Environment Tobago Volunteer ProgrammeMANUAL

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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

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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

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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

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Opening Prayer

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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.

Written for and read at the first Annual General Meeting of Environment TOBAGOJune 1996 at the Fairfield Hall, Scarborough. We now begin all our meetings with thisprayer.

IntroductionTobago has a land area of 300 square km (116 mi²), and is approximately 42 kilometreslong 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 approximately55000.

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 theislands periphery.Tobago’s beaches are also popular nesting grounds for the endangeredLeatherback turtles.Avid birders can look forward to a colourful display by some of our wingedfriends.

The Tobago Forest Reserve (or the Main Ridge Reserve) claims to be the oldest protectedforests in the Western world. It was designated as a protected Crown reserve on April17, 1776 following representations by Soame Jenyns a Member of Parliament in Britainwho had the responsibility for the development of Tobago. It has remained a protectedarea ever since. Little Tobago and St. Giles Island are important seabird nestingcolonies, with Red-billed Tropicbird, Magnificent Frigate bird and Audubon'sShearwater amongst others.

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Environment TobagoWho 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 andTobago. ET was founded in March 1995 and launched in February of 1996. Ourexecutive 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 areelected every two years at the Annual General Meeting. ET has approximately 400 duespaying members.

Figure 1: Organisation Chart

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Figure 2: Management Structure

Board of Directors

Education/Project Officer

Administrative Officer

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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 thecommon natural environment they share. In pursuance of these aims and purposes inthe broad public interest, the Organisation may:

Promote and engage in study, research, education, understanding and actionrelating to all phases of the conservation and use of the natural and livingresources of Tobago.Promote and encourage establishment of areas of protection and preservation ofanimal and plant life and for the protection of natural scenery.Act as clearing house for the collection, evaluation and dissemination ofinformation 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 includingmonographs books, lectures, radio programs, films, and television broadcastsrelating to origins, distribution, and interdependence of natural and livingresources, and effective methods for conservation and use.

PresidentPatricia Turpin

Vice PresidentKamau Akili

Education CoordinatorHyacinth Armstrong

Fundraising Coordinator Shirley Mc Kenna/Treasurer

P.R. & Advocacy CoordinatorPatricia Turpin

Research and Restoration CoordinatorBertrand Bhikarry

Membership CoordinatorGeoffrey Lewis

Administration CoordinatorShirley Mc Kenna

Sub-Committee Coordinator ITBertrand Bhikarry

SecretaryFitzhherbert Phillips

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Collaborate with and assist individuals, associations, corporations, organizedgroups government and international agencies, and others to encourage and promote effectiveapplication of sound knowledge, methods and practices with respect to conservation of the natural and livingresources of Tobago.Take and hold by gift, grant, bequest, purchase, lease, or otherwise, eitherabsolutely or with others, any property of any kind, without limitation as toamount or value; convey, sell or otherwise dispose of such property; and toinvest, reinvest, and deal with the same in such manner as in the judgment ofthe Management will best promote the aims and purposes of the Organisation.Promote the formation and strengthening of legislation to protect and preservenatural resources and the life forms that depend on them, including enforcementmeasures that adequately effect adherence.Practice and promote an integrated management of the human and naturalenvironment that ensures the social and economic viability of the first andconservation of the second.Raise funds and deal with the same in any manner, which in the judgment ofthe Management of the Organization will best promote the objectives andpurposes of the Organisation. Do all things necessary and proper to carry out the foregoing aims andpurposes.

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Our Mission

“Environment TOBAGO conserves Tobago’s natural andliving resources and advances the knowledge andunderstanding of such resources, their wise andsustainable use, and their essential relationship to humanhealth and the quality of life.”

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How is Our Mission Achieved?

We aim to achieve our mission and encourage behavioural change toward theconservation of our environment through four (4) fundamental areas:

Figure 3: Areas of Impact

ET is also a member of the following External Committees:

Council of the Presidents of the Environment (COPE)Global Environmental Fund/United Nations Development ProgrammeNational Steering CommitteeEnergy Commission CommitteeNational Heritage Designation CommitteeBuccoo Reef Management CommitteeEnvironmental Management Authority Biodiversity Council

Advocacy

Research & Monitoring

Raising Awareness

EducationEnvironment

TOBAGO

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The Travel Foundation Steering CommitteeIntegrated Watershed and Coastal Management Inter-sectoral CommitteeMinistry of Public Utilities and Environment Cabinet Appointed Committeefor both the National Development Plan for the Protection of the MarineEnvironment from Land-based Sources and the Formulation of Forest Policyand Protected Areas Policy for Trinidad and TobagoWater and Sewerage Authority Steering Committee for the formation of aCountry Water PartnershipCaribbean Conservation Association RepresentativeCivil Society Representative to European Union/International DevelopmentBank

What are some of our activities?

Information and Education Center

The success of the organisation over the years had led to a tremendous increase inopportunities to effect positive change and which an all-volunteer Management andmembers could not take full advantage of due to lack of time and space. Thus ET hasacquired an office with equipment and staff. The office also serves as a publicenvironmental information and education center. We have an environmental library formembers, 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. AlthoughEnvironment TOBAGO is pro-tourism and pro-sustainable development, we feel ourenvironmental problems should not be hidden and that we should especially encouragenature-based tourism, the idea being that our visitors can be part of the solution. Due tolack of resources to help maintain the site we are in the process this year to bring thissite up to date.

Environmental Advocacy

In our effort to continuously advocate behavioural change toward conservation of ournatural environment, ET submits educational and informative environmental articlesto our local newspaper, the Tobago News, each week. In, addition, our quarterlynewsletter containing current environmental news, issues and concerns is distributedto all our members, sponsors, libraries, schools, businesses and government agencies.

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Due to the vast number of calls which come in to our office regarding public concernabout the environment, ET has developed a Public Complaints Log. Though, in ourcapacity as an NGO lacking enforcement capabilities on many issues, ET provides afree service to the community by directing the caller to the necessary departmentresponsible for dealing with the issue at hand. To close the loop, ET usually has afollow-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 helpof volunteers and other organisations we are continuing this project this year. In 2001we did a major clean up of Kilgwyn Wetlands situated in Canaan/ Bon Accord wherewe removed over 250 tons of garbage we hope to turn this wetland into a NatureReserve with the help of the Tobago House of Assembly (THA) for schools, the generalpublic and visitors alike.

Census of Flora and Fauna

Environment TOBAGO advocates the need for a scientific study of flora and faunapopulation levels on and around Tobago. Data of this kind would help us to lobby forthe establishment of protected areas as well as provide a baseline on which to gaugefuture changes in population levels of Tobago’s flora and fauna. We have facilitated apilot survey of Little Tobago Island and have recruited researchers from severaluniversities to survey the island. The vegetation and small mammal surveys have beencompleted. 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 theenvironment. By keeping the public informed of such activities and initiatingdiscussions with the responsible individuals or agencies, we hope to reduce thedetrimental effects of these activities. As an example, Environment TOBAGO called formore NGO involvement in the process of evaluation of planning approval applicationsfor large-scale tourism developments on Tobago. Subsequently, the Town and CountryPlanning Division now put EIA’s out for public comment. We also had representationon the National Biodiversity and Action Plan (NBSAP) Task Force. This report hasbeen concluded, approved and is at ET’s office for viewing. Our environmental monitoring programme is an essential component of the overallmission to conserve and protect Tobago's natural environment.

Environmental Education

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ET has developed a comprehensive environmental education programme for Tobago.Environmental Education components have now been integrated in the curriculum forthe primary schools of Trinidad and Tobago, through the Ministry of Education. Thismakes teaching environmental education in schools much easier for our educationcoordinator. Through BPTT funding, we have started an environmental educationprogramme for schoolteachers in Tobago; from this project we have produced anenvironmental education book for primary school teachers, this was distributed to allschools in Tobago and other organizations. We have now received funding through BHP Billiton for environmental education forteachers in Secondary schools; we have started this project Jan. 2005. A resource bookis also to be produced and distributed to all schools. Our “Clean School Competition” has an added component of a calypso competitionwhich started in 2004 it was a great success and we are being sponsored for thiscompetition 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 stepin the implementation of our environmental education programme.

Through a process of public consultations and meetings with interest groups, aconsensus had been reached that Tobago’s game species are in serious trouble. It hasbeen proposed that a Tobago Wildlife Conservation Committee should be establishedand strategies developed to achieve maximum and sustainable levels of game animals.These proposals have been submitted to the Tobago House of Assembly. ET is nowdeveloping a proposal to undertake population studies of some game species. Themethodology is being developed and expectations are that these surveys will begin soonby a volunteer and in collaboration with the Forestry Department of the THA. ET hasalso been successful in having several members appointed as honorary Game Wardens.We have also assisted a "Sea Turtle Protection Action Group" called "Save Our SeaTurtles" (SOS). They have received funding from BP Amoco and other agencies thathave 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 ManagementAuthority (EMA) for its outstanding contribution to environmental conservationand protection on World Environment Day 1997.

ET won BP Amoco Leadership Award in the environment category in October2000. Tidy TnT Best NGO Category (2002-2003)Tidy TnT Outstanding Project Litter Control/Tidiness Category (2002-2003)

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Tidy TnT Outstanding Project Environmental Literacy Category (2002-2003)EMA Green Leaf Award (2004)Prime Minister Tourism AwardBPTT Spirit of Community Award 2004

The Volunteer Program

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1.1 Overall Policy on Utilization of Volunteers

The achievement of the goals of this Environment TOBAGO is best served by the activeparticipation of citizens of the local and international community. To this end,Environment TOBAGO accepts and encourages the involvement of volunteers at alllevels and within all appropriate programs and activities. Our staff is encouraged toassist in the creation of meaningful and productive roles in which volunteers mightserve 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 andvolunteers engaged in volunteer involvement and management efforts. These policiesare intended for internal management guidance only, and do not constitute, eitherimplicitly or explicitly, a binding contractual or personnel agreement. ET reserves theexclusive right to change any of these policies at any time and to expect adherence to thechanged policy. Changes to or exceptions from these policies may only be granted by theVolunteer Management Coordinator in consultation with the Board of Directors, andmust be obtained in advance and in writing. Areas not specifically covered by thesepolicies 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 allprograms and projects undertaken on or on behalf of the ET, and to sites of operation ofthe organisation.

1.4 Role of the Volunteer Management Committee

The productive utilization of volunteers requires a planned and organized effort. Thefunction of the Volunteer Management Committee is to provide a central coordinatingpoint for effective volunteer management within the organisation, and to direct andassist staff and volunteer efforts to jointly provide more productive services. Thedepartment shall also bear responsibility for maintaining liaison with other volunteer-utilizing programs in the community and assisting in community-wide efforts torecognize and promote volunteering. The Board of Directors shall bear primaryresponsibility for planning for effective volunteer utilization, for assisting staff in

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identifying productive and creative volunteer roles, for recruiting suitable volunteers,and for tracking and evaluating the contribution of volunteers to EnvironmentTOBAGO.

1.5 Definition of ‘Volunteer’

A ‘volunteer’ is anyone who without compensation or expectation of compensationbeyond reimbursement performs a task at the direction of and on behalf of theEnvironment TOBAGO. A ‘volunteer’ must be officially accepted and enrolled byEnvironment 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 studentcommunity service activities, student intern projects, corporate volunteer programs,and other volunteer referral programs. In each of these cases, however, a specialagreement must be in effect with the organisation, school, or program from which thespecial case volunteers originate and must identify responsibility for management andcare of the volunteers.

1.7 Employees as Volunteers

Environment TOBAGO accepts the services of staff as volunteers. This service isaccepted provided that the volunteer service is provided totally without any coercivenature, involves work which is outside the scope of normal staff duties, and is providedoutside of usual working hours.

1.8 Clients as Volunteers

Environment Tobago’s clients may be accepted as volunteers, where such service doesnot constitute an obstruction to or conflict with provision of services to the client or toothers.

1.9 Service at the Discretion of Environment TOBAGO

Environment TOBAGO accepts the service of all volunteers with the understandingthat such service is at the sole discretion of Environment TOBAGO. Volunteers agreethat ET may at any time, for whatever reason, decide to terminate the volunteer’srelationship with ET.

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The volunteer may at any time, for whatever reason, decide to sever the volunteer’srelationship with ET. Notice of such a decision should be communicated as soon aspossible 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 itsclients. Volunteers shall be extended the right to be given meaningful assignments, theright to be treated as equal co-workers, the right to effective supervision, the right to fullinvolvement and participation, and the right to recognition for work done.

In return, volunteers shall agree to actively perform their duties to the best of theirabilities 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 serveat all levels of skill and decision-making. Volunteers should not, however, be utilized todisplace any paid employees from their positions.

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Volunteer ManagementProcedures

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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. Volunteersand appropriate staff shall be responsible for submitting all appropriate records andinformation to the Volunteer Management Committee in a timely and accurate fashion.

Volunteer personnel records shall be accorded the same confidentiality as staff personnelrecords.

2.2 Two Hat Policy

Members of Environment TOBAGO’s board of directors are accepted as direct servicevolunteers with ET.

2.3 Conflict of Interest

No person who has a conflict of interest with any activity or program of theorganisation, whether personal, philosophical, or financial shall be accepted or serve as avolunteer.

2.4 Representation of Environment TobagoPrior to any action or statement which might significantly affect or obligateEnvironment Tobago, volunteers should seek prior consultation and approval fromappropriate staff who will consult with the Volunteer Management Committee. Theseactions may include, but are not limited to, public statements to the press, coalition orlobbying efforts with other organizations, or any agreements involving contractual orother financial obligations. Volunteers are authorized to act as representatives of theorganisation as specifically indicated within their job descriptions and only to theextent of such written specifications.

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2.5 Confidentiality

Volunteers are responsible for maintaining the confidentiality of all proprietary orprivileged information to which they are exposed while serving as a volunteer, whetherthis information involves a single staff, volunteer, client, or other person or involvesoverall organisation business.

Failure to maintain confidentiality may result in termination of the volunteer’srelationship 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 tovolunteer to effectively and comfortably perform their duties.

2.7 Dress Code

As representatives of ET, volunteers, like staff, are responsible for presenting a goodimage to clients and to the community. Volunteers shall dress appropriately for theconditions and performance of their duties.

2.8 Timesheets

Individual volunteers are responsible for the accurate completion and timely submissionof timesheets.

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Volunteer Recruitment andSelection

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3.1 Position Descriptions

Volunteer staff, just as paid staff, requires a clear, complete, and current description ofthe duties and responsibilities of the position which they are expected to fill. Prior toany volunteer assignment or recruitment effort, a position description must bedeveloped for each volunteer position. This position will be given to each acceptedvolunteer and utilized in subsequent management and evaluation efforts. Positiondescriptions should be reviewed and updated at least every two years, or whenever thework involved in the position changes substantially.

All position descriptions shall include a description of the purpose and duties of theposition, a designated supervisor and worksite, a timeframe for the performance of thejob, a listing of job qualifications, and a description of job benefits. The VolunteerManagement Committee is available to assist staff in the development of volunteer jobsand 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 witha draft position description and a requested timeframe. All parties should understandthat the recruitment of volunteers is enhanced by creative and interesting jobs and byadvance notice. The Volunteer Management Committee reserves the right to refuse torecruit or place any volunteers until staff is prepared to make effective use of volunteerresources.

3.3 Recruitment

Volunteers shall be recruited by the organisation on a pro-active basis, with the intentof broadening and expanding the volunteer involvement of the community. Volunteersshall be recruited without regard to gender, handicap, age, race or other condition. The

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sole qualification for volunteer recruitment shall be suitability to perform a task onbehalf of the organisation. Volunteers may be recruited through either an interest inspecific functions or through a general interest in volunteering which will later bematched with a specific function. No final acceptance of a volunteer shall take placewithout 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 ofa parent of guardian prior to volunteering. The volunteer services assigned to a minorshould be performed in a non-hazardous environment and should comply with allappropriate requirements of child labor laws.

3.5 Interviewing

Prior to being assigned or appointed to a position, all volunteers will be interviewed toascertain their suitability for and interest in that position. The interview shoulddetermine the qualifications of the volunteer, their commitment to fulfill therequirements of the position, and should answer any questions that the volunteer mighthave about the position. Interviews may be conducted either in person or by othermeans.

3.4 Certificate of Ability

Any potential volunteer who indicates that they are under the care of a physician foreither physical or psychological treatment may be asked to present a certificate from thephysician 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 notbe accepted without written verification of suitability from their physician.

Any volunteer who, after acceptance and assignment by the organisation, enters acourse of treatment which might adversely impact upon the performance of theirvolunteer duties should consult with the Volunteer Program Coordinator.

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3.5 Placement

In placing a volunteer in a position, attention shall be paid to the interests andcapabilities of the volunteer and to the requirements of the volunteer position. Noplacement shall be made unless the requirements of both the volunteer and thesupervising staff can be met: no volunteer should be assigned to a ‘make-work’ positionand no position should be given to an unqualified or uninterested volunteer.

3.6 Staff

Participation in Interviewing and Placement Wherever possible, staff who will beworking with the volunteer should participate in the design and conduct of theinterview. Final assignment of a potential volunteer should not take place withoutreview 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 noticeof acceptance or appointment to a volunteer position. Notice may only be given by anauthorized representative of Environment TOBAGO, who will normally be theVolunteer Program Coordinator. No volunteer shall begin performance of any positionuntil they have been officially accepted for that position and have completed allnecessary screening and paperwork. At the time of final acceptance, each volunteer shallcomplete all necessary enrollment paperwork and shall receive a copy of their jobdescription 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 endof this period a second interview of the volunteer shall be conducted, at which pointeither the volunteer or Environment TOBAGO staff may request a re-assignment of thevolunteer to a different position or may determine the unsuitability of the volunteer fora position within ET.

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3.9 Re-Assignment

Volunteers who are at any time re-assigned to a new position shall be interviewed forthat position and shall receive all appropriate orientation and training for that positionbefore they begin work. In addition, any screening procedures appropriate for thatspecific position must be completed, even if the volunteer has already been working withthe organisation.

3.10 Professional Services

Volunteers shall not perform professional services for which certification or licensing isrequired unless currently certified or licensed to do so. A copy of such certificate orlicense 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 thatthis term shall not be longer than one-year, with an option for renewal at the discretionof 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 atthe end of their set term, although they are welcome to do so in most cases, but mayinstead seek a different volunteer assignment within the organisation, or may retirefrom volunteer service.

3.12 Leave of Absence

At the discretion of the supervisor, leave of absence may be granted to volunteers. Thisleave of absence will not alter or extend the previously agreed upon ending date of thevolunteer’s term of service.

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Volunteer Training andDevelopment

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4.1 Orientation

All volunteers will receive a general orientation on the nature and purpose of theorganisation, an orientation on the nature and operation of the program or activity forwhich they are recruited, and a specific orientation on the purposes and requirements ofthe 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 theinformation and skills necessary to perform their volunteer assignment. The timing andmethods for delivery of such training should be appropriate to the complexity anddemands 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 inthe design and delivery of both orientation and training of volunteers. Those staff whowill be in a supervisory capacity to volunteers shall have primary responsibility fordesign and delivery of on-the-job training to volunteers assigned to them.

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4.4 Volunteer Involvement in Orientation and Training

Experienced volunteers should be included in the design and delivery of volunteerorientation and training.

4.5 Continuing Education

Just as staff, volunteers should attempt to improve their levels of skill during theirterms of service. Additional training and educational opportunities should be madeavailable to volunteers during their connection with ET. This continuing educationmay include both additional information on performance of their current volunteerassignment as well as more general information, and might be provided either by theorganisation or by assisting the volunteer to participate in educational programsprovided by other groups.

4.6 Conference Attendance

Volunteers are authorized to attend conferences and meetings which are relevant totheir volunteer assignments, including both those of ET and of other organization.Prior approval from the volunteer’s supervisor should be obtained before attending anyconference or meeting if attendance will interfere with the volunteer’s work schedule orif reimbursement of expenses is sought.

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Volunteer Supervision andEvaluation

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5.1 Requirement of a Supervisor

Each volunteer who is accepted to a position with Environment TOBAGO must have aclearly identified supervisor who is responsible for direct management of that volunteer.This supervisor shall be responsible for day-to-day management and guidance of thework of the volunteer, and shall be available to the volunteer for consultation andassistance.

5.2 Volunteers as Volunteer Supervisors

A volunteer may act as a supervisor of other volunteers, provided that the supervisingvolunteer 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 andprograms of Environment TOBAGO, with each having an equal but complementaryrole to play. It is essential for the proper operation of this relationship that each partnerunderstands and respects the needs and abilities of the other.

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5.4 Acceptance of Volunteers by Staff

Since individual staff is in a better position to determine the requirements of their workand their own abilities, no volunteer will be assigned to work with a staff personwithout the consent of that staff person. Since volunteers are considered a valuableresource in performing Environment TOBAGO’s work, staff are encouraged toseriously consider creative ways in which volunteers might be of service and to consultwith the Volunteer Management Committee if they feel in need of assistance oradditional training.

5.5 Staff Involvement in Volunteer Evaluation

Affected staff should be involved in all evaluation and work assignments of volunteerswith whom they are connected.

5.6 Lines of Communication

Volunteers are entitled to all necessary information pertinent to the performance oftheir work assignments.

Accordingly, volunteers should be included in and have access to all appropriatememos, materials, and meetings relevant to the work assignments. To facilitate thereceipt of this information on a timely basis, volunteers should be included on alldistribution schedules and should be assigned a site or mailbox for receipt oninformation distributed in their absence. Primary responsibility for ensuring that thevolunteer receives such information will rest with the direct supervisor of the volunteer.

Lines of communication should operate in both directions, and should exist bothformally and informally.

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Volunteers should be consulted regarding all decisions which would substantially affectthe 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 staffsupervisor 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 orterm of service.

5.8 Substitution

Volunteers may be encouraged to find a substitute for any upcoming absences whichmight be filled by another volunteer. Such substitution should only be taken followingconsultation with a supervisor and care should be taken to find a substitute who isqualified for the position. Substitutes may only be recruited from those who arecurrently enrolled as volunteers with Environment TOBAGO.

5.9 Standards of Performance

Standards of performance shall be established for each volunteer position. Thesestandards should list the work to be done in that position, measurable indicators ofwhether the work was accomplished, and appropriate timelines for accomplishment ofthe work. Creation of these standards will be a joint function of staff and the volunteerassigned to the position, and a copy of the standards should be provided to the volunteeralong 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 evaluationsession is utilized to review the performance of the volunteer, to suggest any changes inwork style, to seek suggestions from the volunteer on means of enhancing thevolunteer’s relationship with Environment TOBAGO, to convey appreciation to thevolunteer, and to ascertain the continued interest of the volunteer in serving in that

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position. Evaluations should include both an examination of the volunteer’sperformance of position responsibilities and a discussion of any suggestions that thevolunteer may have concerning the position or project with which the volunteer isconnected.

The evaluation session is an opportunity for both the volunteer and EnvironmentTOBAGO to examine and improve their relationship.

5.11 Written Basis for Evaluation

The position description and standards of performance for a volunteer position willform 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 avolunteer to schedule and perform periodic evaluation and to maintain records of theevaluation.

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 dismissalfrom volunteer service.

5.14 Dismissal of a Volunteer

Volunteers who do not adhere to the rules and procedures of Environment TOBAGO orwho fail to satisfactorily perform their volunteer assignment are subject to dismissal.No volunteer will be terminated until the volunteer has had an opportunity to discussthe reasons for possible dismissal with supervisory staff. Prior to dismissal of a

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volunteer, staff should seek the consultation and assistance of the Volunteer ProgramCoordinator.

5.15 Reasons for Dismissal

Possible grounds for dismissal may include, but are not limited to, the following: grossmisconduct or insubordination, being under the influence of alcohol or drugs, theft ofproperty or misuse of Environment TOBAGO equipment or materials, abuse ormistreatment of clients or co-workers, failure to abide by Environment TOBAGOpolicies 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 forappropriateness. If corrective action is taken, the affected volunteer shall be informed ofthe 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 orinvoluntarily, or is re-assigned to a new position, it shall be the responsibility of theVolunteer Management Committee to inform those affected staff and clients that thevolunteer is no longer assigned to work with them. In cases of dismissal for cause, thisnotification should be given in writing and should clearly indicate that any furthercontact with the volunteer is outside any scope of relationship with EnvironmentTOBAGO.

5.18 Resignation

Volunteers may resign from their volunteer service with Environment TOBAGO atany time. It is requested that volunteers who intend to resign provide advance notice oftheir departure and a reason for their decision.

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5.19 Exit Interviews

Exit interviews, where possible, should be conducted with volunteers who are leavingtheir positions. The interview should ascertain why the volunteer is leaving theposition, suggestions the volunteer may have to improving the position, and thepossibility of involving the volunteer in some other capacity with EnvironmentTOBAGO.

5.20 Communication with the Volunteer Management Committee

Staff who are supervising volunteers are responsible for maintaining regularcommunication with the Volunteer Management Committee on the status ofvolunteers, and are responsible for the timely provision of all necessary paperwork tothe Committee. The Committee should be informed immediately of any substantialchange in the work or status of a volunteer and should be consulted in advance beforeany corrective action is taken.

5.21 Evaluation of Environment TOBAGO Volunteer Utilization

The Volunteer Management Committee shall conduct an annual evaluation of theutilization of volunteers by Environment TOBAGO. This evaluation shall includeinformation gathered from volunteers, staff, and clients.

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Volunteer Support andRecognition

6.1 Reimbursement of Expenses

Volunteers are eligible for reimbursement of reasonable expenses incurred whileundertaking business for Environment TOBAGO. The Volunteer ManagementCommittee shall distribute information to all volunteers regarding specific reimbursableitems. 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 andmaterials necessary to fulfill their duties, and shall receive training in the operation ofany equipment. Property and materials shall be utilized only when directly required forEnvironment TOBAGO purposes. This policy does not include access to and use ofEnvironment TOBAGO vehicle(s).

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6.3 Insurance

Liability and accident insurance is not provided for volunteers engaged in EnvironmentTOBAGO business. Volunteers are encouraged to consult with their own insuranceagents regarding the extension of their personal insurance to include communityvolunteer work.

6.4 Recognition

An annual volunteer recognition event will be conducted to highlight and reward thecontribution of volunteers to Environment TOBAGO. Volunteers will be consulted andinvolved in order to develop an appropriate format for the event.

6.5 Informal Recognition

All staff and volunteers responsible for volunteer supervision are encouraged toundertake on-going methods of recognition of volunteer service on a regular basisthroughout the year. These methods of informal recognition should range from simple‘"Thank You’s" to a concerted effort to include volunteers as full participants inprogram decision making and implementation.

6.6 Volunteer Career Paths

Volunteers are encouraged to grow and develop their skills while serving withEnvironment TOBAGO, and are to be assisted through promotion to new volunteerjobs to assume additional and greater responsibilities. If so desired by the volunteer,Environment TOBAGO should assist the volunteer in maintaining appropriate recordsof volunteer experience that would assist the volunteer in future career opportunities,both paid and volunteer.

6.7 Staff RecognitionThe Volunteer Management Committee shall design a program for recognition of staffwho work well with volunteers and shall consult with volunteers to identify appropriatestaff to receive such awards.

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Appendix 1

Environment Tobago Volunteer Internship

Application Form

Please type or print clearly.

I. PERSONAL

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Name_________________________________________________________________________________ Date of Birth ______________ Gender _______

Passport No. __________________________ Expiry date Citizenship _______________________________

Birthplace___________________________________ HomeAddress__________________________________________________________________________ ______________________________________________________________________________________ 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 (mon/yr. – mon./yr.)

Degree Major DateReceived

GradeAverage

Secondary school and year of graduation________________________________ Grade Average_______

List scores on any major standardized tests taken:

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______________________________________________________________________________________ ______________________________________________________________________________________ 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 seriousdisciplinary action? Have you ever been dismissed or suspended from school or the army, placed onprobation, 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

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V. OTHER INTERESTS Please list student activities, leadership experiences, academic and political activities, etc.

Activity Hours perweek

Offices held

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 environmentalmanagement/conservation issues? If yes, give a brief description of how and when you wereinvolved.

____________________________________________________________________________________

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_

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

3. Why are you applying? What do you hope to achieve by volunteering with ET? (in 300 words orless)

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

4. If given the choice, what specific issues would you be interested in focusing on during the period ofyour volunteer/internship? (200 words or less)

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

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_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

5. What do you intend to do after your internship? How will you use the knowledge and training thatyou 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 allof the information I have submitted is truthful and accurate. I have thoroughly familiarized myself withthe aims and activities of ET, and I am committed to faithfully carry them out in my capacity as avolunteer intern. I am aware that as a volunteer intern I will receive no remuneration, and will berequired to pay for my own living, lodging, health insurance and all other costs related to my internship.

Name:____________________________________

Signature ____________________________________ Date _____________________

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Appendix 2

Volunteer Job Description Form

Role and purpose: (Why is this job necessary? What do you hope to haveaccomplished by the volunteer?)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Time required: (How much time will the job take; is it flexible, is it short term orongoing?)

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Responsibilities: (What can the volunteer expect to do? List some specifictasks or areas of responsibility.)

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Target dates: (What and when are the major events in which this volunteer willbe 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?)

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----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Training opportunities: (What kinds of training can the volunteer expect? Is itongoing? Will there be conferences or workshops available to enhancewhatever training may be given locally?)

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report to: (Name or title of faculty or staff member responsible forassignment.)

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

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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 improvement2 = fair3 = good4 = very good5 = 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

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_____ 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 workmore effective _____ Follows through on assignments _____ Willing to ask questions when in doubt _____ Uncovers and communicates all pertinent facts

Comments:______________________________________________________________

_______________________________________________________________________

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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:_______________________________________

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Signature of Volunteer:_____________________________________________________

Date Reviewed: _____________________________

Appendix 4

Environment Tobago Volunteer Evaluation Form

Completed by Volunteer

Name:_____________________________Position: ____________________________

Period of Evaluation: _____________________________________________________

Supervisor: ____________________________________________________________

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Rating scale:1 = needs improvement2 = fair3 = good4 = very good5 = 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 followedwere explained _____ Training was effective and provided the tools needed to perform the assignedtasks

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:

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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?

_______________________________________________________________________

_______________________________________________________________________

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AdditionalComments:______________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

Signature of Volunteer: _________________________________________________

Date:_______________________________________

Signature of Supervisor: ________________________________________________

Date:________________________________

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Appendix 5

Exit Interview QuestionsThe exit interview is given to volunteer interns who are leaving ET. It is voluntary andallows the departing volunteer to offer feedback and suggestions that the organisationmay use to improve workplace practices and environment. Volunteers should completethe form below.

Circle the most appropriate rating.

Rating scale: 1 Very Poor 2 Poor 3 Average 4 Good 5 Very Good.

Name:

Position:

Program area:

Length of employment:

Reason for Leaving:

QUESTION RATING ADDITIONAL COMMENTS

Management

Did management comply, whereverpossible with:

• organisational policies andprocedures

1 2 3 4 5

• strategic and operational plans 1 2 3 4 5

• funding body accountability andrequirements

1 2 3 4 5

• community and/or clientexpectations

1 2 3 4 5

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

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enable you to carry out your dailyduties effectively

Did the organisation, wherever possible:

• show appreciation for yourefforts/contribution to theorganisation?

1 2 3 4 5

• make you feel like a valuable memberof the team? 1 2 3 4 5

Professional

Did the organisation provideadequate:• training opportunities for

professional development? 1 2 3 4 5

• encouragement to pursue to meetprofessional goals? 1 2 3 4 5

a) What did you like most about volunteering here?______________________________________________________________________________________________________________________________________________________________________________________________________________________________

b) What did you like least?______________________________________________________________________________________________________________________________________________________________________________________________________________________________

c) Any further suggestions or recommendations for improving the workingconditions for volunteers?____________________________________________________________________________________________________________________________________________________

d) Would you recommend volunteering at ET to your friends and family?

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__________________________________________________________________________

e) Would you consider volunteering, either in the same or another position, at ET in thefuture? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________

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