For Supervisors of Volunteers and other Program Participants:
Key Things You Need to Know about Working with Volunteers
On the volunteer opportunity description (outreach/recruitment info such as in www.volunteer.gov/gov), clearly and completely describe the service to be performed and carefully match the service type and tasks to the volunteer and his/her experience and capabilities. In certain circumstances, you may want to ask for references. Note on the outreach if/when background checks may be required.
All volunteers must be serving under a signed Volunteer Agreement. Once the agreement is signed, a volunteer is just like an employee as far as our responsibility to provide a safe work environment and appropriate training and supervision. The FS usually covers workers compensation and liability/tort unless provided by the volunteer group for its members. Be explicit about expectations, requirements and responsibilities, tasks, required training, schedule, locations, housing, vehicles, and reimbursements (not “pay” or a “stipend”) if any. Explicitly state the Personal Protective Equipment (PPE) requirements in the volunteer agreement (attach the appropriate Job Hazard Analysis), who is responsible for providing the PPE (FS or volunteer), and ensuring that equipment is maintained and fit for use. Include any additional equipment and who is responsible for that equipment, e.g. ATVs, stock trailers, etc. Ensure that at least one crew member has First Aid training. Ensure that a Job Hazard Analysis (JHA) has been done and is discussed with the volunteer(s). Tailgate sessions must be performed with each new project and/or volunteer.
A Forest Service line officer or their officially designated acting must sign all Volunteer Agreements.
Volunteers should know their own limitations. Decide upon and disclose special needs and how they will be addressed, such as, will the volunteer be responsible for their own EPI pens for bee allergies.
Provide adequate training and ensure that any and all necessary training certifications/qualifications/licensing have been met. Document these in the Volunteer Agreement. Ensure that adequate supervision will be provided.
Safety First! FS safety policy for volunteers is the same as for employees. If a task or project cannot be done safely, it should not be done. Consult your safety officer or the Health and Safety Code Handbook if you have questions or concerns.
Volunteers requiring computer or building access must be entered into the Non‐Employee Identity System (NEIS) database. Contact your Volunteer Coordinator for information on how to do this.
Know the volunteer’s work itinerary, including dates, times and location of projects, and whether or not they are serving alone. Ensure that volunteers have appropriate communication devices. Have clear procedures for communication (check in/check out) with field going volunteers. You must also clearly establish what to do and who to contact in case of emergency. This is especially true if volunteers are occasionally serving independently (without direct FS supervision).
Check in with your volunteers frequently, and remember to provide them with appropriate recognition. A simple “thank you” is appreciated; certificates and non‐monetary awards may also be given.
Reimbursements may be made for certain, limited, out‐of‐pocket expenses only, unless for official overnight travel. See FSM 1830, ASC Travel, and/or the Volunteer Coordinator’s Guide for more information.
Work with your unit Volunteer Coordinator. S/he can provide forms, advice, and assistance on all of the above.
Supervisor Checklist
_____ Clearly defined scope of service, expectations, requirements
_____ Volunteer recruitment ‐ match volunteers to service needed, assessing
capabilities, understanding expectations and limitations
_____Signed and dated volunteer agreement, including:
_____Current and applicable Job Hazard Analyses
_____Communication policy/plan
_____Emergency action plan
_____Training
_____Tracking of volunteer service hours and accomplishments
_____Recognition!