CREW VOLUNTEER HANDBOOK
Center for Conservation and Research of Endangered Wildlife Cincinnati Zoo and Botanical Garden
CREW Volunteer Handbook Table of Contents
WELCOME .......................................................................................................1 Your Role As a CREW Volunteer where do I begin
SECTION 1: REQUIREMENTS OF ALL CREW VOLUNTEERS...................................2 Requirements Volunteer Personal Record Keeping Requirements Active and Inactive CREW Volunteer Status
SECTION 2: VOLUNTEER RESPONSIBILITIES BY TEAM AND REQUIREMENTS OF TEAM LEADER........................................................................................3 Animal Holding Specific Volunteer Job Responsibilities/Team Leader Responsibilities...............3 Animal Procedures Specific Volunteer Job Responsibilities/Team Leader Responsibilities...............3 Building Tours Specific Volunteer Job Responsibilities/Team Leader Responsibilities............4-5 Plant Division Specific Volunteer Job Responsibilities/Team Leader Responsibilities...............5 Public Exhibit and CREW Carts Specific Volunteer Job Responsibilities/Team Leader Responsibilities............5-6 Speakers' Bureau Specific Volunteer Job Responsibilities/Team Leader Responsibilities............6-7 Support Services/Reception Desk Specific Volunteer Job Responsibilities/Team Leader Responsibilities...............7 Zoo Volunteer Observers (ZVO) Specific Volunteer Job Responsibilities/ Team Leader Responsibilities..............8
SECTION 3: ROLE OF CREW VOLUNTEER EXECUTIVE COMMITTEE...............9 Election of Volunteer Executive Committee..................................................................9 Chair..................................................................................................................................9 Vice Chair..........................................................................................................................9 Secretary/Volunteer Connections Contributor.............................................................10 Record Keeper..............................................................................................................10-11 Social Chair......................................................................................................................11 Team Leaders...................................................................................................................11 Responsibilities of All Team Leaders
CREW Center for the Conservation and Research of Endangered Wildlife “Saving Species with Science”--CREW Mission Statement Welcome to the CREW Volunteer Program. This handbook is designed to help you get to know the various roles of CREW volunteers, possible future opportunities for you to explore, detailed descriptions of volunteer programs and the organizational structure of the volunteers. Your Role as a CREW Volunteer Your role is to assist the CREW staff and support the mission of CREW.
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As a CREW Volunteer, you will: Gain skills, training, and support needed for designated Teams at one of the top research facilities in the nation. Interact with the public as a valuable educator on designated Teams. Receive special invitations to CREW events and the annual CREW Volunteer Recognition Potluck. Develop skills, make new friends, and learn about endangered plants, wildlife and conservation. Make a difference and give back to the community while having fun. Where do I begin? Be a CZBG volunteer. If not a current CZBG volunteer, see the Volunteer Services Office for an application. Complete a CREW Volunteer Application. On this application you can indicate the areas you would like to work and the times you are available. You will be contacted by the appropriate Team Leader to discuss volunteering on that Team(s).
Thank you for sharing your time and talents with CREW
Section 1: Requirements of All CREW Volunteers • • • • • • •
Represent CREW respectfully while acting as a volunteer. Be responsible when committing to activities at CREW -- taking on only what you can reasonably handle. Notify the appropriate individual(s) if unable to fulfill a commitment. Take appropriate CREW training before attempting to perform CREW volunteer jobs. Take any concerns, questions, and suggestions to the CREW Volunteer Executive Committee. Ask for help and/or clarification anytime it is needed. There is truth in the saying “The only stupid question is the one that goes unasked.” Record your CREW volunteer hours in the Volunteer Hours book located at the Reception Desk. These records are valuable for a record of your contributions as well as for CREW/CZBG purposes. Wear appropriate uniforms and badge for safety and/or identification purposes.
Volunteer Personal Record Keeping Responsibilities • Record hours served on your Team(s) regularly, using the hour sheets in the CREW Volunteer Hours book at the Reception Desk, Sumatran Rhino Cart, or Animal Holding. • Fill out a new hour sheet for each quarter. (The sheets are removed from the Volunteer Hours book at the end of March, June, September, and December.) • Use the appropriate column on the sheet to record your hours. • Record hours using whole numbers and decimals for parts of an hour. • Hours for training, potlucks, updates, and ZVO will be added to your totals at the end of each quarter. (These hours are valuable as a record of your contribution to CREW and are used for various Zoo purposes.)
Report all changes in contact information to the Team Leader(s) and to the Volunteer Services Office as soon as the change is made. Report any change in volunteer status (becoming inactive or leaving CREW) to the Team Leader and to the Volunteer Services Office.
Active and Inactive CREW Volunteer Status To be an ACTIVE member in good standing, CREW volunteer must contribute a minimum of 25 hours of service to CREW in a calendar year. * CREW volunteers become INACTIVE when they contribute less than 25 hours of service in a calendar year. Names of CREW volunteers with zero hours in a calendar year at CREW will be given to the Volunteer Chair. The Chair will verify the volunteer’s status with Team Leader(s) and the Volunteer Services Office and report back to the Team Leader(s) and Record Keeper. Due to the nature of the Animal Procedures and Zoo Volunteer Observer requests from the Staff, the minimum number of hours required for active status may be waived for CREW volunteers who serve only on these committees. *If your any reason you cannot fulfill the requirements, please contact your Team Leader and the Volunteer Chair. We will work to accommodate your need. 2
Section 2: Volunteer Responsibilities by Team and Responsibilities of Team Leaders Animal Holding Specific Volunteer Job Responsibilities for Animal Holding • Have an annual TB test. • Take OSHA training. • Receive training from CREW staff and/or Team Leader. • Be physically able to lift at least 25 pounds or so. • Be comfortable around large numbers of domestic cats. • Be willing to take direction from Staff and other volunteers. • Be able to bend over, kneel on the floor, and engage in other physical activities as needed. • Need to be willing to assist with minor procedures related to the animals. • Must be able to commit to participating at least 2 times per month. • Must be willing to spend time socializing the domestic cats. Team Leader Responsibilities for Animal Holding • Coordinate with the Head Keeper about new volunteers and upcoming projects. • Contact new volunteers and arrange training. • Assist the Head Keeper with new volunteer training and any other tasks they deem necessary. • Work regular hours in Animal Holding to keep knowledge of the animals current. • Work to get all volunteer hours covered by at least one volunteer (preferably two).
Animal Procedures Specific Volunteer Job Responsibilities for Animal Procedures • Have an annual TB Test. • Take OSHA training. • Respond promptly to phone calls/emails regarding the scheduling of procedures. • Review the information provided by the Team Leader regarding your role during procedures. • Arrive 15 minutes before your scheduled time. Team Leader Responsibilities for Animal Procedures • Arrange a meeting with new volunteers to go over their responsibilities during scheduled procedures. • Schedule a training session and work with volunteers during their first procedure. After the volunteer’s first procedure, conduct a follow-up to discuss how things went and to answer any questions. • Act as a liaison been the Staff and volunteers. • Check emails each evening to see if any procedures have been scheduled and the number of volunteers needed. • When a procedure has been scheduled, contact volunteers to fill the schedule. • Inform the Staff of who will be assisting with the procedures that day. 3
Building Tours Specific Volunteer Job Responsibilities for Building Tours • Take OSHA training as required. • Participate in annual Building Tours training and updates. • Be an active member of the Speakers' Bureau. • Attend monthly CREW Speakers' Bureau/Building Tours meetings. • Study PowerPoint program scripts and sit in on programs given to gain experience in giving presentations as well as tours. If you do not wish to do the PowerPoint presentations, discuss this with the Team Leader. • Shadow skilled Building Tours volunteers to learn the tours and experience different presentation techniques. • Review the tour cards before giving a tour. • Keep your commitment for programs volunteered for and, if unable to do so, let the Speakers' Bureau Team Leader or Building Tours Team Leader know as far in advance as possible. • Greet tour guests in the CREW lobby and ask the leader to sign in on the clipboard at the Reception Desk. • Be flexible - work cooperatively with other Building Tours volunteers when dealing with groups of more than 15 to give split programs necessary to accommodate maximum guests of more than 15 (one volunteer giving the presentation to half the group while the other volunteer gives the tour). • Advise the Speakers' Bureau and/or Building Tours Team leaders of any problems encountered during presentations and tours. • Enter name of the tour group and date in the Speakers' Bureau/Building Tours record book at the Reception Desk upon completion of tour. Team Leader Responsibilities for Building Tours • Take OSHA training as required. • Organize Building Tour training. • Have been an active member of the Speakers' Bureau for at least one year. • Submit monthly report of Building Tours given in previous month to CREW Volunteer Executive Committee Chair and Secretary. Be sure to include the number of tour participants. • Consult the CREW Administrative Assistant regarding the necessary data for the annual report. • Submit to the Volunteer Executive Committee and the CREW Administrative Assistant an annual report of tours completed and the number of participants in each tour. • As necessary, submit the Building Tours cards to the CREW scientists for revision and updates. Upon their approval, provide updated copies to Building Tours volunteers. • Provide names, addresses, phone number(s) and email addresses for all new volunteers to the Speakers' Bureau Team Leader and the Record Keeper. • Provide training for new Building Tours volunteers. • Schedule a time for the new volunteers to shadow experienced Building Tours volunteers. • Ask Building Tour volunteers for feed back on their tours, ideas to improve tours, and identification of any problems. 4
Team Leader Responsibilities for Building Tours (continued) • Receive Building Tours requests through e-mail from School Services, Speakers' Bureau Team Leader, CREW Administrative Assistant, Zoo Development, other Zoo Staff and from outside organizations. • Work closely with Speakers' Bureau Team Leader to ensure requests for tours are fulfilled and to coordinate program scheduling to ensure correct dates and times are scheduled.
Plant Division Specific Volunteer Job Responsibilities for Plant Division • Take OSHA training as required. • Work in media preparation, greenhouse (watering plant, etc.), and/or test tube plant sales at Special Events. • Meet with the Plant Division staff to see what work is to be done on your assigned day. Team Leader Responsibilities for Plant Division • Act as a liaison between Staff and volunteer working in the Plant Lab. • Assist Staff with the training of new volunteers for Plant Lab. • Work of on special projects as requested by the Staff.
Public Exhibit and CREW Carts The Public Exhibit is open noon-3 p.m. every day Memorial Day-Labor Day. The Sumatran Rhino Cart is open 9:30 a.m.-12:30 p.m. and the CREW Conservation Cart is open noon-3 p.m. The carts are open Memorial Day through Labor Day; however, if the weather is good, many of the volunteers are willing to work through September. Specific Volunteer Job Responsibilities for Public Exhibit and CREW Carts • Take OSHA training as required. • Attend yearly Public Exhibit and Cart training. • Notify the Team Leader if unable to work an assigned shift. • Let the Team Leader know of any changes in your contact information. • Notify the Team Leader when handout materials or supplies are running low at the cart. • Record the number of Zoo visitors to the carts and/or Public Exhibit at the end of each shift. This information is very important for CREW. • Record volunteer hours in the Volunteer Hours book at the Reception Desk or in the notebook at the Sumatran Rhino Cart. Team Leader Responsibilities for Public Exhibit and CREW Carts Establish a date to hold Public Exhibit and Cart Training for new and returning volunteers. This date is arranged with the CREW Administrative Assistant and the approval of the Director of CREW. • About a month before training, contact volunteers who worked last year to see if they are willing to work again this summer. Also verify the days and time they are available. •
Team Leader Responsibilities for Public Exhibit and CREW Carts (continued) • Double check all the biofacts and scripts used the previous year and check to see what updating is necessary and what new materials and information the Staff wishes to have the volunteers use this season. • About 2 weeks before training, ask Volunteer Services to send out a “blast e-mail” to all volunteers inviting them to attend the training and requesting they RSVP to either you or call the Reception Desk to sign up. • Before the day of training, copy all materials to be distributed. • Develop a schedule for training and have it approved by the Director of CREW. It should include what will be covered and who will be doing the presentations. • Emphasize the importance of recording the number of Zoo visitors to each cart and the Public Exhibit. • Send out the work schedule ASAP the following week. • Be sure the cart(s) are stocked with materials. • Assign at least 2 volunteers per cart daily, if possible. Note: Those volunteers working the CREW Conservation Cart usually spend half their time at the cart, the other half at the Public Exhibit. Some volunteers are willing to stay in the Public Exhibit the entire 3 hours; therefore, two Cart volunteers may be scheduled on those days. If there is only one person working, the Cart takes preference. • At the end of the season, take an inventory of the materials and give a copy to the CREW Administrative Assistant. • Clean out the cart and store the materials at CREW.
Speakers' Bureau Specific Volunteer Job Responsibilities for Speakers' Bureau • Take OSHA training as required. • Attend training session for the CREW PowerPoint programs and the use of the equipment. • Observe experienced Team members at least once before doing a program on your own. • Attend scheduled Team meetings and additional training. • Sign-up to present PowerPoint programs and/or give tours. • If you are unable to do the presentation, promptly notify the Team Leader. • Arrive 30 minutes early to set up the Conference Room and equipment. • Greet the group in the lobby and have them sign in on clipboard at Reception Desk. • Introduce yourself to the chaperone. • After the program, return the equipment and stack any additional chairs in the back of the Conference Room. • Complete presentation/tour sheet in the Speakers' Bureau/Building Tours binder at the Reception Desk following presentation. • Notify Team Leader of any problems following presentation.
Team Leader Responsibilities for Speakers' Bureau • Invite interested volunteers to come to the monthly meeting. • Provide new volunteers with copies of the various PowerPoint scripts and program disks. • Schedule a time to review the programs with an experienced volunteer on the Team. • Get Ticket Order Confirmations from Education Department schedulers. In some cases, a group may schedule an event through CREW and/or Development. • Schedule Team meetings with Building Tours Team to schedule Team members for presentations and to provide the information of continuing research. • Inform Team members of meetings. • Schedule new Team members to observe experienced presenters. • Keep records of presentation date, school or group name, number of attendees scheduled, contact person name, name of volunteer presenter and Building Tour volunteer scheduled. • Explain how to complete the presentation/tour record form following each presentation. • Every other year submit the PowerPoint presentation to the scientists for review and update. If the presentation is updated, provide Team members with a hard copy of the revised presentation and a revised disk. Schedule training to review changes in the PowerPoint presentation. • Submit at the Volunteer Executive Committee meeting a monthly report of all presentations completed (including the number of people attending each presentation) during the previous month and identify any upcoming presentations scheduled. • Consult the CREW Administrative Assistant regarding the necessary data for the annual report. • By the end of March, submit an annual report of presentations completed and the number of people attending at each presentation to the Volunteer Executive Committee and the CREW Administrative Assistant.
Support Services/Reception Desk Specific Volunteer Job Responsibilities for Support Services/Reception Desk • Be trained on phone system and rules of CREW. • Introduce yourself to the CREW Administrative Assistant the first time you are scheduled to work. • Take OSHA training as required. • Be sure all guests sign in and out of the building. • Work with Plant Lab ( cleaning test tubes). • Work with the Endocrine Lab ( preparing tubes, bags, etc., for samples). • Work with CREW Administrative Assistant on office tasks. • Keep Lobby display table stocked and neat. • Keep Reception Desk area clean and organized. Team Leader Responsibilities for Support Services/Reception Desk • Prepare monthly schedule for the Reception Desk. • Check with Staff about additional work needed to be completed. • Train new Reception Desk volunteers. • Work with CREW Administrative Assistant on special projects. 7
Zoo Volunteer Observers (ZVO) The Zoo Volunteer Observer Team will be made active at the request of the Director of CREW and/or the Zoo animal management team. The details of the watch will be established by the appropriate member of the Zoo staff. Specific Volunteer Job Responsibilities for Zoo Volunteer Observers • Take OSHA training as required. • Attend training sessions for the watch, if called. • Be familiar with the observation details before the watch. • Notify the Team Leader immediately if unable to work any scheduled shift. • Sign in on the sheet provided by the Team Leader at the site of the watch. Team Leader Responsibilities for Zoo Volunteer Observers • Schedule trainings for the watches as required. • Create a volunteer schedule and sign-in sheet for the watch. • Report volunteer hours to the Record Keeper at the end of the watch.
Section 3: Role of the CREW Volunteer Executive Committee The CREW Volunteer Executive Committee oversees all aspects of CREW volunteer responsibilities and training and plans CREW volunteer activities. Election of Volunteer Executive Committee • The Chair appoints a Nominating Committee in September. • By the third week in September, the Nominating Committee submits the candidates for the Volunteer Executive Committee vacancies to the Chair, who, in turn, discusses the Committee vacancies with the Director of CREW. • The Chair advises the Nominating Committee to email the ballot to Volunteer Executive Committee members prior to the October meeting. • At the October CREW Volunteer Executive Committee meeting, members will vote via paper ballots. • The Chair tabulates the votes and informs the Committee of the election results. • The Chair notifies the newly elected members of the Committee, inviting each to attend the November Committee meeting. Chair • Serves two consecutive years after serving two years as the Vice Chair. • Prepares agendas for monthly CREW Volunteer Executive Committee meeting and sends them promptly to the members of the committee. • Attends weekly CREW Staff meetings as the volunteer representative. • Reports CREW activities at the Volunteer Executive Committee meeting. • Votes in case of a tie. • Serves as an ex-officio member of CREW volunteer Teams/committees. • Introduces speakers at CREW volunteer events. • Coordinates the CREW calendar with the Calendar Committee (VSO). • Provides the Team Leaders with names and information about people interested in working on their Team at CREW. The CREW Application should be duplicated and the copy given the Team Leader. • Maintains a waiting list of interested CREW applicants for future placement. Vice Chair • Serves two years as Vice Chair and moves into the Chair position for two years with approval of the Executive Director of CREW. • Temporarily assumes the duties of the Chair, if the need exists. • Acts as an aide to the Chair. • Serves as a voting member on the Committee. • Serves as the chair of the CREW Volunteer Handbook Committee. Annually review and revise as necessary. • Attends the monthly Volunteer Committee meeting.
Secretary/Volunteer Connections Contributor • Keeps accurate records of CREW Volunteer Executive Committee meetings. • Sends out copies of the previous month’s meeting to the Committee. • Conducts correspondence of the CREW Volunteer Executive Committee (i.e. get well, thank you, and sympathy cards) • Writes and submits bimonthly articles regarding CREW for the Volunteer Connections.
Record Keeper: Monthly Responsibilities: • Prepares a report for the CREW Volunteer Committee meeting with a copy to be given to the Secretary for the Volunteer Connections article. Quarterly Responsibilities: • Sends all Team Leaders a reminder to have their volunteers update the hour sheets before the end of the quarter. • Collects and tally’s all CREW volunteer hour sheets. • Prepares a quarterly report and send a full report to the CREW Chair, Vice • Chair, CREW Administrative Assistant, and a summary report (containing only the quarter totals for each CREW volunteer) to the Volunteer Services Office. • Duplicates and stocks Volunteer Hours book with blank hour sheets at the beginning of the quarter. Ongoing Responsibilities: • Maintains and distributes the following rosters: • Master Contact Information roster (copies to Chair, Vice Chair, CREW Administrative Assistant and Reception Desk Team Leader) • Master Assignment roster (copies to Chair, Vice Chair, CREW Administrative Assistant, and Reception Desk Team Leader) • Team rosters with current contact information (copies to Chair, Vice Chair, CREW Administrative Assistant and Team Leaders) o
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When rosters are updated, copies need to be sent to the persons listed above. All rosters are for the use of the CREW staff and appropriate Volunteer Executive Committee members and are not to be distributed or publisher in any format.
Updates Team and Master rosters periodically to reflect any change in status reported by Team Leaders. This needs to be done early in the year and several times thereafter, before Potlucks and Updates.. Provides the Social Chair with a current list of email addresses for all active CREW volunteers so invitations to potlucks and updates can be sent. Provides the Reception Desk Team Leader with a list of active CREW volunteers (and including their phone numbers) who do not have email addresses so they may be invited to potlucks and updates.
Record Keeper: (continued) End-of-the-year Responsibilities: • Provides the Social Chair with a list of all volunteers and the hours they volunteered at CREW during the fiscal year so the Award Certificates and program can be prepared for the Recognition Potluck and Update. This list should be completed when the annual report is finished. It is helpful if the list is arranged in numerical order from the person with the highest number of hours to the lowest. • Prepares an annual report of all CREW volunteers and the hours each worked during each quarter and a total for the fiscal year with copies sent to the CREW Chair, Vice Chair, CREW Administrative Assistant, and the VSO.
Social Chair: • • • • • • •
Provides a report to the CREW Volunteer Executive Committee when necessary. Coordinates the social activities for the CREW volunteers. Provides the Secretary with the necessary information about an event for Volunteer Connections. Establishes the dates for the social events and submits them to the Chair a year in advance. Sends out email invitations to all current CREW volunteer to the various social events. Provides the Record Keeper with a list of attendees after each social event. Reports to Record Keeper any email addresses that are not functional.
Team Leaders: The Team Leaders are mentors and coaches to volunteers on each Team. They serve as liaisons between volunteers and the CREW Executive Committee. Team Leaders serve three years, which can be renewed by the Executive Committee. Responsibilities for All Team Leaders • Attend monthly Volunteer Executive Committee meetings. • Attend CREW volunteer events. • Submit a written report to the Secretary and Chair before the monthly meeting. • Coordinate and plan work/ activities of the Team with the appropriate CREW Staff. • Keep an accurate record of Team volunteer names, addresses, phone numbers and email addresses. • Inform the Record Keeper of all additions and deletions to Team roster. • Update Team rosters at the request of the Record Keeper. • Contact all volunteers regarding events, training and any other news deemed necessary. • Assist at Special Events with set up and clean up, if possible. • Perform any other duties assigned by the Chair of the CREW Volunteer Executive Committee. • Receive names of interested people from CREW Chair. • When interested volunteers are referred by the Chair, follow up with a personal contact. • If the potential Team volunteer is not placed on your Team, notify the Chair after your meeting with him/her. 11