Volunteer Manual
Upcoming SlideShare
Loading in...5
×
 

Volunteer Manual

on

  • 4,933 views

A guide for Volunteers at Environment Tobago (2008-09)

A guide for Volunteers at Environment Tobago (2008-09)

Statistics

Views

Total Views
4,933
Views on SlideShare
4,921
Embed Views
12

Actions

Likes
1
Downloads
135
Comments
0

2 Embeds 12

http://www.environmenttobago.net 9
http://environmenttobago.net 3

Accessibility

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Volunteer Manual Volunteer Manual Document Transcript

  • Environment Tobago Volunteer Programme MANUAL 1
  • Table of contents Opening Prayer..............................................................................................................5 Introduction....................................................................................................................6 Environment Tobago....................................................................................................7 Figure 1: Organisation Chart...............................................................................7 Figure 2: Management Structure........................................................................8 What is our aim and purpose?......................................................................................9 Our Mission................................................................................................................11 How is Our Mission Achieved?..................................................................................12 Figure 3: Areas of Impact...................................................................................12 What are some of our activities?.................................................................................13 What are some of our Achievements?.........................................................................15 The Volunteer Program..............................................................................................16 1.1 Overall Policy on Utilization of Volunteers.........................................................17 1.2 Purpose of Volunteer Policies...............................................................................17 1.5 Definition of ‘Volunteer’.......................................................................................18 1.6 Special Case Volunteers........................................................................................18 1.7 Employees as Volunteers.......................................................................................18 1.8 Clients as Volunteers............................................................................................18 1.9 Service at the Discretion of Environment TOBAGO...........................................18 1.10 Volunteer Rights and Responsibilities................................................................19 1.11 Scope of Volunteer Involvement.........................................................................19 Volunteer Management Procedures........................................................................20 2.1 Maintenance of Records........................................................................................21 2.2 Two Hat Policy....................................................................................................21 2.3 Conflict of Interest.................................................................................................21 2.4 Representation of Environment Tobago................................................................21 2.5 Confidentiality......................................................................................................22 2.6 Worksite ...............................................................................................................22 2.7 Dress Code.............................................................................................................22 2.8 Timesheets.............................................................................................................22 Volunteer Recruitment and Selection.....................................................................23 3.1 Position Descriptions............................................................................................24 3.2 Staff Requests for Volunteers................................................................................24 3.3 Recruitment...........................................................................................................24 3.4 Recruitment of Minors..........................................................................................25 3.5 Interviewing..........................................................................................................25 3.4 Certificate of Ability..............................................................................................25 3.5 Placement..............................................................................................................26 3.6 Staff.......................................................................................................................26 2
  • 3.7 Acceptance and Appointment...............................................................................26 3.8 Probationary Period..............................................................................................26 3.9 Re-Assignment......................................................................................................27 3.10 Professional Services...........................................................................................27 3.11 Length of Service.................................................................................................27 3.12 Leave of Absence..................................................................................................27 Volunteer Training and Development....................................................................28 4.1 Orientation ...........................................................................................................29 4.2 On-the-Job Training..............................................................................................29 4.3 Staff Involvement in Orientation and Training...................................................29 4.4 Volunteer Involvement in Orientation and Training...........................................30 4.5 Continuing Education..........................................................................................30 4.6 Conference Attendance..........................................................................................30 Volunteer Supervision and Evaluation...................................................................31 5.1 Requirement of a Supervisor.................................................................................32 5.2 Volunteers as Volunteer Supervisors...................................................................32 5.3 Volunteer/Staff Relationships...............................................................................32 5.4 Acceptance of Volunteers by Staff.........................................................................33 5.5 Staff Involvement in Volunteer Evaluation..........................................................33 5.6 Lines of Communication ......................................................................................33 5.7 Absenteeism...........................................................................................................34 5.8 Substitution...........................................................................................................34 5.9 Standards of Performance.....................................................................................34 5.10 Evaluations..........................................................................................................34 5.11 Written Basis for Evaluation..............................................................................35 5.12 Staff Responsibility for Evaluation.....................................................................35 5.13 Corrective Action................................................................................................35 5.14 Dismissal of a Volunteer.....................................................................................35 5.15 Reasons for Dismissal.........................................................................................36 5.16 Concerns and Grievances....................................................................................36 5.17 Notice of Departure or Re-Assignment of a Volunteer......................................36 5.18 Resignation..........................................................................................................36 5.19 Exit Interviews....................................................................................................37 5.20 Communication with the Volunteer Management Committee..........................37 5.21 Evaluation of Environment TOBAGO Volunteer Utilization...........................37 Volunteer Support and Recognition.......................................................................39 6.1 Reimbursement of Expenses..................................................................................39 6.2 Access to Environment TOBAGO Property and Materials.................................39 6.3 Insurance...............................................................................................................40 6.4 Recognition...........................................................................................................40 6.5 Informal Recognition............................................................................................40 6.6 Volunteer Career Paths.........................................................................................40 6.7 Staff Recognition...................................................................................................40 3
  • List of Figures Figure 1: Organisation Chart.......................................................................................7 Figure 2: Management Structure................................................................................8 Figure 3: Areas of Impact...........................................................................................12 List of Appendices Appendix 1....................................................................................................................41 Environment Tobago Volunteer Internship .........................................................41 Application Form.........................................................................................................41 Appendix 2....................................................................................................................47 Volunteer Job Description Form..............................................................................47 Appendix 3....................................................................................................................49 Environment Tobago Volunteer Evaluation Form...............................................49 Completed by Supervisor..........................................................................................49 Appendix 4....................................................................................................................52 Environment Tobago Volunteer Evaluation Form...............................................52 Completed by Volunteer............................................................................................52 Appendix 5....................................................................................................................56 Exit Interview Questions...........................................................................................56 4
  • Opening Prayer Almighty God, Creator of All Things, living and non-living: We know that the earth is precious to you and we are aware that some of our activities are destroying your handiwork. Grant us the knowledge to recognize fully the damage that is being done to our environment and the wisdom to find solutions to prevent or reduce the great harm that we are doing to our Mother Earth. Please give us the strength and the courage to persevere in our efforts to save our island, Tobago and by extension, our planet Earth. Help us to function as guardians of this Jewel of the Universe because we know that its destruction also heralds our own doom. It is our hope and prayer that we can pass on to future generations a better environment than the one we presently enjoy. 5
  • Written for and read at the first Annual General Meeting of Environment TOBAGO June 1996 at the Fairfield Hall, Scarborough. We now begin all our meetings with this prayer. Introduction Tobago has a land area of 300 square km (116 mi²), and is approximately 42 kilometres long and 10 kilometres wide. It is located at latitude 11° 9' N, longitude 60° 40' W, slightly north of Trinidad. The population is 54,084 (2000). The capital is Scarborough, with a population of about 17,000. The population of the entire island is approximately 55000. There are many reasons why one decides to visit Tobago. Some include: Visiting the various white sand beaches to relax and swim. Diving to see the coral reefs and sea fan gardens that can be found around the islands periphery. Tobago’s beaches are also popular nesting grounds for the endangered Leatherback turtles. Avid birders can look forward to a colourful display by some of our winged friends. The Tobago Forest Reserve (or the Main Ridge Reserve) claims to be the oldest protected forests in the Western world. It was designated as a protected Crown reserve on April 17, 1776 following representations by Soame Jenyns a Member of Parliament in Britain who had the responsibility for the development of Tobago. It has remained a protected area ever since. Little Tobago and St. Giles Island are important seabird nesting colonies, with Red-billed Tropicbird, Magnificent Frigate bird and Audubon's Shearwater amongst others. 6
  • Environment Tobago Who we are: Environment Tobago or ET as we are more fondly referred, is an Environmental Non- Government Organsiation incorporated under the Companies Act 1995 of Trinidad and Tobago. ET was founded in March 1995 and launched in February of 1996. Our executive consists of Patricia Turpin President; Kamau Akili Vice President; Fitzherbert Phillips Secretary, Shirley Mc Kenna Treasurer and seven other directors. The board of directors meets on the first Wednesday of every month. Directors are elected every two years at the Annual General Meeting. ET has approximately 400 dues paying members. Figure 1: Organisation Chart 7
  • Board of Directors Education/Project Administrative Officer Officer Figure 2: Management Structure 8
  • President Patricia Turpin Vice President Kamau Akili Education Coordinator Fundraising Coordinator Hyacinth Armstrong Shirley Mc Kenna/Treasurer P.R. & Advocacy Coordinator Research and Restoration Coordinator Patricia Turpin Bertrand Bhikarry Membership Coordinator Administration Coordinator Geoffrey Lewis Shirley Mc Kenna Sub-Committee Coordinator IT Secretary Bertrand Bhikarry Fitzhherbert Phillips What is our aim and purpose? The aims and purposes of Environment TOBAGO shall be to promote conservation, restoration, and wise management of the living things on and around Tobago and the common natural environment they share. In pursuance of these aims and purposes in the broad public interest, the Organisation may: Promote and engage in study, research, education, understanding and action relating to all phases of the conservation and use of the natural and living resources of Tobago. Promote and encourage establishment of areas of protection and preservation of animal and plant life and for the protection of natural scenery. Act as clearing house for the collection, evaluation and dissemination of information and technical data relating to the conservation and wise use of the natural resources of Tobago. Produce, make available, and encourage the production of materials including monographs books, lectures, radio programs, films, and television broadcasts relating to origins, distribution, and interdependence of natural and living resources, and effective methods for conservation and use. 9
  • Collaborate with and assist individuals, associations, corporations, organized groups government and international agencies, and others to encourage and promote effective application of sound knowledge, methods and practices with respect to conservation of the natural and living resources of Tobago. Take and hold by gift, grant, bequest, purchase, lease, or otherwise, either absolutely or with others, any property of any kind, without limitation as to amount or value; convey, sell or otherwise dispose of such property; and to invest, reinvest, and deal with the same in such manner as in the judgment of the Management will best promote the aims and purposes of the Organisation. Promote the formation and strengthening of legislation to protect and preserve natural resources and the life forms that depend on them, including enforcement measures that adequately effect adherence. Practice and promote an integrated management of the human and natural environment that ensures the social and economic viability of the first and conservation of the second. Raise funds and deal with the same in any manner, which in the judgment of the Management of the Organization will best promote the objectives and purposes of the Organisation. Do all things necessary and proper to carry out the foregoing aims and purposes. 10
  • Our Mission “Environment TOBAGO conserves Tobago’s natural and living resources and advances the knowledge and understanding of such resources, their wise and sustainable use, and their essential relationship to human health and the quality of life.” 11
  • How is Our Mission Achieved? We aim to achieve our mission and encourage behavioural change toward the conservation of our environment through four (4) fundamental areas: Figure 3: Areas of Impact Advocacy Environment Research & Education TOBAGO Monitoring Raising Awareness ET is also a member of the following External Committees: Council of the Presidents of the Environment (COPE) Global Environmental Fund/United Nations Development Programme National Steering Committee Energy Commission Committee National Heritage Designation Committee Buccoo Reef Management Committee Environmental Management Authority Biodiversity Council 12
  • The Travel Foundation Steering Committee Integrated Watershed and Coastal Management Inter-sectoral Committee Ministry of Public Utilities and Environment Cabinet Appointed Committee for both the National Development Plan for the Protection of the Marine Environment from Land-based Sources and the Formulation of Forest Policy and Protected Areas Policy for Trinidad and Tobago Water and Sewerage Authority Steering Committee for the formation of a Country Water Partnership Caribbean Conservation Association Representative Civil Society Representative to European Union/International Development Bank What are some of our activities? Information and Education Center The success of the organisation over the years had led to a tremendous increase in opportunities to effect positive change and which an all-volunteer Management and members could not take full advantage of due to lack of time and space. Thus ET has acquired an office with equipment and staff. The office also serves as a public environmental information and education center. We have an environmental library for members, children, teachers and the general public. Environment TOBAGO Homepage We have a site on the Internet’s World Wide Web: http://www.environmenttobago.net. Visitors to the site are given information on education, Tobago’s environment, including coverage of issues not found in the usual travel/vacation web sites. Although Environment TOBAGO is pro-tourism and pro-sustainable development, we feel our environmental problems should not be hidden and that we should especially encourage nature-based tourism, the idea being that our visitors can be part of the solution. Due to lack of resources to help maintain the site we are in the process this year to bring this site up to date. Environmental Advocacy In our effort to continuously advocate behavioural change toward conservation of our natural environment, ET submits educational and informative environmental articles to our local newspaper, the Tobago News, each week. In, addition, our quarterly newsletter containing current environmental news, issues and concerns is distributed to all our members, sponsors, libraries, schools, businesses and government agencies. 13
  • Due to the vast number of calls which come in to our office regarding public concern about the environment, ET has developed a Public Complaints Log. Though, in our capacity as an NGO lacking enforcement capabilities on many issues, ET provides a free service to the community by directing the caller to the necessary department responsible for dealing with the issue at hand. To close the loop, ET usually has a follow-up period of one-week. In the case of emergencies, ET, in addition to the caller, will contact the necessary department immediately. Clean Ups Environment TOBAGO did cleanups of many of Tobago beaches in 2004 with the help of volunteers and other organisations we are continuing this project this year. In 2001 we did a major clean up of Kilgwyn Wetlands situated in Canaan/ Bon Accord where we removed over 250 tons of garbage we hope to turn this wetland into a Nature Reserve with the help of the Tobago House of Assembly (THA) for schools, the general public and visitors alike. Census of Flora and Fauna Environment TOBAGO advocates the need for a scientific study of flora and fauna population levels on and around Tobago. Data of this kind would help us to lobby for the establishment of protected areas as well as provide a baseline on which to gauge future changes in population levels of Tobago’s flora and fauna. We have facilitated a pilot survey of Little Tobago Island and have recruited researchers from several universities to survey the island. The vegetation and small mammal surveys have been completed. There is a copy of this survey at our office and other surveys are ongoing. Environmental Monitoring, Research & Consultancy We try to keep informed of developments and activities, which may be harmful to the environment. By keeping the public informed of such activities and initiating discussions with the responsible individuals or agencies, we hope to reduce the detrimental effects of these activities. As an example, Environment TOBAGO called for more NGO involvement in the process of evaluation of planning approval applications for large-scale tourism developments on Tobago. Subsequently, the Town and Country Planning Division now put EIA’s out for public comment. We also had representation on the National Biodiversity and Action Plan (NBSAP) Task Force. This report has been concluded, approved and is at ET’s office for viewing. Our environmental monitoring programme is an essential component of the overall mission to conserve and protect Tobago's natural environment. Environmental Education 14
  • ET has developed a comprehensive environmental education programme for Tobago. Environmental Education components have now been integrated in the curriculum for the primary schools of Trinidad and Tobago, through the Ministry of Education. This makes teaching environmental education in schools much easier for our education coordinator. Through BPTT funding, we have started an environmental education programme for schoolteachers in Tobago; from this project we have produced an environmental education book for primary school teachers, this was distributed to all schools in Tobago and other organizations. We have now received funding through BHP Billiton for environmental education for teachers in Secondary schools; we have started this project Jan. 2005. A resource book is also to be produced and distributed to all schools. Our “Clean School Competition” has an added component of a calypso competition which started in 2004 it was a great success and we are being sponsored for this competition for the next three years by Solid Waste Management Co. Ltd. (SWMCOL). Environment TOBAGO has an education and information center and it is a major step in the implementation of our environmental education programme. Through a process of public consultations and meetings with interest groups, a consensus had been reached that Tobago’s game species are in serious trouble. It has been proposed that a Tobago Wildlife Conservation Committee should be established and strategies developed to achieve maximum and sustainable levels of game animals. These proposals have been submitted to the Tobago House of Assembly. ET is now developing a proposal to undertake population studies of some game species. The methodology is being developed and expectations are that these surveys will begin soon by a volunteer and in collaboration with the Forestry Department of the THA. ET has also been successful in having several members appointed as honorary Game Wardens. We have also assisted a "Sea Turtle Protection Action Group" called "Save Our Sea Turtles" (SOS). They have received funding from BP Amoco and other agencies that have enabled them to implement their Research, Education and Action Programme (REAP) in saving Tobago's sea turtles. What are some of our Achievements? ET was awarded a certificate of appreciation by the Environmental Management Authority (EMA) for its outstanding contribution to environmental conservation and protection on World Environment Day 1997. ET won BP Amoco Leadership Award in the environment category in October 2000. Tidy TnT Best NGO Category (2002-2003) Tidy TnT Outstanding Project Litter Control/Tidiness Category (2002-2003) 15
  • Tidy TnT Outstanding Project Environmental Literacy Category (2002-2003) EMA Green Leaf Award (2004) Prime Minister Tourism Award BPTT Spirit of Community Award 2004 The Volunteer Program 16
  • 1.1 Overall Policy on Utilization of Volunteers The achievement of the goals of this Environment TOBAGO is best served by the active participation of citizens of the local and international community. To this end, Environment TOBAGO accepts and encourages the involvement of volunteers at all levels and within all appropriate programs and activities. Our staff is encouraged to assist in the creation of meaningful and productive roles in which volunteers might serve and to assist in recruitment of volunteers. 1.2 Purpose of Volunteer Policies The purpose of these policies is to provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. These policies are intended for internal management guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. ET reserves the exclusive right to change any of these policies at any time and to expect adherence to the changed policy. Changes to or exceptions from these policies may only be granted by the Volunteer Management Coordinator in consultation with the Board of Directors, and must be obtained in advance and in writing. Areas not specifically covered by these policies shall be determined by the Board of Directors. 1.3 Scope of Volunteer Policies Unless specifically stated, these policies apply to all non-elected volunteers in all programs and projects undertaken on or on behalf of the ET, and to sites of operation of the organisation. 1.4 Role of the Volunteer Management Committee The productive utilization of volunteers requires a planned and organized effort. The function of the Volunteer Management Committee is to provide a central coordinating point for effective volunteer management within the organisation, and to direct and assist staff and volunteer efforts to jointly provide more productive services. The department shall also bear responsibility for maintaining liaison with other volunteer- utilizing programs in the community and assisting in community-wide efforts to recognize and promote volunteering. The Board of Directors shall bear primary responsibility for planning for effective volunteer utilization, for assisting staff in 17
  • identifying productive and creative volunteer roles, for recruiting suitable volunteers, and for tracking and evaluating the contribution of volunteers to Environment TOBAGO. 1.5 Definition of ‘Volunteer’ A ‘volunteer’ is anyone who without compensation or expectation of compensation beyond reimbursement performs a task at the direction of and on behalf of the Environment TOBAGO. A ‘volunteer’ must be officially accepted and enrolled by Environment TOBAGO prior to performance of the task. Unless specifically stated, volunteers shall not be considered as ‘employees’ of the Environment TOBAGO. 1.6 Special Case Volunteers Environment TOBAGO also accepts as volunteers those participating in student community service activities, student intern projects, corporate volunteer programs, and other volunteer referral programs. In each of these cases, however, a special agreement must be in effect with the organisation, school, or program from which the special case volunteers originate and must identify responsibility for management and care of the volunteers. 1.7 Employees as Volunteers Environment TOBAGO accepts the services of staff as volunteers. This service is accepted provided that the volunteer service is provided totally without any coercive nature, involves work which is outside the scope of normal staff duties, and is provided outside of usual working hours. 1.8 Clients as Volunteers Environment Tobago’s clients may be accepted as volunteers, where such service does not constitute an obstruction to or conflict with provision of services to the client or to others. 1.9 Service at the Discretion of Environment TOBAGO Environment TOBAGO accepts the service of all volunteers with the understanding that such service is at the sole discretion of Environment TOBAGO. Volunteers agree that ET may at any time, for whatever reason, decide to terminate the volunteer’s relationship with ET. 18
  • The volunteer may at any time, for whatever reason, decide to sever the volunteer’s relationship with ET. Notice of such a decision should be communicated as soon as possible to the volunteer’s supervisor in writing. 1.10 Volunteer Rights and Responsibilities Volunteers are viewed as a valuable resource to this organisation, its staff, and its clients. Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equal co-workers, the right to effective supervision, the right to full involvement and participation, and the right to recognition for work done. In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of ET. 1.11 Scope of Volunteer Involvement Volunteers may be utilized in all programs and activities of the organisation, and serve at all levels of skill and decision-making. Volunteers should not, however, be utilized to displace any paid employees from their positions. 19
  • Volunteer Management Procedures 20
  • 2.1 Maintenance of Records A system of records will be maintained on each volunteer, including dates of service, positions held, duties performed, evaluation of work, and awards received. Volunteers and appropriate staff shall be responsible for submitting all appropriate records and information to the Volunteer Management Committee in a timely and accurate fashion. Volunteer personnel records shall be accorded the same confidentiality as staff personnel records. 2.2 Two Hat Policy Members of Environment TOBAGO’s board of directors are accepted as direct service volunteers with ET. 2.3 Conflict of Interest No person who has a conflict of interest with any activity or program of the organisation, whether personal, philosophical, or financial shall be accepted or serve as a volunteer. 2.4 Representation of Environment Tobago Prior to any action or statement which might significantly affect or obligate Environment Tobago, volunteers should seek prior consultation and approval from appropriate staff who will consult with the Volunteer Management Committee. These actions may include, but are not limited to, public statements to the press, coalition or lobbying efforts with other organizations, or any agreements involving contractual or other financial obligations. Volunteers are authorized to act as representatives of the organisation as specifically indicated within their job descriptions and only to the extent of such written specifications. 21
  • 2.5 Confidentiality Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves a single staff, volunteer, client, or other person or involves overall organisation business. Failure to maintain confidentiality may result in termination of the volunteer’s relationship with ET or other corrective action. 2.6 Worksite An appropriate worksite shall be established prior to the enrollment of any volunteer. This worksite shall contain necessary facilities, equipment, and space to enable to volunteer to effectively and comfortably perform their duties. 2.7 Dress Code As representatives of ET, volunteers, like staff, are responsible for presenting a good image to clients and to the community. Volunteers shall dress appropriately for the conditions and performance of their duties. 2.8 Timesheets Individual volunteers are responsible for the accurate completion and timely submission of timesheets. 22
  • Volunteer Recruitment and Selection 23
  • 3.1 Position Descriptions Volunteer staff, just as paid staff, requires a clear, complete, and current description of the duties and responsibilities of the position which they are expected to fill. Prior to any volunteer assignment or recruitment effort, a position description must be developed for each volunteer position. This position will be given to each accepted volunteer and utilized in subsequent management and evaluation efforts. Position descriptions should be reviewed and updated at least every two years, or whenever the work involved in the position changes substantially. All position descriptions shall include a description of the purpose and duties of the position, a designated supervisor and worksite, a timeframe for the performance of the job, a listing of job qualifications, and a description of job benefits. The Volunteer Management Committee is available to assist staff in the development of volunteer jobs and position descriptions. (See Appendix 1 and 2) 3.2 Staff Requests for Volunteers Requests for volunteers shall be submitted in writing by interested staff, complete with a draft position description and a requested timeframe. All parties should understand that the recruitment of volunteers is enhanced by creative and interesting jobs and by advance notice. The Volunteer Management Committee reserves the right to refuse to recruit or place any volunteers until staff is prepared to make effective use of volunteer resources. 3.3 Recruitment Volunteers shall be recruited by the organisation on a pro-active basis, with the intent of broadening and expanding the volunteer involvement of the community. Volunteers shall be recruited without regard to gender, handicap, age, race or other condition. The 24
  • sole qualification for volunteer recruitment shall be suitability to perform a task on behalf of the organisation. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function. No final acceptance of a volunteer shall take place without a specific written volunteer position description for that volunteer. 3.4 Recruitment of Minors Volunteers who have not reached their age of majority must have the written consent of a parent of guardian prior to volunteering. The volunteer services assigned to a minor should be performed in a non-hazardous environment and should comply with all appropriate requirements of child labor laws. 3.5 Interviewing Prior to being assigned or appointed to a position, all volunteers will be interviewed to ascertain their suitability for and interest in that position. The interview should determine the qualifications of the volunteer, their commitment to fulfill the requirements of the position, and should answer any questions that the volunteer might have about the position. Interviews may be conducted either in person or by other means. 3.4 Certificate of Ability Any potential volunteer who indicates that they are under the care of a physician for either physical or psychological treatment may be asked to present a certificate from the physician as to their ability to satisfactorily and safely perform their volunteer duties. Volunteers under a course of treatment which might affect their volunteer work will not be accepted without written verification of suitability from their physician. Any volunteer who, after acceptance and assignment by the organisation, enters a course of treatment which might adversely impact upon the performance of their volunteer duties should consult with the Volunteer Program Coordinator. 25
  • 3.5 Placement In placing a volunteer in a position, attention shall be paid to the interests and capabilities of the volunteer and to the requirements of the volunteer position. No placement shall be made unless the requirements of both the volunteer and the supervising staff can be met: no volunteer should be assigned to a ‘make-work’ position and no position should be given to an unqualified or uninterested volunteer. 3.6 Staff Participation in Interviewing and Placement Wherever possible, staff who will be working with the volunteer should participate in the design and conduct of the interview. Final assignment of a potential volunteer should not take place without review and approval of appropriate staff with whom the volunteer will be working. 3.7 Acceptance and Appointment Service as a volunteer with Environment TOBAGO shall begin with an official notice of acceptance or appointment to a volunteer position. Notice may only be given by an authorized representative of Environment TOBAGO, who will normally be the Volunteer Program Coordinator. No volunteer shall begin performance of any position until they have been officially accepted for that position and have completed all necessary screening and paperwork. At the time of final acceptance, each volunteer shall complete all necessary enrollment paperwork and shall receive a copy of their job description and agreement of service with ET. 3.8 Probationary Period All volunteer placements shall initially be done on a trial period of 30 days. At the end of this period a second interview of the volunteer shall be conducted, at which point either the volunteer or Environment TOBAGO staff may request a re-assignment of the volunteer to a different position or may determine the unsuitability of the volunteer for a position within ET. 26
  • 3.9 Re-Assignment Volunteers who are at any time re-assigned to a new position shall be interviewed for that position and shall receive all appropriate orientation and training for that position before they begin work. In addition, any screening procedures appropriate for that specific position must be completed, even if the volunteer has already been working with the organisation. 3.10 Professional Services Volunteers shall not perform professional services for which certification or licensing is required unless currently certified or licensed to do so. A copy of such certificate or license should be maintained by Environment TOBAGO. 3.11 Length of Service All volunteer positions shall have a set term of duration. It is highly recommended that this term shall not be longer than one-year, with an option for renewal at the discretion of both parties. All volunteer assignments shall end at the conclusion of their set term, without expectation or requirement of re-assignment of that position to the incumbent. Volunteers are neither expected nor required to accept further service in a position at the end of their set term, although they are welcome to do so in most cases, but may instead seek a different volunteer assignment within the organisation, or may retire from volunteer service. 3.12 Leave of Absence At the discretion of the supervisor, leave of absence may be granted to volunteers. This leave of absence will not alter or extend the previously agreed upon ending date of the volunteer’s term of service. 27
  • Volunteer Training and Development 28
  • 4.1 Orientation All volunteers will receive a general orientation on the nature and purpose of the organisation, an orientation on the nature and operation of the program or activity for which they are recruited, and a specific orientation on the purposes and requirements of the position which they are accepting in that effort. 4.2 On-the-Job Training Volunteers will receive specific on-the-job training to provide them with the information and skills necessary to perform their volunteer assignment. The timing and methods for delivery of such training should be appropriate to the complexity and demands of the position and the capabilities of the volunteer. 4.3 Staff Involvement in Orientation and Training Staff members with responsibility over delivery of services should have an active role in the design and delivery of both orientation and training of volunteers. Those staff who will be in a supervisory capacity to volunteers shall have primary responsibility for design and delivery of on-the-job training to volunteers assigned to them. 29
  • 4.4 Volunteer Involvement in Orientation and Training Experienced volunteers should be included in the design and delivery of volunteer orientation and training. 4.5 Continuing Education Just as staff, volunteers should attempt to improve their levels of skill during their terms of service. Additional training and educational opportunities should be made available to volunteers during their connection with ET. This continuing education may include both additional information on performance of their current volunteer assignment as well as more general information, and might be provided either by the organisation or by assisting the volunteer to participate in educational programs provided by other groups. 4.6 Conference Attendance Volunteers are authorized to attend conferences and meetings which are relevant to their volunteer assignments, including both those of ET and of other organization. Prior approval from the volunteer’s supervisor should be obtained before attending any conference or meeting if attendance will interfere with the volunteer’s work schedule or if reimbursement of expenses is sought. 30
  • Volunteer Supervision and Evaluation 31
  • 5.1 Requirement of a Supervisor Each volunteer who is accepted to a position with Environment TOBAGO must have a clearly identified supervisor who is responsible for direct management of that volunteer. This supervisor shall be responsible for day-to-day management and guidance of the work of the volunteer, and shall be available to the volunteer for consultation and assistance. 5.2 Volunteers as Volunteer Supervisors A volunteer may act as a supervisor of other volunteers, provided that the supervising volunteer is under the direct supervision of a paid staff member. 5.3 Volunteer/Staff Relationships Volunteers as staff are considered to be partners in implementing the mission and programs of Environment TOBAGO, with each having an equal but complementary role to play. It is essential for the proper operation of this relationship that each partner understands and respects the needs and abilities of the other. 32
  • 5.4 Acceptance of Volunteers by Staff Since individual staff is in a better position to determine the requirements of their work and their own abilities, no volunteer will be assigned to work with a staff person without the consent of that staff person. Since volunteers are considered a valuable resource in performing Environment TOBAGO’s work, staff are encouraged to seriously consider creative ways in which volunteers might be of service and to consult with the Volunteer Management Committee if they feel in need of assistance or additional training. 5.5 Staff Involvement in Volunteer Evaluation Affected staff should be involved in all evaluation and work assignments of volunteers with whom they are connected. 5.6 Lines of Communication Volunteers are entitled to all necessary information pertinent to the performance of their work assignments. Accordingly, volunteers should be included in and have access to all appropriate memos, materials, and meetings relevant to the work assignments. To facilitate the receipt of this information on a timely basis, volunteers should be included on all distribution schedules and should be assigned a site or mailbox for receipt on information distributed in their absence. Primary responsibility for ensuring that the volunteer receives such information will rest with the direct supervisor of the volunteer. Lines of communication should operate in both directions, and should exist both formally and informally. 33
  • Volunteers should be consulted regarding all decisions which would substantially affect the performance of their duties. 5.7 Absenteeism Volunteers are expected to perform their duties on a regular scheduled and timely basis. If expecting to be absent from a scheduled duty, volunteers should inform their staff supervisor as far in advance as possible so that alternative arrangements may be made. Continual absenteeism will result in a review of the volunteer’s work assignment or term of service. 5.8 Substitution Volunteers may be encouraged to find a substitute for any upcoming absences which might be filled by another volunteer. Such substitution should only be taken following consultation with a supervisor and care should be taken to find a substitute who is qualified for the position. Substitutes may only be recruited from those who are currently enrolled as volunteers with Environment TOBAGO. 5.9 Standards of Performance Standards of performance shall be established for each volunteer position. These standards should list the work to be done in that position, measurable indicators of whether the work was accomplished, and appropriate timelines for accomplishment of the work. Creation of these standards will be a joint function of staff and the volunteer assigned to the position, and a copy of the standards should be provided to the volunteer along with a copy of their job description at the beginning of their assignment. 5.10 Evaluations Volunteers shall receive periodic evaluations to review their work. The evaluation session is utilized to review the performance of the volunteer, to suggest any changes in work style, to seek suggestions from the volunteer on means of enhancing the volunteer’s relationship with Environment TOBAGO, to convey appreciation to the volunteer, and to ascertain the continued interest of the volunteer in serving in that 34
  • position. Evaluations should include both an examination of the volunteer’s performance of position responsibilities and a discussion of any suggestions that the volunteer may have concerning the position or project with which the volunteer is connected. The evaluation session is an opportunity for both the volunteer and Environment TOBAGO to examine and improve their relationship. 5.11 Written Basis for Evaluation The position description and standards of performance for a volunteer position will form the basis of an evaluation. A written record will be kept of each evaluation session. 5.12 Staff Responsibility for Evaluation It shall be the responsibility of each staff person in a supervisory relationship with a volunteer to schedule and perform periodic evaluation and to maintain records of the evaluation. 5.13 Corrective Action In appropriate situations, corrective action may be taken following an evaluation. Examples of corrective action include the requirement of additional training, re- assignment of a volunteer to a new position, suspension of the volunteer, or dismissal from volunteer service. 5.14 Dismissal of a Volunteer Volunteers who do not adhere to the rules and procedures of Environment TOBAGO or who fail to satisfactorily perform their volunteer assignment are subject to dismissal. No volunteer will be terminated until the volunteer has had an opportunity to discuss the reasons for possible dismissal with supervisory staff. Prior to dismissal of a 35
  • volunteer, staff should seek the consultation and assistance of the Volunteer Program Coordinator. 5.15 Reasons for Dismissal Possible grounds for dismissal may include, but are not limited to, the following: gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property or misuse of Environment TOBAGO equipment or materials, abuse or mistreatment of clients or co-workers, failure to abide by Environment TOBAGO policies and procedures, failure to meet physical or mental standards of performance, and failure to satisfactorily perform assigned duties. 5.16 Concerns and Grievances Decisions involving corrective action of a volunteer may be reviewed for appropriateness. If corrective action is taken, the affected volunteer shall be informed of the procedures for expressing their concern or grievance. 5.17 Notice of Departure or Re-Assignment of a Volunteer In the event that a volunteer departs Environment TOBAGO, whether voluntarily or involuntarily, or is re-assigned to a new position, it shall be the responsibility of the Volunteer Management Committee to inform those affected staff and clients that the volunteer is no longer assigned to work with them. In cases of dismissal for cause, this notification should be given in writing and should clearly indicate that any further contact with the volunteer is outside any scope of relationship with Environment TOBAGO. 5.18 Resignation Volunteers may resign from their volunteer service with Environment TOBAGO at any time. It is requested that volunteers who intend to resign provide advance notice of their departure and a reason for their decision. 36
  • 5.19 Exit Interviews Exit interviews, where possible, should be conducted with volunteers who are leaving their positions. The interview should ascertain why the volunteer is leaving the position, suggestions the volunteer may have to improving the position, and the possibility of involving the volunteer in some other capacity with Environment TOBAGO. 5.20 Communication with the Volunteer Management Committee Staff who are supervising volunteers are responsible for maintaining regular communication with the Volunteer Management Committee on the status of volunteers, and are responsible for the timely provision of all necessary paperwork to the Committee. The Committee should be informed immediately of any substantial change in the work or status of a volunteer and should be consulted in advance before any corrective action is taken. 5.21 Evaluation of Environment TOBAGO Volunteer Utilization The Volunteer Management Committee shall conduct an annual evaluation of the utilization of volunteers by Environment TOBAGO. This evaluation shall include information gathered from volunteers, staff, and clients. 37
  • 38
  • Volunteer Support and Recognition 6.1 Reimbursement of Expenses Volunteers are eligible for reimbursement of reasonable expenses incurred while undertaking business for Environment TOBAGO. The Volunteer Management Committee shall distribute information to all volunteers regarding specific reimbursable items. Prior approval must be sought for any major expenditure. 6.2 Access to Environment TOBAGO Property and Materials As appropriate, volunteers shall have access to Environment TOBAGO property and materials necessary to fulfill their duties, and shall receive training in the operation of any equipment. Property and materials shall be utilized only when directly required for Environment TOBAGO purposes. This policy does not include access to and use of Environment TOBAGO vehicle(s). 39
  • 6.3 Insurance Liability and accident insurance is not provided for volunteers engaged in Environment TOBAGO business. Volunteers are encouraged to consult with their own insurance agents regarding the extension of their personal insurance to include community volunteer work. 6.4 Recognition An annual volunteer recognition event will be conducted to highlight and reward the contribution of volunteers to Environment TOBAGO. Volunteers will be consulted and involved in order to develop an appropriate format for the event. 6.5 Informal Recognition All staff and volunteers responsible for volunteer supervision are encouraged to undertake on-going methods of recognition of volunteer service on a regular basis throughout the year. These methods of informal recognition should range from simple ‘"Thank You’s" to a concerted effort to include volunteers as full participants in program decision making and implementation. 6.6 Volunteer Career Paths Volunteers are encouraged to grow and develop their skills while serving with Environment TOBAGO, and are to be assisted through promotion to new volunteer jobs to assume additional and greater responsibilities. If so desired by the volunteer, Environment TOBAGO should assist the volunteer in maintaining appropriate records of volunteer experience that would assist the volunteer in future career opportunities, both paid and volunteer. 6.7 Staff Recognition The Volunteer Management Committee shall design a program for recognition of staff who work well with volunteers and shall consult with volunteers to identify appropriate staff to receive such awards. 40
  • Appendix 1 Environment Tobago Volunteer Internship Application Form Please type or print clearly. I. PERSONAL 41
  • Name________________________________________________________________________________ _ Date of Birth ______________ Gender _______ Passport No. __________________________ Expiry date Citizenship _______________________________ Birthplace___________________________________ Home Address__________________________________________________________________________ ____________________________________________________________________________________ __ Telephone _____________________ Fax _____________________ Email__________________________ University mailing address, if different from above ____________________________________________________________________________________ __ Telephone _____________________ Fax _____________________ Email__________________________ Contact details in Emergency: Name:_________________________ Relationship:____________________ Tel: ___________________________ II. EDUCATION University Dates attended Degree Major Date Grade (mon/yr. – mon./yr.) Received Average Secondary school and year of graduation________________________________ Grade Average _______ List scores on any major standardized tests taken: 42
  • ____________________________________________________________________________________ __ ____________________________________________________________________________________ __ Language skills (please indicate level where 0=none, 1=rudimentary, 2=fair, 3=good, 4=fluent, 5=native) English French Other: Other: Other: Speaking Listening Reading Writing Have you, during your high school studies, university career, or army service, incurred serious disciplinary action? Have you ever been dismissed or suspended from school or the army, placed on probation, or voluntarily absent for an extended period? Yes ___ No ___ If the answer to any of these questions is yes, please explain on a separate sheet. III. AWARDS AND HONORS Please list any academic and non-academic honors or distinctions you have received. ____________________________________________________________________________________ __ ____________________________________________________________________________________ __ IV. EMPLOYMENT Please list most recent first. Name and location of employer Type of work Dates 43
  • V. OTHER INTERESTS Please list student activities, leadership experiences, academic and political activities, etc. Activity Hours per Offices held week VI. KNOWLEDGE, EXPERIENCE & COMMITMENT 1. How did you hear about the ET Volunteer Programme? ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ 2. Have you been active, as an intern or otherwise, in organizations concerned with environmental management/conservation issues? If yes, give a brief description of how and when you were involved. ____________________________________________________________________________________ 44
  • _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ 3. Why are you applying? What do you hope to achieve by volunteering with ET? (in 300 words or less) ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ 4. If given the choice, what specific issues would you be interested in focusing on during the period of your volunteer/internship? (200 words or less) ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ 45
  • ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ 5. What do you intend to do after your internship? How will you use the knowledge and training that you receive? (in 200 words or less) ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ ____________________________________________________________________________________ _ 6. Feel free to include any other relevant information that would not otherwise be reflected in your application package. VIII. PRESENTATION OF CANDIDACY I hereby present my candidacy for a Volunteer Internship with Environment Tobago, and affirm that all of the information I have submitted is truthful and accurate. I have thoroughly familiarized myself with the aims and activities of ET, and I am committed to faithfully carry them out in my capacity as a volunteer intern. I am aware that as a volunteer intern I will receive no remuneration, and will be required to pay for my own living, lodging, health insurance and all other costs related to my internship. Name:____________________________________ Signature ____________________________________ Date _____________________ 46
  • Appendix 2 Volunteer Job Description Form Role and purpose: (Why is this job necessary? What do you hope to have accomplished by the volunteer?) ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------------ Time required: (How much time will the job take; is it flexible, is it short term or ongoing?) ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------ Responsibilities: (What can the volunteer expect to do? List some specific tasks or areas of responsibility.) ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------ Target dates: (What and when are the major events in which this volunteer will be involved or need to prepare for? Is this an ongoing responsibility?) ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------ Resources available: (What books, reference materials, supplies, equipment, etc. are available to help the volunteer be successful?) 47
  • ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------ Training opportunities: (What kinds of training can the volunteer expect? Is it ongoing? Will there be conferences or workshops available to enhance whatever training may be given locally?) ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------ Report to: (Name or title of faculty or staff member responsible for assignment.) ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------- ------------------------ 48
  • Appendix 3 Environment Tobago Volunteer Evaluation Form Completed by Supervisor Name:_____________________________ Position: __________________________ Period of Evaluation: ___________________________________________________ Total # of hours/days/weeks contributed: _______________________________ Supervisor: __________________________________________________________ Rating scale: 1 = needs improvement 2 = fair 3 = good 4 = very good 5 = superior N/A = not applicable I. PROFESSIONALISM _____ Understands purposes and goals of ET _____ Understands and complies with confidentiality in client relationships _____ Relates well with public 49
  • _____ Exhibits poise in handling difficult situations _____ Exhibits sincere interest and enthusiasm towards clients and work Comments: ______________________________________________________________ ______________________________________________________________________ _ II. RESPONSIBILITY _____ Reliable about schedule and time commitment _____ Completes assignments in a timely fashion _____ Pays attention to detail when necessary _____ Willing to take on assignments Comments: ______________________________________________________________ ______________________________________________________________________ _ III. EFFECTIVENESS _____ Welcomes opportunities to learn information or procedures that will make work more effective _____ Follows through on assignments _____ Willing to ask questions when in doubt _____ Uncovers and communicates all pertinent facts Comments: ______________________________________________________________ ______________________________________________________________________ _ 50
  • Benefits to staff from working with this volunteer are: ______________________________________________________________________ _ ______________________________________________________________________ _ ______________________________________________________________________ _ Benefits to program from this volunteer's skills, experience and knowledge are: ______________________________________________________________________ _ ______________________________________________________________________ _ Additional Comments: ______________________________________________________________________ _ ______________________________________________________________________ _ ______________________________________________________________________ _ Signature of Supervisor: ____________________________________________________ Date:_______________________________________ 51
  • Signature of Volunteer: _____________________________________________________ Date Reviewed: _____________________________ Appendix 4 Environment Tobago Volunteer Evaluation Form Completed by Volunteer Name:_____________________________Position: ____________________________ Period of Evaluation: _____________________________________________________ Supervisor: ____________________________________________________________ 52
  • Rating scale: 1 = needs improvement 2 = fair 3 = good 4 = very good 5 = superior N/A = not applicable I. ORIENTATION AND TRAINING _____ The goals and purposes of ET were clearly explained _____ The job description for your position was reviewed and procedures to be followed were explained _____ Training was effective and provided the tools needed to perform the assigned tasks Comments: _____________________________________________________________ ______________________________________________________________________ _ II. SUPERVISION _____ Coordinator was available to you when you had questions or needed information _____ Coordinator's attitude was one of professional regard _____ Lines of supervision were clear Comments: _____________________________________________________________ ______________________________________________________________________ _ Please respond to the following questions: 53
  • a) What other training or growth opportunities would you like to see offered? ______________________________________________________________________ _ ______________________________________________________________________ _ b) What additional "tools" would make your work more effective and/or pleasant? ______________________________________________________________________ _ ______________________________________________________________________ _ c) What are some suggestions or goals you would offer for the ET program? ______________________________________________________________________ _ ______________________________________________________________________ _ d) How could ET improve its volunteer - staff structure and/or relationships? ______________________________________________________________________ _ ______________________________________________________________________ _ 54
  • Additional Comments:______________________________________________________ ______________________________________________________________________ _ ______________________________________________________________________ _ ______________________________________________________________________ _ Signature of Volunteer: _________________________________________________ Date:_______________________________________ Signature of Supervisor: ________________________________________________ Date:________________________________ 55
  • Appendix 5 Exit Interview Questions The exit interview is given to volunteer interns who are leaving ET. It is voluntary and allows the departing volunteer to offer feedback and suggestions that the organisation may use to improve workplace practices and environment. Volunteers should complete the form below. Circle the most appropriate rating. Rating scale: 1 Very Poor 2 Poor 3 Average 4 Good 5 Very Good. Name: Reason for Leaving: Position: Program area: Length of employment: QUESTION RATING ADDITIONAL COMMENTS Management Did management comply, wherever possible with: 1 2 3 4 5 • organisational policies and procedures • strategic and operational plans 1 2 3 4 5 • funding body accountability and 1 2 3 4 5 requirements • community and/or client 1 2 3 4 5 expectations Organisation Did the organisation, wherever possible: • provide a safe working environment 1 2 3 4 5 • provide resources and support to 1 2 3 4 5 56
  • enable you to carry out your daily duties effectively Did the organisation, wherever possible: 1 2 3 4 5 • show appreciation for your efforts/contribution to the organisation? • make you feel like a valuable member 1 2 3 4 5 of the team? Professional Did the organisation provide adequate: • training opportunities for 1 2 3 4 5 professional development? • encouragement to pursue to meet 1 2 3 4 5 professional goals? a) What did you like most about volunteering here? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ____________ b) What did you like least? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ____________ c) Any further suggestions or recommendations for improving the working conditions for volunteers? ______________________________________________________________________ ______________________________________________________________________ ________ d) Would you recommend volunteering at ET to your friends and family? 57
  • ______________________________________________________________________ ____ e) Would you consider volunteering, either in the same or another position, at ET in the future? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ____________ 58