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

1. Environment Tobago Volunteer Programme
MANUAL
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2. 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. 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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4. 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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5. Opening Prayer
Almighty God, Creator of All Things, living and non-living:
We know that the earth is precious to you and we are aware
that some of our activities are destroying your handiwork.
Grant us the knowledge to recognize fully the damage that is
being done to our environment and the wisdom to find solutions
to prevent or reduce the great harm that we are doing to our
Mother Earth.
Please give us the strength and the courage to persevere in our
efforts to save our island, Tobago and by extension, our planet
Earth.
Help us to function as guardians of this Jewel of the Universe
because we know that its destruction also heralds our own
doom.
It is our hope and prayer that we can pass on to future
generations a better environment than the one we presently
enjoy.
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6. Written for and read at the first Annual General Meeting of Environment TOBAGO
June 1996 at the Fairfield Hall, Scarborough. We now begin all our meetings with this
prayer.
Introduction
Tobago has a land area of 300 square km (116 mi²), and is approximately 42 kilometres
long and 10 kilometres wide. It is located at latitude 11° 9' N, longitude 60° 40' W,
slightly north of Trinidad. The population is 54,084 (2000). The capital is Scarborough,
with a population of about 17,000. The population of the entire island is approximately
55000.
There are many reasons why one decides to visit Tobago. Some include:
Visiting the various white sand beaches to relax and swim.
Diving to see the coral reefs and sea fan gardens that can be found around the
islands periphery.
Tobago’s beaches are also popular nesting grounds for the endangered
Leatherback turtles.
Avid birders can look forward to a colourful display by some of our winged
friends.
The Tobago Forest Reserve (or the Main Ridge Reserve) claims to be the oldest protected
forests in the Western world. It was designated as a protected Crown reserve on April
17, 1776 following representations by Soame Jenyns a Member of Parliament in Britain
who had the responsibility for the development of Tobago. It has remained a protected
area ever since. Little Tobago and St. Giles Island are important seabird nesting
colonies, with Red-billed Tropicbird, Magnificent Frigate bird and Audubon's
Shearwater amongst others.
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7. Environment Tobago
Who we are:
Environment Tobago or ET as we are more fondly referred, is an Environmental Non-
Government Organsiation incorporated under the Companies Act 1995 of Trinidad and
Tobago. ET was founded in March 1995 and launched in February of 1996. Our
executive consists of Patricia Turpin President; Kamau Akili Vice President;
Fitzherbert Phillips Secretary, Shirley Mc Kenna Treasurer and seven other directors.
The board of directors meets on the first Wednesday of every month. Directors are
elected every two years at the Annual General Meeting. ET has approximately 400 dues
paying members.
Figure 1: Organisation Chart
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8. Board of Directors
Education/Project Administrative
Officer Officer
Figure 2: Management Structure
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9. President
Patricia Turpin
Vice President
Kamau Akili
Education Coordinator Fundraising Coordinator
Hyacinth Armstrong Shirley Mc Kenna/Treasurer
P.R. & Advocacy Coordinator Research and Restoration Coordinator
Patricia Turpin Bertrand Bhikarry
Membership Coordinator Administration Coordinator
Geoffrey Lewis Shirley Mc Kenna
Sub-Committee Coordinator IT Secretary
Bertrand Bhikarry Fitzhherbert Phillips
What is our aim and purpose?
The aims and purposes of Environment TOBAGO shall be to promote conservation,
restoration, and wise management of the living things on and around Tobago and the
common natural environment they share. In pursuance of these aims and purposes in
the broad public interest, the Organisation may:
Promote and engage in study, research, education, understanding and action
relating to all phases of the conservation and use of the natural and living
resources of Tobago.
Promote and encourage establishment of areas of protection and preservation of
animal and plant life and for the protection of natural scenery.
Act as clearing house for the collection, evaluation and dissemination of
information and technical data
relating to the conservation and wise use of the natural resources of Tobago.
Produce, make available, and encourage the production of materials including
monographs books, lectures, radio programs, films, and television broadcasts
relating to origins, distribution, and interdependence of natural and living
resources, and effective methods for conservation and use.
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10. Collaborate with and assist individuals, associations, corporations, organized
groups government and
international agencies, and others to encourage and promote effective
application of sound knowledge,
methods and practices with respect to conservation of the natural and living
resources of Tobago.
Take and hold by gift, grant, bequest, purchase, lease, or otherwise, either
absolutely or with others, any property of any kind, without limitation as to
amount or value; convey, sell or otherwise dispose of such property; and to
invest, reinvest, and deal with the same in such manner as in the judgment of
the Management will best promote the aims and purposes of the Organisation.
Promote the formation and strengthening of legislation to protect and preserve
natural resources and the life forms that depend on them, including enforcement
measures that adequately effect adherence.
Practice and promote an integrated management of the human and natural
environment that ensures the social and economic viability of the first and
conservation of the second.
Raise funds and deal with the same in any manner, which in the judgment of
the Management of the Organization will best promote the objectives and
purposes of the Organisation.
Do all things necessary and proper to carry out the foregoing aims and
purposes.
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11. Our Mission
“Environment TOBAGO conserves Tobago’s natural and
living resources and advances the knowledge and
understanding of such resources, their wise and
sustainable use, and their essential relationship to human
health and the quality of life.”
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12. How is Our Mission Achieved?
We aim to achieve our mission and encourage behavioural change toward the
conservation of our environment through four (4) fundamental areas:
Figure 3: Areas of Impact
Advocacy
Environment Research &
Education TOBAGO Monitoring
Raising
Awareness
ET is also a member of the following External Committees:
Council of the Presidents of the Environment (COPE)
Global Environmental Fund/United Nations Development Programme
National Steering Committee
Energy Commission Committee
National Heritage Designation Committee
Buccoo Reef Management Committee
Environmental Management Authority Biodiversity Council
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13. The Travel Foundation Steering Committee
Integrated Watershed and Coastal Management Inter-sectoral Committee
Ministry of Public Utilities and Environment Cabinet Appointed Committee
for both the National Development Plan for the Protection of the Marine
Environment from Land-based Sources and the Formulation of Forest Policy
and Protected Areas Policy for Trinidad and Tobago
Water and Sewerage Authority Steering Committee for the formation of a
Country Water Partnership
Caribbean Conservation Association Representative
Civil Society Representative to European Union/International Development
Bank
What are some of our activities?
Information and Education Center
The success of the organisation over the years had led to a tremendous increase in
opportunities to effect positive change and which an all-volunteer Management and
members could not take full advantage of due to lack of time and space. Thus ET has
acquired an office with equipment and staff. The office also serves as a public
environmental information and education center. We have an environmental library for
members, children, teachers and the general public.
Environment TOBAGO Homepage
We have a site on the Internet’s World Wide Web: http://www.environmenttobago.net.
Visitors to the site are given information on education, Tobago’s environment,
including coverage of issues not found in the usual travel/vacation web sites. Although
Environment TOBAGO is pro-tourism and pro-sustainable development, we feel our
environmental problems should not be hidden and that we should especially encourage
nature-based tourism, the idea being that our visitors can be part of the solution. Due to
lack of resources to help maintain the site we are in the process this year to bring this
site up to date.
Environmental Advocacy
In our effort to continuously advocate behavioural change toward conservation of our
natural environment, ET submits educational and informative environmental articles
to our local newspaper, the Tobago News, each week. In, addition, our quarterly
newsletter containing current environmental news, issues and concerns is distributed
to all our members, sponsors, libraries, schools, businesses and government agencies.
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14. Due to the vast number of calls which come in to our office regarding public concern
about the environment, ET has developed a Public Complaints Log. Though, in our
capacity as an NGO lacking enforcement capabilities on many issues, ET provides a
free service to the community by directing the caller to the necessary department
responsible for dealing with the issue at hand. To close the loop, ET usually has a
follow-up period of one-week. In the case of emergencies, ET, in addition to the caller,
will contact the necessary department immediately.
Clean Ups
Environment TOBAGO did cleanups of many of Tobago beaches in 2004 with the help
of volunteers and other organisations we are continuing this project this year. In 2001
we did a major clean up of Kilgwyn Wetlands situated in Canaan/ Bon Accord where
we removed over 250 tons of garbage we hope to turn this wetland into a Nature
Reserve with the help of the Tobago House of Assembly (THA) for schools, the general
public and visitors alike.
Census of Flora and Fauna
Environment TOBAGO advocates the need for a scientific study of flora and fauna
population levels on and around Tobago. Data of this kind would help us to lobby for
the establishment of protected areas as well as provide a baseline on which to gauge
future changes in population levels of Tobago’s flora and fauna. We have facilitated a
pilot survey of Little Tobago Island and have recruited researchers from several
universities to survey the island. The vegetation and small mammal surveys have been
completed. There is a copy of this survey at our office and other surveys are ongoing.
Environmental Monitoring, Research & Consultancy
We try to keep informed of developments and activities, which may be harmful to the
environment. By keeping the public informed of such activities and initiating
discussions with the responsible individuals or agencies, we hope to reduce the
detrimental effects of these activities. As an example, Environment TOBAGO called for
more NGO involvement in the process of evaluation of planning approval applications
for large-scale tourism developments on Tobago. Subsequently, the Town and Country
Planning Division now put EIA’s out for public comment. We also had representation
on the National Biodiversity and Action Plan (NBSAP) Task Force. This report has
been concluded, approved and is at ET’s office for viewing.
Our environmental monitoring programme is an essential component of the overall
mission to conserve and protect Tobago's natural environment.
Environmental Education
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15. ET has developed a comprehensive environmental education programme for Tobago.
Environmental Education components have now been integrated in the curriculum for
the primary schools of Trinidad and Tobago, through the Ministry of Education. This
makes teaching environmental education in schools much easier for our education
coordinator. Through BPTT funding, we have started an environmental education
programme for schoolteachers in Tobago; from this project we have produced an
environmental education book for primary school teachers, this was distributed to all
schools in Tobago and other organizations.
We have now received funding through BHP Billiton for environmental education for
teachers in Secondary schools; we have started this project Jan. 2005. A resource book
is also to be produced and distributed to all schools.
Our “Clean School Competition” has an added component of a calypso competition
which started in 2004 it was a great success and we are being sponsored for this
competition for the next three years by Solid Waste Management Co. Ltd. (SWMCOL).
Environment TOBAGO has an education and information center and it is a major step
in the implementation of our environmental education programme.
Through a process of public consultations and meetings with interest groups, a
consensus had been reached that Tobago’s game species are in serious trouble. It has
been proposed that a Tobago Wildlife Conservation Committee should be established
and strategies developed to achieve maximum and sustainable levels of game animals.
These proposals have been submitted to the Tobago House of Assembly. ET is now
developing a proposal to undertake population studies of some game species. The
methodology is being developed and expectations are that these surveys will begin soon
by a volunteer and in collaboration with the Forestry Department of the THA. ET has
also been successful in having several members appointed as honorary Game Wardens.
We have also assisted a "Sea Turtle Protection Action Group" called "Save Our Sea
Turtles" (SOS). They have received funding from BP Amoco and other agencies that
have enabled them to implement their Research, Education and Action Programme
(REAP) in saving Tobago's sea turtles.
What are some of our Achievements?
ET was awarded a certificate of appreciation by the Environmental Management
Authority (EMA) for its outstanding contribution to environmental conservation
and protection on World Environment Day 1997.
ET won BP Amoco Leadership Award in the environment category in October
2000.
Tidy TnT Best NGO Category (2002-2003)
Tidy TnT Outstanding Project Litter Control/Tidiness Category (2002-2003)
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16. Tidy TnT Outstanding Project Environmental Literacy Category (2002-2003)
EMA Green Leaf Award (2004)
Prime Minister Tourism Award
BPTT Spirit of Community Award 2004
The Volunteer Program
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17. 1.1 Overall Policy on Utilization of Volunteers
The achievement of the goals of this Environment TOBAGO is best served by the active
participation of citizens of the local and international community. To this end,
Environment TOBAGO accepts and encourages the involvement of volunteers at all
levels and within all appropriate programs and activities. Our staff is encouraged to
assist in the creation of meaningful and productive roles in which volunteers might
serve and to assist in recruitment of volunteers.
1.2 Purpose of Volunteer Policies
The purpose of these policies is to provide overall guidance and direction to staff and
volunteers engaged in volunteer involvement and management efforts. These policies
are intended for internal management guidance only, and do not constitute, either
implicitly or explicitly, a binding contractual or personnel agreement. ET reserves the
exclusive right to change any of these policies at any time and to expect adherence to the
changed policy. Changes to or exceptions from these policies may only be granted by the
Volunteer Management Coordinator in consultation with the Board of Directors, and
must be obtained in advance and in writing. Areas not specifically covered by these
policies shall be determined by the Board of Directors.
1.3 Scope of Volunteer Policies
Unless specifically stated, these policies apply to all non-elected volunteers in all
programs and projects undertaken on or on behalf of the ET, and to sites of operation of
the organisation.
1.4 Role of the Volunteer Management Committee
The productive utilization of volunteers requires a planned and organized effort. The
function of the Volunteer Management Committee is to provide a central coordinating
point for effective volunteer management within the organisation, and to direct and
assist staff and volunteer efforts to jointly provide more productive services. The
department shall also bear responsibility for maintaining liaison with other volunteer-
utilizing programs in the community and assisting in community-wide efforts to
recognize and promote volunteering. The Board of Directors shall bear primary
responsibility for planning for effective volunteer utilization, for assisting staff in
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18. identifying productive and creative volunteer roles, for recruiting suitable volunteers,
and for tracking and evaluating the contribution of volunteers to Environment
TOBAGO.
1.5 Definition of ‘Volunteer’
A ‘volunteer’ is anyone who without compensation or expectation of compensation
beyond reimbursement performs a task at the direction of and on behalf of the
Environment TOBAGO. A ‘volunteer’ must be officially accepted and enrolled by
Environment TOBAGO prior to performance of the task. Unless specifically stated,
volunteers shall not be considered as ‘employees’ of the Environment TOBAGO.
1.6 Special Case Volunteers
Environment TOBAGO also accepts as volunteers those participating in student
community service activities, student intern projects, corporate volunteer programs,
and other volunteer referral programs. In each of these cases, however, a special
agreement must be in effect with the organisation, school, or program from which the
special case volunteers originate and must identify responsibility for management and
care of the volunteers.
1.7 Employees as Volunteers
Environment TOBAGO accepts the services of staff as volunteers. This service is
accepted provided that the volunteer service is provided totally without any coercive
nature, involves work which is outside the scope of normal staff duties, and is provided
outside of usual working hours.
1.8 Clients as Volunteers
Environment Tobago’s clients may be accepted as volunteers, where such service does
not constitute an obstruction to or conflict with provision of services to the client or to
others.
1.9 Service at the Discretion of Environment TOBAGO
Environment TOBAGO accepts the service of all volunteers with the understanding
that such service is at the sole discretion of Environment TOBAGO. Volunteers agree
that ET may at any time, for whatever reason, decide to terminate the volunteer’s
relationship with ET.
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19. The volunteer may at any time, for whatever reason, decide to sever the volunteer’s
relationship with ET. Notice of such a decision should be communicated as soon as
possible to the volunteer’s supervisor in writing.
1.10 Volunteer Rights and Responsibilities
Volunteers are viewed as a valuable resource to this organisation, its staff, and its
clients. Volunteers shall be extended the right to be given meaningful assignments, the
right to be treated as equal co-workers, the right to effective supervision, the right to full
involvement and participation, and the right to recognition for work done.
In return, volunteers shall agree to actively perform their duties to the best of their
abilities and to remain loyal to the goals and procedures of ET.
1.11 Scope of Volunteer Involvement
Volunteers may be utilized in all programs and activities of the organisation, and serve
at all levels of skill and decision-making. Volunteers should not, however, be utilized to
displace any paid employees from their positions.
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20. Volunteer Management
Procedures
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21. 2.1 Maintenance of Records
A system of records will be maintained on each volunteer, including dates of service,
positions held, duties performed, evaluation of work, and awards received. Volunteers
and appropriate staff shall be responsible for submitting all appropriate records and
information to the Volunteer Management Committee in a timely and accurate fashion.
Volunteer personnel records shall be accorded the same confidentiality as staff personnel
records.
2.2 Two Hat Policy
Members of Environment TOBAGO’s board of directors are accepted as direct service
volunteers with ET.
2.3 Conflict of Interest
No person who has a conflict of interest with any activity or program of the
organisation, whether personal, philosophical, or financial shall be accepted or serve as a
volunteer.
2.4 Representation of Environment Tobago
Prior to any action or statement which might significantly affect or obligate
Environment Tobago, volunteers should seek prior consultation and approval from
appropriate staff who will consult with the Volunteer Management Committee. These
actions may include, but are not limited to, public statements to the press, coalition or
lobbying efforts with other organizations, or any agreements involving contractual or
other financial obligations. Volunteers are authorized to act as representatives of the
organisation as specifically indicated within their job descriptions and only to the
extent of such written specifications.
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22. 2.5 Confidentiality
Volunteers are responsible for maintaining the confidentiality of all proprietary or
privileged information to which they are exposed while serving as a volunteer, whether
this information involves a single staff, volunteer, client, or other person or involves
overall organisation business.
Failure to maintain confidentiality may result in termination of the volunteer’s
relationship with ET or other corrective action.
2.6 Worksite
An appropriate worksite shall be established prior to the enrollment of any volunteer.
This worksite shall contain necessary facilities, equipment, and space to enable to
volunteer to effectively and comfortably perform their duties.
2.7 Dress Code
As representatives of ET, volunteers, like staff, are responsible for presenting a good
image to clients and to the community. Volunteers shall dress appropriately for the
conditions and performance of their duties.
2.8 Timesheets
Individual volunteers are responsible for the accurate completion and timely submission
of timesheets.
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23. Volunteer Recruitment and
Selection
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24. 3.1 Position Descriptions
Volunteer staff, just as paid staff, requires a clear, complete, and current description of
the duties and responsibilities of the position which they are expected to fill. Prior to
any volunteer assignment or recruitment effort, a position description must be
developed for each volunteer position. This position will be given to each accepted
volunteer and utilized in subsequent management and evaluation efforts. Position
descriptions should be reviewed and updated at least every two years, or whenever the
work involved in the position changes substantially.
All position descriptions shall include a description of the purpose and duties of the
position, a designated supervisor and worksite, a timeframe for the performance of the
job, a listing of job qualifications, and a description of job benefits. The Volunteer
Management Committee is available to assist staff in the development of volunteer jobs
and position descriptions. (See Appendix 1 and 2)
3.2 Staff Requests for Volunteers
Requests for volunteers shall be submitted in writing by interested staff, complete with
a draft position description and a requested timeframe. All parties should understand
that the recruitment of volunteers is enhanced by creative and interesting jobs and by
advance notice. The Volunteer Management Committee reserves the right to refuse to
recruit or place any volunteers until staff is prepared to make effective use of volunteer
resources.
3.3 Recruitment
Volunteers shall be recruited by the organisation on a pro-active basis, with the intent
of broadening and expanding the volunteer involvement of the community. Volunteers
shall be recruited without regard to gender, handicap, age, race or other condition. The
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25. sole qualification for volunteer recruitment shall be suitability to perform a task on
behalf of the organisation. Volunteers may be recruited through either an interest in
specific functions or through a general interest in volunteering which will later be
matched with a specific function. No final acceptance of a volunteer shall take place
without a specific written volunteer position description for that volunteer.
3.4 Recruitment of Minors
Volunteers who have not reached their age of majority must have the written consent of
a parent of guardian prior to volunteering. The volunteer services assigned to a minor
should be performed in a non-hazardous environment and should comply with all
appropriate requirements of child labor laws.
3.5 Interviewing
Prior to being assigned or appointed to a position, all volunteers will be interviewed to
ascertain their suitability for and interest in that position. The interview should
determine the qualifications of the volunteer, their commitment to fulfill the
requirements of the position, and should answer any questions that the volunteer might
have about the position. Interviews may be conducted either in person or by other
means.
3.4 Certificate of Ability
Any potential volunteer who indicates that they are under the care of a physician for
either physical or psychological treatment may be asked to present a certificate from the
physician as to their ability to satisfactorily and safely perform their volunteer duties.
Volunteers under a course of treatment which might affect their volunteer work will not
be accepted without written verification of suitability from their physician.
Any volunteer who, after acceptance and assignment by the organisation, enters a
course of treatment which might adversely impact upon the performance of their
volunteer duties should consult with the Volunteer Program Coordinator.
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26. 3.5 Placement
In placing a volunteer in a position, attention shall be paid to the interests and
capabilities of the volunteer and to the requirements of the volunteer position. No
placement shall be made unless the requirements of both the volunteer and the
supervising staff can be met: no volunteer should be assigned to a ‘make-work’ position
and no position should be given to an unqualified or uninterested volunteer.
3.6 Staff
Participation in Interviewing and Placement Wherever possible, staff who will be
working with the volunteer should participate in the design and conduct of the
interview. Final assignment of a potential volunteer should not take place without
review and approval of appropriate staff with whom the volunteer will be working.
3.7 Acceptance and Appointment
Service as a volunteer with Environment TOBAGO shall begin with an official notice
of acceptance or appointment to a volunteer position. Notice may only be given by an
authorized representative of Environment TOBAGO, who will normally be the
Volunteer Program Coordinator. No volunteer shall begin performance of any position
until they have been officially accepted for that position and have completed all
necessary screening and paperwork. At the time of final acceptance, each volunteer shall
complete all necessary enrollment paperwork and shall receive a copy of their job
description and agreement of service with ET.
3.8 Probationary Period
All volunteer placements shall initially be done on a trial period of 30 days. At the end
of this period a second interview of the volunteer shall be conducted, at which point
either the volunteer or Environment TOBAGO staff may request a re-assignment of the
volunteer to a different position or may determine the unsuitability of the volunteer for
a position within ET.
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27. 3.9 Re-Assignment
Volunteers who are at any time re-assigned to a new position shall be interviewed for
that position and shall receive all appropriate orientation and training for that position
before they begin work. In addition, any screening procedures appropriate for that
specific position must be completed, even if the volunteer has already been working with
the organisation.
3.10 Professional Services
Volunteers shall not perform professional services for which certification or licensing is
required unless currently certified or licensed to do so. A copy of such certificate or
license should be maintained by Environment TOBAGO.
3.11 Length of Service
All volunteer positions shall have a set term of duration. It is highly recommended that
this term shall not be longer than one-year, with an option for renewal at the discretion
of both parties. All volunteer assignments shall end at the conclusion of their set term,
without expectation or requirement of re-assignment of that position to the incumbent.
Volunteers are neither expected nor required to accept further service in a position at
the end of their set term, although they are welcome to do so in most cases, but may
instead seek a different volunteer assignment within the organisation, or may retire
from volunteer service.
3.12 Leave of Absence
At the discretion of the supervisor, leave of absence may be granted to volunteers. This
leave of absence will not alter or extend the previously agreed upon ending date of the
volunteer’s term of service.
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28. Volunteer Training and
Development
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29. 4.1 Orientation
All volunteers will receive a general orientation on the nature and purpose of the
organisation, an orientation on the nature and operation of the program or activity for
which they are recruited, and a specific orientation on the purposes and requirements of
the position which they are accepting in that effort.
4.2 On-the-Job Training
Volunteers will receive specific on-the-job training to provide them with the
information and skills necessary to perform their volunteer assignment. The timing and
methods for delivery of such training should be appropriate to the complexity and
demands of the position and the capabilities of the volunteer.
4.3 Staff Involvement in Orientation and Training
Staff members with responsibility over delivery of services should have an active role in
the design and delivery of both orientation and training of volunteers. Those staff who
will be in a supervisory capacity to volunteers shall have primary responsibility for
design and delivery of on-the-job training to volunteers assigned to them.
29

30. 4.4 Volunteer Involvement in Orientation and Training
Experienced volunteers should be included in the design and delivery of volunteer
orientation and training.
4.5 Continuing Education
Just as staff, volunteers should attempt to improve their levels of skill during their
terms of service. Additional training and educational opportunities should be made
available to volunteers during their connection with ET. This continuing education
may include both additional information on performance of their current volunteer
assignment as well as more general information, and might be provided either by the
organisation or by assisting the volunteer to participate in educational programs
provided by other groups.
4.6 Conference Attendance
Volunteers are authorized to attend conferences and meetings which are relevant to
their volunteer assignments, including both those of ET and of other organization.
Prior approval from the volunteer’s supervisor should be obtained before attending any
conference or meeting if attendance will interfere with the volunteer’s work schedule or
if reimbursement of expenses is sought.
30

31. Volunteer Supervision and
Evaluation
31

32. 5.1 Requirement of a Supervisor
Each volunteer who is accepted to a position with Environment TOBAGO must have a
clearly identified supervisor who is responsible for direct management of that volunteer.
This supervisor shall be responsible for day-to-day management and guidance of the
work of the volunteer, and shall be available to the volunteer for consultation and
assistance.
5.2 Volunteers as Volunteer Supervisors
A volunteer may act as a supervisor of other volunteers, provided that the supervising
volunteer is under the direct supervision of a paid staff member.
5.3 Volunteer/Staff Relationships
Volunteers as staff are considered to be partners in implementing the mission and
programs of Environment TOBAGO, with each having an equal but complementary
role to play. It is essential for the proper operation of this relationship that each partner
understands and respects the needs and abilities of the other.
32

33. 5.4 Acceptance of Volunteers by Staff
Since individual staff is in a better position to determine the requirements of their work
and their own abilities, no volunteer will be assigned to work with a staff person
without the consent of that staff person. Since volunteers are considered a valuable
resource in performing Environment TOBAGO’s work, staff are encouraged to
seriously consider creative ways in which volunteers might be of service and to consult
with the Volunteer Management Committee if they feel in need of assistance or
additional training.
5.5 Staff Involvement in Volunteer Evaluation
Affected staff should be involved in all evaluation and work assignments of volunteers
with whom they are connected.
5.6 Lines of Communication
Volunteers are entitled to all necessary information pertinent to the performance of
their work assignments.
Accordingly, volunteers should be included in and have access to all appropriate
memos, materials, and meetings relevant to the work assignments. To facilitate the
receipt of this information on a timely basis, volunteers should be included on all
distribution schedules and should be assigned a site or mailbox for receipt on
information distributed in their absence. Primary responsibility for ensuring that the
volunteer receives such information will rest with the direct supervisor of the volunteer.
Lines of communication should operate in both directions, and should exist both
formally and informally.
33

34. Volunteers should be consulted regarding all decisions which would substantially affect
the performance of their duties.
5.7 Absenteeism
Volunteers are expected to perform their duties on a regular scheduled and timely basis.
If expecting to be absent from a scheduled duty, volunteers should inform their staff
supervisor as far in advance as possible so that alternative arrangements may be made.
Continual absenteeism will result in a review of the volunteer’s work assignment or
term of service.
5.8 Substitution
Volunteers may be encouraged to find a substitute for any upcoming absences which
might be filled by another volunteer. Such substitution should only be taken following
consultation with a supervisor and care should be taken to find a substitute who is
qualified for the position. Substitutes may only be recruited from those who are
currently enrolled as volunteers with Environment TOBAGO.
5.9 Standards of Performance
Standards of performance shall be established for each volunteer position. These
standards should list the work to be done in that position, measurable indicators of
whether the work was accomplished, and appropriate timelines for accomplishment of
the work. Creation of these standards will be a joint function of staff and the volunteer
assigned to the position, and a copy of the standards should be provided to the volunteer
along with a copy of their job description at the beginning of their assignment.
5.10 Evaluations
Volunteers shall receive periodic evaluations to review their work. The evaluation
session is utilized to review the performance of the volunteer, to suggest any changes in
work style, to seek suggestions from the volunteer on means of enhancing the
volunteer’s relationship with Environment TOBAGO, to convey appreciation to the
volunteer, and to ascertain the continued interest of the volunteer in serving in that
34

35. position. Evaluations should include both an examination of the volunteer’s
performance of position responsibilities and a discussion of any suggestions that the
volunteer may have concerning the position or project with which the volunteer is
connected.
The evaluation session is an opportunity for both the volunteer and Environment
TOBAGO to examine and improve their relationship.
5.11 Written Basis for Evaluation
The position description and standards of performance for a volunteer position will
form the basis of an evaluation. A written record will be kept of each evaluation session.
5.12 Staff Responsibility for Evaluation
It shall be the responsibility of each staff person in a supervisory relationship with a
volunteer to schedule and perform periodic evaluation and to maintain records of the
evaluation.
5.13 Corrective Action
In appropriate situations, corrective action may be taken following an evaluation.
Examples of corrective action include the requirement of additional training, re-
assignment of a volunteer to a new position, suspension of the volunteer, or dismissal
from volunteer service.
5.14 Dismissal of a Volunteer
Volunteers who do not adhere to the rules and procedures of Environment TOBAGO or
who fail to satisfactorily perform their volunteer assignment are subject to dismissal.
No volunteer will be terminated until the volunteer has had an opportunity to discuss
the reasons for possible dismissal with supervisory staff. Prior to dismissal of a
35

36. volunteer, staff should seek the consultation and assistance of the Volunteer Program
Coordinator.
5.15 Reasons for Dismissal
Possible grounds for dismissal may include, but are not limited to, the following: gross
misconduct or insubordination, being under the influence of alcohol or drugs, theft of
property or misuse of Environment TOBAGO equipment or materials, abuse or
mistreatment of clients or co-workers, failure to abide by Environment TOBAGO
policies and procedures, failure to meet physical or mental standards of performance,
and failure to satisfactorily perform assigned duties.
5.16 Concerns and Grievances
Decisions involving corrective action of a volunteer may be reviewed for
appropriateness. If corrective action is taken, the affected volunteer shall be informed of
the procedures for expressing their concern or grievance.
5.17 Notice of Departure or Re-Assignment of a Volunteer
In the event that a volunteer departs Environment TOBAGO, whether voluntarily or
involuntarily, or is re-assigned to a new position, it shall be the responsibility of the
Volunteer Management Committee to inform those affected staff and clients that the
volunteer is no longer assigned to work with them. In cases of dismissal for cause, this
notification should be given in writing and should clearly indicate that any further
contact with the volunteer is outside any scope of relationship with Environment
TOBAGO.
5.18 Resignation
Volunteers may resign from their volunteer service with Environment TOBAGO at
any time. It is requested that volunteers who intend to resign provide advance notice of
their departure and a reason for their decision.
36

37. 5.19 Exit Interviews
Exit interviews, where possible, should be conducted with volunteers who are leaving
their positions. The interview should ascertain why the volunteer is leaving the
position, suggestions the volunteer may have to improving the position, and the
possibility of involving the volunteer in some other capacity with Environment
TOBAGO.
5.20 Communication with the Volunteer Management Committee
Staff who are supervising volunteers are responsible for maintaining regular
communication with the Volunteer Management Committee on the status of
volunteers, and are responsible for the timely provision of all necessary paperwork to
the Committee. The Committee should be informed immediately of any substantial
change in the work or status of a volunteer and should be consulted in advance before
any corrective action is taken.
5.21 Evaluation of Environment TOBAGO Volunteer Utilization
The Volunteer Management Committee shall conduct an annual evaluation of the
utilization of volunteers by Environment TOBAGO. This evaluation shall include
information gathered from volunteers, staff, and clients.
37

38. 38

39. Volunteer Support and
Recognition
6.1 Reimbursement of Expenses
Volunteers are eligible for reimbursement of reasonable expenses incurred while
undertaking business for Environment TOBAGO. The Volunteer Management
Committee shall distribute information to all volunteers regarding specific reimbursable
items. Prior approval must be sought for any major expenditure.
6.2 Access to Environment TOBAGO Property and Materials
As appropriate, volunteers shall have access to Environment TOBAGO property and
materials necessary to fulfill their duties, and shall receive training in the operation of
any equipment. Property and materials shall be utilized only when directly required for
Environment TOBAGO purposes. This policy does not include access to and use of
Environment TOBAGO vehicle(s).
39

40. 6.3 Insurance
Liability and accident insurance is not provided for volunteers engaged in Environment
TOBAGO business. Volunteers are encouraged to consult with their own insurance
agents regarding the extension of their personal insurance to include community
volunteer work.
6.4 Recognition
An annual volunteer recognition event will be conducted to highlight and reward the
contribution of volunteers to Environment TOBAGO. Volunteers will be consulted and
involved in order to develop an appropriate format for the event.
6.5 Informal Recognition
All staff and volunteers responsible for volunteer supervision are encouraged to
undertake on-going methods of recognition of volunteer service on a regular basis
throughout the year. These methods of informal recognition should range from simple
‘"Thank You’s" to a concerted effort to include volunteers as full participants in
program decision making and implementation.
6.6 Volunteer Career Paths
Volunteers are encouraged to grow and develop their skills while serving with
Environment TOBAGO, and are to be assisted through promotion to new volunteer
jobs to assume additional and greater responsibilities. If so desired by the volunteer,
Environment TOBAGO should assist the volunteer in maintaining appropriate records
of volunteer experience that would assist the volunteer in future career opportunities,
both paid and volunteer.
6.7 Staff Recognition
The Volunteer Management Committee shall design a program for recognition of staff
who work well with volunteers and shall consult with volunteers to identify appropriate
staff to receive such awards.
40

41. Appendix 1
Environment Tobago Volunteer Internship
Application Form
Please type or print clearly.
I. PERSONAL
41

42. Name________________________________________________________________________________
_
Date of Birth ______________ Gender _______
Passport No. __________________________ Expiry date
Citizenship _______________________________
Birthplace___________________________________
Home
Address__________________________________________________________________________
____________________________________________________________________________________
__
Telephone _____________________ Fax _____________________
Email__________________________
University mailing address, if different from above
____________________________________________________________________________________
__
Telephone _____________________ Fax _____________________
Email__________________________
Contact details in Emergency:
Name:_________________________
Relationship:____________________
Tel: ___________________________
II. EDUCATION
University Dates attended Degree Major Date Grade
(mon/yr. – mon./yr.) Received Average
Secondary school and year of graduation________________________________ Grade Average
_______
List scores on any major standardized tests taken:
42

43. ____________________________________________________________________________________
__
____________________________________________________________________________________
__
Language skills (please indicate level where 0=none, 1=rudimentary, 2=fair, 3=good, 4=fluent, 5=native)
English French Other: Other: Other:
Speaking
Listening
Reading
Writing
Have you, during your high school studies, university career, or army service, incurred serious
disciplinary action? Have you ever been dismissed or suspended from school or the army, placed on
probation, or voluntarily absent for an extended period? Yes ___ No ___
If the answer to any of these questions is yes, please explain on a separate sheet.
III. AWARDS AND HONORS
Please list any academic and non-academic honors or distinctions you have received.
____________________________________________________________________________________
__
____________________________________________________________________________________
__
IV. EMPLOYMENT
Please list most recent first.
Name and location of employer Type of work Dates
43

44. V. OTHER INTERESTS
Please list student activities, leadership experiences, academic and political activities, etc.
Activity Hours per Offices held
week
VI. KNOWLEDGE, EXPERIENCE & COMMITMENT
1. How did you hear about the ET Volunteer Programme?
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
2. Have you been active, as an intern or otherwise, in organizations concerned with environmental
management/conservation issues? If yes, give a brief description of how and when you were
involved.
____________________________________________________________________________________
44

45. _
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
3. Why are you applying? What do you hope to achieve by volunteering with ET? (in 300 words or
less)
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
4. If given the choice, what specific issues would you be interested in focusing on during the period of
your volunteer/internship? (200 words or less)
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
45

46. ____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
5. What do you intend to do after your internship? How will you use the knowledge and training that
you receive? (in 200 words or less)
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
____________________________________________________________________________________
_
6. Feel free to include any other relevant information that would not otherwise be reflected in your
application package.
VIII. PRESENTATION OF CANDIDACY
I hereby present my candidacy for a Volunteer Internship with Environment Tobago, and affirm that all
of the information I have submitted is truthful and accurate. I have thoroughly familiarized myself with
the aims and activities of ET, and I am committed to faithfully carry them out in my capacity as a
volunteer intern. I am aware that as a volunteer intern I will receive no remuneration, and will be
required to pay for my own living, lodging, health insurance and all other costs related to my internship.
Name:____________________________________
Signature ____________________________________ Date _____________________
46

47. Appendix 2
Volunteer Job Description Form
Role and purpose: (Why is this job necessary? What do you hope to have
accomplished by the volunteer?)
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------------
Time required: (How much time will the job take; is it flexible, is it short term or
ongoing?)
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------
Responsibilities: (What can the volunteer expect to do? List some specific
tasks or areas of responsibility.)
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------
Target dates: (What and when are the major events in which this volunteer will
be involved or need to prepare for? Is this an ongoing responsibility?)
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------
Resources available: (What books, reference materials, supplies, equipment,
etc. are available to help the volunteer be successful?)
47

48. ----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------
Training opportunities: (What kinds of training can the volunteer expect? Is it
ongoing? Will there be conferences or workshops available to enhance
whatever training may be given locally?)
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------
Report to: (Name or title of faculty or staff member responsible for
assignment.)
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------
------------------------
48

49. Appendix 3
Environment Tobago Volunteer Evaluation Form
Completed by Supervisor
Name:_____________________________ Position: __________________________
Period of Evaluation: ___________________________________________________
Total # of hours/days/weeks contributed: _______________________________
Supervisor: __________________________________________________________
Rating scale:
1 = needs improvement
2 = fair
3 = good
4 = very good
5 = superior
N/A = not applicable
I. PROFESSIONALISM
_____ Understands purposes and goals of ET
_____ Understands and complies with confidentiality in client relationships
_____ Relates well with public
49

50. _____ Exhibits poise in handling difficult situations
_____ Exhibits sincere interest and enthusiasm towards clients and work
Comments:
______________________________________________________________
______________________________________________________________________
_
II. RESPONSIBILITY
_____ Reliable about schedule and time commitment
_____ Completes assignments in a timely fashion
_____ Pays attention to detail when necessary
_____ Willing to take on assignments
Comments:
______________________________________________________________
______________________________________________________________________
_
III. EFFECTIVENESS
_____ Welcomes opportunities to learn information or procedures that will make work
more effective
_____ Follows through on assignments
_____ Willing to ask questions when in doubt
_____ Uncovers and communicates all pertinent facts
Comments:
______________________________________________________________
______________________________________________________________________
_
50

51. Benefits to staff from working with this volunteer are:
______________________________________________________________________
_
______________________________________________________________________
_
______________________________________________________________________
_
Benefits to program from this volunteer's skills, experience and knowledge
are:
______________________________________________________________________
_
______________________________________________________________________
_
Additional Comments:
______________________________________________________________________
_
______________________________________________________________________
_
______________________________________________________________________
_
Signature of Supervisor:
____________________________________________________
Date:_______________________________________
51

52. Signature of Volunteer:
_____________________________________________________
Date Reviewed: _____________________________
Appendix 4
Environment Tobago Volunteer Evaluation Form
Completed by Volunteer
Name:_____________________________Position: ____________________________
Period of Evaluation: _____________________________________________________
Supervisor: ____________________________________________________________
52

53. Rating scale:
1 = needs improvement
2 = fair
3 = good
4 = very good
5 = superior
N/A = not applicable
I. ORIENTATION AND TRAINING
_____ The goals and purposes of ET were clearly explained
_____ The job description for your position was reviewed and procedures to be followed
were explained
_____ Training was effective and provided the tools needed to perform the assigned
tasks
Comments: _____________________________________________________________
______________________________________________________________________
_
II. SUPERVISION
_____ Coordinator was available to you when you had questions or needed information
_____ Coordinator's attitude was one of professional regard
_____ Lines of supervision were clear
Comments: _____________________________________________________________
______________________________________________________________________
_
Please respond to the following questions:
53

54. a) What other training or growth opportunities would you like to see offered?
______________________________________________________________________
_
______________________________________________________________________
_
b) What additional "tools" would make your work more effective and/or
pleasant?
______________________________________________________________________
_
______________________________________________________________________
_
c) What are some suggestions or goals you would offer for the ET program?
______________________________________________________________________
_
______________________________________________________________________
_
d) How could ET improve its volunteer - staff structure and/or relationships?
______________________________________________________________________
_
______________________________________________________________________
_
54

55. Additional
Comments:______________________________________________________
______________________________________________________________________
_
______________________________________________________________________
_
______________________________________________________________________
_
Signature of Volunteer: _________________________________________________
Date:_______________________________________
Signature of Supervisor: ________________________________________________
Date:________________________________
55

56. Appendix 5
Exit Interview Questions
The exit interview is given to volunteer interns who are leaving ET. It is voluntary and
allows the departing volunteer to offer feedback and suggestions that the organisation
may use to improve workplace practices and environment. Volunteers should complete
the form below.
Circle the most appropriate rating.
Rating scale: 1 Very Poor
2 Poor
3 Average
4 Good
5 Very Good.
Name: Reason for Leaving:
Position:
Program area:
Length of employment:
QUESTION RATING ADDITIONAL COMMENTS
Management
Did management comply, wherever
possible with:
1 2 3 4 5
• organisational policies and
procedures
• strategic and operational plans 1 2 3 4 5
• funding body accountability and 1 2 3 4 5
requirements
• community and/or client 1 2 3 4 5
expectations
Organisation
Did the organisation, wherever possible:
• provide a safe working environment 1 2 3 4 5
• provide resources and support to 1 2 3 4 5
56

57. enable you to carry out your daily
duties effectively
Did the organisation, wherever possible: 1 2 3 4 5
• show appreciation for your
efforts/contribution to the
organisation?
• make you feel like a valuable member
1 2 3 4 5
of the team?
Professional
Did the organisation provide
adequate:
• training opportunities for 1 2 3 4 5
professional development?
• encouragement to pursue to meet
1 2 3 4 5
professional goals?
a) What did you like most about volunteering here?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
____________
b) What did you like least?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
____________
c) Any further suggestions or recommendations for improving the working
conditions for volunteers?
______________________________________________________________________
______________________________________________________________________
________
d) Would you recommend volunteering at ET to your friends and family?
57

58. ______________________________________________________________________
____
e) Would you consider volunteering, either in the same or another position, at ET in the
future?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
____________
58