Cincinnati Zoo &Botanical Garden Volunteer Educator Handbook

Cincinnati Zoo &Botanical Garden Volunteer Educator Handbook Page 1 Updated 2/15

Table of Contents Part 1 Introduction Cincinnati Zoo and Botanical Garden Mission Statement & the Education Department Vision Statement Your Role as a Volunteer Educator Part 2 Program Descriptions Wild Discover Programs Wild Discover Zones School Events School Field Trip Hosts School Program Leader Part 3 Requirements of the Volunteer Educator Wild Discover Programs Part 4 Volunteer Educator (VE) Program Leadership Overview Part 5 Role of the Zoo s Education Department Part 6 Role of the Day Leader Team Part 7 Role of Volunteer Educator Support and Liaison Teams Part 8 Recording Service Hours Page 2 Updated 2/15

Part 1 Introduction Creating adventure, conveying knowledge, conserving nature and serving community Cincinnati Zoo and Botanical Garden Mission Statement Welcome to the Cincinnati Zoo s Volunteer Educator Program! This handbook is designed to help you get to know the roles of a Volunteer Educator, possible future opportunities for you to explore and includes detailed descriptions of the volunteer programs and organizational structure. Volunteers receive many special privileges including educational opportunities, social events with other volunteers, discounts at our restaurants and gift shops, and the bi-monthly newsletter specifically for volunteers. There are volunteer opportunities in many areas of the Zoo, including: Horticulture, Special Events, Clerical Work, Craft Making or working with CREW, our research facility. Volunteers are invited to work in any venue they prefer. Your Role as a Volunteer Educator As a Volunteer Educator you will: Gain the skills, training, and support needed for designated service area(s). Have access to continuing education program opportunities. Interact with the public as a valued environmental educator for one of the top Zoos in the nation. Receive invitations to special Zoo events and annual volunteer functions. Develop skills, make new friends, and learn about endangered species and conservation. Make a difference and give to the community while having fun! Your role is to assist the Education Department in providing quality experiences, programs and events that support the mission of the Zoo, and the vision of the Education Department. Through developing personal connections with nature and environmental literacy in our visitors, we create community, a sense of wonder, knowledge, and conservation action. Cincinnati Zoo &Botanical Garden Education Vision Statement Page 3 Updated 2/15

As a Volunteer Educator Where Do I Begin? You will begin by participating in 6 weeks of Volunteer Educator training sessions with Zoo staff, which will introduce you to the Cincinnati Zoo, help build your knowledge about the important animals and initiatives at the Zoo, and help you develop your skills as interpreters and educators. After training sessions are completed, each Volunteer Educator (VE) begins with our Wild Discover Program, where you staff our Wild Discover Zones. These educational opportunities take place April-October every day of the week Our goal is to have our guest s zoo experience leave them with: Wow - this is a really interesting animal! Respect - a feeling of respect and empathy for the animals on a personal level. Conservation Acton - empowering the guest to take conservation actions on their own or in their community to conserve wildlife and wild places. Part 2 Program Descriptions Wild Discover Program Wild Discover Zones Wild Discover Zones are located at key Zoo exhibits where the addition of an engaging Volunteer Educator enhances the guest s experience. Each zone is usually equipped with a cart that serves as a portable classroom on wheels. Each cart contains interpretive materials for zone activities and supporting information that we use to educationally interact with guests during their visit to the exhibit. School Events School Events are special opportunities for visiting schools to explore specific, standards-based topics to enhance their field trip. These activities are season-specific and are created on an as-needed basis. Volunteers often assist in staffing and facilitating these activities. These activities may change, however, depending on the needs of our school audiences each year. School programs must change as our schools and teachers are asked to meet new standards and goals established by their schools, districts, and states. School Field Trip Hosts Occasionally, the education department will request volunteers to be School Field Trip Hosts. This is open to all volunteer educators who want to provide an enthusiastic and positive entrance into the Zoo from the Safari Parking Lot. These hosts will board buses to distribute information, seek out and greet lead teachers, provide directions to other points in the Zoo, answer questions/concerns teachers have, and provide maps if needed. Hosts are recruited based on programmatic need each year. School Program Leader Thousands of school students visit the Zoo each year to learn and have fun in our living classroom! Part of their experience can include a Close Encounter animal demonstration in our Education Center, Page 4 Updated 2/15

where they can meet animals such as exotic snakes and lizards, colorful birds and small mammals. Experienced volunteers are trained by Zoo staff in animal handling skills and curriculum content that is based on state standards and grade oriented. These opportunities are recruited for on a case by case basis as needed Part 3 Requirements of the Volunteer Educator Basic Requirements for a Volunteer Educator New Volunteer Educators must successfully complete all dates of Volunteer Educator Training (VET) The time frame for staffing interpretive areas varies according to the season and patron attendance patterns. Additional hours may be offered to Volunteer Educators for service at specific programs, seasonal service, special events and school events. A year of service is divided into three Sessions: 1st Session: January, February, March, April 2nd Session: May, June, July, August 3rd Session: September, October, November, December Hourly requirements exist for each Session, see below for details. If for any reason you cannot fulfill the requirements, please contact the coordinators for your area. They will work to accommodate your needs. An individual s volunteer educator active status will be assessed at the end of each calendar year based on logged hours per quarter and other attendance requirements defined under the appropriate program(s). Those who have not met the minimum requirements will be notified; personal and extenuating circumstances will be taken into consideration. To be reinstated as an active volunteer educator, additional training may be necessary and will be evaluated on a case-by-case basis. Wild Discover Program Requirements Complete a minimum of 52 hours per year of training and staffing Wild Discover Zones, with a combination of both AM and PM shifts. 1st Session: January, February, March, and April: 22 hours (12 hours are a combination of online and at the Zoo refresher training). 2nd Session: May, June, July, August: 20 hours staffing Wild Discover Zones 3 rd Session: September, October: 10 hours staffing Wild Discover Zones * If for any reason you cannot fulfill the requirements, please contact the Education Department Staff. They will work to accommodate your needs. Attend yearly refresher courses and/or additional trainings as required. Adhere to the CZBG Policies and Mission. Be physically able to travel across the zoo grounds and staff a Wild Discover Zone for a full shift in various weather conditions. Communicate regularly with Day Leaders to schedule available shifts. Have access to a valid email account that is checked regularly. Day leaders will communicate by phone with those without email, but it is strongly encouraged you have one. Page 5 Updated 2/15

Provide and update current contact information to online database. Present a professional appearance when on duty (good grooming, wearing uniform shirt, ID badge, and khaki, brown or black bottoms in good condition). Upon resignation from the program, notify Day Leader in writing (email will suffice). Part 4 Volunteer Educator (VE) Program Leadership Overview The Volunteer Education Program Leadership includes the following Education Department Staff and Day Leader Team): CZBG Education Department Staff Representatives The Education Department staff develops and oversees education programs related to Volunteer Educator activities. Volunteer Education Program Manager (Wild Discover Zones, Day Leaders) AmeriCorps Assistant School Coordinator (Wild Discover Zones, School Program Leaders, School Events) Day Leaders (Appointed by Education Department): Wild Discover Zone Daily Program Managers Day Leader Team Members at large (7+ representatives Monday-Sunday). Volunteer Services Office Assists and supports the management, organization and record keeping of the Volunteer Educator Program. The VSO is the main contact for all volunteers on human resource-related issues and all operational procedures (badges, uniforms, parking, etc) and social events. Volunteer Calendar Committee Responsible for organizing Continuing Education classes for all CZBG volunteer and paid staff. Volunteer Social Committee Responsible for organizing and executing volunteer educator social events Part 5 Role of the Zoo s Education Department *Note: Education and Volunteer Service staff reserves the right to change and make updates to the volunteer educator program and/or leadership at any time if determined changes better fit the mission of both the Education Department and the Cincinnati Zoo. Volunteer Education Program Manager (VEPM) - Education Department Staff Position Provide timely communication for Volunteer Educators on all programs related to general zoo visitors. Schedule and plan quarterly meetings to aid, assist, and advise Day Leader Team members on items under consideration and to provide information and perspective of the Education Department Page 6 Updated 2/15

Coordinate with VSO to recruit new volunteers, review applications, conduct interviews, and provide Volunteer Educator Training (VET) for all new Volunteer Educators. Coordinate and conduct refresher training related to general zoo visitor programs for existing Volunteer Educators. Review and revise materials used by Volunteer Educators. Attend or appoint other education/vso staff to lead daily Roll Calls. Conduct an annual evaluation of the Volunteer Educator Program and make revisions based on volunteer feedback and the priorities of the Cincinnati Zoo & Botanical Garden Education Department. Cooperate with the Volunteer Services Office in all areas that affect education-related activities. AmeriCorps Assistant School Coordinator (ASC - Education Department Staff Position) Serve as point of contact for School Program Leaders. Assist in VET and Refresher Trainings as needed. Review and revise curricula used by School Program Leaders. Coordinate evaluations of School Program Leaders. Attend or appoint other education/vso staff to lead daily Roll Calls. Volunteer Services Office (VSO - Education Department Staff Positions) Keep up-to-date files on Volunteer Educators. Keep records of service hours. Assist with coordinating functions for recognizing all volunteers, specifically a recognition program for hours. Develop and lead an effective Volunteer Educator recruitment plan in cooperation with education department staff. Serve as a staff liaison for various Volunteer Educator groups and social activities, calling together ad hoc committees as necessary Provide uniform ordering procedures. Keep Volunteer Educators informed about relevant operational procedures (parking, ID badges, etc.) Provide supplies to those coordinating volunteer educator social events. Interact with the Education Department Staff on matters of common concern. Provide Volunteer Educators with guidelines for their CZBG activities and Volunteer Handbook. Part 6 Role of the Day Leader Team All Day Leaders are members of the Day Leader Team. Meet quarterly to exchange information and strategies, evaluate and review the VE program and needs, and plan for upcoming events. A member of the Day Leader Team will act as a facilitator of the meeting. Minutes of these meetings will be recorded by a Day Leader on a rotating basis and distributed to Day Leaders, the Volunteer Education Program Manager, and VSO staff. Facilitate the efficiency, content, and quality of the exchange of information between Education staff, VSO, and Volunteer Educators. Encourage volunteer participation on committees that serve the volunteer program. Additional committees may be convened by the Day Leader Team, Education staff, or VSO, as needed. Page 7 Updated 2/15

Coordinate the integration and informal mentoring of new Volunteer Educators. Submit an article reporting on VE activities for the Volunteer Educator section of the bi-monthly Volunteer Newsletter. This article will be written by a Day Leader, assigned on a rotating basis, or by a member of their day. Select one member of the Day Leader Team to serve as the CZBG delegate at the annual AZADV conference. VE Day Leaders (Day Leader Team Members At Large) Review contact information for their day s active volunteers and report any changes to the VSO. Ensure that all eligible volunteers complete the annual Zone refresher training and attend the required lectures. Integrate new volunteers with experienced volunteers through informal mentoring. Create monthly schedules based on volunteer availability, assign Wild Discover Zone locations, and track volunteer assignments. Assist with reviewing/stocking inventory of all Wild Discover Zone supplies and reporting issues to Volunteer Education Program Manager (VEPM) If not needed at a Zone, make rounds each shift to provide assistance, evaluate, and/or model best practices as needed. Act as liaison and frequently exchange information between volunteer educators, Day Leader Team, Education Department, and Volunteer Services Office Attend and give reports at quarterly Day Leader Team meetings (or send alternate if unable to attend). Notify the Education Staff and Volunteer Service Office when volunteers communicate their resignation from a program. Upon Day Leader resignation, submit a letter of intent to the VEPM. NOTE 1: All Day Leader positions do not expire unless they resign or are removed from position by education staff. NOTE 2: In event of a Day Leader resignation/removal, VEPM will advertise position, take applications and appoint a new Day Leader. Eligibility Requirements of Volunteer Educator Day Leaders Submit an application to the Education Department. Be an existing volunteer educator for at least 1 full year. Log a minimum of 20 hours per session (60 hours per year), which are not in addition to the 15 standard hours required. Exhibit strong organizational and communication skills. Communicate frequently and timely by email and phone. Model a genuine positive attitude and flexibility to change. Attend additional trainings as required. Page 8 Updated 2/15

Part 7 Role of Volunteer Educator Committee and Liaison Teams Volunteer Educator Committees All committee members will sign up and be approved on a yearly basis at Volunteer Educator Refresher Training Requirements to sit on a committee include being an active Volunteer Educator for one full year. Committee Heads will be elected by the committee members and approved by Education Staff. All Committee Heads will coordinate with the Day Leader Team, Education Department, and VSO on their Committee work. Committee heads will report to the Day Leader Team prior to a quarterly meeting with updates and/or recommendations concerning their committee work. The Committee Heads may be asked to attend the quarterly meeting if necessary. Calendar Committee Prepares a calendar that schedules and coordinates dates for volunteer meetings, functions, and events to be approved by VSO and distributed at yearly Holiday Potluck Contacts approved speakers and/or groups to arrange and finalize dates/topics chosen and program needs Contacts Education staff member to arrange for Frisch s Theater set-up. Confirmation letters will be sent to all speakers once the calendar is set, and a reminder email will be sent to the speaker and to the VEPM approximately 2 weeks before each program. VSO will distribute the prepared calendar to all volunteers and all departments within the zoo. Continuing Education presentations will be hosted by assigned volunteer day (Monday volunteers, Tuesday volunteers, etc.). Hosting duties include greeters, gate opener for cars, speaker introductions title only, and other miscellaneous tasks as needed. Day Leaders will be in charge of assigning these duties. Day Leaders will choose which CEs for the coming year that they will host either at the last quarterly meeting of the year or at the Holiday Potluck. Speakers will present their own Bio information. One Calendar Committee member will be assigned to each program as a contact person for the Day Leader, if needed. All Audio-Visual needs are to be coordinated between the speaker and IT department directly. A thank you note to the speaker will be sent by the Calendar committee after the program. Reports directly to VSO Staff. Social Committee Plans, sets up, and decorates for the Keepers Lunch in February and 3 Volunteer Educator potlucks scheduled for May, September, and December. Maintains an inventory of supplies needed for events and requests additional supplies from the VSO in a timely manner. Collects and holds funds from volunteers as needed for expenses of volunteer events. Attends promptly to the correspondence of the VE organization including get well, thank you, and sympathy cards. Reports Committee activity to Day Leader Team. Gets approval from Day Leader Team for expenses. Facilitates Hat/Mitten collection drive. Reports directly to VSO Staff. Page 9 Updated 2/15

Part 8 Recording Service Hours Note about Hours: Make sure to only record the time your shift starts to the time it ends. Arrival time, travel time, and break time are not included in these hours. 1. Log in to your account by going to http://www.myvolunteerpage.com and enter your username and password. This will take you to your Home page where you can read any announcements. To log hours, click on the Hours Log tab. 2. Click on the blue arrow for the drop down menu and select the appropriate task. Your task list is individually customized for you. If you need to log hours to a task that does not appear in the list, please contact the VSO. 3. The default date in the Date volunteered is always the current date. If you are entering hours for a different date, simply lick in the box for Date volunteered and a calendar will appear. Click on the date and it will populate into the field. 4. Enter your Hours (whole numbers only, no decimals) and Minutes (15, 30, or 45), then click Save. Page 10 Updated 2/15