Offsite Service Safety Guidelines

Expectations

Safety protocol expectations for Multnomah County Library (MCL) staff while providing services offsite:

  • MCL is committed to providing safe and welcoming environments for all patrons that they serve by expecting everyone at all service sites to follow the MCL rules.
  • While staff can not exclude a person from an event held outside of Library locations, MCL staff may discontinue providing services if patrons are not following MCL rules.
  • MCL staff are not responsible for the care or supervision of minors and cannot be expected to provide service if alone with minors.
  • MCL expects schools and other facilities to ensure that established safety and evacuation procedures are available for staff to review before providing library services.
    • MCL staff should inquire about these procedures in advance of service visits and share information with all appropriate parties.
  • MCL staff cannot be expected to be responsible for the safety of others.

Best practices for staff providing services offsite:

Communication

  • Staff and managers should agree on a plan ahead of time for how they will communicate with each other about their status while providing services offsite. Non-exhaustive examples of how to do this are below. Tailor these as needed.
    • List all the visit details on your calendar and make sure your calendar is set to “Make available for Multnomah County-see event details.” These should include:
      • The name and address of the site
      • The name and phone number of the site contact
      • The times of day that you will be traveling to and from the site and how long you expect to be there
      • Where you will go after the site visit (i.e., back to location, home to telework, off for the day, etc.)
    • Use your location’s schedule and/or In/Out board or whiteboard to indicate where you can expect to be found at various points during the day.
      • Communicate verbally, on the phone, or via text/chat with your colleagues and/or supervisor before you leave and when you get back, or when you arrive at your next destination.
      • If plans change at the last minute (you call out, the site cancels the visit, the weather changes, etc.), make sure you communicate new plans to all appropriate parties as far in advance as possible.
  • Always carry a charged phone with these numbers when you are working offsite:
    • Your location’s PIC phone, workroom and supervisor’s phone numbers
    • The Contact Center - 503-988-5123
    • Central Person in Charge - 503-969-3839
    • Executive Management Team Person in Charge - 503-201-0522
  • Wear a county-issued photo identification badge at all offsite locations when performing duties on work time.
    • Your name and picture should be easily visible at all times.

Staying Safe

  • Your safety is more important than providing services.
    • Trust your instincts - If you ever feel unsafe in a situation, it is OK to leave and abandon the offsite visit tasks. Staff should contact the site event lead immediately if they need to leave the premises.
    • If you decide it is warranted, call the police or other first responders as needed.
      • Submit any relevant incident report types (RSK-2, RSK-3, etc.) through Origami and/or MCL Commons Security Incident form, as applicable.
    • Be sure to follow up with your supervisor as soon as possible after the fact, if you are not able to in the moment.
  • Be familiar with safety and evacuation procedures of any place you visit.
    • Learn how the site will respond to situations like an active shooter threat, a fire, emerging inclement weather, etc., and rehearse ahead of time what you’d say or do if you were in a situation like that offsite.
      • Make note of exits, hiding places, barriers as you travel through the site.
    • For larger events, find out if there is security staff or a point person for issues that arise, and introduce yourself to them at the beginning of the event.
  • Be aware of your surroundings while traveling to/from & while at offsite locations.
    • Plan your travel route ahead of time via maps, transit schedules, etc.
      • Does your vehicle have adequate gas?
      • Does your bike have a flat tire repair kit?
      • Do you need an ice scraper or tire chains?
      • What will you do if your planned transit route is not viable?
      • Who will you call if you have a breakdown?
    • Carry only what you absolutely need to accomplish your program goals at each offsite visit (flyers/materials, books, library cards, etc.)
      • Keep personal items you carry with you to the bare minimum.
    • Always observe what is happening around you and the relevant environmental factors that could impact safety.
      • What is the lighting level like?
      • What kind of hazards do you have to navigate to safely enter/exit the site?
      • Are there loose animals onsite?
      • Are there any people or crowds nearby who are acting in volatile ways?
      • Is there a business or person nearby you could call on if you need help?
  • Familiarize yourself with the tools that MCL provides related to staff safety, situational awareness and de-escalation, such as Safety Moments. 
  • Familiarize yourself with staff responsibilities during severe weather events:
Manual category
Safety and security
Tags
Daily operations
Safety