Volunteer Handbook

Canaveral National Seashore Volunteer Handbook

The National Park Service has always welcomed help from volunteers to help achieve its mission of preserving, protecting, and presenting the natural and cultural resources under our care. That need for volunteer assistance has never been greater than today. Many volunteer positions involve personal interaction with the public, while others take you into the field for direct, hands-on experience with the resources of the park. In this handbook, you will find information and resources to help answer questions and guide you in your volunteer service.

 

About the National Park Service

On August 25th, 1916, President Woodrow Wilson signed an Organic Act, establishing the National Park Service (NPS), a new federal bureau in the Department of the Interior. The NPS would be responsible for managing 35 existing national parks and monuments, as well as those yet to be established. The NPS Mission is stated in the Organic Act: “the Service thus established shall promote and regulate the use of the Federal areas known as national parks, monuments, and reservations…by such means and measures as conform to the fundamental purpose of the said parks, monuments and reservations, which purpose is to conserve the scenery and the natural and historic objects and the wild life therein and to provide for the enjoyment of the same in such manner and by such means as will leave them unimpaired for the enjoyment of future generations.” The National Park Service strives to meet this original mission, while filling new roles as well: guardian of diverse cultural and recreational resources; world leader in the parks and preservation community; environmental advocate; and pioneer in the drive to protect America’s open space. 

About Canaveral National Seashore

Purpose

Canaveral National Seashore preserves natural, ecological, cultural, and scientific resources; provides rare uncrowded visitor experiences; and protects exceptional habitats along 24 miles of undeveloped barrier island, mainland, and Mosquito Lagoon, on Florida’s Atlantic coastline.For additional information: Canaveral National Seashore Foundation Document (npshistory.com)

 

General Park Information
Canaveral National Seashore, which represents an excellent example of a relatively stable barrier beach backed by a productive lagoon system, comprises a barrier island ecosystem and contains nearly 58,000 acres of barrier island, open lagoon, coastal hammock, pine flatwoods, and offshore waters. It is located midway along Florida’s east central coast between New Smyrna Beach and the John F. Kennedy Space Center in southeast Volusia and northeast Brevard counties. On its eastern edge, the park boundary extends a half mile into the Atlantic Ocean.Park Resource Protection Policies and Rules   

View Laws & Policies at Canaveral National Seashore.

Volunteer-in-Parks Program Overview

Volunteering is an American tradition that has made an immeasurable contribution to communities, organizations, and individuals throughout the country. The Volunteers-In-Parks, or VIP, program, was created with the passage of the Volunteers in the Parks Act of 1969. Through the VIP program, the NPS works hand-in-hand with communities to engage people of all ages and backgrounds in meaningful and mutually beneficial volunteer opportunities. The parks select volunteers from the public without regard for race, creed, religion, age, sex (including gender identity or pregnancy), sexual orientation, national origin, or disability.

Who can volunteer?

Almost anyone can be a part of the VIP program! Anyone who performs work for the National Park Service for which he or she receives no pay from the NPS is considered a volunteer and part of the VIP program (if they’ve filled out the Volunteer Service Agreement 301a).  Reimbursement for out-of-pocket expenses is not considered pay. If someone is receiving pay, work credit, academic credit, or other types of compensation from sources other than the National Park Service, but is still not receiving pay from the park, then they are still considered VIPs. VIPs can be…

• US Residents
• Legal foreign visitors
• Foreign nationals holding a J-1 Visa
• Children under 18 with parent’s written agreement
• Individuals convicted of minor crimes who are participating in court approved probation without sentencing, work release, or alternative sentencing programs with Superintendent’s approval.

Volunteers are selected without regard to creed, religion, age, sex, sexual orientation, national origin, or disability. Volunteers must be physically able to perform the work they have volunteered to do. The Superintendent may request that a volunteer complete a Form 256 (self-identification of medical disability) or obtain a medical examination at government expense if there is a question regarding the volunteer’s ability to perform the assigned duties. Park Service employees may serve as VIPs if the service he or she performs as a volunteer is not the same type of work performed as an employee. For example, a secretary in the superintendent’s office can volunteer to give an interpretive program in the park on his or her own time as a VIP. Family members and relatives of Park Service employees may also serve as VIPs. The service representative signing their agreement for voluntary services may not be an immediate family member.

What can volunteers do?

Volunteers can perform work all over the park! Many levels and types of skills can be used. Almost any type of work can be performed if it is work that:

• Would not otherwise get done during a particular fiscal year because of funding or personnel limitations.

or

• Enables paid employees to accomplish work that would otherwise not get done during a particular fiscal year because of funding or personnel limitation.

and

• Does not result in the displacement of any paid employees.

There are some additional constraints that must be considered when assigning volunteers to work projects:

• A volunteer must never be required to perform any type of work for which he or she is not qualified, has not been adequately trained, does not feel comfortable doing, or does not willingly agree to. These warnings apply especially to medical and law enforcement activities.
• Volunteers who are assigned to operate machinery or equipment (such as a chain saw, power tools, and specialized equipment or vehicles) first must have demonstrated their proficiency in the operation of that equipment to the satisfaction of the responsible supervisor. Any applicable age restrictions relating to the operation of machinery or equipment must also be considered.
• Volunteers may assist in the visitor protection functions of the park, but they cannot be assigned duties that would place them in a life-threatening situation, even as an observer. Volunteers may not issue citation or carry firearms. 
• Volunteers must observe the same safety precautions and use the same safety equipment, as do paid employees. If the volunteer is placed in a position with occupational hazards, then personal protective equipment must be provided at no cost to the volunteer.
• Volunteers should not be assigned to hazardous work conditions that would qualify a paid employee for hazardous duty pay. Any assignment of volunteers to jobs considered to be hazardous for federal pay purposes must be evaluated on a case-by-case basis, considering the volunteer’s training and qualifications to perform such work. The supervisor can use a Job Hazard Analysis to judge whether the individual volunteer can do the job safely and efficiently.
• Volunteers serving in coordination with a non-profit partner organization must be full members of that organization and be working towards standards and tasks formally established by the administering NPS office.

Volunteer Rights and Protections   

Volunteers have the right to... 

• Receive the same fair personnel practices as paid staff.
• Have their time used effectively.
• Receive clear and non-conflicting and direction.
• Not undertake assignments they do not wish to do.
• Receive appropriate orientation, training, and supervision.
• Be assigned jobs that are worthwhile and challenging.
• Be made aware of the overall operation of the park.
• Have opportunities for growth.
• Be offered a variety of experiences.
• Receive regular, clear feedback on the quality and effectiveness of their work.
• Be recognized for their contributions.
• Have opportunity to provide input into the volunteer program.
• Be trusted with information needed to carry out their jobs effectively.
• Be assigned a direct supervisor.

Volunteers receive the same protection as Park Service employees under the Federal Employees Compensation Act (USC, Chapter 81) and the Federal Tort Claims Act (28 USC, 2671-2680) and are considered to be federal employees for those purposes only. These two acts provide the following protection:

• Federal Employees Compensation Act: Volunteer injuries, near-misses, exposures, and deaths must be reported in the Safety Management Information System (SMIS) by their park supervisor just as they would be for an NPS employee. However, a volunteer is not required to submit a workers’ compensation claim to the Office of Workers’ Compensation Programs (OWCP) if they would prefer to handle the injury through their private insurance. If they do opt to submit the claim, the VIP would go through the Employees’ Compensation Operations & Management Portal (ECOMP), and it will be handled by OWCP. OWCP may reject claims made by volunteers who were working outside the scope of their assigned duties (as outlined in their volunteer service agreement) at the time of the accident.
• Federal Tort Claims Act: This act provides a means whereby damages may be awarded as a result of claims against the National Park Service for injury or loss of property or personal injury or death caused by the negligent or wrongful act or omission of any employee of the NPS while acting within the scope of his or her office or employment under circumstances where the NPS, if a private person, would be liable for the claimant in accordance with the law of the place where the act or omission occurred. Since VIPs are considered employees for the purpose of this act, they are offered the protection of the Act for personal liability as long as they are within the scope of their assigned responsibilities.

For these reasons, it is imperative that volunteers be properly signed up and operating under written job descriptions that contain specific information on the type of work they are assigned to do. This is necessary in case questions arise about whether a volunteer was acting within his or her assigned responsibilities.

Volunteer Documentation 

The most important document for a volunteer to complete is the Volunteer Agreement form, or 301a. This form must be filled out before a volunteer can begin work. If the volunteer is under the age of 18, a parent or legal guardian must complete the Volunteer Agreement. Without this form, a volunteer will not be covered for any of the protections listed above. Volunteers must sign a separate agreement for each position they work and may have more than one on file during a given year. The Volunteer Agreement needs to be updated annually. The Volunteer Agreement also allows the volunteer to fully understand their assignment, before agreeing to the position. The volunteer should carefully read the position description included and be sure to understand their duties, responsibilities, and expectations. The position description, which will be attached to the Volunteer Agreement, must include the following:

• Detailed description of the job to be performed, including the duties and responsibilities.
• Required skills, experience, and other factors.
• Working conditions and physical demands.
• Time commitment; and
• Supervisor

Any questions concerning these aspects of the job should be clarified with the supervisor before the Volunteer Agreement is signed. This process will ensure that both the supervisor and the volunteer completely understand what is involved in that particular position before the volunteer begins work. Finally, the volunteer agreement tells the supervisor and the volunteer office who to contact in case of an emergency. The volunteer is responsible for advising the volunteer office of any changes or updates as they occur. In addition to the Volunteer Agreement, a volunteer may be required to complete a background check depending on the nature of their assignment. If this is necessary, the Volunteer Coordinator or supervisor will be sure to provide the volunteer with the appropriate forms.

Equal Employment Opportunity

If a volunteer would like to report discrimination, they should contact their park’s EEO counselor for assistance in resolving potential complaints. Volunteers will not have access to the employment discrimination complaint process established by the Equal Employment Opportunity Commission, but they are still protected against discrimination under the Rehabilitation Act of 1973 and Executive Order 13160. If a volunteer has spoken with an EEO counselor and would still like to file a formal complaint, they should contact the NPS’s EEO Program Manager in WASO to initiate such complaint.

Sexual Harassment Policy 

Volunteers are protected under the same NPS Sexual Harassment Policy as employees. Sexual harassment violates the law, and has a debilitating impact on employee (and volunteer) morale and productivity. Therefore, sexual harassment in the work environment cannot be tolerated. Sexual harassment is defined as deliberate or repeated unsolicited verbal comments, gestures, or physical contact of a sexual nature which are unwelcomed. Unwelcome sexual advances are unlawful whether verbal or physical in nature and constitute sexual harassment sexual harassment when:

• Submission to such conduct is made a term or condition of an individual’s employment.
• Submission to, or rejection of, such contact forms the basis of an employment decision affecting such an individual; or
• Such conduct has the purpose or effect of interfering with the work performance or creates an intimidating, hostile or offensive work environment.

Some of the most obvious forms of sexual harassment include touching, grabbing, lewd gestures, jokes with a sexual connotation, computer screen covers of a sexual nature and any behavior with sexual overtones which is intimidating or offensive to the recipient or one who observes such behavior or such displays. Those who believe they have been subjected to or have witnessed acts of sexual harassment to others, shall report such behavior to the appropriate manager, supervisor, or EEO counselor. Additionally, incidents of sexual harassment may be reported to the Department of the Interior Office for Equal Opportunity Sexual Harassment Hotline at 1-800-527-8987 or 202-208-0328.

Volunteer Responsibilities and Behavior   

Volunteers have the responsibility to... 

• Represent the National Park Service in a professional manner.
• Follow the park's policies and guidelines and understand its organizational structure.
• Seek and accept guidance and support needed to complete assignments.
• Work as a team with paid staff and respect mutual roles
• Do a quality, professional job.
• Respect access to information, facilities, and equipment, etc.
• Learn from and participate in training sessions and meetings.
• Provide note of absence
• Make a good-faith effort to resolve differences or problems.
• Care for park resources
• Work safely and smartly 
• Check-in and out with your supervisor before and after you volunteer.
• Report all on the job injuries, near misses, and property damage to your supervisor

Volunteers are expected to conduct themselves as a representative of the National Park Service in a manner that reflects favorably upon the volunteer and the Park Service. Any infractions of the law, Park rules, or conduct are not acceptable. In addition to Park laws, all state and federal laws must be followed in the Park. Speeding and reckless or careless driving are all violations and government vehicle accidents must be reported immediately. Employees and volunteers are not allowed to participate in protests or demonstrations, nor wear buttons, armbands, or other insignia denoting support of such events during the duty hours. Acceptability of such activities during non-duty hours depends upon its orderliness and conclusions about whether it conflicts with the operations of the National Park Service or Federal Government. As representatives of the Park, volunteers have an important job to interact with visitors in a positive, welcoming, and professional manner. Not all visitors interact with an employee or volunteer while they’re here, and you may be the only contact they have with a representative of the park. That is why it is important that volunteers and staff always put their best foot forward while interacting with visitors. To do this, always try to be friendly with all visitors, express sincere interest in the visitor you’re interacting with, treat each question as a new one, and put yourself in the visitor’s shoes. These tips will help you have impressive visitor interactions!

Volunteer Code of Conduct

Volunteers are representatives of the park service and are specifically prohibited from the following activities while providing volunteer service or wearing a volunteer uniform (not including meal breaks out of public view, in some cases):

• Consuming alcoholic beverages, gambling in any form, or sleeping
• Smoking or carrying cigars, pipes, cigarettes, or E-cigarettes in their mouths or chewing tobacco while in the public view.
• Engaging in partisan political activity
• Promoting any private business or religious faith or doctrine
• Engaging in any activity prohibited by law or NPS regulations.
• Soliciting funds and fundraising.

Use of Park Vehicles, Computers, and Building Access

Volunteers may use government vehicles when necessary for their assignment and only with the proper prior authorization. Volunteers who are authorized to operate government vehicles must provide a driver's license. Government vehicles are to be driven only on official business. Vehicle operators are required to wear seat belts at all times and shall operate the vehicle in a competent and safe manner adhering to the posted speed limits. Cell phone use is not permitted while operating a government vehicle. Whenever a vehicle is damaged because of misconduct or improper operation by an employee or volunteer, he or she shall be financially responsible. Employees or volunteers are required to notify their supervisor immediately when involved in an accident with a government vehicle. Only volunteers who have been through the proper background check process to receive a PIV card, keys, and codes will be allowed to use park computers or have unsupervised access to a restricted area. If your position requires access to computers or restricted areas, then your supervisor will work with you through the background check process.

Uniforms   

In-person, position-based volunteer opportunities require a uniform. The volunteer uniform designates that you are an official volunteer and representative for the National Park Service. The uniform is to be worn when officially volunteering and upon completion of a Volunteer Agreement. The uniform items consist of a t-shirt, ballcap, and nametag.

Appearance

• A uniform item with the volunteer logo should be visible while volunteering; this means wearing at least either the t-shirt or ballcap, or both at the same time.
• Name tags should be worn at all times while volunteering when conveniently possible; you may specify how you wish your name to appear.
• Shirt should not be stained or ripped.
• Wear appropriate footwear for the activity you will be performing.

Returns and Replacements

• If your uniform becomes stained or ripped, please return it for a replacement
• If you decide to stop volunteering or are terminated, you must return all uniform items to your volunteer supervisor

Timesheets and Reporting Hours   

Why it is important to report your hours worked?

Each year, the federal government allocates an annual budget that is used to pay for items needed to keep the VIP Program running. These include uniforms, field equipment, office supplies, recognition awards, special events, essential training, and volunteer enrichment. Each VIP is required to report service hours worked to their direct supervisor. At the end of each government fiscal year (10/1/year – 9/30/year), your direct supervisor reports your total hours worked to the Volunteer Program Manager. The Volunteer Program submits an Annual Activity and Expense Report to offices in Washington, DC. This report includes the number of VIPs and their hours served.  To keep our VIP Program running, we must account for all Volunteers and all service hours. Maintaining accurate, up-to-date records of VIP hours helps park managers evaluate how to effectively support and meet the needs of our Volunteers and their supervisors. In addition, reporting hours ties makes you part of the park’s Awards Recognition Program. The Volunteer Program Manager manages a database that accurately shows VIP hours earned.

Timesheet

A timesheet is available here or through your supervisor. Please submit your timesheet at the end of each month by turning it into your supervisor. 

Training Opportunities   

There may be opportunities for volunteers to seek further training with the Park. Volunteers will be notified of these opportunities as they arise. If a volunteer has an idea of a potential training opportunity, they should feel free to ask their supervisor about it. Additionally, the Eppley Institute (eppley.org) provides many free online training courses that a volunteer might find interesting and helpful. For certain positions, these trainings may be required. Check with your supervisor if you have questions.

Recognition   

Recognition is an important part of the volunteer program, and we look forward to showing our appreciation to our volunteers. Staying in Touch   Those who list their email address on their agreement form are automatically added to our list. Update you email address by contacting your volunteer supervisor.