toxic fumes may cause weakness, dizziness,

headaches, nausea, or unconsciousness.

Personal Assualt Immediate action:

§ Intervene, if appropriate, and safe to do so.

§ Provide privacy, comfort and first aid, if required.

§ First aid certified:-All Full Time Staff

§ Call ambulance and police

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§ Advise: Imaginarium Alan Sweeney - (319) 230-1436

RRHM Annette Freeseman (319) 231-4621

Grout Museum Billie Bailey (319) 277-1304

Snowden House Alan Sweeney (319) 230-1436

SBIVM Billie Bailey (319) 277-1304

§ Protect scene, identify suspects and witnesses, record details.

§ Meet police on arrival.

Accidents & Illness Rescue services required:

§ Call Fire Department

Sudden illness or injury:

§ Provide privacy, comfort and first-aid, if needed.

§ All full-time staff are First Aid certified

§ Call ambulance, if required.

§ Notify person in charge of institution, visitor’s group leader, teacher, insurer, legal adviser, etc., as appropriate.

§ Complete an accident report: record details for future reference (patient, witnesses, symptoms, treatment times, location, etc.)

§ Accident reports are located with all first aid kits.

Hazards

§ Take immediate action to remove or correct problem, control access, or provide supervision until the problem can be removed or corrected.

§ Call for assistance. § Record details for future reference and photograph accident scene if an accident has

occurred because of the hazard.

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Problem Patron General information

§ Causes:

o Reasons for disturbances are as varied as there are people. Some of the usual

ones are: lack of consideration for others, scholastic pressures, drug withdrawal

(prescription or illegal), or alcohol.

§ Your attitude:

o Museum personnel should always be pleasant, considerate, helpful and

understanding. A slight abrasive attitude could cause an individual under stress to

behave in an irrational way. Try to offer alternatives to resolve the problem.

Immediate action:

§ Stay calm.

o Ask the individual(s) to stop creating the disturbance. Try to avoid getting into an

argument with the individual(s). Speak calmly and firmly to the individual(s)

involved. Listen to the individual(s) and try to see things from their point of view

and, if possible, offer alternatives to solve the problem.

§ Violence potential.

o Be alert to the possibility of violence. Although most of our problem patrons

create only verbal disturbances, it is always possible that the situation will

escalate into physical violence.

§ If an emergency situation is presented, dial 911; tell the dispatcher there is a police

emergency at the Grout Museum District at whichever building the occurance is in. You

will be transferred to the Waterloo Police Department.

§ If the situation is disruptive, but not considered an emergency, dial 291-2515 and

give the following information, if known, to the dispatcher:

o person’s name

o description of the disturbance

o precise location of the person (which museum building, floor, etc.)

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District Building Lock-Down

In the event of a local situation calling for a district wide building lockdown, the staff member

receiving the notice will inform the executive director or their site manager and will immediately

make sure all other sites are notified by phone. Staff members should follow through to secure

all building doors and windows in their locations. Individuals should not enter or exit buildings

during a lockdown until the all clear is received.

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Frequently Asked Questions Why do you need my address? Most important, your address provides the Grout Museum District with information that might be needed in case of an emergency or accident. In addition, your address provides the Grout Museum District with your mailing information so you can receive the Grout Museum District newsletter, which all volunteers receive to keep them informed of what is happening with the District. Why do I need to provide an emergency contact? Emergency contact information is needed in case of an accident or other emergency that might occur to the volunteer while at the Grout Museum District so that the District staff know who to contact incase of such an instance. Why am I being checked against the Iowa Sex Offender Registry? Due to the need of working in close proximity with children involved with School Tours, Weekly Wonders, FETCH/Super Science Days, and Overnights, all volunteers involved with the aforementioned programs will be checked against the Iowa Sex Offender Registry as an added precaution. The checking of volunteers involved with the aforementioned programs against the Iowa Sex Offender Registry is done to ensure that the Grout Museum District is not unknowingly accepting and placing a registered sex offender as a volunteer working with children. Why are volunteers working with School Tours, Weekly Wonders, FETCH/Super Science Days, and Overnights the only ones checked against the Iowa Sex Offender Registry? Volunteers working with School Tours, Weekly Wonders, FETCH/Super Science Days, and Overnights are the only ones checked against the Iowa Sex Offender Registry due to the large number of children potentially involved, and because of the close interaction between the children and Grout Museum District staff/volunteers in those programs. Volunteers working in other volunteer positions are not checked against the Iowa Sex Offender Registry because the position either does not bring them in close physical contact with children or there is enough adult supervision provided due to location or ratio of adults to children. Why do you need to know if I have been convicted of a felony? The Grout Museum District does not discriminate against working with convicted felons. The GMD inquires about felony convictions due to restrictions that are associated with certain felonies. If a volunteer has been convicted of a felony they should consult their probation officer and court papers about any limitations that might apply to their probation and which might affect their ability to perform certain jobs while volunteering. If a volunteer has been convicted of a felony, knowledge of the conviction will allow the GMD to place the volunteer in positions non-

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related to their crime and where they will not be in violation of any possible restrictions associated with their felony conviction. Why am I being evaluated? Grout Museum District volunteers are evaluated by staff and the volunteer coordinator in order to ensure the volunteers are performing their tasks to the satisfaction of their supervisors and conducting themselves in a manner reflective of the Grout Museum Districts standards. Evaluations provide the volunteer coordinator with the necessary information to determine if a volunteer is worthy of recognition, needs to be assigned to a different project/task, or possibly needs to be dismissed. Evaluations also work both ways. Evaluations allow volunteers the opportunity to provide the volunteer coordinator with feedback on aspects of the volunteer program that work well or might be in need of improvement. Overall, evaluations help to ensure that both the volunteer and the Grout Museum District are both able to benefit from working together. What do I do if I am running late or cannot make my scheduled volunteer time? Notify the volunteer coordinator or supervisor (if known) as soon as possible to inform them of the situation. The Grout Museum District is willing to be flexible. The volunteer coordinator, and any staff who are involved, will work with you to make adjustments or to reschedule if necessary. What do I do if a personal emergency arises while I am volunteering? Notify the volunteer coordinator or supervisor (if known) as soon as possible to inform them of the situation. The Grout Museum District is willing to be flexible. The volunteer coordinator, and any staff who are involved, will work with you to make adjustments or to reschedule if necessary. What do I do if I get sick while volunteering? We understand that someone might suddenly feel ill for any number of reasons. If you suddenly feel ill while volunteering notify your supervisor or the volunteer coordinator immediately so that you may be dismissed. What if I get injured while volunteering? If a volunteer suffers a work-related injury while volunteering at the Grout Museum District, any medical costs resulting from the injury are covered by the Grout Museum District’s Workers’ Compensation. The Iowa Workers' Compensation Law is a no-fault insurance plan which is supervised by the state and one hundred percent (100%) paid for by the Grout Museum District. This law was designed to provide you with benefits for any injury suffered in connection with your employment. Under the provisions of the law, if you are injured while at work, you are eligible to apply for Workers' Compensation. Location for treatment is at the Allen Hospital Clinic for Workers’ Compensation claims.

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Why is the Museum closed on Mondays? The Grout Museum District facilities are closed on Mondays so as to allow GMD staff to work on administrative and other matters which might otherwise impede visitor experiences at the GMD. Being closed on Mondays also allows for work to be done on GMD facilities or exhibits during the work week in case of the need for outside contracting. While the GMD is closed to general admittance on Mondays, scheduled tours are still available. Why are the RRHM and Snowden House not fully handicap accessible? Both the Rensselaer Russell House and the Snowden House are properties listed on the National Register of Historic Places. By being listed on the National Register of Historic Places, a Historic Preservation Easement is held on both properties. The easements “place restrictions on the development of or changes to the historic property.” The changes necessary to make both properties fully handicap accessible would violate the Historic Preservation Easement pertaining to each property. (National Park Service, U.S. Department of the Interior, 2012.) Are volunteers allowed a break-time? The Grout Museum District is flexible in allowing volunteers breaks whenever requested. Where do I park? Volunteers are encouraged to use the Grout Museum District employee parking lots. We ask that volunteers refrain from parking in spaces adjacent to or in front of Grout Musuem District facilities as those spaces are intended for visitors. For more information on parking see page 10 of this handbook. Can I list my volunteer hours on my resume? Yes, volunteer hours can and should be listed on your resume. It is also helpful to privide any details about the tasks you performed while volunteering. Can I get a Letter of Reference/Letter of Recommendation for volunteering? Letters of reference or letters of recommendation can be provided upon request from either a supervisor or the volunteer coordinator. However, they are not gauranteed. Whether or not a letter is provided is left to the discretion of the supervisor or volunteer coordinator dependent upon the volunteering experience. If a letter is provided, the extent and content of the letter is left to the discretion of the supervisor or volunteer coordinator dependent upon the volunteering experience.

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Appendices Appendix A – Common Terms & Acronyms GMD (Grout Museum District) GMHS (Grout Museum of History & Science) BSI (Bluedorn Science Imaginarium) RRHM (Rensselaer Russell House Museum) SH (Snowden House) SBIVM (Sullivan Brothers Iowa Veterans Museum) MDM (Museum District Membership) GSO (Girl Scout Overnight) HSW (Home School Workshop) IGO (Iowa Girl Overnight) Appendix B – Facility Hours & Phone Numbers Bluedorn Science Imaginarium – 9am-5pm Tuesday-Saturday Phone: (319) 233-8708 Grout Museum of History & Science – 9am-5pm Tuesday-Saturday Phone: (319) 234-6357 Rensselaer Russel House Museum – 9am-5pm Tuesday-Saturday Phone: (319) 234-6357 Snowden House – Open by scheduled appointment Phone: (319) 234-6357 Sullivan Brothers Iowa Veterans Museum – 9am-5pm Tuesday-Saturday Phone: (319) 234-6357 *Note: Normal facility operations are conducted on Mondays from 9am-5pm while the facilities are closed to the public.

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Appendix C – Staff Contact Information & Phone Extensions Billie Bailey Executive Director billie.bailey@gmdistrict.org ext. 744 Nancy Bagley RRHM Docent ext. 756 Jonathan Bethards FETCH jbethards@gmail.com ext. 792 William Bisbee Exhibit Technician william.bisbee@gmdistrict.org ext. 753 Jacquie Colvin Marketing Coordinator/Graphic Designer jacquei.colvin@gmdistrict.org ext. 754 Melody Cummings Museum School Assistant ext. 783 Christy Decker Director of Adults Programs & Group Tours christy.decker@gmdistrict.org ext. 749 Jason Dornbush Science Outreach Coordinator jason.dornbush@gmdistrict.org ext.743

Annette Freeseman Director of Historical Programming annette.freeseman@gmdistrict.org ext. 782 Rachel Fritts Rental & Facilities Coordinator rachel.fritts@gmdistrict.org ext.766 Lorraine Ihnen Collection Manager lorraine.ihnen@gmdistrict.org ext. 701/706 Nancy Kinter Office Administrator nancy.kinter@gmdistrict.org ext. 790 Deb Lewis Museum Store & Volunteer Coordinator deb.lewis@gmdistrict.org ext. 765 Jessica Libberton Exhibit Assistant jessica.libberton@gmdistrict.org Catreva Manning Archivist catreva.manning@gmdistrict.org ext. 748 Cyd McHone Director of Development & Marketing cyd.mchone@gmdistrict.org ext. 750

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Jane Meyer Interview & Collections Assistant jane.meyer@gmdistrict.org ext. 856 Troy Myler IT/Media Specialist troy.myler@gmdistrict.org ext. 746 Pauletta Nelson-Bridges Imaginarium Receptionist pauletta.nelson@gmdistrict.org ext. 791 Anna Nielson Development Coordinator anna.nielson@gmdistrict.org ext. 781 Bob Neymeyer Historian bob.neymeyer@gmdistrict.org ext.747 Diane Popelka Operations Manager diane.popelka@gmdistrict.org ext. 752 Joseph Sailor, Jr. Custodian joseph.sailor@gmdistrict.org ext. 705

Raymond Shepard III Custodian ext. 705 Cynthia Stevens Museum Assistant cynthia.stevens@gmdistrict.org Alan Sweeney Imaginarium Site Manager alan.sweeney@gmdistrict.org ext. 742 Robin Venter Curator of Exhibits robin.venter@gmdistrict.org ext. 755 David Voigts Planetarium Assistant Jordan Walker Science Educator jordan.walker@gmdistrict.org ext. 751 Deanne Walvatne Planetarium Assistant Jessica Williamson Outreach Assistant

Other Phone Extensions AV Room – ext. 795 Boardroom – ext. 780 Conference Room – Small 708/Large 707

IT Room – ext. 715 Kitchen – Administration – ext. 785

Catering – ext. 793 Education – ext. 716

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Appendix D – Volunteer Rewards 10-19 hours = 5% off at museum stores or 1 free admission pass 20-29 hours = 10% off at museum stores or 2 free admission passes 30-39 hours = 15% off at museum stores, 3 free admission passes, or 1 free admission pass to a GMD special event 40-49 hours = 25% off at museum stores, 5 free admission passes, or 2 free admission passes to a GMD special event 50+ hours = 40% off at museum stores, 8 free admission passes, or 4 free admission passes to a GMD special event *Note: The abovementioned benefit brackets are determined by the number of volunteer hours conducted within a three-month period.

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Maps Map A – Grout Museum District Facilities & Parking Handicap parking is available in both South Street parking lots (light tan). Additional parking is located across Washington Street, underneath the HWY 218 over-pass.

Bluedorn

Science

Imaginarium

RensselaerRussell House

Museum

Snowden

HouseGrout

Museum

of

History &

Science

Sullivan Brothers

Iowa Veterans

Museum

South Street

Washington Street

Washington Street

3rd

Str

ee

t

W. Pa

rk A

ve

nu

e

4th

Str

ee

t

Washington Park

Parking

Tour Bus

Drop-off

Area

HWY 218 North

HWY 218 South

Bus parking located under HWY 218

Tou

r En

tra

nc

e

Sc

ho

ol To

ur

Dro

p O

ff

Sc

ho

ol B

us

Pa

rkin

g

En

tra

nc

eEn

tra

nc

e

Entrance

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Map B – Bluedorn Science Imaginarium

*Map Not Available*

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Map C – Rensselaer Russell House Museum

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Map D – Snowden House

Auditorium

Stage

Upper Level

Drawing Room

Dining Room

Rece

ption

Hall

Kitchen

Lower Level

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Map E – Sullivan Brothers Iowa Veterans Museum/Grout Museum of History & Science

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Map F – Sullivan Brothers Iowa Veterans Museum/Grout Museum of History & Science (cont’d)

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Form A – Volunteer Registration Form

Grout Museum District Volunteer Registration

Name: _________________________ Home Phone: _____________ . Mailing Address: City/State: Zip: . E-mail Address: . Emergency Contact: . Phone: . How did you hear about volunteerism at the Grout Museum District?: Would you like to be placed on our Volunteer Contact List to receive notifications about volunteer opportunities? Yes . No . If yes, by which method would you prefer us to contact you by? Phone . EEmail .

DAYS AND TIMES YOU ARE AVAILABLE:

Check as many as apply Sunday Times: _____________________________________ Monday: Times: _____________________________________ Tuesday: Times: _____________________________________ Wednesday: Times: _____________________________________ Thursday: Times: _____________________________________ Friday: Times: _____________________________________ Saturday: Times: _____________________________________

Please see other side for areas of interest

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AREAS OF INTEREST  *Check as many as you wish*

___ Exhibits: Assist Exhibit Curator with construction, text and dismantling exhibits. This may include anything from

research to painting walls. May include climbing ladders and lifting. ___ Collections: Assist the Collection Curator and/or archivist. Duties may include data entry, filing, cleaning and

inventory of collections and other interesting jobs too numerous to list! ___ School Tours: Various times between 9:30 a.m. & 2:30 p.m. Serve as a docent for school tours on topics such as

Pioneers, Native Americans, Rocks & Minerals, and Dinosaurs & Fossils. ___ Weekly Wonders: Assist with program activities Tuesday-Friday between 9:00 a.m. & 5:00 p.m. during summer,

winter, and spring breaks. ___ Museum Stores/Admissions Desk: Greet guests and work cash register. Light cleaning in museum stores; help

answer the phone, inventory ___ FETCH/Super Science Days: Assist Science Educator/Outreach Coordinator with research, preparation and

implementation of activities. Assist public in carrying out various activities. ___ Special Events: Duties may include kitchen help, host/hostess to refreshment tables, planning, implementing and

clean up of parties/grand openings. ___ Mailings: Prepare brochures, postcards, newsletters, or envelopes for mailing. ___ Overnights: Assist program coordinator with scout overnights/general public overnights. May help research, plan

& implement specific aspects of the program. ___ Data Entry: Filing, general computer data entry. ___ Rensselaer Russell House Museum: Serve as a docent for tours or assist with special events. ___ Sullivan Brothers Iowa Veterans Museum: Serve as a docent for tours or assist with special events. ___ Digger the Dog Mascot: Wear our dog costume for special events. *Important* Due to the nature of the School Tours, Weekly Wonders, FETCH/Super Science Days, and Overnight programs in dealing with children, volunteers indicating interest, in the above section, of working with said programs will be checked against the Iowa Sex Offender Registry. Please sign your name to indicate that you understand and comply with the above statement: . Please sign you name to indicate the information provided is correct: .

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Form B – New Volunteer Questionnaire What brought you to volunteer at the Grout Museum District? Do you have any specific personal skills that might be of use? Do you have specific professional training that might be of use? Are there any personal skills you are looking to develop while volunteering at the Grout Museum District? Is there anything specific the Grout Museum District can do to provide a beneficial and enjoyable volunteering experience? Do you enjoy working with children? Do you enjoy working with animals? Do you enjoy interacting with large groups? Are you confortable speaking in front of large groups? Do you have any physical limitations or health issues we need to be aware of? Have you been convicted of a felony?

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Form C – Volunteer Orientation Checklist Please initial each item as completed and return to Deb Lewis ____ Application and paperwork completed ____ Interview process completed ____ Orientation Manual given to volunteer ____ Review of Orientation Manual with supervisor ____ Volunteer knows Emergency Procedures ____ Volunteer knows locations of First Aid Kits ____ Adequate training for assigned position provided ____ Introduction to key staff ____ Introduction to workspace ____ Volunteer knows where restrooms & break rooms are at assigned building Visits to: ____ SBIVM/Grout Museum of History & Science ____ Bluedorn Science Imaginarium ____ Rensselaer Russell House Museum ____ Snowden House After assignment is fulfilled: ____ Post Interview completed ____ Post-questionnaire completed

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Form D – Volunteer Hours Form Email: Phone: Name: Address: City, State, Zip:

Date Hours Task Description Supervisor Worked From To Initials

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Form E – Periodical Volunteer Questionnaire

1) Now that you have volunteered numerous times, do you have any additional questions?

2) Do you feel clear about the expectations of your position?

3) Is there anything we can do to enhance your time with us?

4) Do you have any suggestions on how the Grout Museum Volunteer Program might be improved?

5) Any additional comments or questions? NAME: ______________________________