Instructions for Completion of OF 301a Volunteer Services Agreement

Instructions for Completion of OF 301a Volunteer Services Agreement

for Natural Resource Agencies

USE OF-301a FOR INDIVIDUAL AND SPONSORED/GROUP AGREEMENTS

BLANK FIELDS WILL EXPAND AS YOU TYPE (NOT ON THE .PDF FORMS)

**DOUBLE-CLICK ON CHECKBOXES TO CHECK/UNCHECK THEM**

SEPARATE SHEETS MAY BE ATTACHED AS NEEDED

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Site Name/Project Leader: Forest Service unit name, name of FS project manager or other staffer who will be supervising the volunteers and/or the project. Example: Lincoln NF, Smokey Bear Ranger District, Jane Bear

Agency: Volunteer Agreement Number. XX-XX-XXXXXXXX-XXXX 16 digits as follows:

Two numbers designating the fiscal year.

Two characters designating the agreement type. Use “VI” for individual volunteer agreement and “VS” for sponsored group volunteer agreement.

Eight numbers to identify the Forest Service issuing unit. The 11 is the USDA number and does not change. The next six numbers are the standard office identification numbers used on all grants and agreements: Region/Station, Forest/Lab/Program Area, District. The final four digits, after the dash, are sequential numbers for each agreement on the unit, beginning with 0001.

Example: a 2011 individual volunteer agreement for Region 4, Ashley NF, Flaming Gorge RD would be:

11-VI-11040101-0001

Type your 16-digit Agreement Number here, then copy and paste into the Agency block on the form:

Reimbursement, if any: Enter “NONE” if no reimbursements. On the .pdf version this field will not expand; use block 18 or a separate sheet if more space is needed.

Specify reimbursements for local (commuting area) or non-local volunteers (from outside commuting area), according to FSM 1833.5. Current mileage rates for FY 11: 14 cents/mile for commuting, 51 cents/mile for official mileage. Include information on housing provided, if any. See additional information/links on http://fsweb.wo.fs.fed.us/rhwr/yvh/volunteer-resources.shtml and http://fsweb.asc.fs.fed.us/bfm/programs/financial-operations/payments/miscellaneous/

Example 1 Campground Host: Commuting mileage 14 cents/mile. Official mileage 51 cents/mile. Housing provided (RV space) in Mountaintop Campground. Propane for heating/cooking.

Example 2 Trail Project spike camp: Travel status 6/12/2011 – 6/18/2011. Field per diem $23.00 per day. No lodging.

Example 3 Invitational Travel: Travel status 4/2/2011 – 4/4/2011. Full per diem and lodging via GovTrip.

Name of Volunteer/Group Leader: Name of individual volunteer or volunteer group, including name of group leader/liaison. Example: Back Country Horsemen White River Chapter, Joe Cartwright

FOR GROUPS: Attach a separate sheet that lists the names of all volunteers participating on each project. Group liaisons are responsible for obtaining parental consent for volunteers under 18, for assuring visa requirements are met for non-citizens, and medical condition information is gathered.

Age: If individual volunteer. Used to determine whether parent/guardian consent is required; compliance with child labor laws; reporting. To put an X in the appropriate box, double-click on the box, choose “Checked”, then “OK”.

US Citizen: Yes if US citizen or Permanent Resident; No if citizen of another country. If any group members are internationals, check No and insure that the organization is operating in compliance with 9 FAM 41.31. See http://www.state.gov/documents/organization/87206.pdf

Visa Type: Enter type of visa under which the volunteer is in the United States. Only certain visa types allow non-citizens to volunteer for the Forest Service: J-1, sometimes B-1, approved in advance by WO International Programs.

Street Address: For campground hosts who live in their RV fulltime, copy and paste this statement:

For tax purposes, does the Internal Revenue Service consider your recreation vehicle (RV) to be your home? Yes No

Volunteers under age 18: Consent of parent or legal guardian is required. Provide contact information.

Emergency Contact Name, Contact information: Name and contact information of person who can be contacted regarding the volunteer in case of an emergency.

Description of service to be performed: INCLUDE (attach separate sheet if needed):

· Detailed description of duties.

· Locations of project/duties.

· Date(s) of service at each location/project.

· Training required/provided. Example: All volunteers attend Training Weekend, May 5-6, 2011, Camp Sherman.

· Tools, equipment and Personal Protective Equipment needed/provided if not listed in the JHA. Example: Volunteers must wear boots; FS supplies tools.

· Responsibility for stock, volunteer’s equipment used. Example: Personal riding stock, pack stock, and tack used at volunteer’s discretion; not covered by this Agreement.

· Attach all appropriate Job Hazard Analyses (JHA). These can be found at http://fsweb.r1.fs.fed.us/safetyhealth/jha.htm

Government vehicle required? Will the volunteer be provided with a government-owned vehicle? Yes or no. Double-click to check the appropriate box.

Personal vehicle to be used? Is the FS requesting the volunteer to use their POV for official business? Yes or no. Double-click to check the appropriate box.

Valid State driver’s license: Required to drive a Forest Service vehicle, per FSM 7109.19_61.1. Double-click to check the appropriate box.

International driver’s license: Not valid to drive a Forest Service vehicle, per FSM 7109.19_61.1. Double-click to check the appropriate box.

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Checkboxes for medical conditions. For groups, liaison should gather and provide this information separately. Double-click to check the appropriate box.

Name of agency official: Printed name of volunteer’s/group’s Forest Service supervisor.

Signature of Volunteer: Full signature of individual volunteer, or Group leader’s/designated liaison’s signature for Sponsored/Group agreements.

Signature of Government Representative: Forest Service Line Officer or their officially designated acting. WO Directors, Regional Foresters and Deputies, Research Station Directors, Forest Supervisors, District Rangers, Research Lab Managers, Research Program Managers. Official designation of another staff must be done by letter. Include the signatory’s title.

Volunteer requests formal evaluation: Yes or no. Double-click to check the appropriate box.

Evaluation completed: Enter date.

Agreement terminated on: Enter date.

Signature of Government Representative: Line officer signature preferred but not required.

PROVIDE A COPY OF THE COMPLETED AGREEMENT TO YOUR UNIT VOLUNTEER COORDINATOR AND ONE TO THE VOLUNTEER OR VOLUNTEER GROUP LEADER. THE VOLUNTEER SUPERVISOR SHOULD KEEP THE ORIGINAL.