Date (10/27/99) i

A Guidebook forWorking withVolunteers

“The success of society lies in the willingness of its citizens to give of themselves, to perform or give a service of their own free will.”

— Ralph Waldo Emerson

U.S. Fish & Wildlife Service

ii Date (10/27/99)

In the Beginning…

Paul Kroegel, a young Germanimmigrant and boat-builder, oncevolunteered for several months tostop people from killing the pelicansthat nested on an island near hishome in Florida.

As time went by and the word gotaround of Paul’s presence, peoplestarted referring to the island as“Paul’s Island.” He was sosuccessful in protecting the pelicansthat the government hired him forone dollar a month!

In 1903 the government changed thename to Pelican Island and PaulKroegel went from being the firstvolunteer to the government’s firstrefuge manager.

Introduction

The Fish and Wildlife Act of 1956 (asamended by the Fish and WildlifeImprovement Act of 1978 Public Law95-616) authorizes the U.S. Fish andWildlife Service’s VolunteerProgram. Since 1982 the Service,and the fish and wildlife entrusted inour care, has benefitted from thecontributions of many thousands ofvolunteers who have contributed todate over 1.5 million hours.

The National Wildlife RefugeSystem Volunteer and CommunityPartnership Act of 1998 was signedOctober 5, 1998. The new Act has anentire section focusing on VolunteerEnhancement. Policies forimplementation of the Act have notbeen completed. We intend to addsections on Emergency Procedures,International Volunteers and othersubjects as needed, as well as updateand change sections as policieschange.

The objectives of this “Guidebookfor Working with Volunteers” is toincrease the productive use ofvolunteers in the U.S. Fish andWildlife Service. This guidebook willtake you step-by-step through themechanics of initiating and runninga volunteer program at your fieldstation. Throughout the guidebookyou will find techniques, alternativesand samples that you can use onyour station. You may want to adaptsome or all of these ideas to fit intoyour volunteer program. Policy andprocedure guidance for the programcan be found in the Code of FederalRegulations, Title 16, Section742F(c), the Fish and WildlifeService Manual, Part 150, chapters1-3 “Volunteer Services Program”and Part 240 chapter 9“Occupational Safety and Health,Volunteer and Youth Program.” The3-ring binder format will allow thebook to be updated as the policiesare completed and changes occur.

Date (10/27/99) iii

In the Beginning

I. Groundwork . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-1A. Who Can Be a Volunteer? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-1

1. Relationships with Other Programs/Organizations . . . . . . . . . . . . . . . . I-12. Service Employees and Family Members . . . . . . . . . . . . . . . . . . . . . . . . I-13. Pay for Volunteer Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-1

B. What Can Volunteers Do? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-1C. What Volunteers Cannot Do . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-2D. The Volunteer Job Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-3

■ Sample Job Descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-5

II. Recruiting Volunteers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . II-1A. Characteristics of a Good Recruitment Message . . . . . . . . . . . . . . . . . . . II-1B. Mass Media: Radio, TV, Newspapers, Internet . . . . . . . . . . . . . . . . . . . . . II-1C. Posters, Flyers, and Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . II-1D. Personal Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . II-1

■ Sample News Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . II-3

III. Selecting Volunteers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . III-1A. Screening Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . III-1B. Conducting Interviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . III-1

■ Volunteer Application for Natural Resources . . . . . . . . . . . . . . . . . . . . III-3■ Sample Volunteer Recruitment Letter. . . . . . . . . . . . . . . . . . . . . . . . . . III-5■ Volunteer Application for Bosque Del Apache Refuge . . . . . . . . . . . . III-7■ Volunteer Interview Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . III-11■ Volunteer Services Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . III-13■ Parental Approval Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . III-15

IV. Orientation and Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-1A. Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-1

1. Ideas for a Volunteer Orientation Packet . . . . . . . . . . . . . . . . . . . . . . . IV-1B. Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-1

■ Volunteer Orientation Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-3■ Volunteer Time Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-5■ Balance of Rights and Responsibilities Between

Volunteers and Paid Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-15■ Volunteer Feedback Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IV-17

iv Date (10/27/99)

Table of Contents

V. Protection and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-1A. Volunteer Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-1B. Injury Compensation and Tort Claims Protection . . . . . . . . . . . . . . . . . . V-1C. Drivers License. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-1D. Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-1E. Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-2F. Reimbursement of expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-2

1. Reimbursement from Imprest Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-22. Reimbursement by Treasury Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-2

G. Uniforms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-21. Service Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-22. Approved Uniform Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-23. Optional Uniform Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-2■ Special Purpose Order Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-3■ Volunteer Apparel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V-5■ Authorization for Operation of Government-Owned Vehicle Form . . . V-7

VI. Supervision and Recognition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-1A. Supervision . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-1

1. Provide a Good Working Environment . . . . . . . . . . . . . . . . . . . . . . . . . VI-12. Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-1

B. Recognition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-11. National Volunteer Week . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-12. Suggested Ways to Recognize Volunteer Contributions . . . . . . . . . . . VI-2■ Sample Award Scale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-3■ Sample Awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-5■ Volunteer Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VI-19

VII. Annual Volunteer Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VII-1■ Volunteer Services Report Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VII-5

Date (10/27/99) v

A. Who Can Be a Volunteer?

Definition of a volunteer (29 CFR 553.101)An individual who performs hours ofservice for a public agency for civic,charitable, or humanitarian reasons,without promise, expectation orreceipt of compensation for servicesrendered, is considered to be avolunteer during such hours.

Almost anyone can participate in theFish and Wildlife Service volunteerprogram. General information onvolunteer eligibility is contained inPart 150 FWS 2.1.1

1. Relationship with OtherPrograms/OrganizationsVolunteers may be individuals or theymay be associated with educationalinstitutions, the community, prisonwork camps, alternative sentencingprograms, environmentalorganizations or other organizations,such as Refuge Support Groups.Whether an individual or anorganization, all volunteers mustsign a Volunteer Service Agreement.If volunteer work is done inassociation with an institution ororganization, the representative ofthe organization should sign aVolunteer Service Agreement and alist of all participants should beattached to the agreement. (Example:If you sign up Boy Scout Troop#XXX please attach a list of all of thescouts that volunteered to theVolunteer Services Agreement.)

2. Service Employees and Family MembersService employees may do volunteerwork, and receive the benefits ofinjury compensation and tort claimprotection. However, it must beabsolutely clear to employees andsupervisors alike that employeesare, under no circumstances, to beurged to perform their job duties asvolunteers.

Family members of Serviceemployees may do volunteer workfor the Service provided the Serviceofficial signing the VolunteerAgreement is not a member of thevolunteer’s immediate family. Iffinancial reimbursement is involved,the regional volunteer coordinatorand/or ethics counselor should beconsulted before such an agreementis made. A conflict of interest couldresult if a family member or relativeof a Service employee were toreceive financial benefit from theprogram. Even the appearance of aconflict of interest should be avoided.

3. Pay for Volunteer WorkVolunteers may or may not receivecredit (financial or otherwise) fortheir work. It does not matter if the volunteer receives pay, workcredit, academic credit or othercompensation from sources outsidethe Service, as long as the Servicedoes not pay the individual for thework. Note: Participants inprograms that pay wages, such asYCC, Job Corps and Americorps,are not considered volunteers duringtheir working hours. StudentConservation Association (SCA)individuals are counted asvolunteers, refer to 150 FW 1.6C.2

B. What Can Volunteers Do?

1. Volunteers may do almost any typeof work for the Service. Through thehelp provided by volunteers, projectleaders can accomplish jobs thatwould not otherwise get donebecause of funding or personnellimitations. Refer to 150 FWS 1.8.3

Volunteers, however, should neverdisplace paid employees.

2. Good planning will help develop agood program. Before you start avolunteer program, do the following:

■ Write down all of the jobs on yourstation that you would like to have

done if you had sufficient time andstaff.■ Be very specific and do not thinkabout whether volunteers can orcannot do them.

Listed below are dozens of jobs thatvolunteers have performed onstations throughout the country.

Partial Volunteer Jobs List

Maintenance■ Check hiking trails once a week forsafety hazards, vandalism and litter■ Cleaning up litter/trash■ Build/maintain buildings■ Perform general maintenanceduties■ Landscaping■ Marking boundaries■ Maintaining vehicles

Date (10/27/99) I-1

I. Groundwork

1150 FWS 2.1 Volunteer Eligibility and StatusEligibility for Participation. Volunteerservices will be accepted from the publicwithout regard to race, creed, color, sex, age,national origin, political affiliation, religion,disability, or any other non-merit factor.Acceptance of volunteer services is not limitedto United States citizens. If non-citizenswish to volunteer, they must providedocumentation as to their residence statusas required by Federal or State Law.2150 FWS 1.6 c DefinitionsStudent Conservation Association ProgramParticipant. A volunteer of either high schoolor college age who was recruited through theStudent Conservation Association (SCA) andwhose volunteer service is defined under thenational agreement between the Serviceand the SCA. The national agreement is onfile in the Washington Office, Division ofContracting and General Services.3150 FW 1.8 Acceptable Volunteer ServicesVolunteer services can be used in almost anycapacity (except as specified in 1.8B) tocomplement or supplement existing work orto do projects which otherwise would not bedone. Volunteers will not be used to displaceany employee, to staff a position that is anormal part of the Service’s work force, or toimpair authorized service-type contracts.

■ Obliterating/rehabilitating trails■ Organizing/assisting clean-upcampaigns■ Preparing and maintaining trails■ Reestablishing natural vegetation■ Rehabilitating overused campsites■ Removing graffiti■ Replacing old/vandalized boundarysigns■ Stabilizing/preserving roads

Administrative ■ Coordinate volunteer program■ Perform computer programming/analysis■ Edit■ File or type■ Provide first aid courses to staff■ Monitor visitation■ Observe/report LE problems■ Operate/organize library■ Prepare volunteer orientationpackets■ Provide courier service■ Recruit volunteers■ Reorganize the filing system■ Serve as librarian■ Staff a first aid station■ Train volunteers■ Work on a “gifts catalog”■ Staff Cooperative AssociationBookstore sales outlets

Resourse Management/Biology ■ Assist in feral animal reduction■ Conduct plant inventory anddevelop a plant list■ Conduct animal censuses/surveys■ Conduct bioexaminations■ Conduct historical, archaeologicalpaleontological surveys■ Conduct small mammal studies■ Collect/transcribe oral history■ Perform archeological work■ Perform cross-country ski patrols

■ Perform fishing creel censuses■ Feed research animals■ Identify cultural resource sites■ Identify insects■ Mapping■ Monitor or clean-up contaminants■ Manipulate habitat■ Set up pest management programs■ Stock/inventory fish■ Take air quality readings■ Write/edit biological reports

Public Use■ Catalog/clean museum collections■ Compile a bird list■ Conduct programs for people withdisabilities■ Develop artwork■ Develop educational materials■ Perform campground checks■ Give lectures■ Give talks to children’s groups■ Host special events■ Lead environmental educationactivities■ Lead hikes on special topics■ Lead tours■ Maintain native plant displays■Patrol trails■ Photograph species, habitats,public use■ Prepare multimedia programs■ Produce/maintain audio-visualmaterials■ Produce publications■ Serve as artist-in-residence■ Sign for deaf visitors■ Staff hunter check stations■ Staff visitor center/contact station■ Update slide file with new, currentpictures■ Write trail guides

C. What Volunteers Cannot DoVolunteers may not do:

■ any job involving active lawenforcement (detaining or arrestingindividuals, issuing citations orwarnings, or carrying firearms forlaw enforcement purposes.)■ any job involving the handling ofgovernment money, except for thecollection of entrance or use of feesas amended by Public Law 99-645.

Note: Hazardous duties requirespecialized training and awarenessby the volunteer of the hazardsinvolved. A statement describing thehazardous duty should be part of theVolunteer Agreement. Refer to 150FW1.8B(1-3.)4

I-2 Date (10/27/99)

4 150 FW 1.8B Prohibited Volunteer Services(1) Volunteers will not be used in regulation oractive law enforcement activities. Volunteerscannot issue citations or carry firearmsassociated with law enforcement activities;however, they may observe and reportproblems.(2) Volunteers will not be used in certainhazardous jobs, such as firefighting andoperating heavy equipment, unless they havecompleted the appropriate Federal training.Individuals who meet fire qualificationrequirements may be hired as emergencyfirefighters on a DE 530 EmergencyEmployment and Time Sheet, available fromthe regional office. Once hired, theseindividuals are no longer consideredvolunteers.The use of volunteers for other jobs thatinvolve safety considerations must beevaluated on a case-by-case basis, taking intoaccount the volunteer’s training to performsuch work. Special care must be exercisedwhen utilizing volunteers under 18 years ofage. In these cases, provisions of the FairLabor Standards Act, as it addresses childlabor, apply. A Job Hazard Analysis should bedeveloped for all hazardous activities inaccordance with guidance provided in 240 FW2, for any activity for which an injury oraccident has been reported (see 240 FW 7).When the analysis requires operational andsafety training or equipment, the volunteerwill not perform the job until all training iscompleted, the supervisor knows thevolunteer’s work capability, the volunteerunderstands the job and its hazards, andappropriate equipment is supplied.(3) Volunteers will not collect fees or handlemoney owed to the U.S. Government, exceptpursuant to Public Law 99-645, whichauthorizes volunteers to collect entrance fees.Entrance fees include Golden Eagle Passports,Golden Age Passports and Federal DuckStamps, as well as single visit entrance fees.

D. The Volunteer Job Description

1. The job description will save timeand effort later and:■ is essential for recruiting,interviewing and selecting avolunteer who is qualified for thespecific job.

■ saves time when completing theVolunteer Service Agreement(attach the completed jobdescription)

■ provides required information incase of tort claims or worker’scompensation cases.

■ outlines what is expected of thevolunteer(s).

■ helps the volunteer(s) decide ifthey want the position.

■ indicates training requirementsand needs.

2. To create motivating jobs forvolunteers, follow these tips:*■ Make sure that the job is one thatthe volunteer’s supervisor wantsdone. Some questions you may wantto ask the supervisor:

a. What are some parts of your jobthat must be done but that youoften do not or cannot get done?

b. What are some things you wishyou could do but lack the time toget done?

c. What are some things youwould like to see done but that noone has the skills to do? Jobs thesupervisor wants done are jobsthat will be valued andappreciated.

■ Make sure that the job is one thevolunteer wants to do. Instead oftrying to fit the volunteer to the job,build a job around the volunteer’sskills and interests.

■ Make sure that the volunteerknows the purpose of the job.Volunteers find jobs mostmeaningful if they can see theconnection of the job to the missionof the organization.

■ Make sure that the volunteer hasownership, either by him/herself orwith a team of volunteers.Volunteers should be able to feel that

Date (10/27/99) I-3

Station Name

Job Title

Qualifications

Duties and Responsibilities

Time Commitment

Supervisor

Volunteer Job Description

something is theirs, such as an aislein a gift shop, a project they areworking on, or a particular productthat they are making.

■ Volunteer jobs should define theresults the volunteer is responsiblefor achieving, not simply list thetasks the volunteer performs.

■ Volunteers should have the abilityto make some decisions regarding

their work. They should have theauthority to fulfill theirresponsibilities.

■ Volunteers should be able to tell ifthey are doing a good job. Thereshould be some mechanism to givethem feedback on how well they areachieving their results.

* Item 2 courtesy of Rick Lynch andSteve McCurley.

Date (10/27/99) I-5

Sample

I. Purpose

Visitor Services Volunteers often doa wide range of diverse jobs. Thisincludes providing information to thepublic, working on special projects,and running the office of the VisitorCenter.

The qualifications andresponsibilities listed below shouldgive you an idea of the differentaspects of visitor services, but notrepresent one person’s jobdescription.

II. Qualifications

A. Willingness to obtain knowledgeand understanding of nature,ecology, habitats, adaptations,wildlife, plants, and birds with theability to quickly learn localecosystems, common flora and fauna,and local and migratory birds whichuse the refuge. Above averagebirding skills and knowledge wouldbe a plus since a major component ofvisitor information is identifyingbirds in the field.

B. Ability to clearly understand thepurpose of this refuge and its wildlifemanagement programs as well asthe National Wildlife RefugeSystem, and ability to learn thelayout of the refuge and tour loop.

C. An enjoyment in working withand leading diverse groups of people.

D. Good interpersonal,communications, and public speakingskills with the ability to present apositive image to the public and tolearn interpretation techniques andto articulate information, in personand by phone.

E. Ability to handle stressfulsituations involving visitors.Confident but knowing when to seekassistance with questions orproblems that arise.

F. Willingness and flexibility toaccept responsibility of assistingstaff and visitors when needed.Ability to work on a team in a servicecapacity.

G. A valid driver’s license.

H. Ability to learn to operate:computers for word processing, andother basic functions, printers, photocopiers, cash registers, FAXmachines, postage meters, telephoneconsoles, and other office equipment.Ability to create and maintain filingsystems Ability to learn to operatebinoculars, scopes, and tripods.

I. Ability to type at least 30 WPMand to compose letters and to proof-read written material for grammarand spelling.

J. Physical ability to sit and stand forlong periods and to move around theoffice. May hike the refuge trails,work outdoors in adverse weather,stoop and bend, and to do occasionallifting.

III. Responsibilities

A. Visitor Center VolunteerResponsibilities:

1. Open and close Visitor Centerincluding: stocking supplies in giftshop; balancing daily register andcredit card tills; turning lights,videos, and games on/off; locking/unlocking doors.

2. Greet visitors and provide helpfuland accurate information andmaterials.

3. Operate and manage cashregisters and credit card machine.

4. Sell publications and othermerchandise.

5. Issue Golden Age, Golden Eagle,Golden Access, and Refuge passesand Duck Stamps.

6. Answer phones and provide refugeinformation to inquiries.

7. Keep public use staff informed ofsupplies, brochures, passes, change,etc.

8. Report any problems and/orpotential problems to the public usestaff.

9. Manage fee booth as needed onwinter weekends.

10. Help conduct visitor surveyswhen needed.

Name of Field Station

Job Description for Visitor Services Volunteers

I-6 Date (10/27/99)

11. Light cleaning and restocking ofsupplies in public restrooms andVisitor Center, sweeping andemptying trash containers at VisitorCenter entrance way, sweeping ofsidewalks, light cleaning of public usevehicles, and refueling of vehicles.

12. May perform a variety of otherduties, particularly those listed inthis Public Use Job Description.

B. Visitor Center Coordinator—Responsibilities:

In addition to the Visitor Centerduties Coordinator is responsible forthe following additional duties:

1. Ensure that Visitor Centermaintenance checklist isaccomplished weekly.

2. Train volunteers on front deskprocedures.

3. Delegate work to other volunteersfor Visitor Center operations.

4. May be asked to assist with orperform other duties, particularlythose listed in this Visitor Servicesjob description.

C. Office—Responsibilities:

1. Compose and type memos, letters,reports, and word process material.

2. Answer and route incoming phonecalls. Provide visitor information tocallers using good communications/public relations techniques.

3. Operate the refuge two-wayradios. Give and record clear,concise, and accurate information.

4. Respond to written inquiries andprepare, copy, collate, stockpile, anddistribute information packets bymail.

5. Sort and distribute incoming mail;weigh and meter outgoing mail.

6. Operate office machines.

7. Enter computer data.

8. Run errands on refuge compoundor to town.

9. May book tours, reserveconference room, campground, andauditorium in the absence ofcoordinator.

10. Inventory brochures and orderwhen necessary.

11. Order passes and Duck Stampswhen needed.

12. Inventory equipment.

13. Visitor fees: make change for andprepare collection boxes, collectboxes from booth, sort envelopes,and keep ledger.

14. May perform other duties,particularly those on this VisitorServices job description.

D. Interpretation/Tours—Responsibilities:

1. Speak with visitor groups in thevisitor center, explaining the purposeof the refuge, answering questions,and identifying wildlife.

2. Provide orientations, hands-on,and guided refuge tours to approvedscheduled groups. Explain therefuge purpose, history,management and includeinformation on animals and birds.

3. Drive throughout the refugespeaking with visitors, explainingthe purpose of the refuge,identifying wildlife, answeringquestions, and radio in to the Visitor

Center the locations of wildlife/birds.Watch for unusual situations andreport them to headquarters.Document illegal visits or trespassinto closed areas.

4. Set up scopes for visitorobservation and explain the properuse of scopes and binoculars.

5. May perform other duties,particularly those on this VisitorServices job description.

E. Interpreter/Tour GuideCoordinator — Responsibilities:

In addition to the Interpreter/TourGuide duties the Coordinator isresponsible for the followingadditional duties:

1. In the absence of a Ranger/Naturalist FWS employee, train newinterpreter/guides on how to conducttours and orientations and providethem with accurate informationabout the refuge and its animal/birdinhabitants. Train Visitor Centerfront desk people on presentationskills and on pertinent informationwhich will allow them to be able toaccurately answer questions fromvisitors including preparing writteninstructional materials.

2. Take weather readings and feedbirds during Ranger/Naturalist’sabsence.

3. In the absence of a Ranger/Naturalist, may coordinate andconduct on-site or off-site programsor workshops for schools or thecommunity.

4. May perform other duties,particularly those on this VisitorServices job description.

Date (10/27/99) I-7

F. Special Projects Assistant—Responsibilities:

1. Prepare and mail out letters.

2. Respond to requests by sendingout information and guides.

3. Visit schools upon request toexplain contests and to present aslide show.

4. Enter computer data for Jr. DuckStamp contestants.

5. Assist with art contest judgingevent.

6. Help obtain donations for contestprizes, silent auctions, lunches, andbarbeques.

7. Send out certificates and returnartwork to contestants.

8. Assist with displaying artwork atvarious public locations.

9. Assist with compiling packets forchildren for fishing clinic.

10. Assist with cooking and servingat fishing clinic. At the fishing clinicand Datil Conservation Day assistsby setting up and staffing a station.

11. Assist with special national orregional meetings.

12. Assist with coordination ofcommercial and non-profitexhibitors.

13. Assist with numerous jobs priorto and during the Festival of theCranes.

14. Arrange for service projects withgroups such as the Boy Scouts, etc.

15. May be asked to assist with otherduties as assigned such as office orVisitor Center.

IV. Time Commitment—Benefits

1. _______ hour day—_______ hourweek.

2. Volunteers will receive $_______subsistence for every eight hours ofvolunteer work if primary residenceis more than 30 miles from the fieldsite or $______ per mile traveled toand from the field station if primaryresidence is within 30 miles of thefield site.

V. Supervisor

The (title of refuge employeesupervising) will supervise the volunteer Visitor Centerassistants and will delegate thisresponsibility to another staffmember in his/her absence.Volunteers will report to thesupervisor for assignments.

Date (10/27/99) I-9

Name of Field Station

Job Description for Resource Management Volunteer

Sample

Qualifications

A background or a strong desire towork with wildlife management,conservation, ecology or biology. Acollege degree or formal education isnot necessary.

An ability to do strenuous, physicallydemanding jobs for long periods oftime.

A desire to treat volunteer service asa serious responsibility. Volunteersare expected to complete a trainingprogram, wear a uniform, and reportfor duty on schedule.

Duties

Assist biologists with a variety offield work related to wildlifemanagement.

Assist with on-going or one-timeprojects at the field station.

Help with office projects, lab work orfield work.

Opportunities are available forvolunteers to work on an individualbasis, or with other staff andvolunteers on the following projects:

■ Planting wildlife food grasses

■ Helping with bird counts

■ Working with habitat restorationprojects

■ Doing data entry on the computer

■ Filing

Obligations

Volunteers to complete a trainingprogram provided by the staff.

Volunteers to provide their owntransportation to and from the job.

Volunteers to be willing to servewithout monetary compensation.

Volunteers to be willing to contributea minimum of ________ hours permonth.

Volunteers to report for work ondates and times agreed upon.Missing a work period without priornotification can result in dismissalfrom the Volunteer Program.

Supervision

Volunteers will be supervised by theFWS Biologist or the VolunteerCoordinator. Some projects willrequire more supervision thanothers, depending on the difficulty ofthe project and experience level ofthe volunteer.

Effects

Volunteers have frequent contactwith other employees and thegeneral public, other Servicepersonnel, and representatives ofother conservation agencies andorganizations. Most public contactsare to share knowledge, answerquestions, or otherwise improvepublic understanding of the Service,the field station, and environmentalissues.

The Volunteer’s performancedirectly affects:

■ Public understanding of the U.S.Fish and Wildlife Service, the fieldstation, and environmentalproblems.

■ The overall purpose of the field siteand efforts of staff is to protecthabitat for endangered species aswell as migratory shorebirds andwaterfowl.

■ The effectiveness, quality andsuccess of site operations.

■ The Service’s public image.

Date (10/27/99) I-11

Name of Field Station

Job Description for Maintenance Volunteer

Sample

Qualifications

An interest or background inworking on maintenance typeprojects (mechanics, carpentry, etc.).Some of the maintenance projectsrequire minimal (or no) technicalskills. Training may be provided tobring the knowledge or skill level tomeet the need of the job. Otherswould require technical skills.

An interest and an ability inperforming physically active work.

A desire to treat volunteer service asa serious responsibility. Volunteersare expected to complete a trainingprogram, wear a uniform, and reportfor duty on schedule.

Duties

Assist Maintenance staff with manyaspects of the day-to-daymaintenance projects.

Assist with special one-timemaintenance projects at the fieldstation.

There are opportunities forvolunteers to work on an individualbasis, or with other staff andvolunteers on a variety ofmaintenance projects. Types ofprojects include:

■ Washing/Waxing vehicles

■ Minor vehicle maintenance(changing oil, etc.)

■ Painting

■ Carpentry projects

■ Running errands (i.e., buyingsupplies at the hardware store orlumber yard)

■ Trimming trees

■ Pulling weeds

■ Running the “weed whip”

Obligation

Volunteers to complete a trainingprogram provided by the staff.

Volunteers to provide their owntransportation to and from the job.

Volunteers to be willing to servewithout monetary compensation.

Volunteers to be willing to contributea minimum of _______ hours permonth.

Volunteers to report for work ondates and times agreed upon.Missing a work period without priornotification can result in dismissalfrom the Volunteer Program.

Supervision

Volunteers will be supervised by theFWS maintenance staff or theVolunteer Coordinator. Someprojects will require moresupervision than others, dependingon the difficulty of the projects andexperience level of the volunteer.

Effects

Volunteers have frequent contactwith other volunteers, stationemployees, the general public,Service personnel, andrepresentatives of otherconservation agencies andorganizations. Most public contactsare to share knowledge, answerquestions, or otherwise improvepublic understanding of the Service,the field station, and environmentalissues.

The Volunteer’s performancedirectly affects:

■ Public understanding of the U.S.Fish and Wildlife Service, the fieldstation, and environmentalproblems.

■ Visitor’s safety and comfort, theService’s public image, and theeffectiveness, quality and success ofstation operations.

Date (10/27/99) I-13

Name of Field Station

Job Description for Interpretive Volunteer Position

Sample

Qualifications

A background or interest inconservation, natural history,ecology or biology. A college degreeor formal education is not necessary.

Enjoy meeting and dealing withpeople.

Patience and tact. Visitors all seem toask the same questions. Some maybe irritable, and occasionallychildren may pose disciplineproblems.

Answer questions regarding huntingor provide information to hunters, asmany stations are open to hunting.

A desire to treat volunteer service asa serious responsibility. Volunteersare expected to complete a trainingprogram, wear a uniform, and reportfor duty on schedule.

Duties

The goal of interpretation is topromote a conservation ethic invisitors. This ethic can be describedas a feeling of personalresponsibility, or stewardship, for thewell-being of the naturalenvironment.

Volunteers will assist the paidinterpretive/public use staff inworking toward this goal byincreasing public awareness andunderstanding of the fish and wildliferesource, and the naturalenvironment.

Volunteers may also become involvedin the following duties:

■ Researching, preparing andpresenting interpretive programssuch as slide programs and guidedwalks.

■ Cataloging and caring forcollections (publications,photographs, specimens andartifacts).

■ Assisting with special events suchas Kid’s Day, National Wildlife Week,Earth Day, International MigratoryBird Day, Cleanups, and NativePlant Sales.

Volunteers will also help protectresources and visitor safety byinforming visitors of potential safetyhazards, conducting programs in asafe and orderly manner, reportingsafety hazards and instances of law-breaking to a Public Safety Officer,and attempting to correct minorinfractions through interpretation.Volunteers shall not engage in lawenforcement.

Obligations

Volunteers to complete a trainingprogram provided by the staff.

Volunteers to provide their owntransportation to and from the job.

Volunteers to be willing to servewithout monetary compensation.

Volunteers to be willing to contributea minimum of ________ hours permonth. Volunteers are primarilyneeded on Saturdays and Sundays —our busiest days year-around.During the summer months,however, we can use help every day.

Volunteers have regularly scheduledhours. Volunteers report for work ondates and times agreed upon.Missing a work period without priornotification can result in dismissalfrom the Volunteer Program.

Supervision

Volunteers will be supervised by theFWS public use staff or theVolunteer Coordinator. Initially astaff interpreter will work closelywith each volunteer. Once avolunteer feels comfortable, he/shewill be permitted to workindependently. Work will be spotchecked to provide feedback andconstructive criticism.

Effects

Volunteers have frequent contactwith other employees and thegeneral public, other Servicepersonnel, and representatives ofother conservation agencies andorganizations. Most public contactsare to share knowledge, answerquestions, or otherwise improvepublic understanding of the Service,the field station, and environmentalissues.

The Volunteer’s performancedirectly affects:

■ Public understanding of the U.S.Fish and Wildlife Service, thestation, and environmental problems.

■ Visitor’s safety and comfort, theService’s public image, and theeffectiveness, quality and success ofoperations.

Date (10/27/99) II-1

A. Characteristics of a GoodRecruitment Message■ The opening of the message shouldbe interesting enough to entice thepotential volunteer to continuereading or listening. The body of themessage should be appealing enoughto interest the potential volunteer inconsidering the volunteeropportunity or, at least, in contactingthe agency to get more information.

■ As a general rule, spend morespace on need than on logistics.People will first decide whether youare worth volunteering for and thendecide whether they can fit you intotheir schedule.

■ The message should be easilyunderstood.

■ The message should give acomplete picture: problem, type ofwork, requirements, time frame,person to contact.*

■ The contact information for themessage should give the name of aperson and a phone number not justthe name of the agency. Volunteeringis a personal decision and people liketo talk with other people about it.*

■ Your search for volunteers mayinclude mass media; flyers, posters,and publications; and personalcontact with organizations andindividuals.*

B. Mass Media: Radio, TV,Newspapers, Internet■ General news releases (see genericnews release in this section)

■ Public service announcements onradio or TV

■ Volunteer opportunities column inlocal newspaper

■ Local TV and radio talk shows

■ Feature articles about station andvolunteer program in magazine ornewspapers

C. Posters, Flyers, and Publications■ Get permission and place postersand/or flyers in the public library,local banks, post office, senior citizencenter, grocery store, town hall,recreation center, and churches.

■ Provide information toorganization newsletters and otherpublications.

■ Contact corporations for coveragein their employee newsletters.

■ Develop displays, exhibits,brochures, showing volunteers inaction for use at fairs and shoppingmalls as well as in the station officeor visitor center. (Contact theRegional Office for assistance)

D. Personal Contacts■ Staff a booth at the State orCounty fair.

■ Participate in high school orcollege career days.

■ Recruit in the visitor center.

■ Give presentations to civic groups,conservation organizations, gardenclubs, university groups, etc.

■ Contact special interest groupssuch as organizations representingpersons with disabilities, DucksUnlimited, Inc., The National RifleAssociation, the NationalAssociation of Retired Persons, andthe United Way.

■ Scouting groups

■ The Sheriff ’s Office

II. Recruiting Volunteers

* Courtesy of Rick Lynch and SteveMcCurley.

Date (10/27/99) II-3

(STATION NAME)

Seeking Volunteers

Do you have some spare time? Would you like to do something interesting

to help wildlife? Consider becoming a volunteer for (field station name.) As a

volunteer, you will be actively involved in station programs by performing

such jobs as (list jobs at the station that need to be done.) Volunteering is fun

but it does require a commitment. (field station name) is looking for

volunteers who can serve a minimum of ________ hours per (week, month,

etc.). Refuge staff will provide the necessary training and equipment. All you

need to provide are time and enthusiasm. Please contact (name) at (phone

number) for further information on the volunteer program.

Sample News Release

Date (10/27/99) III-1

A. Screening ApplicationsYou may not wish to intervieweveryone who inquires about yourvolunteer program since conductinga proper interview takes time. Toscreen potential volunteers beforethe interview Form OF 301“Volunteer Application for NaturalResources Agencies,” can be used. Acopy of the form is provided in thissection of the guidebook. Some fieldstations have developed their ownform which can be substituted (seeexample in this section.)

It is important to respond to allapplications that are received. Aform letter should be developed tothank those individuals whoexpressed interest in your volunteerprogram, but whose background andinterest do not fit your needs at thisparticular time. You may wish toinclude a list of alternative places inyour area where the applicant mightvolunteer. For instance, a state orcounty park, National Forest, Corpsof Engineers campground, etc.

B. Conducting InterviewsThe interview is important becauseit allows you to judge attitude,enthusiasm and other qualities notreflected in the application. Duringthe interview detailed questions canbe asked by both the volunteer andthe interviewer regarding skills,interests, project-related specifics,and necessary negotiation. Thiswould also be a good time to explainthe mission of the Service and theindividual program area. Conductthe interview in the same mannerthat you would for a paid position.The following are some suggestionsto consider when conducting theinterview.

Before the Interview

■ Ensure privacy; use screens todivide room if others share space ortry to get a separate room.

■ Hold all calls and visitors;eliminate all distractions andinterruptions.

■ Allow adequate amount ofinterview time.

■ Have the prospective volunteer’scompleted application in front ofyou.

■ Be able to suggest other agencies/places that need volunteers.

During the Interview

■ Be friendly and show an interest inthe volunteer.

■ State the purpose of the interview(e.g., to obtain general information,discuss interests/preferences; matchthe right person with the volunteerposition).

■ Make notes about any newinformation that was not in theapplication.

■ Present information clearly andconcisely so it is easily understood(e.g., type of jobs available, worker’scompensation, time commitment,tort claims).

■ Suitable questions might include:

“How did you find out about ourvolunteer program?”

“Why are you interested involunteering here?”

“What type of volunteer job areyou interested in?”

“Have you done anything similarin the past?”

■ Discuss information from theirapplication form.

■ Look for both ability andwillingness to do a job.

■ Do not talk volunteers intosomething they do not want to do.

■ Make sure that the volunteerunderstands his/her commitment.

■ Ask the volunteer to tell friendswho might be interested involunteering to contact you.

■ Do NOT be afraid to refuse apotential volunteer’s service if theapplicant is unsuitable to yourprogram.

■ Express your appreciation forhaving had this time with thevolunteer applicant.

■ Take time to jot down notes whilethe interview is still fresh in yourmind. (See sample VolunteerInterview Record form in thissection)

III. Selecting Volunteers

■ Follow-up with acceptance/placement, rejection, or referrals assoon possible.

■ Have all selected volunteerscomplete the Volunteer ServiceAgreement, (copy included in thissection) even if the job only lasts afew hours. Refer to 150 FW 2.2B.5

■ Have all volunteers under age 18 complete a Parental ApprovalForm (copy included in this section.)Check with the State’s employmentagency ahead of time to see if yourState requires a work permit forvolunteers. Refer to 150 FW 2.1Band 150 FW 2.2C.6

III-2 Date (10/27/99)

5 150 FW 2.2B Volunteer Services AgreementThis agreement is signed by the individualvolunteer and a representative of the Serviceoffice. An agreement must be signed beforeprojects are initiated, even for projects of onlya few hours duration. A separate jobdescription detailing each volunteer’s orgroup’s responsibilities and timecommitments, as well as any responsibilitiesor commitments made by the Service office,should be attached to the agreement. Thedocument can be modified at any time bymutual agreement and, at all times, mustaccurately reflect the volunteer’s duties. Thisis important in case of questions concerninginjuries or liabilities. A copy of the agreement,with any revisions or amendments, must begiven to the volunteer.6 150 FW 2.1B AgeAlthough no minimum age requirement existsfor volunteers; field, Regional, andWashington offices should comply withappropriate Federal and State laws andstandards on using the services of minors. Ifquestions arise about the application of laborlaws, the Regional personnel office, Regionalsafety manager, and local State employmentservice office should be contacted forinformation. No maximum age limitationexists.150 FW 2.2C Parental Approval FormAll volunteers under the age of 18 must obtainwritten permission to perform volunteeractivities from their parent or guardian.Signed parental approval forms should bekept on file at the Service office with theVolunteer Service Agreement for three yearsafter the volunteer’s duty terminates. Servicestaff should check with the State employmentagency to determine whether volunteersunder 18 also need a work permit from theState. In some cases, it may also be necessaryto obtain additional parental approval forspecial situations, such as participation incertain Lyme Disease blood testing programs.The unit supervisor should coordinate thisaspect of the program with the servicingRegional safety manager.

Date (10/27/99) III-3

FORM APPROVEDOMB NO. 0596-0080

Volunteer Application for Natural Resources Agencies

Instructions: Mark “x” in appropriate boxes.For other items, either print or type responses.If extra space is needed, use Item 17.

1. Name (Last, First, Middle) 2. Age 3. TelephoneArea Code Number

4. Street Address (include apartment no., if any) 5. City, State, and Zip Code

6. Which general volunteer work categories are you most interested in?Archeology Pest/Disease Control Timber, Fire PreventionBotany Mineral/Geology Trail/Campground MaintenanceCampground Host Natural Resources Planning Tour Guide/InterpretationConstruction/Maintenance Office/Clerical Visitor InformationComputers Range/Livestock Other (please specify) ________Fish/Wildlife Research/LibraryHistorical/Preservation Soil/Watershed ____________________________

7. What qualifications/skills/experience/education do you have that you would like to use in your volunteer work?Backpacking/Camping Heavy Equipment Operation Sign LanguageBiology Horses—Care/Riding SupervisionBoat Operation Landscaping/Reforestation Other Trade Skills (specify) ____Carpentry Land Surveying ____________________________Clerical/Office Machines Livestock/Ranching TeachingComputer Programming Map Reading Working with PeopleDrafting/Graphics Mountaineering Writing/EditingDriver’s License Photography Other (please specify) ________First Aid Certificate Public SpeakingHand/Power Tools Research/Librarian ____________________________

8. Based on boxes checked in items 6 and 7, what particular type of volunteer work would you like to do? (Please describe anyspecific qualifications, skills, experience, or education that apply.)

9a. Have you volunteered before? Yes Nob. If Yes, please briefly describe your volunteer experience.

10. Would you like to supervise other volunteers? Yes No

11. What are some of your objectives for working as a volunteer? (Optional)

12. Please specify any physical limitations that may influence your volunteer work activities:

NSN 7540-01-151-6861 (OVER) Optional Form 301 (4-83)

III-4 Date (10/27/99)

U.S. GOVERNMENT PRINTING OFFICE : 1983 0—405-963 : QL 3 Optional Form 301 (4-83)-back

13a. Which months would you be available for volunteer work?January February March April May JuneJuly August September October November December

13b. How many hours per week would you be available for volunteer work? Hours➝ _______13c. Which days per week would you be available for volunteer work?

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

14. Specify at lest three states or specific locations within a state where you would like to do volunteer work:

15. Specify your lodging requirements:I will furnish my own lodging (such as, tent; camper; trailer; own, relative’s or friend’s place.)I will require assistance in finding lodging.

16. If a volunteer assignment is not available at the locations specified in item 14, do you want your application forwarded toanother location or federal agency seeking volunteers with your background/interest:

Yes No

17. This space is provided for more detailed responses. Please indicate the item numbers to which these responses apply:

Notice to VolunteerVolunteers are not considered to be Federal employees for any purposes other that tort claims and injury compensation.Volunteer service is not creditable for leave accrual or any other benefit. However, volunteer service is creditable work experience.

Privacy Act StatementFollowing information is provided to comply with the Privacy Act (PL 93-579). 5 U.S.C. 301 and 7 CFR 260 authorize accep-tance of the information requested on this form. The data will be used to contact applicants and to interview, screen, and select them for volunteer assignments. Furnishing this data is voluntary.

18. Signature (Sign in ink) 19. Date

Date (10/27/99) III-5

United States Department of the InteriorBOSQUE DEL APACHE NATIONAL WILDLIFE REFUGE

P.O. Box 1246Socorro, New Mexico 87801

Dear Prospective Volunteer:

Thank you for your interest in our volunteer program. We are proud of our volunteers and the work that theyaccomplish. With the outstanding help of our volunteers, the Bosque has achieved recognition as one of the premierwildlife refuges in the nation.

Our 57,191 acre refuge is centered along the Rio Grande River floodplain in the foothills of the northern ChihuahuanDesert about 95 miles south of Albuquerque. Views are expansive and wildlife phenomenal. Winter daytimetemperatures can be a pleasant 50 or 60; summers warm and dry.

Our volunteers are integrated into our programs and projects to work side-by-side with our employees and arenormally scheduled for five 8 hour days. You will receive a stipend of $10.00 for each 8 hours worked. During ourbusiest season (November 1st though February 28th) we require a minimum stay of 4 months. During this time, you could be scheduled to work additional hours and you may be asked to periodicallychange your days off.

Our RV sites are level with the scenic views. The Visitors Center and staff/volunteer lounge (complete with TV,commercial-size kitchen and free laundry) are just steps away. All RV sites have full hook-ups including electric andpropane and are telephone-ready. TV reception (to access several local channels) is via a hook-up to our antenna. Wealso provide convenient, shared storage sheds. Very limited apartment housing is available.

The small town of San Antonio (8 miles) offers a post office, 2 cafes, limited groceries, and gas. The town of Socorro(18 miles), population 9,000, is a full-service community and many cultural events are presented at the localuniversity. With an abundance of public lands, the area offers unlimited outdoor recreation.

Please complete all sections of the enclosed application(s). Be sure to give particular attention to the sectionregarding your education, interests, and work/volunteer experience. We receive many applications and thisinformation will help us select the right volunteer for the right job.

If we have a volunteer opportunity for you, we know you will enjoy our extraordinary Bosque where more than120,000 visitors, and at least that many avian guests, seek refuge.

Very truly yours,

Laurie Rosenthal,Outdoor Recreation Planner

Sample

Date (10/27/99) III-7

Volunteer Application for

Bosque Del Apache National Wildlife Refuge (please type or print)

Today’s Date: Revised 2/97

1. Name (Last, First, Middle): 2. Birth Date (optional): 3. Telephone(s):( ) -( ) -

4. Street Address and/or P.O. Box: 5. City, State, and Zip Code:

Please check the volunteer position you are interested in:

6. FIELD MAINTENANCE VOLUNTEER- Please check your primary areas of interest:

Maintenance/Construction. Assists the Maintenance Staff in carpentry, plumbing, painting,grounds keeping, and other construction and labor tasks.

Heavy Equipment Operator. Operates diverse equipment such as dozers, farm tractors,excavators, loaders, ditch witch, Bobcat, rollers, dump trucks, water trucks, etc. depending onseason and projects.

Automotive/Heavy Equipment Mechanics Assistant. Assists the Automotive Mechanic inservicing and maintaining the refuge vehicles and heavy equipment.

7. SERVICES MAINTENANCE VOLUNTEER/ NATURALIST- Maintenance of Visitor Center,restrooms, tour loop, campgrounds, trails; check/clean porta-restrooms; check/repair signs; minordeck repairs; landscape work. In spare time, staff observation decks and interact with public.

8. VISITOR SERVICE VOLUNTEER- You will be trained to perform some or all of the followingVisitor Services. Special Note: When possible, you will be assigned to duties in your primary areasof interest. However, this in no way implies that you will only be assigned to those duties. Pleasecheck your primary areas of interest.

Staff the Visitor Center reception desk (includes gift shop sales)

Staff the Tour Loop fee booth (includes collecting money and answering questions)

Naturalist Guide for group tours of all ages - (80% children, 20% adults)

Roving Naturalist - nature interpretation for visitors on Tour Loop observation decks

Present nature and outreach programs at schools

Conduct nature/birding workshops

(continued on next page)

Sample

III-8 Date (10/27/99)

(Visitor Services Volunteer Continued)

Conduct refuge orientations for Visitor Center groups

Assist with special events including festivals and celebrations

Perform office duties including typing, word processing, filing, and answering phones

Light cleaning and maintenance of Visitor Center and restrooms

Landscape work including light maintenance at headquarters such as mowing, trimming,weeding, watering, and maintenance of watering system

Maintenance of Tour Loop, campground, and trails - pick up trash, check/clean porta-restrooms, check and repair signs, light repairs to Observation desks

Clean interior/exterior, refuel, check oil, tires, etc. of public-use vehicles

YES, I understand that I will be expected to perform any of the services listed above as needed,within my physical limitations (please list limitations in Section #14)

8A. Visitor Services Volunteers may also be asked to work on special projects. Please check the areas that interest you:

Volunteer Logistics Coordinator - meet with potential volunteers to explain volunteeropportunities and benefits; orient new volunteers; assist the Outdoor Recreation Planner withpublic relations and special events; coordinate volunteer logistics; maintain volunteer statistics

Artist - design and illustrate brochures, flyers, guides, teaching packets, and interpretive signs

Interpretive Writer - write text for brochures, flyers, guides, interpretive signs and otherpublications; research information for accurate descriptions; provide direction for conceptualdesign of educational nature guides and teaching handbooks

Marketing Specialist - generate ongoing public relations including news releases, ad layoutand design, community contact, etc. regarding the importance of the Refuge, special programs,festivals and other events

Merchandising Assistant - assist Friends of the Bosque in coordinating duties related to theVisitor Center’s book and gift shop

Fee Coordinator - prepare fee booth money boxes, count fees and post in ledger

Computer Specialist - prepare forms, graphs, brochures, flyers. posters, etc.

Date (10/27/99) III-9

9. Please write a brief statement regarding you experience/ education/ skills/ talent and/ or thereasons for your interest in each of the volunteer positions that you checked in #6, #7, and #8 /8A:

10. Anything else that you would like to share such as past work history, hobbies, interests, oreducation?

11. If you have computer skills, please describe:

12. Would you prefer to work: indoors outdoors bothindependently on a team both

13. Do you have a valid driver’s license? Yes No State:

14. Please specify any physical limitations that may influence your volunteer work activities:

15. Specify your lodging requirements:

I will need apartment housing.

I will require a trailer pad for my recreational vehicle (please complete #15A)

I do not need assistance with housing.

Pets In Household:(note that all pets must be leashed or penned and supervised when outdoors)

III-10 Date (10/27/99)

15 A. Our RV Community is level, graveled, circular area with scenic views. The Visitors Center,staff/volunteer lounge, and laundry are just steps away. All 15 pads have water, sewer, electric (10with 30/50 amps, 5 with 30 amps), and are telephone-ready. TV reception, limited to several localchannels, is via a hook-up to our antenna.

Pads are assigned on a first-come basis and/or size requirements. The following information will helpus assign a comfortable location.

I/We own a: Motorhome Travel Trailer 5th Wheel Other

Length_______ft. Amps Required_______ Slide Out(s) Yes No How many?____________

Towed or tow vehicle (car, truck, van, etc.): __________________________________________________

Other Equipment (trailer, boat, pet pen, etc.): ________________________________________________

Special Requirements:

16. Dates that you are available: From- To-

During this time frame, list any dates you expect to be unavailable (holidays, family obligations,etc.)

17. Which days of the week would you be available? (circle) S M Tu W Th F Sat

18. Please list your last two supervisors (paid or volunteer work):

Name and Title Address Phone

Notice to Volunteer

Volunteers are not considered to be Federal employees for any purposes other than tort claims andinjury compensation. Volunteer service is not creditable for leave accrual or any other benefits.However, volunteer service is creditable work experience.

Privacy Act Statement

The following information is provided to comply with the Privacy Act (PL 93-579). 5 U.S.C. 301 and 7CFR260 authorize acceptance of the information requested on this form. The data will be used tocontact applicants and to interview, screen, and select them for volunteer assignments. Furnishingthis data is voluntary.

19. Signature (sign in ink): Date:

Date (10/27/99) III-11

Interviewer: ________________________________________________________ Date: ________________________

Name of Volunteer: __________________________________________________ Phone: ______________________

I. Review of Enrollment Form

Review and clarify information on Volunteer Enrollment Form. Correct any misinformation on form and place othercomments below.

II. Non-Directive Interview Questions

1. What attracted you to our agency? Is there any aspect of our work that most motivates you to seek to volunteerhere?

2. What would you like to get out of volunteering here? What would make you feel like you’ve been successful?

3. What have you enjoyed most about your previous volunteer work? About previous paid employment?

4. Describe your ideal supervisor. What sort of supervisory style do you prefer to work under?

5. Would you rather work on your own, with a group, or with a partner? Why?

6. What skills do you feel you have to contribute?

7. What can I tell you about our agency?

Sample Volunteer Interview Record

III-12 Date (10/27/99)

III. Match with Volunteer Positions

Discuss potential volunteer positions and check match of interests, qualifications, and availability.

1. __________________________________________________________________________________________________2. __________________________________________________________________________________________________3. __________________________________________________________________________________________________

To be completed after interviewIV. Interviewer Assessment

Appearance:

Poised, neat Acceptable Unkempt

Reactions to Questions:

Helpful, interested, volunteered information Answers questionsEvasive Confused

Disposition:

Outgoing, pleasant, confident ReservedWithdrawn, moody Suspicious, antagonistic

Interpersonal Skills:

Adept at dealing with others Relatively at ease with others Uncomfortable

Physical Restrictions:

V. Recommended Action

Consider for following positions:

1.________________________________________________________________________________________________

2.________________________________________________________________________________________________

Schedule for second interview with __________________________________________________________________

Hold in reserve for position of:

1.________________________________________________________________________________________________

2.________________________________________________________________________________________________

Investigate further: ________________________________________________________________________________

Refer to: ________________________________________________________________________________________

Not suitable for agency at this time

Date (10/27/99) III-13

Volunteer Services Agreement between The U.S. Fish & Wildlife ServiceDepartment of the Interior and

(Name of Individual, Group or Educational Institution)

Address: __________________________________________________________________________________

__________________________________________________________ Phone:__________________________

Responsibilities

The volunteer and the Service will cooperate in the completion of projects specified below and in theattached volunteer job description. Volunteer conduct will be governed by the Department of the InteriorRegulations Governing Responsibilities and Conduct. The Service will provide appropriate supervision,training and equipment for the volunteer for the completion of work assignments.

Service Unit and Location: __________________________________________________________________

Supervisor: ________________________________________________________________________________

Dates of volunteer service: From ______________________________to ____________________________

*Specific training: __________________________________________________________________________

*Personal equipment required: ______________________________________________________________

*Reimbursable Expenses: __________________________________________________________________

(*If not applicable, indicate N/A)

The volunteer (will/will not)_________________ be required to supply his/her own transportation whileperforming assigned volunteer services.

The Government (will/will not)________________ supply housing.

Special Provisions

Tort Claims. For the purposes of the tort claim provisions in Title 28 of the U.S. Code, volunteers coveredby this Agreement are considered to be Federal employees.

Injury Compensation. For the purpose of Subchapter I of Chapter 81 of Title 5 of the U.S. Code,volunteers covered by this Agreement are considered to be employees of the United States in terms ofeligibility for compensation due to work related injuries.

Released 22-107, dated January 6, 1986

III-14 Date (10/27/99)

Prohibited Activities. volunteers will not be assigned active law enforcement duties or other dutiesrestricted by permit or Service regulations or standards.

It is understood that volunteers are NOT considered to be Federal employees for any purposes other thantort claims and injury compensation. Volunteer service is not creditable for leave accrual or any otheremployee benefits.

Termination

This Agreement may be terminated by mutual agreement or by either party provided at least fiveworking days notice is given.

Approved

__________________________________________________________ Date: ________________________(Individual Volunteer or Group Representative)

__________________________________________________________ Date: ________________________(Educational Institution Representative)

(if applicable)

__________________________________________________________ Date: ________________________(Volunteer Coordinator or Supervisor)

Date of termination of volunteer service: ______________________________________________________

_____Check here if an evaluation of volunteer work is desired.

Please identify any physical or mental condition (including allergies and medication you are taking) whichmight affect your performance or which should be brought to the attention of the Fish and WildlifeService to enable them to treat you in an emergency situation. Disclosure of this information will notdisqualify you form volunteer service. (e.g., Are you a diabetic or epileptic; are you allergic to insect bites,chemicals, poison ivy, other?)

Name of person to contact in case of emergency ________________________________________________

Address __________________________________________________________________________________

__________________________________________________________________________________________

Telephone No. (including area code) ________________________home ________________________office

Relation to you (e.g., mother, father, friend) ____________________________________________________

Released 22-107, dated January 6, 1986

Date (10/27/99) III-15

United States Department of the Interior Fish and Wildlife Service

Parental Approval Form

Name of volunteer ____________________________________________________Age __________________________

Parent or guardian’s name ____________________________________________________________________________

Address ____________________________________________________________________________________________

Phone: (residence) ____________________________________(business) ______________________________________

I affirm that I am the parent/guardian of the above-named volunteer. I understand that the Fish and WildlifeService’s Volunteer Program does not provide compensation, except as otherwise provided by law. The Services willnot confer on the volunteer the status of a Federal employee. I have read the attached project description explainingthe type of work to be performed with the

(Name of supervising organization, if applicable)

at ________________________________________________ from ____________________ to ____________________(name of office or field station) (date) (date)

I give my permission for _________________________________________________ to participate in this program.

(Signature of parent or guardian)

(Date)

Date (10/27/99) IV-1

A. OrientationMost volunteers, even those whobring specific skills and knowledgeto the job(s) they will do, requiresome orientation to acquaint themwith the Fish and Wildlife Serviceand the respective field stationwhere they are volunteering. Theorientation can be as simple orcomplex as you want to make it.Orientation consists of the plannedintroduction of volunteers topertinent information about the fieldstation.

1. Ideas for a Volunteer Orientation Packet■ Welcome letter from project leader■ List of staff and titles■ Field station organization chart ■ Photo(s) of staff■ Floor plan of headquarters, visitorcenter, offices, emergencyprocedures■ Station leaflets and species list■ Field station fact sheet■ Items of special interest orimportance to the site■ Information on the cooperativeassociation/Friends group, orconcessions■ Laminated wallet card withimportant phone numbers andprocedures■ Map of the station, includingbuildings, grounds, and roads■ Glossary of terms used at thestation (e.g., “Bio Tech,” “MoistSoil,” “AUM,” “DNC,” “YCC”)

■ Volunteer Orientation Checklist(see sample in this section)■ Volunteer time log (see samples inthis section)■ Information regarding taxdeductions for volunteers. Refer to150 FW 3.5B7 and IRS publication526 “Charitable Contributions.”■ The Balance of Rights andResponsibilities between Volunteersand Paid Staff (see sample in thissection)■ Volunteer Feedback form (seesample in this section)

B. Training

No volunteer should be thrown intothe job “cold”; everyone should atleast be provided with essentialtraining to perform the tasks theyhave been assigned to do asvolunteers. The Service can pay forthe training of volunteers in thesame manner in which training ispaid for regular employees. Usestandard Training Form (SF182).Volunteers attending NationalConservation Training Center(NCTC) courses are NOTconsidered as employees and tuitionis required. This tuition may be paidby any Service office/station. Someexamples where training is neededare listed below.

■ Telephone/radio procedures■ Tour of the field station■ Use of government equipment,including vehicles■ Timekeeping■ Uniform policy/dress code■ Safety awareness/emergencyprocedures

■ Special training may be requiredfor certain positions

NOTE: Hazardous duties requirespecialized training and awarenessby the volunteer of the hazardsinvolved. A statement describingthe hazardous duty should be part ofthe Volunteer Agreement. Refer to150 FW1.8B(2).8

IV. Orientation and Training

7 150 FW 3.5B Travel and Other ExpensesVolunteers may be permitted to deductunreimbursed expenses (local transportation,meals, travel expenses, lodging, supplies, anda mileage rate allowed by the InternalRevenue Service (IRS) for the operation of apersonal automobile for volunteer work) as adeductible contribution on Federal income taxreturns. The IRS sets an annual ceiling on thepercentum level of volunteer expenses whichcan be claimed. A copy of the VolunteerServices Agreement should be retained by thevolunteer and may be used to support thisclaim. IRS booklet #526, “CharitableContributions” provides information on thissubject and is available from IRS taxpayerassistance offices.8 150 FW 1.8B. Prohibited Volunteer Services(2) Volunteers will not be used in certainhazardous jobs, such as firefighting andoperating heavy equipment, unless they havecompleted the appropriate Federal training.Individuals who meet fire qualificationrequirements (see 232 FW 6 or 6 RM 7.13)may be hired as emergency firefighters on aDI 530, Emergency Employment and TimeSheet, available from the regional office. Oncehired, these individuals are no longerconsidered volunteers.The use of volunteers for other jobs thatinvolve safety considerations must beevaluated on a case-by-case basis, taking intoaccount the volunteer’s training to performsuch work. Special care must be exercisedwhen utilizing volunteers under 18 years ofage. In these cases, provisions of the FairLabor Standards Act, as it addresses childlabor, apply. A Job Hazard Analysis should bedeveloped for all hazardous activities inaccordance with guidance provided in 240 FW2, and for any activity for which an injury oraccident has been reported (see 240 FW 7).When the analysis requires operational andsafety training or equipment, the volunteerwill not perform the job until all training iscompleted, the supervisor knows thevolunteer’s work capability, the volunteerunderstands the job and its hazards, andappropriate equipment is supplied.

Date (10/27/99) IV-3

Volunteer Orientation Checklist

Name of Volunteer: ___________________________________________ Start Date: _____________________

Initial Date

__________ __________ Review Signed Volunteer Agreement

__________ __________ Review Position Description and Individual Schedules

__________ __________ Discuss Subsistence Payment (If applicable)

__________ __________ Explain Reimbursement for Expenses Procedures

__________ __________ Explain/Handout Volunteer Hours Log

__________ __________ Explain Uniforms/Dress Code

__________ __________ Complete Property Form (Keys, Equipment, if applicable)

__________ __________ Explain Housing (if applicable)

__________ __________ Quarters Inventory (if applicable)

__________ __________ Assign Mail Box (if applicable)

__________ __________ Explain Office Phone Procedures

__________ __________ Discuss Radio Usage (if applicable)

__________ __________ Discuss Vehicle Usage (if applicable)

__________ __________ Review/Hand Out Safety Items (Gloves, Boots, Hard Hat, if applicable)

__________ __________ Explain Safety Procedures

__________ __________ Review Sensitive Area Limitations

__________ __________ Make Staff Introductions

__________ __________ Orient to Buildings and Grounds

Please return this form to Field Station’s Volunteer Coordinator.

Volunteer Orientation Checklist

Date (10/27/99) IV-5Date (10/27/99) IV-5

Volu

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IV-6 Date (10/27/99)

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Date (10/27/99) IV-7

Volu

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IV-8 Date (10/27/99)

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Date (10/27/99) IV-9

Volu

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IV-10 Date (10/27/99)

Volu

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Date (10/27/99) IV-11

Volu

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IV-12 Date (10/27/99) Date (10/27/99) IV-12

Volu

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Date (10/27/99) IV-13

Volu

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Date (10/27/99) IV-15

The Balance of Rights and Responsibilities Between Volunteers and Paid Staff

The Volunteer Has

The Right To:

1. a job that is worthwhile and challenging.

2. be trusted with necessary confidential information.

3. be kept informed on what is happening in theorganization.

4. expect that his/her tasks have been planned.

5. an assignment that will promote learning and growth.

6. orientation and training.

7. receive advice and support from a designatedsupervisor.

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

9. be treated as a non-paid staff member.

The Responsibility To:

■ know his/her limits

■ respect confidences

■ follow organizational guidelines

■ prepare for each work assignment

■ use time wisely; not interfere with other’sperformance

■ acknowledge the need for training and participatefully

■ consult with the supervisor when unclear on policy oraction

■ give constructive feedback that will improveeffectiveness

■ work as a team member

The FWS Employee Has

The Right To:

1. decline any volunteer thought unsuitable.

2. expect that the volunteer will complete assignmentsaccepted.

3. give instructions as to how the work is to be done.

4. evaluate the volunteer’s performance

5. report problems and progress to person whocoordinates volunteers.

6. schedule volunteers when work space is available.

7. own opinion on the merit of volunteer involvement.

The Responsibility To:

■ make all necessary qualifications known ahead of time

■ provide for adequate time and training for eachassignment

■ make sure the volunteer understands the task

■ set and maintain standards

■ keep good communication with volunteer programcoordinator

■ provide adequate, pleasant work space

■ not overgeneralize about volunteers

Date (10/27/99) IV-17

Attention VolunteersWe Need Your Feedback

Your feedback and advice will help us maintain the best possible volunteer program. Here are a few questions for youto consider during your time as a volunteer. We would appreciate your responses to these questions during or afteryour volunteer service. Please complete this evaluation form and return it to the Volunteer Coordinator. Weencourage your responses to these questions and welcome any additional comments or suggestions you may haveabout the volunteer program.

Yes No

1. Did you feel you had enough input regarding your job selection and placement?

2. Was your job description accurate/adequate?

3. Did your orientation provide a basic introduction to the FWS and the field station, their purpose, and how they function?

4. Did you feel the job utilized your talents and satisfied your reasons for volunteering?

5. Did the paid staff acknowledge and appreciate your volunteer contributions?

6. Did you feel adequate supervision, time and energy was available to you?

7. Was your time as a volunteer a worthwhile experience for you?

What would you suggest for improving the volunteer program?

Volunteer Feedback Form

Date (10/27/99) V-1

It is the policy of the Fish and WildlifeService that all volunteer activities beconducted in a safe and healthfulmanner. Prudent judgement in thisarea is a must. This information isimportant both in the administrationof the volunteer program and asorientation information for thevolunteer. For further guidance onsafety issues please contact yourRegional Safety Office.

A. Volunteer SafetyThe rules and regulations that applyto employee safety also apply tovolunteers. Volunteers should betreated as employees with regard torequired training, safety procedures,and equipment. For example, beforebeginning an assigned job,volunteers will have completed alltraining required of Serviceemployees for that job.

A safety orientation, including fieldstation or office policies, rules,regulations and emergencyprocedures, will be provided tovolunteers. In addition, they willreceive instruction on safe workingprocedures and hazards related totheir job assignments and will beissued the necessary protectiveequipment to perform that job.

A volunteer must be qualified forany hazardous duty assignment andthere must be a statement of the jobhazards included in the signedVolunteer Service Agreement. Aminimum age of 18 is required forhazardous duty assignments inaccordance with the DepartmentManual, 485 DM. Also refer to 150FW 1.8B(2) and 150 1.8C.9

B. Injury Compensation and Tort Claims ProtectionVolunteers are considered“employees” for the purposes ofinjury compensation and tort claimsprotection. Refer to 150 FW 2.1D10,228 FW 1, and 401 FW 3. Contact

your Regional Safety or PersonnelOffice for assistance.

C. Drivers LicenseVolunteers under the age of 18 maynot operate any motor vehicles orpower equipment. Volunteers arenot authorized to operate privatevehicles in the performance of dutyfor the Service. Refer to 150 FW 3.411

and 321 FW 1 for specific guidance.Volunteers 18 years of age or oldermay be permitted to operate motorvehicles and power equipment ifthey possess a valid State vehicleoperator’s license and have receivedall of the training required andappropriate to the equipmentassigned to them. Volunteers canalso be authorized to use the vehicle

credit card when needed. Your fieldstation may want to have some sortof authorization form to operate agovernment vehicle. A sample of onefield station’s authorization form islocated at the end of this chapter.

D. TravelOn occasion, volunteers will berequired to travel to temporary sitesto conduct official business/volunteeractivities. Volunteers that travel willrequire a Travel Authorization (trip-by-trip) and will be reimbursed bysubmitting a Travel Voucher. Theprocedures and policy forauthorization and reimbursement aretreated the same as an employee.(Reference 150 FW 3.5B, 265 FW, andthe Federal Travel Regulations 301.)

V. Protection and Benefits

9 150 FW 1.8 B. Prohibited Volunteer Services(2) Volunteers will not be used in certainhazardous jobs, such as firefighting andoperating heavy equipment, unless they havecompleted the appropriate Federal training.Individuals who meet fire qualificationrequirements (see 232 FW 6 or 6 RM 7.13)may be hired as emergency firefighters on aDI 530. Emergency Employment and TimeSheet, available from the regional office. Oncehired, these individuals are no longerconsidered volunteers.The use of volunteers for other jobs thatinvolve safety considerations must beevaluated on a case-by-case basis, taking intoaccount the volunteer’s training to performsuch work. Special care must be exercisedwhen utilizing volunteers under 18 years ofage. In these cases, provisions of the FairLabor Standards Act, as it addresses childlabor, apply. A Job Hazard Analysis should bedeveloped for all hazardous activities inaccordance with guidance provided in 240 FW2, and for any activity for which an injury oraccident has been reported (see 240 FW 7).When the analysis requires operational andsafety training or equipment, the volunteerwill not perform the job until all training iscompleted, the supervisor knows thevolunteer’s work capability, the volunteerunderstands the job and its hazards, andappropriate equipment is supplied.150 FW 1.8C Safety and HealthConsiderationsAll Departmental and Service safety andhealth policies apply to volunteer activities.Additional information on occupational safetyand health may be found in the FWM, Parts240-242.

10 150 FW 2.1D StatusConduct of volunteers while in a volunteerstatus is governed by Department of theInterior Regulations GoverningResponsibilities and Conduct, which isavailable from the servicing personnel office.Service volunteers are not considered to beFederal employees for any purpose otherthan:(1)Federal tort claims provisions published in28 U.S.C. 2671 through 2680. Claims arisingas a result of volunteer participation should bereferred to the Regional tort claims officer(see 401 FW or 20 AM 5).(2) Title 5 U.S.C. Chapter 81 (FederalEmployees Compensation Act), dealing withcompensation for injuries sustained duringthe performance of work assignments.Guidelines on processing injuries sustainedduring the performance of work assignments.Guidelines on processing injury compensationclaims are available from the servicingpersonnel office. For all work-related injuries,a form DI 134, Report of Accident Incident,must be submitted in accordance with 240 FW7 (24 AM 1.13).11150 FW 3.4 Motorized Vehicle andEquipment OperationVolunteers who possess a valid State driver’slicense may operate Government sedans andlight duty vehicles. Issuance of a U.S.Government Vehicle Operator’s IdentificationCard (OF-346) is optional. Operation ofspecialized equipment or heavy duty vehiclesrequires compliance with policies andguidelines provided in 242 FW 2.

V-2 Date (10/27/99)

E. HousingField stations can provide trailer padswith electric and water hookups forvolunteers.Volunteers may occupygovernment housing, and in specialcases be provided rental housing atthe discretion of the Project Leader(Refer to 150 FW 3.3.)12

F. Reimbursement of ExpensesThe Fish and Wildlife Service has theauthority to reimburse volunteers forincidental expenses incurred as aresult of their volunteer servicecontributions. Service policy iscontained in 150 FW 3.5(A)13 andPublic Law 95-616 allowing for thereimbursement of expenses such astransportation, uniforms, lodging andsubsistence. Project leaders shoulduse discretion in the authorization ofvolunteer reimbursements. The kindsof expenses to be reimbursed and therate of reimbursement should bespecified in the volunteer servicesagreement.

Conduct of volunteers while in thevolunteer status is governed byDepartment of the InteriorVolunteers may be reimbursed fromstation imprest funds or by U.S.Treasury checks as follows:

1. Reimbursement from Imprest Fund

The preferred method forreimbursement of authorizedvolunteer out-of-pocket expenses isvia submission of an SF-1164,“Claim for Reimbursement forExpenditures on Official Business,”and the necessary receipts. The SF-1164 should reference the VolunteerServices Agreement, a copy of whichshould be sent to the Finance Centerfor inclusion in the Cashier’s file.(Approved out-of-pocket expensesrelated to local transportation [seeabove] are generally claimed via anSF-1164.)

2. Reimbursement by Treasury Check

Reimbursement for travel-relatedexpenses (official travel and/orsubsistence) are always paid bytreasury check. Claims are submittedin the same manner as for regularemployees, except that a copy of theVolunteer Services Agreement mustaccompany the document. The dailysubsistence rate, if applicable, shouldbe specified in the TravelAuthorization.

Itemized non-travel related claims,(too large, for example, to be paidfrom the station imprest fund),should be submitted on an approvedSF-1164, accompanied by receiptsand a copy of the Volunteer ServicesAgreement. Such claims may be inaddition to, or separate from,travel-related claims.

G. UniformsThis section is most applicable tooffices where Service volunteers arein contact with the visiting publicsuch as at refuges and hatcheries.On such stations, volunteer trainingshould include orientation to specificstation policy on volunteer uniforms.

1. Service Policy:

■ Volunteers are not permitted towear official Service uniforms or bedressed in a manner that attempts toduplicate the appearance of theService uniform. Refer to 150 FW3.2.14 Volunteers must be easilyrecognized as volunteers by thevisiting public.

■ There should be an obvious visualdistinction between paid employeesand volunteers. The volunteeruniform shall match the blue color ofthe volunteer cap or patch as closelyas possible.

■ R&R Uniforms, Inc., is the soleauthorized provider of certainvolunteer uniform components. Astation may procure volunteeruniform components from othervendors only if they are not availablethrough R&R. Check with R&RUniforms, Inc., prior to orderingvolunteer components. They haveadded several new items to theircatalog as shown on the most recentcatalog insert included in this section.

■ Uniform components should beconsistent on a given station.

■ The uniform must reflectfavorably upon the Service.

■ The uniform must be appropriateand/or functional for the tasksinvolved.

2. Approved Uniform Components(available through R&R Uniformscatalog):■ Volunteer ID pin (name tag)■ Unisex Vest

■ Cardigan Sweater■ Cap (Mesh or Twill)■ Windbreaker■ Short-sleeve knit shirt■ Volunteer patch (both small andlarge)

3. Optional Uniform Components:■ Volunteer belt buckle■ Volunteer pin

12 150 FW 3.3 HousingVolunteers are permitted to occupyGovernment housing at no expense to thevolunteer when:A. Housing is available.B. When they are not displacing aGovernment employee; andC. The volunteer’s work is important enoughand of sufficient duration to make provision ofhousing cost-effective for the Service.In special cases, such as for SCA participantsor for volunteers with special skills that arenot locally available, housing may be rentedby the project leader at a reasonable cost andprovided to the volunteer. Payment may bemade using a purchase order.13 150 FW 3.5 Travel and Other ExpensesA. The decision to reimburse or not toreimburse travel and other incidentalexpenses, as well as the amount ofreimbursement, will be made by the projectleader. The kind and amount ofreimbursement will be specified in theVolunteer Service Agreement. Any changes inreimbursement will be documented as anamendment to the agreement.Service volunteers may be paid fortransportation and per diem expenses that areclearly and directly related to Service workassignments. Payment is made in the samemanner as for regular employees.Payment of travel and per diem expenses to avolunteer on a particular assignment must besupported by a specific travel authorizationand cannot exceed the cost of employing atemporary employee of comparablequalification at the work site. For example,payment of travel expenses for a field trip fora volunteer from the continental UnitedStates to Hawaii would be inappropriatecompared to use of a local, temporaryappointee or a volunteer in the local area.14 150 FW 3.2 Uniforms and PatchesVolunteers are not permitted to wear officialService uniforms or be dressed in a mannerthat attempts to duplicate the appearance ofthe Service uniform (041 FW 4). Volunteersmust be easily recognized as volunteers by thevisiting public. Where volunteer uniformcomponents are worn, the project leader shallissue components that are consistent and thatmatch the blue color of the volunteer cap orpatch as closely as possible. Volunteers maybe allowed to keep the patch, though thiscould become a costly policy for the office.Thus it is recommended that project leadersrequire that patches be returned upontermination of volunteer services, particularlyin the case of short-term volunteers.

Date (10/27/99) V-3

Date (10/27/99) V-5

Date (10/27/99) V-7

U.S. Fish & Wildlife Service Bosque Del Apache National Wildlife Refuge

Authorization for Operation of Government-Owned Vehicle

____________________________________________________ is hereby authorized to operate the

following classes of vehicles: cars ____, light trucks ____, vans ____, other (specify)____________________

in the course of carrying out official duties assigned through the U.S. Fish and Wildlife Service at Bosque

del Apache National Wildlife Refuge.

____________________________________________________ has been advised and by signature hereto

agrees to notify their current driver’s license becomes suspended, revoked, canceled, or they have become

otherwise disqualified from holding a valid state driver’s license.

This authorization is issued for a period not to exceed ________ (4 year maximum) from the date of

signature and may be canceled at any time in writing by the current supervisor.

Signature of Applicant Date

Signature of Supervisor Date

Place Driver’s License Here to Photocopy

(Name)

(Name)

Sample

Date (10/27/99) VI-1

A. SupervisionSupervising volunteers requires theability to be sensitive to volunteers’strong points as well as to theirfaults, and the ability to work withvarious personalities until the job isdone.

Give clear and concise instructions.Always make sure that the volunteerunderstands the instructions.Emphasize any special precautionsand safety procedures. Providewritten instruction if necessary.Have a trained employee work withthe volunteer until the job is welllearned. Make sure that thevolunteer has the right equipmentand materials to get the job done.

1. Provide a good workingenvironment■ Provide a stable, personal workspace

■ Provide a comfortable workingclimate

■ Maintain safe and healthy workingconditions

■ Promote smiles from paid staff

■ Provide a coffee area with places tosit down

■ Defend against hostile staff

■ Recognize and accommodatepersonal needs and preferences suchas for hearing/sight and mobiledisabilities

■ Offer flexible work opportunities

■ Allow job sharing

2. EvaluationVolunteers are entitled toevaluations of their performance(refer to 150 FW 3.6A 15 and FormFWS 3-2088 “Volunteer Evaluation”at the end of this section).

B. RecognitionAll people, whether paid employeesor volunteers, want and need to havetheir efforts acknowledged. To avolunteer, your appreciation appearsmore genuine when it is done on adaily basis and not reserved for theannual volunteer appreciationprogram. You will notice also thatyour staff ’s approach to volunteerrecognition will influence how longvolunteers stay at your station.People tend to remain activevolunteers longer at a place wherethey feel their help is appreciated,their time is well used, and wherethey enjoy themselves. Effectiverecognition of volunteers willincrease the efficiency of yourvolunteer program. (See sample ofhrs/award.)

■ Timing is crucial, time delaysweaken the impact of most awards.An immediate “thank you” or “greatjob” is much more important than aproclamation six months later. Haveseveral recognition and rewardoptions available.*

■ Tailor your recognition to theunique needs and interests of thepeople involved. Deliver recognitionin a personal and honest manner.*

■ Remember that recognition is theart of catching people doing good,and then of helping them feel goodabout what they have done.*

1. National Volunteer WeekBy Presidential Proclamation, thethird week in April is “NationalVolunteer Week.” This is anexcellent occasion to focus mediaand public attention on the activitiesof your volunteer program and torecruit new volunteers.

■ Hold an “Open House” showingexamples of volunteer projects

■ Provide volunteer “profiles” asfeature stories for local papers

■ Hold a volunteer banquet, pot luckor picnic, and include a slide showrecounting the past year; presentawards, certificates, etc.

■ Co-sponsor a “Volunteer Fair”with volunteers from otherorganizations

■ Set up a temporary volunteerexhibit at local shopping center

■ Allow volunteers specialopportunities not usually available(i.e., assisting with wildlife censusesin remote area via airboat)

VI. Supervision and Recognition

* Courtesy of Rick Lynch andSteve McCurley.15 150 FW 3.6 Evaluation and ReportsA. Evaluation of Volunteers.Volunteers are entitled to an evaluation oftheir performance (using Evaluation FormFWS 3-2088, Volunteer Evaluation) by theirsupervisor upon termination of their service,completion of a major project, once every year(for volunteers whose services are long term),upon request. One copy of the evaluation willbe given to the volunteer and one kept inService office’s files for 3 years. An evaluationis not required unless requested by thevolunteer. One is also included in thishandbook. Volunteer Evaluation form isavailable from the Regional VolunteerCoordinator.

National Volunteer Week is one wayto recognize your volunteers.However, do not wait for this week;recognition of volunteers should bedone daily, weekly, monthly, or asaccomplishments are done (refer to150 FW 3.7.)16

2. Suggested Ways to RecognizeVolunteer Contributions■ Enlist to train other volunteers

■ Nominate for special awards(except Volunteer of the Year)

■ Ask for their advice

■ Say “thank you” often

■ Publish volunteer profiles in a localnewspaper

■ Post an “Honor Roll of Volunteers”in a public area of the station

■ Plan social get-together

■ Have a kickoff potluck (possiblywith family)

■ Offer flexible work opportunities

■ Establish a suggestion box

■ Offer/extend internal trainingopportunities

■ Send letters of appreciation/commendation to employers

■ Maintain meaningful, accuraterecords on volunteer services

■ Provide job rotating opportunities

■ Keep challenging them

■ Invite to staff meetings

Volunteers are authorized to receiverecognition materials and awards ofnominal value. They may NOTreceive cash awards until policy andguidance for implementation of theNational Wildlife Refuge SystemVolunteer and CommunityPartnership Enhancement Act of1998 (P.L. 105-242), is in place. Afterthis occurs this handbook will beupdated to reflect the policies andprocedures. Currently, there arenonmonetary awards that can begiven in various categories related tovolunteer service.

Certificates of appreciation whichhave been signed by the Fish andWildlife Service Director and theSecretary of the Interior areavailable from the RegionalVolunteer Coordinator. Thesecertificates may be used to recognizevolunteers who have made unusuallyoutstanding or significantcontributions. Some regions havedesigned volunteer certificates to beused within the region, please checkwith your Regional VolunteerCoordinator to see what optionsyour region provides. Stations mayalso develop and award volunteerswith locally designed certificates atthe discretion of the project leader(several examples included in thissection). Other examples ofvolunteer recognition items includevolunteer hour pins, volunteer mugs,belt buckles, etc. Personalizingrecognition makes it moremeaningful to the volunteer.

VI-2 Date (10/27/99)

16 150 FW 3.7 Recognition and AppreciationAppropriate recognition and appreciation ofvolunteer contributions are especiallyimportant. Recognition and awards providedto volunteers should stay within the limit ofapproximately $100. This does not mean thatthe volunteer who contributes an unusualnumber of hours and substantially benefitsthe Service cannot be given something beyondthe $100 value. Using good judgement andproviding proper justification anddocumentation should allow for the flexibilityneeded to ensure an effective and successfulvolunteer program. Federal funds may beused to pay for award and recognition itemssuch as T-shirts, mugs, wildlife art or books,or lunch/dinner for the volunteer(s) only.Certificates of Appreciation are available fromthe Regional Volunteer Coordinator. Thesecan be presented as appropriate during suchoccasions as luncheons, picnics, or similargatherings. Local news media coverage of thevolunteer program in general, with emphasison special projects, or individuals, is an aid inrecruiting and recognizing work well done.Day-to-day informal expressions ofappreciation for jobs well done are perhapsthe most effective means of letting peopleknow they are valued. This simple but oftenneglected technique should be usedgenerously.

Date (10/27/99) VI-3

25 hours ■ mug

50 hours ■ patch and decal

100 hours ■ hat

200 hours ■ logo pin

300 hours ■ T-shirt

400 hours ■ lunch sack or tote bag

500 hours ■ logo pin with rocker

750 hours ■ quill pen with logo on pocket clip

1,000 hours ■ logo pin with rocker

1,500 hours ■ logo pin with rocker

2,000 hours ■ logo pin with rocker

2,080 hours ■ embroidered polo shirt (this is equivalent to one FTE)

2,500 hours ■ logo pin with rocker ■ choice of any logo items above (except polo shirt)

3,000 hours ■ logo pin with rocker

3,500 hours ■ logo pin with rocker ■ book store gift certificate

4,000 hours ■ logo pin with rocker ■ restaurant gift certificate

4,500 hours ■ compass

5,000 hours ■ logo pin with rocker

6,000 hours ■ logo pin with rocker

7,000 hours ■ logo pin with rocker

10,000 hours ■ logo pin with rocker

Sample Award Scale

Date (10/27/99) VI-5

Sample

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Sample

Date (10/27/99) VI-9

Sample

Date (10/27/99) VI-11

Sample

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Sample

Date (10/27/99) VI-15

Sample

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Sample

Date (10/27/99) VI-19

Volunteer Evaluation

(To be completed by the volunteer’s supervisor upon request of the volunteer at the end of a project, upontermination of the volunteer’s tour of duty, or every six months for long term volunteers.)

1. Volunteer’s Name ________________________________________________________________________

2. Supervisor’s Name________________________________________________________________________

3. Volunteer’s Days of Service ________________________________to ____________________________

4. Office or Field Station ____________________________________________________________________

5. Projects Completed ______________________________________________________________________

__________________________________________________________________________________________

6. Were the projects completed to your expectations? If not, why? __________________________________

__________________________________________________________________________________________

7. Did the volunteer fulfill the criteria established in his/her project description? If not, what was notaddressed?

__________________________________________________________________________________________

__________________________________________________________________________________________

8. What were the volunteer’s major strengths in relation to the assigned volunteer duties?

__________________________________________________________________________________________

__________________________________________________________________________________________

9. What were the volunteer’s weaknesses in relation to the assigned volunteer duties?

__________________________________________________________________________________________

__________________________________________________________________________________________

10. What were the major skills used by the volunteer to complete his/her duties and their proficiency inusing these skills?

__________________________________________________________________________________________

__________________________________________________________________________________________

11. Additional Comments:

__________________________________________________________________________________________

__________________________________________________________________________________________

Release 22-100, dated September 5, 1984 FWS Form 3-2088 (7/83)

Date (10/27/99) VII-1

The annual volunteer report iscompiled in the Washington officeand distributed to Congressionalmembers, Service and Departmentalbudget offices, conservationorganizations (e.g., Audubon Society,The Nature Conservancy, etc.),volunteer organizations, and others.The report is done through theRefuge ComprehensiveAccomplishment Report (RCAR)and is due by October 15th of eachyear. Fisheries, Ecological Services,Law Enforcement, Regional andother offices will use the attachedreport form. These reports are due toyour Regional Volunteer Coordinatorby October 31st. The VolunteerServices Report form is included atthe end of this section, refer to 150FW 3.6B17 for further guidance.

Note: Due to the cross-programnature of the volunteer program andchanges in reporting Systems thereare currently discrepancies betweenthe FWS Manual and reportingdates. Refuges are to report throughRCARS, all others are to reportusing current methods.

Reporting Categories

Monitoring & Studies■ Surveys & Censuses: All methodsof enumerating fish and wildlifepopulations, vegetative habitats, androutine baseline monitoring of airand water quality. For fish andwildlife, includes all inventory andmonitoring procedures as outlined in701 FW 2.1: Development of specieslists, qualitative surveys,quantitative surveys, and specialcooperative surveys. Also includeshabitat classification and monitoringincluding development and use ofGIS. Include survey planning, datacollection, analysis, interpretation,and reporting.

■ Studies & Investigations:Research projects designed toindentify the best methods topreserve, restore, and managefish and wildlife populations andhabitats. Includes studies conductedby refuge staff and outsideresearchers under refuge overview.Exclude contaminant studies andinvestigations and baseline waterand air quality monitoring, whichshould be reported undercategory 6.c.

Habitat Restoration■ Wetland Restoration: Theconversion of altered or degradedon-refuge wetland habitats, includingwetland riparian zones, back to theiroriginal condition by such actions asmodifying water regimes andreplanting native vegetation. Alsoinclude include creation of wetlands.

■ Upland Restoration: Theconversion of altered or degradedon-refuge upland habitats back totheir original condition by suchactions as altering topography, soils,and/or existing vegetation andreplanting native species.

■ Riverine Restoration: Theconversion of altered or degraded

riverine habitats back to theiroriginal condition.

■ Deepwater and Coral ReefRestoration: The conversion ofaltered or degraded deepwater(lacustine, estuarine, or marine) andcoral reef habitats back to theiroriginal condition.

Habitat Management■ Water Level Management: Themanipulation of the timing, duration,and/or depth of water bodies toaffect vegetation and/or createdesired wildlife feeding conditionsthrough the use of canals, levees,water control structures (WCS) andpumps. Includes monitoring. Ifvegetation and/or soils are alsomechanically disturbed (e.g.,disking, plowing, mowing) on acyclical basis, report under “3.b.Manage Moist Soil Units”

■ Moist Soil Management: Theproduction of native wildlife foodsthrough a combination of water levelmanipulation and mechanicaldisturbance (e.g., disking, plowing,mowing). Includes monitoring.Report impoundments under thiscategory (as opposed to “3.a.Manage Water Levels”) even ifmechanical disturbance is done lessthan annually. Areas managedstrictly by water level manipulationshould be reported under “3.a.Manage Water Levels.”

■ Graze/Mow/Hay: Themanagement of grasslands and otherhabitats for the benefit of wildlife byany combination of grazing, mowing,and haying. Includes planning, fenceconstruction, equipment purchase,monitoring, maintenance, andoverseeing permittees.

■ Farming: The planting of grainsand other non-native crops for thepurpose of feeding wildlife. Includesplanning, preparation, planting,equipment purchase, monitoring,and maintenance.

VII. Annual Volunteer Report

17 150 FW 3.6B Annual Reports(1) Unit Volunteer Coordinator will submitForm 3-2089 (Volunteer Services Report) tothe Regional Volunteer Coordinator byDecember 31 of each year. This form isavailable from the Regional VolunteerCoordinator. One is also included in thishandbook.(2) Regional Volunteer Coordinators will senda summary of the data submitted by theiroffices and Regional Office to the ServiceVolunteer Coordinator by February 15 of eachyear.(3) The Service Volunteer Coordinator willsubmit an annual report on the national statusof the volunteer program. This report willprovide information including the number andage distribution of Service volunteersnationwide, the number of hours contributed,the kinds of activities done by the volunteers,and the resultant benefits to the Service. Acopy of the annual report, including abreakdown of volunteer data by Region, willbe forwarded to each Region.

■ Forest Management: Includes allmechanical forestry practices otherthan tree planting and exotic controlthat are designed to alter forestedhabitat composition or succession tobenefit wildlife. Selective thinning orharvesting by staff or contractorsare common techniques. Includessalvage harvesting for insect anddisease control, salvage harvestingfollowing wildfires, other foresthealth and forest pest managementpractices, and monitoring.

■ Fire Management: Prescribedburning and wildfire preparednessactivities, including planning, fireline construction and maintenance,equipment purchase andmaintenance, fire facility operationsand maintenance, contracts fordetection and initial attack,conducting burns, follow-upmonitoring, and reporting. Actualwildfire suppression operations,including initial attack, areconducted under emergencyappropriations and should not bereported in RCAR.

■ Pest Plant Control: Theeradication, reduction, or control ofinvasive or exotic plants that pose anactual or potential threat to fish,wildlife, and their habitats usingchemical, mechanical, and biologicalmethods. Includes efforts to controlor reduce weed infestations calledfor under State or local laws, andmonitoring of pest plant controlactivities.

Fish and Wildlife Management■ Bird Banding: Includes themarking and banding of birds aspart of broad-based Service studiesand record keeping. Efforts to markspecies other than birds for refuge-specific or localized studies should bereported under “1.b. Studies/Investigations.”

■ Disease Monitoring & Treatment:All activities associated with diseaseoutbreaks including monitoring ofbehavior, retrieval of diseased fish orwildlife, diagnosis of causes,treatment, incineration or disposal ofcarcasses, and associated reporting.

■ Reintroductions: The introductionor release of wildlife into habitatshistorically occupied. Report relatedmonitoring efforts under Surveys &Censuses or Studies &Investigations.

■ Nest Structures: The installationand maintenance of artificial nestingstructures or protective devices.Examples include wood duck boxes,osprey nest platforms, placement ofhay bales for waterfowl nestingplatforms, and creation of artificialtree cavities.

■ Pest, Predator & Exotic AnimalControl: The eradication, reduction,or control of invasive or exoticanimals that pose an actual orpotential threat to fish, wildlife, theirhabitats, and/or public health (e.g.mosquitoes). Animal pests mayinclude insects associated withfarming programs (cover under “3.d.Farming”).

Coordination Activities■ Interagency Coordination:Interaction with other Federal,State, and local governments(excluding tribes) to shareinformation, resolve problems,develop cooperative efforts, andmanage species and habitats.

■ Tribal Coordination: All activitiesassociated with the development ofcooperative agreements, MOUs,annual funding agreements andsimilar cooperation/ coordination/communication efforts with tribesand other native groups under theIndian Self-Determination Act of1994. Excludes Alaska subsistence.

■ Private Lands Activities(excluding Restoration): Efforts toassist private land owners withhabitat improvement and wildlifeissues. Includes management advice,planning assistance, water levelmanipulation, farming, waterpurchase, nesting structures,fencing, plant and animal control.

Resource Protection■ Law Enforcement: Patrols,boundary posting, easementmonitoring, training, and otheractivities conducted to assurecompliance with refuge regulationsand associated laws to protect fishand wildlife resources, the visitingpublic, and government ownedresources.

■ Permits & Economic UseManagement: Explaining, issuing,and monitoring special use permits,making compatibility determinations

on economic uses (not publicrecreation), and related activities.

■ Contaminant Investigation:Contaminant investigation, studies,and monitoring, includingagricultural irrigation drainwaterstudies; contaminant investigations;site characterization of leakingstorage tanks and other toxic andhazardous waste sites; and baselinemonitoring of air and water quality.

■ Contaminant Cleanup: Thecleanup of leaking storage tanks andother toxic and hazardous wastesites; response to oil and otherchemical spills.

■ Water Rights Management:Activities associated with compliancewith state and federal laws to protectand achieve adequate supplies ofwater. Includes identification,protection, quantification, andadjudication activities such asreading, maintaining, and installingmeasurement devices and gagingstations, maintaining databases,preparing water management plans,attending local and State water usemeetings, and monitoring off-refugewater uses. Purchase of water shouldbe reported under HabitatManagement categories 3a-d.

■ Cultural Resource ManagementCoordination: Activities supportingthe study and protection of significantprehistoric and historic sites,including traditional religious sites aswell as the evaluation of culturalresources and management ofmuseum property. Include complianceactivities associated with theArchaeological resources ProtectionAct of 1979, the National HistoricPreservation Act of 1966, and theNative American Graves Protectionand Repatriation Act of 1990.

■ Land Acquisition Support

Public Education and Recreation■ Provide Visitor Services:Providing access, facilities, andprograms for refuge visitors.Includes the planning (except CCPdevelopment), construction,operation, and maintenance ofvisitor related infrastructure such asaccess roads, informational anddirectional signs, visitor centers,trails, public use boat ramps, andnature trails; the offering of on-refuge informational, interpretive

VII-2 Date (10/27/99)

and educational programs; surveysof public use and visitor satisfaction;and the conducting of hunting,fishing, and other recreationalprograms.

■ Outreach: Off-site education of thepublic about Service activitiesthrough presentations at hearingsand civic group meetings, theoperations of portable or semi-permanent off-site exhibits, and thedevelopment and distribution ofnews releases and radio/TV spots.

Planning & Administration■ Comprehensive ConservationPlanning /ConservationManagement Planning

■ General Administration

Provisions Unique to Alaska■ Subsistence■ Public Access■ Manage Comm./SubsistenceFisheries■ Manage Private Lands■ Navigability Determinations

Date (10/27/99) VII-3

Date (10/27/99) VII-5

Fiscal Year 1998

Station: Organization Code:

Provide data on all volunteers working under signed volunteer services agreements. Include Student ConservationAssociation (SCA) volunteers.

1. Number of Volunteers by Age

Under 18 18-35 36-61 Over 61 Total

2. Number of Hours by Activity Category

Volunteer Services Report

Monitoring & Studies

Surveys & Censuses

Studies & Investigations

Habitat Restoration

Wetland Restoration

Upland Restoration

Riverine Restoration

Deepwater/Coral Reef Restoration

Habitat Management

Water Level Management

Moist Soil Management

Graze/Mow/Hay

Farming

Forest Management

Fire Management

Pest Plant Control

Fish and Wildlife Management

Bird Banding

Disease Monitoring & Treatment

Reintroductions

Nest Structures

Pest, Predator & Exotic Animal Control

Coordination Activities

Interagency Coordination

Tribal Coordination

Private Lands Activities (ex. restoration)

Resource Protection

Law Enforcement

Permits & Economic Use Management

Contaminant Investigation

Contaminant Cleanup

Water Rights Management

Cultural Resource Management

Land Acquisition Support

Public Education and Recreation

Provide Visitor Services

Outreach

Planning & Administration

Comprehensive Conservation Planning

General Administration

Provisions Unique to Alaska

Subsistence

Public Access

Manage Comm./Subsistence Fisheries

Manage Private Lands

Navigability Determinations

Total Hours

3. Operation Costs

Operations (Supplies, Materials, Equipment, Uniforms, etc.) $Travel/Transportation, Per Diem, Housing/Utilities (etc.)Other (Staff/Volunteer Training, Recruitment, Recognition

Total Cost $

4. Staff Time/Salary for Administration of Program Total

Staff Time (Hours)Staff Salaries $

VII-6 Date (10/27/99)

5. Volunteer Highlights

(Unique Activities, Special Achievements, Special Events, Partnerships.)

6. Special Recognition

a. Provide individual's name and station(s) where work was accomplished.

b. Why was this person outstanding in their support of the FWS?

7. Recommendations to Improve the Volunteer Program

8. We Need Photos

(Especially those with volunteers wearing the volunteer patch.) Please provide a caption with the person’s name,site’s name, and description of the project being accomplished.

U.S. Department of the InteriorU.S. Fish & Wildlife Service

http://www.fws.gov