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Volunteer Coordination


Manual

Introduction

Welcome to the wonderful world of volunteer coordinating. This job can be very taxing but is also very rewarding. As a heads up you should be aware that this job (especially for spring coordinating) does take up a lot of time. So be sure to give yourself and others a heads up.

Now that I have probably completely scared you off you should know that this job is also very rewarding. You get to know a lot of wonderful people who really care about Star.



Spring/Open-Up Volunteer Coordinating



Early February

Meet with the Director of Human Resources to update the volunteer application and set timeline for Spring Volunteer recruitment.

Late February



Director of Operations and Maintenance (DOM) regarding what projects are intended for the volunteers for the open up season. This way you can customize the volunteer sign up sheet. If there isn’t going to be any roofing or painting (other than the Boynton’s) then there is no reason to have them on the sign up sheet.



First Week of March



Generate a list of all of the volunteers from NED. Send out volunteer letter and sign up sheet either electronically or snail mail. Set the post mark date on the Sign up sheet to the first Friday of April.



March



Once all of the letters and sign up sheets have been sent out create a spreadsheet for incoming volunteer forms. Use one field for every question on the form. (I would exclude their address but phone numbers and email are helpful.) Create a work sheet for each weekend and one for week day volunteers. (The fields that I used were Assignment, Name, Weekend Rank, Maximum weekends, and highest ranked areas) (it is always a good idea to make first and last names different columns it makes it easier if you need to sort your spreadsheets)

April



Talk to Assistant Conference Center Director (ACCD) and DOM about all of the areas that they supervise during open up and how many people they would like for each of the areas for each of the weekends. (You will probably get more concrete information from the ACCD.) Add those numbers to your spread sheets so you can reference (I also found it helpful to make the different job areas different colors.)

Once you start receiving applications back you can start to enter them into the spread sheet. For people that fill out the office volunteering portion of the application please enter them into the Local Volunteer Database. It is located G:\Volunteers\Office Volunteers. If someone fills out only the office volunteering section of the form then enter them into the database and send the volunteer form to Kate Brady.



When you are placing people just keep in mind that it is not recommended to put people on carpentry that do not have a 3 in experience. If someone is interested in volunteering with maintenance, waist water or RO’s, check with the senior staff member in charge of that area before assigning them.

Send out a volunteer acceptance letter/email to everyone telling them the weekend(s) that we would like to have them come out. This should be done during the second to last week in April. This way people have enough time to get back to you if they are no longer available, and you can fill their spot with someone else. In this letter/email you should also include a blank SORI form for them to fill out. The return date for the SORI form should be one week prior to their volunteer date. It is a good idea to check the SORI forms as they come in (see below SORI checking). Be sure to keep track of who has turned them in and which ones you have checked.

Talk with Logistics Coordinator about weekend boats. The first and last weekends usually, only have 1 boat on Friday and 1 boat on Sunday. Memorial Day weekend usually has 2 boats on Friday, 1 boat on Saturday, 1 boat on Sunday, and 2 boats on Monday. All other weekends usually have 2 boats on Friday and 2 boats on Sunday. It really all depends on the number of people volunteering and what boat is being used.



May/June



One week prior to each volunteer weekend send out the Volunteer Weekend Cover letter. This has the volunteer weekend date, their volunteer assignment, boat times, where to park, what to bring, food information, facilities/bathroom information and SORI reminder, and. You should also include the directions to Rye Harbor.

As your receive boat time requests enter them into a boat list.

On Thursday’s prior to the volunteer weekend you should send out a list of all of the volunteers for that weekend and the boat list. The volunteer list should include their: name, contact numbers, project area, and room requests. This email should go to the ACCD, DOM, Buildings Manager, and Boat Captain.



June



Immediately following the last volunteer weekend ask Vicky to write a thank you letter for all of the open-up volunteers. Once you have printed them all out send them out to the island for those who worked with the volunteers to write little personal thank you’s on them. This is a really nice touch that we have been doing for several years. It really lets the volunteers know how much you appreciate all of the work they have done.



Extra Open-Up Volunteer Hints



I found it very helpful once the initial letter was sent out to use email for everything else (for those who had email anyway.) You can do an email mail merge in Microsoft Excel. If you do decide to do emails then make sure that they are 12pt font.



For the 2009 open up season I just used the same letters from the year before. Just don’t forget to update them. (Contact names number and email addresses, dates etc) Be sure to read through them thoroughly so there isn’t any misinformation.



I used several different spread sheets along the way. I think that I got a bit out of control so take what you will. They are as follows:

· 2009 Spring Volunteer Database-This is where I initially entered every single volunteer application that came in. It is the one with all of the fields that are on the Volunteer Sign-Up Sheet

· I added to the document above a new spread sheet (tab) for every open up weekend. This is where I put everyone who said that they were in any way available for that weekend. I went through and assigned those who put that weekend as a 1 first 2 second and so on. Their choice totally depends on the amount of weekends they are available there are some people that come out every single weekend.



At the beginning of the volunteer season here are some things that the on island folks should be reminded of.

· Have someone at Rye Harbor one hour before the first boat leaves to do check in and parking. (Leo from Rye Harbor should be there to help)

· Talk to the ACCD about doing volunteer evaluations

Conference Season Volunteer Coordinating



Introduction:

We are grateful for the many people who are interested in working on Star Island at some point during the conference season (mid-June to mid-September). In addition to traditional volunteer help, we have established some more formal volunteer programs for the gardening/weeding, the Rutledge Marine Lab, and the Vaughn Cottage Museum, not to mention the ISA Gift Shop and Bookstore volunteer program (which has been operating for many years). The on-island volunteer coordinator will only be responsible for those who wish to volunteer outside of these specific areas.

Because of our limited capacity on the island, balancing housing and other space-related issues between conferees, conference guests, Pelicans, Pelican guests, volunteers, and others is an essential task. We expect to have as many as 4-6 volunteers at any given time, so careful planning and clear expectations are essential.

Important things to know:

· All conference season volunteers need to be approved by the on-island volunteer coordinator.

  • Approved volunteers receive free room & board in exchange for their volunteer service. Meals are to be eaten with the staff in Pelican Hall, not with the conference. Rooms are typically singles, but volunteers might need to share a room with other volunteers. The Star Island Corporation will make every effort to accommodate any special rooming needs, but only after all conference special rooming needs are addressed.
  • The volunteer work day is approximately seven hours, and volunteers do not get days off unless they are volunteering for an extended period of time (typically more than one week).
  • Approved volunteers receive free boat transport to and from the island, so long as they come and leave on the specific boats scheduled by Star Island Corporation staff. If volunteers choose to arrive late and/or leave early, it’s possible that they will have to pay for their transport.
  • Subject to availability, approved volunteers might receive free parking. This must be arranged in advance, and limited parking availability will dictate that we will not have an available parking space for some volunteers. Volunteers are encouraged to rideshare or take alternate means of transportation to and from the mainland dock in Portsmouth. Be sure to clarify parking policies at the beginning of the year, as you will get many questions about this. -Shawn
  • Volunteers are permitted in staff areas and at staff events. Like staff, volunteers are not permitted in conferee areas and at conferee events unless specifically invited by the conference. Events attended must not be during scheduled work hours.
  • Volunteers must check in at the front desk upon arrival, and are required to fill out a “Non Compensated Employee Letter of Agreement” in our volunteer log. They may also have to fill out a SORI form if they have not done so. I kept these forms in my office in 2010, it made it a lot easier for me and the volunteers to not have to bother the Front Desk every time a volunteer needed to check in. –Jason K
  • There is a “Better Living” packet in their rooms. This informational packet will identify all of the rules and guidelines volunteers must follow during their time on the island. (Were these kept in their rooms this summer?) No idea – Jason Not in 2011 either -Shawn
  • Star Island Corporation’s worker’s compensation insurance does not cover any volunteers, and all volunteers who work on Star Island do so at their own risk
  • The Star Island Corporation is performing background checks on all of its volunteers and employees. The information will be used, in part, to determine suitability for a volunteer position. Volunteers who are unable or choose not to provide the required information cannot be considered for a volunteer position with Star Island. Information obtained through a background check of any kind will be kept confidential. A “SORI” form must be signed by every volunteer and returned to the Star Island office as soon as possible.

Approving Volunteers:

All conference season volunteers need to be approved by the on-island volunteer coordinator. The volunteer coordinator will most likely be contacted through email or through volunteer applications sent by the Star Island office in Portsmouth.

Contact Supervisor: Once the coordinator has a name and specific dates from the person of interest, he/she will need to email specific supervisors that may need extra help. This will depend on the volunteer and if they show interest in any specific area. Most volunteers are open to doing anything and so it will help to know what crews can always use a hand.

Contact the Island registrar: Once a supervisor has shown interest in the volunteer’s help, the volunteer coordinator must contact the island registrar to reserve a room. Be specific about dates so the island registrar can manage things smoothly. There may be times that there are no available rooms for volunteers, and they may have to find a Pelican to live with. If this is the case, still inform the island registrar because he/she needs to keep track of the total number of people on island at any given time.

Contact the front desk: Once a supervisor and the island registrar approve the volunteer, contact the front desk to get the volunteer on a boat list. Be very familiar with the boat schedule so that the volunteer is able to choose what time works best for them. I had access to NED in 2010. I could add volunteers to the boatlists myself. –Jason K

Send Confirmation Email: Be sure to send the volunteer a confirmation email before they come to Star so that know exactly what they are doing once they reach the island. It would be helpful to create this as a form letter to send to all volunteers. -Shawn

Remind Supervisor: Depending on when a volunteer is coming out, the coordinator may need to remind a supervisor that they are getting extra help. Some volunteers contact the coordinator a month in advance, and so it helps the supervisor that the volunteer is working with to be reminded just prior to their arrival so that they can plan accordingly.

Meeting Volunteers:

On the day of a volunteer’s arrival, meet the boat, walk them to the front desk, and help them sign in and get their room assignment. Give them a short spiel about fire and water on the island so that they are familiar with the rules and anything that has changed since they were last on island. If they are new to Star, show them around, let them know when meals are, and introduce them to the supervisor they will be working with. Reiterate that they are supposed to stay in staff areas and not participate in conference events, especially if the volunteer is a former conferee.






Volunteer Evaluations



Volunteer evaluations are very important but tend to be forgotten. Evaluations are the best way to look back and see where volunteers were good or where they had problems. It is very helpful when deciding where to put them.

For instance is someone always wants to do landscaping but always ends up breaking equipment or not physically being able to do it it is good to know that ahead of time so you can put them on another crew.

I found it most useful to collect evaluations for volunteers who were really awful, or who were really exceptional, especially if the volunteer indicated interest in applying to be a Pelican. -Shawn



Open-Up



It is a good idea to have an evaluation after each volunteer weekend. The ACCD can decide how they would like to do the evaluations.



Conference Season

There is a form that was made this year (2009) that is attached below. Send this form out to all the supervisors at the beginning of the season so that they have access to it throughout the summer. Encourage supervisors to fill them out for every volunteer that they work with. The coordinator may need to keep reminding them during the summer so they don’t forget.



Volunteer' evaluating is something that I think could use some work. I think that it would be nice to have a uniformed way of doing it. I think the form needs to be much shorter and simple, like the open-up evaluation, which is just a simple 1 to 4 ranking system and room for comments. This would be more helpful and I think supervisors would be more likely to actually evaluate their volunteers. -Shawn

Also, I think that we should so some volunteer feedback. How the over all experience was, what went well, what we could do better. This could even be sent out with their thank you letters.

SORI Checking



Once you star receiving SORI forms you should check them, below is the website.

http://www.nsopw.gov

In my experience we have never had a problem with any of the SORI’s. If there are any problems talk to the Human Resources Director.

Volunteer Thank You Letters



Be sure to send out thank you letters with in 1 week after the volunteering has ended. For the Open Up weekends you can send them all out at once about a week after the last volunteer weekend.





More Specific to the On-Island Volunteer Coordinator

This is a fantastic job that allows you to meet a lot of really fascinating people who really care about Star Island, but if you aren’t prepared for it, it can drive you absolutely crazy. There isn’t a lot of specific assistance for the On-Island Volunteer Coordinator in this document, so I am adding this section now, August 2011, to assist future On-Island Volunteer Coordinators.

-Shawn Roggenkamp

How a Citizen Becomes a Volunteer:



Step 1: First Contact

Most often this is through email. I found it most useful to only use email for contact with volunteers. Sometimes they would call and leave messages with the front desk, but I still tried to always respond with email. It keeps a record of the entire conversation you have had with a potential volunteer and allows you to organize all contact.

Pelicans will come up to you often and tell you that their friends want to come volunteer. Tell them to have their friends email you. In 2011 I had the office create business cards with my email address to hand out to Pelicans who asked in person.

In the past there has been an online survey that potential volunteers can fill out to indicate their interest. This is silly. It is so much easier for them to just email you. In 2011 I talked them into eliminating this part of the website. There is still a guide to becoming a volunteer and a list of potential volunteer positions.

Volunteers will usually email you with information about who they are, their relation to Star if they don’t know you (such as former Pelican, or friend of a current Pelican), and their skills and interests for a volunteer work placement. You will also need full contact information for each volunteer so they can be entered into NED.

I created a “Guide to Having Your Friends Volunteer,” which I posted on the Pelican facebook page. A modified version of this guide (edited for content) was also posted on the SIC website. This should be re-done in another year to make it a little more appropriate to a wider audience.

The guide I wrote is at the end of this section of the document.

Step 2: Housing

Once someone has indicated interest in being a volunteer, you will need to check their dates with the Island Registrar to make sure we have space for volunteers during those dates. Space in the hotel is the biggest limiting factor of having volunteers on island.

The best way to handle this is to get an early idea from the Registrar at the beginning of the summer of which conferences are going to be very full (All Stars, IA, LOAS I) and which will have more space (RE, UCCs, LOAS II). Encourage volunteers to come when we have more space in the hotel.

If housing is not available, Volunteers can stay with their friends who are Pelicans, either in extra beds or just on the floor. DO NOT tell volunteers you will find housing for them among the Pels. If they are staying with Pels they need to arrange that themselves.

During End of Season keep in touch with the Res Life advisor about open space in Pelican spaces. You can assign volunteers to totally empty Pel Rooms. Also let them know if EOS Pels are volunteering up to their EOS contract. Often times the can move into their EOS rooms rather than taking up guest rooms.

Step 3: Assignments

The BEST and easiest way to handle volunteers is to assign them to a crew and have that crew’s supervisor become their supervisor. Conference Services, Facilities, and Food Service crews are all good candidates for this. You can assign these crews far in advance, using them to cover gaps in employment, cover lots of Rounder requests for the same crew, or to give a crew extra hands when they have extra work to do.

The other option is to have these volunteers join the Rounder crew. They can work on a different crew each day or can be occupied with SPOPS projects. The downside to this is that then you have to manage them yourself. The maximum people you can reasonably manage day to day is around 4-5. Even that is rough. Establish a time that they should meet you in your office. This time should be a little after your work day start, like 9:00, so you have time to find things for them to do in the morning. Alternatively, if you can plan their work assignments the day before you can find them at breakfast.

If you have a huge overload of volunteers on a week, you should find a large-scale project that can occupy several volunteers for several days. Painting or other building projects are great. Let the buildings manager know as far ahead of time as possible so he/she can plan something. Follow up often to make sure this happens.

Find an organizational system that works for you. For weeks with many volunteers I would line up Post-It notes on my desk, one for each day. Each note would list the arrivals and departures for the day, and list every volunteer who would be on island and what crew they would be on. That way you can easily see day-to-day how many people are without a work assignment. This was also an effective system for when I took multiple days off in a row, to let my replacement know what each person should do each day.

Step 4: Keeping track of your volunteers

Outlook is your friend to keep track of your expected volunteers. Here’s one effective way to organize it:

Email:

One “Volunteers YYYY” folder with three subfolders: Completed Volunteers, Pending Volunteers, Other, each organized by “From”

Pending Volunteers:

All correspondence from volunteers involving planning. Use the flags in outlook, designating colors for different stages of volunteer planning:

Purple: Need Response

Orange: Responded, need more info from the Volunteer

Yellow: Confirmed, need assignment

Blue: Confirmed, need boat

Green: All set

Red: Important (mostly non-volunteer related)

If you can’t respond to an email right away, flag it to respond and put it in the folder. Designate a few hours every day to go through this folder and respond to anyone who needs a response.

Completed Volunteers:

Once a volunteer has arrived on island, move all their correspondence to the “Completed Volunteers” folder. This will preserve the conversation for future reference but keep your “Pending Volunteers” folder clear of unnecessary clutter.

Other:

The “Other” folder is for anyone volunteer who cannot be approved, anyone who doesn’t respond to you, or other circumstance where a volunteer is no longer Pending, but also not completed. I think I titled this folder “Unapproved Volunteers and things I need to get out of my inbox”

Outlook:

Designated colors are useful here too. Add volunteers to your calendar and in the notes on each entry indicate their boat times and room assignment. I used “location” to note which crew they were working on.

I kept volunteers one color during all conversations with them and changed them to a different color when they were assigned housing.

Step 5: Transportation

Much of your job will feel like being a travel agent. You will need to communicate the boat schedule to your volunteers and then when they choose a boat, you will need to email the front desk to have them added to the boat list. (Or add them to the boat list in NED yourself, if that’s something that can happen.) The boats people take will help you figure out what days they are working.

Volunteers can take any boats staff can take for free. Push people to the work boat (currently the Perseverance) but the Thomas Laighton is another option. Check in at the beginning of the year about Thomas Laighton boat vouchers. You should have voucher approval privileges.

Check in at the beginning of the year also about parking policies. Generally the best bet is to have people park on Vaughan Street, at the Portsmouth Parking Garage, or at the Tradeport where the C&J Bus station is.

Step 6: Arrival on Island

This is all before your volunteers even arrive on island! Once they get here you should greet them, make sure they sign their paperwork, and let them know what their crew assignment will be. If they’re new, introduce them to their supervisor and take them on a little tour of Pelican spaces. Make sure they know where your office is and that they can get in touch with you through jobcom at the Front Desk.

Other Notes and Important Things:



You are in charge of many but not all the volunteers on island. The shops and the Marine Lab handle their own volunteers. You can provide the Marine Lab Pelican with the paperwork for their volunteers to sign and they can handle the rest. Vaughn can also usually handle their own volunteers, though I made the arrangements for a lot of Vaughn’s volunteers this year.

Be a resource for other supervisors. Let supervisors know when you have many volunteers and they will help you find things for them to do. Try to keep a pretty good handle on crew needs and issues all around the island and anticipate, if you can, the staffing needs of other supervisors. You can make someone’s life so much easier by giving them a volunteer when they thought they were going to be down a staff member.

It is not useful for you to have volunteers who are only here for one night. Ask them to be Pel Guests instead. Likewise, don’t let people stay for more than a week unless you know them and know they will actually be helpful for more than a week.

Volunteers who do not work a full day will be expected to pay for their stay. This is rarely an issue, but look out for it. Sometimes friends of Pels don’t really want to volunteer. Sometimes people get wasted and can’t work the next day.

Try not to let people volunteer during their own conference. It’s just a bad idea. Also, try not to let people volunteer during their boyfriend or girlfriend’s conference. People tend to have trouble with the idea that they can’t eat with the conference or attend any conference activities. Volunteering cannot be a way to attend a conference for free.

Treat work-study volunteers with extreme caution. The only conference that has been using this option (having conferees work half a day and get a discount on their room and board) has been the Meditation Conference. Make sure you keep on top of these people to be sure they’re actually doing the work they need to do. SPOPS or buildings projects are best for these volunteers.

Conferee Volunteer projects should not be your job. If a conference wants to do a volunteer service project with a large group, it should be coordinated through the Conference Center Director. This can be a massive undertaking and it’s usually poorly organized on the conference side. Conferees don’t like their assignments or decide to abandon projects halfway through and it takes extreme tact to deal with leadership over these issues. You are better off staying far, far away.

**Volunteers with mobility issues should be handled with care. This is a really tough issue and one that you will run up against all the time. There are long-standing members of the Star Island community who would like to volunteer but have limited usefulness (ex. cannot walk up stairs, cannot stand for long periods of time, can no longer use tools as well as they think they can). Many of these people have been volunteers here for a very long time and have given years of important service to the island. Work closely with members of the island management team about this but be aware that members of management, especially those who have worked with these volunteers in the past, will not necessarily be reasonable about dealing with these limitations. They may want to bring out volunteers who you would rather ask not to come.

To make your life easiest, try to limit the amount of time these volunteers spend on island (less than a week is best) and be prepared way ahead of time with projects that are friendly to those with mobility issues. Check in with crew supervisors who are working with these volunteers to make sure they are comfortable for the duration of their time and make changes if needed. These are some of the most time-consuming volunteers to manage. Make sure you don’t overload yourself.

Set policies and follow them. You can always make exceptions to your policies later, but it’s important to have them in place to guide your planning.

Good luck! This is a great job, I hope you have as much fun with it as I did!

-Shawn

Do YOU or YOUR FRIEND want to VOLUNTEER on STAR ISLAND this SUMMER???

Well, look no further! This handy-dandy guide will tell you everything you need to know about being a volunteer!

First, a couple ground rules:

1) All volunteers must be at least 18 years old. Sorry everyone with young friends or little sibs.

2) Volunteering is essentially working for your room and board, so that means that volunteers need to be prepared to work, not just hang out. You have an idea of how much work goes into a day at Star, make sure your friends have the right kind of expectations. Unfortunately, if people don’t work when they’re supposed to be volunteering, they might not be allowed to come back, or they might have to pay for their stay.

3) Likewise, Volunteers (like staff) are not allowed to attend conference events unless specifically invited by the conference. Volunteering is NOT a way to go to your conference for free.

4) I need at least a week’s notice. If you call from the dock and ask if your friend can come out and volunteer right now, the answer will always be no. Always.

Ok, so let’s say your friend wants to come visit you and you convince them to volunteer. Here’s how to make it happen!

Send an email to rounder@starisland.org. Or better yet, have your friend send an email torounder@starisland.org. That email should have the following information:

-The Potential Volunteer’s Name and complete contact information, including address and phone number

-Your (the Pelican) name

-The dates the Volunteer is available to come

-Any skills that would be useful out here

Volunteers work on many crews, such as Chamber, Conference Services, Buildings, Kitchen, etc. So if your friend has food service experience, that’s great. If they know how to build stuff, that’s awesome too. Let me know these things!

I know it would be great if your friends could just work with you while they’re out here, but that’s not always going to be possible. Please be understanding and flexible.

I also understand that you’re really excited to have your friends come out. I’m excited they’re coming too, but the best way to communicate with me about it is through email. If you talk to me about it in person, I will probably forget our entire conversation as soon as you walk away. Email I can go back to. Email’s safer.

One last thing, having volunteers is always dependant on us having enough housing for them. Certain weeks the hotel is totally full to the brim with paying guests and we don’t have any place to put volunteers. If your friends want to come out in July (especially All Star I & II and IA weeks) that may only be possible if they are willing to sleep in your room/in your bed.

If you have any other questions, please feel free to contact me. I can’t wait to see you all! This year is going to be the best summer ever!

-YFVC (Shawn)

Letters and Form Examples



Volunteer Sign-Up Sheet Example

(do not use this one it is not formated corectley it is just to give you an idea. J )

Star Island Volunteering

2010 Sign-up Sheet

Thanks for your interest in volunteering! Please complete one form per adult and return to:

Star Island Corporation, Attn: Sonya Merritt, 30 Middle Street, Portsmouth, NH, 03801 or email: office@starisland.org and indicate Volunteer on the subject line. Please fill out one form per person.

Name:

Home Phone:

Address: ­­­­­­­­­­

Cell Phone:

E-mail:

Check here if this is a new address, phone number or email.

Check if you are new to volunteering on Star Island.

□ Please remove me from this mailing list.

Island Volunteering

Please indicate skill and interest levels on the following chart:

0 = low/none 1 = average 2 = high 3 = professional/maximum

Area

Skill Level

Interest Level

Audio/Visual

Automotive Repair/Servicing

Carpentry

Chair Caning

Foodservice

Furniture Repair

Gardening

Grounds/Landscaping

Heavy Machinery Operation/Service/Repair

Area

Skill Level

Interest Level

Housekeeping and Laundry

Information Technology

Mechanical

Occupational Health and Safety

Exterior Painting

Interior Painting

Roofing

Window Glazing/Glass Cutting

Other: __________________

If you have a specific type of project (or multiple projects) in mind, please indicate them here: ____________________________________________________________________________________________________________________________________________________________________________

Spring Work Weekend Availability:

Spring Volunteer Weekends

Please rank in order of preference

Friday evening, May 7 to Sunday evening, May 9

Friday evening, May 14 to Sunday evening, May 16

Friday evening, May 21 to Monday evening, May 24

Friday evening, May 28 to Sunday evening, May 30

Friday evening, June 4 to Sunday evening, June 6

Please specify maximum number of weekends you would volunteer on Star this spring here: ____

Work weekend forms must be postmarked by April 2, 2010.

Spring Work Week Availability:

(Please list dates, such as Sunday, May 3 to Sunday, May 10). Please feel free to list any amount of volunteer time you could contribute on Star Island, including a brief explanation of any circumstances we should consider:

_____________________________________________________________________

Conference Season Volunteering Availability:

Please feel free to list any amount of volunteer time you could contribute on Star Island, including a brief explanation of any circumstances we should consider:

________________________________________________________________________

General Information:

Please indicate your menu selection. Our kitchen cannot handle individual dietary needs (including allergies). We are not able to offer salt-free, dairy-free, or wheat-free diets.

Non-vegetarian ___________ OR Vegetarian ___________

Please use this space for any additional information you would like us to consider. This includes suggestions, roommate requests, etc.

_____________________________________________________________________

Office Volunteering

If you live locally and are interested in volunteering for the Star Island Corporation in our Portsmouth office, please indicate the following:

Availability (i.e.: Mondays and Wednesdays from 9am to 12pm):­­­­­­­­­­­­­­­­­­­­­_________________________________

Frequency (i.e.: once a week, once a month, a few times a year):___________________________________

Please describe your computer skills, including any particular programs you are comfortable working with:

I am interested in helping with:

Mailings Filing Data Entry Cleaning Running Errands □Answering Phones

'For Office Use Only: '' Entered into Spreadsheet ''SORI Checked ''Acknowledgement Sent ''NED' Volunteer Sign-Up Cover Letter

Dear Name,

Volunteer involvement is essential for Star Island’s wellbeing and it is also a source of encouragement for people to whom the Island means so much. Interest in volunteering for Star Island abounds and this volunteer commitment has been a blessing for us all. Please find enclosed a volunteer sign-up sheet (one form per adult volunteer). We encourage all who are interested in volunteering to fill out a sheet and mail it to our Portsmouth office.

Here are some of the many ways volunteers help Star Island:

Spring Work Weekends

Spring is just a few short months away, and it’s once again time to begin planning for spring volunteer work weekends on Star Island! There are plenty of projects lined up again this year. Volunteers at last season’s work weekends and weeks were very successful and accomplished a great deal. Please send in sign-up sheets for spring weekends no later than April 3rd.

If you are a member of our esteemed Boynton Paint Crew, Patty & David are coordinating that effort separately. Please check your email for their letter sent on February 7th for details.

Office Volunteering

Those who live locally and would like to volunteer in a variety of ways in our Portsmouth office throughout the year are encouraged to indicate so on the sign-up sheet.

Conference Season Volunteering

If you are interested in supporting our Pelican staff during the conference season, please indicate your interest and availability.

Corporation Membership and Committees

Some of our most generous volunteers are those who participate in the membership of the corporation and act on one of our many committees. For more information, contact Kate Brady, Office Manager at office@starisland.org.

Because of the nature of most of the work, we regret that we cannot accommodate children (under 18 years of age) as volunteers. Exceptions to this exclusion may be made on a case-by-case basis. We will try our best to accept all offers of volunteer work, but as you may know, we are blessed with more offers than we can accommodate. We look forward to seeing you. You should receive confirmation information from us shortly. Should you have any questions or suggestions, please get in touch with us.

Sincerely,

___your name and title___

Acceptance Cover Letter

Dear _____ ,

Thank you so much for signing up to volunteer this spring! We have a big list of projects scheduled this year, and we are very excited by the enthusiastic response we have received from a great deal of willing and able volunteers.

We have scheduled you to come out on the following dates: __________ If your availability has changed and you are unable to come out during some or all of these dates, please notify us as soon as possible. You will be hearing from us again at least one week before you’re scheduled to come out to Star with specific project information, room and board arrangements, and the boat schedule.

As part of an effort to provide a safe and secure environment, Star Island Corporation is performing background checks on all of its volunteers and employees. The information will be used, in part, to determine your suitability for a volunteer position. If you are unable or choose not to provide the required information you cannot be considered for a volunteer position with Star Island. Information obtained through a background check of any kind will be kept confidential. The enclosed “SORI” form must be signed by every volunteer and returned to the Star Island office as soon as possible, but no later than one week prior to the first date you are scheduled to come to the Island.

We all look forward to seeing you on Star Island over the next few weeks!

Sincerely,

___your name and title___

Volunteer Weekend Cover Letters

Multiple Boat Weekends

Dear ____,Edit

Our ____ work weekend is just around the corner, and we’re excited that you have signed up to help out on Star Island on Friday, ___date__! Specific project assignments and rooming arrangements will be available upon your arrival on Star.

· When are the boats? There are two trips out to Star on Friday, __date__. Please register for one of the trips in advance by contacting me at ___your email___ or (603) 430-6272 by Wednesday, __date__. The first trip out to Star, aboard the island’s work boat the Pamela J. Thayer, leaves the Rye Harbor dock (not Portsmouth) (directions below) at ____. The second trip out to Star, also aboard the Pamela, leaves Rye Harbor at _____p.m. On Sunday, ___date___, the return trips from Star to Rye leave at _____. (returning to Rye around ___45 min later___) and at ____. (returning to Rye around ___45 min later___). Inclement weather: due to the unpredictability of the ocean, no trip can be guaranteed. We will make every effort to contact you if the boat to Star is postponed or cancelled, but be advised that we may not always get through to you in time. To be safe, contact the office on Thursday afternoon (__date__) or Friday morning (__date__) to see if bad weather might affect this work weekend in any way. The office is open from 9 a.m. to 5 p.m.

· What do I bring? Please bring a sleeping bag, towel, and a bottle of drinking water. It can be pretty cold this time of year, so bring plenty of layers just in case. If you are a professional in the project area to which you have been assigned, please bring whatever tools of your trade you’re able to bring (make sure they are clearly and securely labeled). All volunteers will be provided with tools for the job(s) you’ll be working on. If you have any questions about the island equipment, parts, and supplies which will be available to you during the work weekend, please feel free to contact __name___, Logistics Coordinator, at logistics@starisland.org or __cell phone number__.

· Where do I park? At the dock in Rye, a Star Island staff member will show you where to park. Parking is free.

· What about food? Vegetarian dishes will be available, but we are unable to provide vegan options. Dinner will be provided for you upon your arrival on Star Island. Three meals will be served on Saturday and breakfast and lunch will be served on Sunday.

· What will I be working on? You will be working in the following project area: __volunteer Position___. . We count on volunteers to stick to their assigned projects. If you have a question about your assignment, please contact us right away.

· SORI reminder: If you haven’t already submitted your background check form, please do so now. We are unable to board any staff member or volunteer who hasn’t submitted this form.

· Facilities/Bathrooms: Many of our systems are not online this time of year, and some toilets are bucket flush only. The volunteer weekend will have the feel of camping out/“roughing it”.

If you have any general questions or comments, please feel free to call me at (603) 430-6272 or e-mail me at ___your email___. If your plans have changed since the time you signed up for this weekend, please contact us immediately, so that we can modify our plans accordingly. Thank you in advance—we look forward to seeing you on Star!

Sincerely,

___your name and title___

Single Boat Weekends

Dear_____ ,Edit

Our _____________ weekend is just around the corner, and we’re excited that you have signed up to help out on Star Island on Friday, _____! Specific project assignments and rooming arrangements will be available upon your arrival on Star.

· When are the boats? There is one trip out to Star on Friday, ______. The trip out to Star leaves the Rye Harbor dock (not Portsmouth) (directions below) at _____. On Sunday, ______, the return trip from Star to Rye leaves at _____. (returning to Rye around __45min later___) Inclement weather: due to the unpredictability of the ocean, no trip can be guaranteed. We will make every effort to contact you if the boat to Star is postponed or cancelled, but be advised that we may not always get through to you in time. To be safe, contact the office on Thursday afternoon (___date___) or Friday morning (__date__) to see if bad weather might affect this work weekend in any way. The office is open from 9 a.m. to 5 p.m.

· What do I bring? Please bring a sleeping bag, towel, and a bottle of drinking water. It can be pretty cold this time of year, so bring plenty of layers just in case. If you are a professional in the project area to which you have been assigned, please bring whatever tools of your trade you’re able to bring (make sure they are clearly and securely labeled). All volunteers will be provided with tools for the job(s) you’ll be working on. If you have any questions about the island equipment, parts, and supplies which will be available to you during the work weekend, please feel free to contact _________, Logistics Coordinator, at logistics@starisland.org or ___cell phone number___.

· Where do I park? At the dock in Rye, a Star Island staff member will show you where to park. Parking is free.

· What about food? Vegetarian dishes will be available, but we are unable to provide vegan options. Dinner will be provided for you upon your arrival on Star Island. Three meals will be served on Saturday and breakfast and lunch will be served on Sunday.

· What will I be working on? You will be working in the following project area: __volunteer position__ We count on volunteers to stick to their assigned projects. If you have a question about your assignment, please contact us right away.

· SORI reminder: If you haven’t already submitted your background check form, please do so now. We are unable to board any staff member or volunteer who hasn’t submitted this form.

· Facilities/Bathrooms: Many of our systems are not online this time of year, and some toilets are bucket flush only. The volunteer weekend will have the feel of camping out/“roughing it”.

If you have any general questions or comments, please feel free to call me at (603) 430-6272 or e-mail me at ___your email___ If your plans have changed since the time you signed up for this weekend, please contact us immediately, so that we can modify our plans accordingly. Thank you in advance—we look forward to seeing you on Star!

Sincerely,

___your name and title___

Memorial Day Weekend

Dear Mark,

Our ___ volunteer work weekend is just around the corner, and we’re excited that you have signed up to come out to Star Island on Friday, ____, or Saturday, ____! Specific project assignments and rooming arrangements will be available upon your arrival on Star. To help you plan for the weekend in advance, however, you can rely on the following information:

· When are the boats? There are two trips out to Star on Friday, ___, and one trip out to Star on Saturday morning, ___. Please register for one of the trips in advance by contacting me at ___your email address___ or (603) 430-6272 by Wednesday, ___date___. On Friday, the first trip out to Star, aboard the island’s work boat the Pamela J. Thayer, leaves the Rye Harbor dock (not Portsmouth) (directions below) at ____ and the second trip out to Star, also aboard the Pamela, leaves Rye Harbor at ____. On Saturday, ___, the third and final trip out to Star, also aboard the Pamela, leaves Rye Harbor at ____. On Sunday, ____, there is one trip leaving Star at ____ (returning to Rye around ___45 min later___). On Monday, ____, the return trips from Star leave at ____ (returning to Rye around ___45 min later___) and at ____ (returning to Rye around ___45 min later___ p.m.). Inclement weather: due to the unpredictability of the ocean, no trip can be guaranteed. We will make every effort to contact you if the boat to Star is postponed or cancelled, but be advised that we may not always get through to you in time. To be safe, contact the office on Thursday afternoon (__date__) or Friday morning (__date__) to see if bad weather might affect this work weekend in any way. The office is open from 9 a.m. to 5 p.m.

· What do I bring? Please bring a sleeping bag, towel, and a bottle of drinking water. It can be pretty cold this time of year, so bring plenty of layers just in case. If you are a professional in the project area to which you have been assigned, please bring whatever tools of your trade you’re able to bring (make sure they are clearly and securely labeled). All volunteers will be provided with tools for the job(s) you’ll be working on. If you have any questions about the island equipment, parts, and supplies which will be available to you during the work weekend, please feel free to contact ____name___, Logistics Coordinator, at __cell phone number___ or logistics@starisland.org.

· Where do I park? At the dock in Rye, a Star Island staff member will show you where to park. Parking is free.

· What about food? Vegetarian dishes will be available, but we are unable to provide vegan options. Dinner will be provided for you upon your arrival on Star Island. Three meals will be served on Saturday and Sunday, and breakfast and lunch will be served on Monday.

· What will I be working on? You will be working in the following project area: __volunteer assignment___. We count on volunteers to stick to their assigned projects. If you have a question about your assignment, please contact us right away.

· SORI reminder: If you haven’t already submitted your background check form, please do so now. We are unable to board any staff member or volunteer who hasn’t submitted this form.

· Facilities/Bathrooms: Many of our systems are not online this time of year, and some toilets are bucket flush only. The weekend will have the feel of camping out/“roughing it”, and we want to make sure you know about this in advance.

If you have any general questions or comments, please feel free to call us at (603) 430-6272 or e-mail me at ___your email address___. If your plans have changed since the time you signed up for this weekend, please contact us immediately, so that we can modify our plans accordingly. Thank you in advance—we look forward to seeing you on Star!

Sincerely,

___your name and title___

Directions to Dock in Rye, NH



From North: From 95 South, take NH Exit 5, staying in left lane for Portsmouth Traffic Circle. Exit Circle to Rt. 1 South. Turn left onto Elwyn Road and follow until it intersects with Rt. 1A at Foyes Corner. At this 3-way stop, go straight onto Rt. 1A and follow to arrive at Rye Harbor, approx. 7 miles.

From South: From 95 North to Exit 2 (Hampton Toll Booths), follow Rt. 101 East for 0.5 miles. Take exit 13, turning right onto Rt. 27 East. Follow to the ocean, turn left onto Rt. 1A and follow to Rye Harbor, approx. 5 miles.

From South (Avoiding Hampton Tolls): (Please note that this route goes along the ocean where you might encounter beach traffic.) From 95 North, take Exit 1 onto Rt. 107 towards Seabrook. Turn Left onto Lafayette Rd. (Rt. 1). Follow Rt. 1 till Rt. 111 East (take right onto Rt. 111). Follow Rt. 111 East until end and turn left onto Rt. 1-A North, follow to Rye Harbor approx. 3 miles.

From West: From Rt. 101 East to Exit 12 (North Hampton/Rye), exit left onto Rt. 111 East and follow to end. Turn left onto Rt. 1A North and follow to Rye Harbor, approx. 3 miles.








Boat List Example

5:00 p.m. run on Friday, May 29 Pamela J. Thayer, Rye to Star

7:00 p.m. run on Friday, May 29 Pamela J. Thayer, Rye to Star

Last

First

Notes

Last

First

Notes

1

Bobusia

Brandi

1

Main

John

2

Chagnon

Brian

2

Merrill

Rick

3

Nutt

Nan

3

Schrage

Martin

4

Stefanec

Susan

4

Schrage

Seth

5

Murphy

Nancy

5

Schumann

Reinhard

6

Hastings

Linda

6

Schumann

Nina

7

Day

Barbara

7

Schumann

Jessica

8

Dickenson

Cathy

8

Emerson

Nancy

9

Phinney

George

9

Fournier

Sandra

10

Random

Marty

10

Froggatt

Debbie

11

Lane

Lary

11

Bresinsky

Nicolas

12

Clark

Hillary

12

Powell

Christie

13

Jenkens

Cev

13

Leighon-Guth

Anna

14

Kunz

Michelle

14

Mannix

Tom

15

Kunz

Gary

15

16

Crockett-Pelletier

Susan

16

17

McGehean

Hally

17

18

19

3:30 p.m. run on Sunday, May 31 Pamela J. Thayer, Star to Rye

5:40 p.m. run on Sunday, May 31 Pamela J. Thayer, Star to Rye

Last

First

Notes

Last

First

Notes

1

Main

John

1

Phinney

George

2

Merrill

Rick

2

Random

Marty

3

Bobusia

Brandi

3

Lane

Lary

4

Chagnon

Brian

4

Schumann

Reinhard

5

Nutt

Nan

5

Schumann

Nina

6

Stefanec

Susan

6

Schumann

Jessica

7

Murphy

Nancy

7

Emerson

Nancy

8

Hastings

Linda

8

Williams

Wren

9

Day

Barbara

9

McGehean

Hally

10

Dickenson

Cathy

10

Froggatt

Debbie

11

Schrage

Martin

11

Bresinsky

Nicolas

Would like to get on earlier boat if possible

12

Schrage

Seth

12

Powell

Christie

13

Clark

Hillary

13

Leighon-Guth

Anna

14

Fournier

Sandra

14

Mannix

Tom

15

Jenkens

Cev

15

16

Crockett-Pelletier

Susan

16

17

Kunz

Michelle

17

18

Kunz

Gary

18

SORI Form

Star Island Corporation

30 Middle Street Portsmouth, NH 03801

Sexual Offender Record Information (SORI) REQUEST FORM

Please provide the following information:

First Name:

Middle Name:

Last Name:

Maiden Name:

Address:

Prior Address, if lived at current address less than three years:

Phone: ( )

Email:

Birth Date:

I certify that to the best of my knowledge the information provided above is true and complete. As part of my application to volunteer for Star Island Corporation (SIC), I give my permission for SIC to obtain information relating to my criminal history record, if any, by performing a sex offender registry check in states where I reside or have resided. I understand that this information will be used, in part, to determine my suitability for a volunteer position and that as long as I remain a SIC volunteer, the sexual offender record check may be repeated at any time.

I WAIVE, RELEASE, AND DISCHARGE the SIC, its officers, directors, employees, volunteers, agents, and representatives from any liability for all damages and losses of whatever kind or nature that may result in connection with conducting a sexual offender record check on me.

I understand that my volunteer service can be modified or terminated at any time with or without notice or cause at the option of the SIC or at my option. Also, the SIC may, at their sole discretion, decline to accept my application to volunteer with or without cause.

In signing this application, I have read and understand the foregoing information, and I agree to the stated terms.

'Volunteer'’s Signature: _______

Date:

Star Island Corporation Volunteer Letter of Agreement

I, _______________________________

(the Volunteer) agree to work on Star Island for room and board and agree to the same hours and conditions as paid employee as explained by the crew supervisor or department head. I understand that volunteer activities may cause injury or illness, and that medical facilities may not be available in the event that I become ill or injured. I acknowledge that volunteers of Star Island Corporation are not covered by Workers Compensation. This agreement is ongoing and in effect each and every time

Sign:

Person to notify in case of emergency:

Phone Number of emergency contact:

Beyond your trip to Star have you traveled recently?

If yes, when did you return?

If within the last 7 days, where did you go?

'Volunteer' Evaluation

(For Regular Season Volunteers)

This evaluation is to be completed by the volunteer’s supervisor on the day of their departure and given to the on-island volunteer coordinator for filing.



Volunteer Name:

Volunteer Assignment:

Supervisor Name:

Today’s Date:

Number of days volunteer worked:

What specific tasks were they assigned to, and did they complete them in a timely manner?

What worked well during the volunteer assignment?

What did not work well during the volunteer assignment?

Would you recommend the volunteer for future assignments on Star Island? If not, please explain why.

Additional Comments: