Cincinnati Zoo &Botanical Garden Volunteer Educator Handbook

Page | 1

Updated 2/15

Cincinnati Zoo and Botanical Garden Volunteer Educator Handbook 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 Wild Encounter Programs Random Animal Encounters Animal Socialization Animal Stations Animal Appearances

Part 3 Requirements of the Volunteer Educator Wild Discover Programs Wild Encounter Programs

Part 4 Volunteer Educator (VE) Program Leadership Overview Part 5 Role of the Zoo’s Education Department Part 6 Role of the Volunteer Educator Board 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 monthly newsletter specifically for volunteers. There are volunteer opportunities in many areas of the Zoo, including: Horticulture, Special Events, Clerical Work, Ambassadors, 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. As your experience, comfort, and proficiency as a Volunteer Educator grow, you may become eligible to participate in our Wild Encounter Program where volunteers are involved with animal handling and animal stations and help us inspire our guests with close-up encounters with the Zoo’s animal ambassadors. 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.

Page | 4

Updated 2/15

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 themed animal Close Encounter class in our Education Center, 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 grade oriented. These opportunities are recruited for on a case by case basis as needed. *Involves Animal Handling but is not a Wild Encounter Program*

Wild Encounters Program As your experience as a Volunteer Educator grows, you may become eligible to be part of the Wild Encounter (WE) programs, which enhances the Zoo guest experience through “meet and greets” with our program animals (details noted below). WE volunteers are trained on animal handling techniques, the natural histories of our program animal collection, and additional interpretive skills. During the quieter months at the Zoo many of our program animals benefit from being “socialized” or handled to keep the animals comfortable with their role as program animals and to keep up your handling skills. Animal Stations: (AS) (you must be a current volunteer educator) Help with interpretive and operational activities in our animal areas such as; the Children’s Zoo contact yard, Galapagos tortoise, Kea chat, and camel exhibits. Hours toward this activity for Animal Stations volunteers should be logged in MVP under Wild Encounters - Animal Stations. If you are a certified animal handler with a shift in an animal station, you must log these hours under Wild Encounters - Animal Handler. Random Animal Encounters: (RAE) (you must be a certified animal handler) “Meet and greet” style interactions with zoo guest and an animal from our interpretive collection. Hours toward this activity should be logged in MVP under Wild Encounters - Animal Handler and only during a scheduled shift time. Animal Socialization: (S) (you must be a certified animal handler) Spending time with animals from our interpretive collection that you are already trained on for the “off season” months of the year (November through March). This also might include animals during the season that need more attention. This category is to be used for socialization of Wild Encounters program animals only. Hours toward this activity should be logged in MVP under Wild Encounters - Wild Encounters Socialization. If you are socializing animals for any other department (ex. Education Interpretive animals), it needs to be entered under Socialization team - Socialization. Animal Appearances: (AA) (you must be a certified Level 3 animal handler) High level handlers can sign up for after hours or special events such as development or group sales events and activities. These opportunities are offered on a case by case basis as needed. Hours toward this activity should be logged in MVP under Wild Encounters - Animal Handler.

Page | 5

Updated 2/15

Part 3 Requirements of the Volunteer Educator Volunteer Educators participate in two main program areas: 1. Wild Discover Programs: Wild Discover Zones, School Events, School Field Trip Hosts, School Program Leaders and as Day Leaders 2. Wild Encounter Programs: Wild Encounters, Random Animal Encounters, Animal Stations, Special Appearances, and Socialization 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.

Program Specific Requirements Wild Discover Program  Successfully completing a minimum of 15 hours each Session (45 hours per year) with Wild Discover Zones, with a combination of both AM and PM shifts. * If for any reason you cannot fulfill the requirements, please contact the Education Department Staff. They will work to accommodate your needs.  Attending yearly refresher courses and/or additional trainings as required.  Commitment to the CZBG Policies and Mission.  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.  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).

Page | 6

Updated 2/15

Wild Encounter Program Animal Stations Volunteer Volunteer Educators are able to participate in the Wild Encounters program as an Animal Stations Volunteer. A role as an Animal Stations volunteer would include maintaining your requirements as a Volunteer Educator and contacting the Wild Encounters Manager about openings in the Animal Stations team throughout the season in order to begin shadowing and training. Animal Handling Volunteer Additional requirements and responsibilities exist for Volunteer Educators who are Animal Handlers. Animal Handlers interact with the interpretive animal collection which includes several program areas listed below. To become an Animal Handler, current volunteer educators must:  Have completed new Volunteer Educator Training (VET) in 2010 or later.  Have logged a minimum of 12 hours (solo, without supervision) with Wild Discover Programs.  Complete and submit an application to the Wild Encounter Manager.  List their Day Leader as a reference to their commitment and reliability.  Attend and pass all required animal handling training sessions led by staff  Meet minimal requirements for observation, supervision and evaluation.  Possess a working email that is checked at least once a week.  Have a working knowledge of computers and be comfortable signing out animals in an online database system.  Agree to successfully complete a minimum of 40 hours of animal handling in each of three yearly sessions*: * If for any reason you cannot fulfill the requirements, Communication to the Wild Encounters Staff is imperative. Specific Responsibilities include:  Studying and presenting correct information  Being reliable and punctual when scheduled for specific programs or events  Using proper animal handling techniques in all areas (obtaining, presenting, and returning)  Meeting program objectives in the required time frame  Keeping up with information and animal handling procedures  Wear shoes that enclose the entire foot at all times

Time requirements:

Effective January 1 2015

Animal Handlers (pre 2014 class) Complete 24 hours per session; the equivalent of one 3-hour shift every other week (socialization Nov-March included). Though the minimum is the equivalent of one 3hour shift every other week, we want to treat it is just that - the minimum. Each handler should be completing more than that to properly maintain skills and relationships with the animals.

Page | 7

Updated 2/15

New Class (2014 start) Complete 40 hours per session; this would be the equivalent of one shift each week with a built-in buffer for vacation time, sick days, etc. This includes socialization hours NovMarch. Hours will be evaluated periodically throughout each session to ensure volunteers are meeting the minimum requirements, so it is important that you enter your hours in a timely manner i.e. monthly. We do understand that things come up from time to time that may interfere with your schedule. Please be sure to communicate any hour’s issues with Caitlin and Maura who will handle these on a case-by-case basis. In order to touch base with all of our volunteer staff members, we would like to set up individual times to meet with either Caitlin or Maura to have some face-to-face time to reconnect, work on setting and achieving personal goals within the program, and provide feedback. We will likely schedule these meetings around the beginning of the year (in January) as well as in the summer (June). Sessions for Wild Encounters and Wild Discover Zones: -Session 1: January 1 - April 30 -Session 2: May 1 - August 31 -Session 3: September 1 - December 31 If you are an Animal Handler that also participates in Wild Discover Zones (WDZ), we have gained permission from Elyse and Doug for you to lower your hour requirements to 12 hours per session for WDZ (from 15 hours) in order to allow more time for Wild Encounters. If you are an Animal Stations volunteer, you must still maintain completing 15 hours per session with WDZ. All Wild Encounters shifts are to be scheduled through Carolyn Menke. Morning (AM) shifts are 9:00 am-12:00 pm, Afternoon (PM) shifts are 12:00 pm-3:00 pm, and ALL DAY shifts are 9:00 am-3:00 pm. It is important any shifts that differ in time from those outlined above are clearly communicated to Carolyn and placed on the schedule. All volunteers should regularly double check the schedule posted online to make sure shift times are correct. Animal Handler Groups  Level 1 Team-Members of this team co-lead Random Encounters throughout the Zoo with a partner from a Level 2 or Level 3 teams or part time staff member.  Level 2 Team- In addition to tasks in Level 1, members of this team may lead solo Random Encounters on grounds, and may assist Level 1 team members in RAE’s.  Level 3 Team- In addition to tasks in Level 2, members of this team lead special event animal appearances, and may assist Level 1 team members in RAE’s. To remain active as an Animal Handler  Adhere to the basic requirements and responsibilities that apply to all Volunteer Educators  Continue to log a minimum of 12 hours per Session with Wild Discover Zones.  Successfully complete a minimum of 24 hours of animal handling in each of the three yearly Sessions (same as above).  Have access to a working email that is checked at least once a week.  Have a working knowledge of computers and be comfortable signing out animals in an online database system.

Page | 8

Updated 2/15

 

Attend yearly training workshop given by Wild Encounters staff. Meet minimal requirements for observation, supervision and evaluation.

Part 4 Volunteer Educator (VE) Program Leadership Overview The Volunteer Education Program Leadership includes the following Education Department Staff and Volunteer Educator Board (VEB): CZBG Education Department Staff Representatives  The Education Department staff develops and oversees education programs related to Volunteer Educator activities.  Visitor Interpretation Manager (Wild Discover Zones, Day Leaders)  School Program Coordinator (Wild Discover Zones, Day Leaders, School Field Trip Hosts, School Program Leaders, School Events)  Wild Encounters Manager (Wild Encounters, Feeding Stations, Keeper Talks, and Animal Socializing)  AmeriCorps Assistant School Coordinator (Wild Discover Zones, School Program Leaders, School Events) Volunteer Educator Executive Team (Executive VEB):  Co-Chairs (elected by volunteer educators at large) Day Leaders (Appointed by VEB & Education Department):  Wild Discover Zone Daily Program Managers  VEB 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 Election Committee  Responsible for organizing and executing annual Co-chair elections Volunteer Social Committee  Responsible for organizing and executing volunteer educator social events Volunteer Secretarial Committee  Responsible for all record keeping and written documentation regarding the Volunteer Educator Board

Page | 9

Updated 2/15

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. Visitor Interpretation Manager (VEI - Education Department Staff Position)  Serve as the point of contact for Volunteer Educators on all programs related to general zoo visitors.  Attending monthly meetings to aid, assist, and advise VE Board members on items under consideration and to provide information and perspective of the Education Department  Coordinate and conduct 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.  Coordinate evaluation of the educational efforts of the Volunteer Educators and make suggestions based on the priorities of the Cincinnati Zoo & Botanical Garden Education Department.  Serve as staff liaison to the volunteer-elected Volunteer Educator Executive Board.  Cooperating with the Volunteer Services Office in all areas that affect education-related activities. School Program Coordinator (SPC - Education Department Staff Position)  Serve as the point of contact for Volunteer Educators on all programs related to school groups visiting the Zoo.  Conduct Volunteer Educator Training (VET) for all new Volunteer Educators related to Wild Discover Zones.  Attend monthly meetings to aid, assist, and advise VE Board members on items under consideration and to provide information and perspective of the Education Department.  Coordinate and conduct refresher training related to school 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.  Coordinate evaluation of the school educational efforts of the Volunteer Educators and make suggestions based on the priorities of the Cincinnati Zoo & Botanical Garden Education Department.  Serve as staff liaison to the volunteer-elected Volunteer Educator Executive Board.  Cooperating with the Volunteer Services Department in all areas that affect Volunteer Educators. Wild Encounters Manager (WEM - Education Department Staff Position)  Serve as the point of contact for Volunteer Educators on all programs related to the Wild Encounter Programs.  Schedule and manage the daily activities and all training that goes along with the program.  Work with Volunteer Educators that would like to help out in Goat Yard, Lorikeet Landing, Galapagos tortoise, and camel feedings.  Work with Volunteer Educators that do on-microphone presentations in front of exhibits.  Attend monthly meetings with the Volunteer Executive Board.

Page | 10

Updated 2/15

 

Evaluate and place animal handlers into their roles. Actively coach the team that does all the above 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.  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.  Interacting with the Education Department Staff on matters of common concern.  Providing Volunteer Educators with guidelines for their CZBG activities and Volunteer Handbook.

Part 6 Role of the Volunteer Educator Board Volunteer Educator Co-Chairs  Elected by volunteer educators annually  May serve 2 consecutive terms  Facilitates bi-monthly VE Board meetings and VE general meetings which includes starting and stopping them expediently.  Prepares agendas for VE meetings and Education Department activities in cooperation with Education department staff, VSO, and Volunteer Educators  Reviews minutes  Reports VE activities at Volunteer Committee monthly meetings  Facilitates the formation of new ad hoc committees including training and committee chair transitions  Votes only in case of a tie  Train incoming Co-Chairs for following year  Report AZAD and local, regional meeting summaries in writing in the Volunteer Connections newsletter and orally to the Volunteer Educator Executive Board  Will facilitate election of one Day Leader to represent the group at AZAD and 1 alternate

Page | 11

Updated 2/15

NOTE 1: Past co-chairs are eligible for re-election three years after the expiration of their respective terms. NOTE 2: In event of a Co-chair resignation or removal, Education staff temporarily appoints a replacement. Eligibility Requirements of Volunteer Educator Co-Chairs  Strong support of the mission of the CZBG and the program of the Education Department.  Membership in AZAD.  Fulfill requirements and responsibilities listed for all Volunteer Educators.  Log a minimum of 54 hours at Wild Discover Zones and/or Animal Handling (not in addition to standard required hours; excludes Day Leader related hours).  Must be 18 years of age, or older. VE Day Leaders (VEB Members At Large)  Day Leaders act as liaisons between educators and Zoo staff.  Attend trainings including but not limited to refresher and in-service trainings.  Collect and maintain an active roster of contact information for volunteers specific to your day.  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 VIM or SPC.  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, VE Board, Education Department, and Volunteer Services Office  Attend and give reports at monthly VE board meetings (or send alternate if unable to attend).  A representative for AZAD and 1 alternate will be chosen by the Board via election.  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 Visitor Interpretation Manager. 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, VEI and SPC 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.

Page | 12

Updated 2/15

 

Model a genuine positive attitude and flexibility to change. Attend additional trainings as required.

Part 7 Role of Volunteer Educator Committee and Liaison Teams Volunteer Educator Board 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 be required to attend Volunteer Educator Board Meetings or appoint an alternate if unable to attend  All Committee Heads will coordinate with Co-Chairs on their Committee work Calendar Committee  Prepares a calendar that schedules and coordinates dates for volunteer meetings, functions, and events to be presented at yearly Holiday Potluck  Obtains Continuing Education Speaker Bios  Contacts approved speakers and/or groups to arrange and finalize dates/topics chosen and program needs  Distributes prepared calendar to VSO, CREW, Horticulture, and Development  Introduces guest speakers from bios at Continuing Education programs  Appoints committee volunteers for tasks such as greeters, manning the gate, etc.  Reports directly to VSO Staff Elections Committee  Oversees the election of new co-chairs through a fair, unbiased election as it solicits nominees from the current VE roster  Provides candidates with lists of duties of respective offices  Adhering to election time line that expedites a fair and unbiased election procedure that includes a final call for nominations, the ballot distribution, collection, counting and announcing of the elected candidates (in event of unopposed candidates, this process can be substituted by a vote of acclimation by the VE Board and the general membership.  Reporting committee activity to the VE Board  Election timeline- Candidates and bios by September Continuing Education date, elections held October 1st to October 15th, VEs notified through email, winners announced at November Continuing Education  Reports directly to Education Staff Social Committee  Maintains a schedule for VE participation for events  Maintains an inventory of supplies needed for events and requesting needs from the VSO in a timely manner  Reports team activity to VE board  Get approval from VE Board for expenses

Page | 13

Updated 2/15

  

Submit expenses to Secretarial Committee Facilitates Hat/Mitten collection drive Reports directly to VSO Staff

Secretarial Committee  Keeping accurate records of/from previous VE Board meetings  Notifying VSO and Education Department when volunteer educators have communicated their resignation from the program  Attending promptly to the correspondence of the VE organization (including get well, thank you, sympathy cards and speaker biographies/thank you letters)  Writes article for bi-monthly volunteer newsletter  Collection and recording the collection and dispensation of all funds of the VE organization  Reports directly to Education Staff

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 | 14

Updated 2/15