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January 20, 2012
In Reply Refer To:
1114 (420) P
Instruction Memorandum No. 2012-056
Expires: 09/30/2013
To:                   All Washington Office and Field Office Officials
                        Attn:  Volunteer Coordinators, Resource Program Leads, and Forms Coordinators
From:               Assistant Director, National Landscape Conservation System and Community
Subject:           End-of-Year Volunteer Recordkeeping Reminder
Program Area:  Volunteers
Purpose:  The purpose of this Instruction Memorandum (IM) is to advise appropriate BLM staff of their recordkeeping responsibilities and new procedures associated with the new volunteer agreement Form, Optional Form 301a. This IM also clarifies ambiguities associated with these new procedures.
Policy/Action:  Volunteer Recordkeeping.
At the end of the fiscal year, as mandated by BLM Volunteer Manual 1114.4, Volunteer Coordinators must terminate expiring volunteer agreements and update and renew agreements that will be ongoing.
The new volunteer agreement form, “Volunteer Services Agreement Form for Natural Resources Agencies – for Individuals or Groups” (Optional Form 301a), replaced BLM’s volunteer agreement 1114-4 (individual) and 1114-5 (group) forms last year. Optional Form 301a should be used for all new volunteers. For current volunteers, Volunteer Coordinators may renew the existing Form 1114-4 or 1114-5 by renumbering it for the new fiscal year and having the agency representative and volunteer initial any revisions and then sign and date it.
Over the past year we have been made aware of several ambiguities with respect to the use of the new Optional Form 301a. Attachment A provides a summary of the ambiguities and procedures for addressing them.
Volunteer Coordinators should review the documents in their volunteers’ files. A checklist is provided below; not all of the items will be applicable. Critical components are noted with an asterisk. Many of the Forms noted below are available on the newly-revised BLM Volunteer Intranet website: http://web.blm.gov/wo-170/wo-172/wo172_vol/index.html .
Coordinators should make certain that there is emergency contact information (BLM Form 1400-71(296) in each volunteer’s file in case of an accident.  This form is available as Appendix 1, item 2 at http://www.nifc.gov/PUBLICATIONS/acc_invest_march2010/resources/BLM%20Employee%20Casualty%20Guide.pdf . For long-term volunteers (volunteers who report for duty on a regular basis or are engaged in projects lasting more than a week), this information should be kept not only in the volunteer’s file but should also be given to the Field Office’s Duty Officer or the area Dispatch Office. This will assure that emergency contact information can be retrieved, if needed, from agency staff.
_ Completed volunteer agreement (Form 301a, 1114-4, or 1114-5)*
_ Risk Management Worksheet (Form 1112-5)*
_ Copy of volunteer’s driver’s license and driving record check
_ Signed background check (Form SF-85)
_ Work schedule*
_ Volunteer hours worked log*
_ Training completed
_ Copy of I-94 for foreign volunteers if receiving reimbursement (for details, see BLM
   IM 2005-026, Appendix A)
_ Certificates (ATV, chain saw, driver’s safety, etc.) as required by BLM 1114 Manual,
  Section 24.A
_ Computer security clearance documentation
_ Signed copy of safety orientation checklist (http://web.blm.gov/wo-170/wo-172/wo172_vol/resources/resources.html (see: “Volunteer Safety Orientation Checklist (Supervisor Guide)”)
_ “Claim for Reimbursement for Expenditures on Official Business” (Standard Form SF-1164)
_ Copies of evaluations (volunteer and program)
_ Receipt for government property (Form DI-105)
_ Use of personal horse (BLM Form 1113-1)
_ Photo of the volunteer
_”Personal Emergency Information Card” (BLM Form 1400-71(296))*
Timeframe:  This IM is effective immediately.
Budget Impact: None.  

BackgroundVolunteer Coordinators are being reminded of their recordkeeping responsibilities for volunteers and apprised of shortcomings and remedies associated with the new Volunteer Agreement Form 301a.

Manual/Handbook Sections Affected BLM Manual Section 1114. 

CoordinationThis IM was coordinated with the members of the BLM Volunteer Program Adjunct Team.
ContactIf you have any questions, or require additional information regarding this IM, please contact Mary Tisdale ( mary_tisdale@blm.gov) at (202) 912-7450 of the Division of Education, Interpretation, and Partnerships.
Signed by:                                                                     Authenticated by:
Carl Rountree                                                                Robert M. Williams
Assistant Director, National Landscape                         Division of IRM Governance,WO-560
  Conservation System and Community Partnerships
1 Attachment

Last updated: 02-09-2012