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Volunteer Management

Here, you will find documents to support volunteer recognition as well as information on using our Volunteer Management System (VMN-VMS).  The Volunteer Management System is used to track and record volunteer service and civil rights information for Chapter approved projects and education.

Volunteer Recognition
Changes in volunteer certification for 2020
File Size: 163 kb
File Type: pdf
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vmn_nametagprocedures_2019_final.pdf
File Size: 258 kb
File Type: pdf
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vmn_nametag_spreadsheet_template.xlsx
File Size: 12 kb
File Type: xlsx
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NEW-AUGUST 2020: We have some temporary changes to certification procedures in light of COVID-19.
The Nametag Procedures document has step-by-step instructions for chapters to order nametags for VMN volunteers.
Nametag Spreadsheet Template (.xlsx): This spreadsheet is to be completed and uploaded with your nametag order, following the procedures described in the Nametag Procedures document.
nametag_example_front3.jpg
File Size: 331 kb
File Type: jpg
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Nametag example photos: Your Chapter name will be inserted in place of the word "Virginian" shown here. 
nametag_example_back.jpg
File Size: 177 kb
File Type: jpg
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vmn_certificate_and_pin_procedures_2020.pdf
File Size: 214 kb
File Type: pdf
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basic_training_course_diploma.docx
File Size: 4693 kb
File Type: docx
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​The photo of the back shows the magnetic backing. (Please note warning for those with pacemakers.) A pin backing is also available.
Recognition Item Procedures (PDF): Please read these instructions for your chapter's Basic Training Course Diploma, and Certified Master Naturalist certificates and pins.
Basic Training Course Diploma (MS Word): This document may be used as a template for making printed certificates to provide to program participants upon graduation to recognize satisfactory completion of the course and assessment.
certificate_of_appreciation_template.docx
File Size: 4693 kb
File Type: docx
Download File

Certificate of Appreciation (MS Word): This document may be used as a template for making certificates to acknowledge a valued supporter of the VMN Program or Chapter, someone who is not a member but who provides extensive support and resources to the Chapter. (Other special Chapter-created awards may also be given.) 
Recertification Pins - List of species and artwork history

​Volunteer Management System (VMN-VMS) - click on the name below to open / download documents
  • Getting Started with the VMN-VMS for Volunteers
  • Getting Started with the VMN-VMS for Administrators
  • FAQ for using the VMN-VMS for Administrators
  • Getting Annual Report Data from the VMN-VMS 
  • Sample Project Proposal Form (MS Word):  This document is for use at the chapter level and may be adapted as needed.
Civil Rights Requirements and Demographic Contacts
Contacts Information for Virginia Master Naturalists 2016.pdf
File Size: 58 kb
File Type: pdf
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 Please read first.  A summary on why we have to log the demographics of our educational contacts, and how to do that. 
Contacts Reporting Information Sheet 2013.pdf
File Size: 490 kb
File Type: pdf
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Contacts Self-Reporting Form 2018 (PDF)
File Size: 183 kb
File Type: pdf
Download File

This document is for use by volunteers to aid in collecting contact demographic information during educational programs. Volunteers may pass out this sheet and summarize the data when they report their hours on the VMS. Alternatively, volunteers may collect the data using their own observations, using the Observer-Collected form.
Observer-collected Contacts Log 2018 (PDF)
File Size: 163 kb
File Type: pdf
Download File

​This form (or another that you find as useful) is to document demographic information of program participants when circumstances do not allow for self-reporting by clientele.  The staff member or volunteer collects the demographic data using direct observation of the clientele.  This method is much more practical when you are giving out educational information at a booth or having other brief interactions.  Importantly, it is also more confidential in these circumstances.
A Training Video For Civil Right Requirements for Virginia Master NaturalistVolunteers can be found at http://www.virginiamasternaturalist.org/being-a-vmn-volunteer.html.  
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Virginia Master Naturalist Program | 460 Stagecoach Road, Suite E201 | Charlottesville, VA  22902 | Phone: 434-872-4587 | Fax: 434-872-4578

The Virginia Master Naturalist program is open to all, regardless of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, veteran status, or any other basis protected by law. An equal opportunity/affirmative action employer.