I. About Hawaii
Marine Animal Response (HMAR) and Important Definitions
- Hawaii Marine Animal Response (HMAR) is the field operations arm of Hawaii Marine Mammal Alliance Inc., a
Hawaii nonprofit corporation with IRS 501(c)(3) designation. As a volunteer
or intern your activity and support plays an important role in the
preservation, recovery and stewardship of protected marine animals in Hawaii.
2. Purpose of These
Policies and Important Definitions - For
us to be successful in our mission, it’s vital that volunteers and interns
perform their duties with the same levels of professionalism, reliability,
respect and adherence to policies as employees. We are providing these
policies to clearly document expectations and acceptable behaviors. You
aren’t an employee of HMAR but are expected to act according to policies just
the same as employees. We may change these policies when needed and will
notify you when that occurs. Volunteers and interns are responsible for
adhering to the most current policies.
Volunteers or Interns -
“Volunteers” or “Interns” are people who, without compensation or an
expectation of compensation, perform a task under HMAR’s direction, on our
behalf, and according to our policies. As such, when performing HMAR activity, volunteers and interns are accorded the liability and other
protections contained in the Federal Volunteer Act as well as other insurance
coverage provided by HMAR to its volunteers and interns. Volunteers and interns must have registered
with HMAR’s online registration system, shall have agreed to abide by HMAR’s
policies and procedures and shall have agreed to HMAR’s Acknowledgements,
Waivers, Release and Indemnification.
Volunteers and interns are not HMAR employees.
HMAR Information -
“HMAR Information” includes field observation information, animal information,
data, documents, photos, videos, public reports of animal sightings, emails and
text messages generated or other HMAR activity-related information that is provided
by HMAR to volunteers, staff or interns; or that which is submitted by volunteers,
staff or interns to HMAR.
Information – “Confidential Information” includes, but
isn’t limited to, “HMAR Information” (defined above), HMAR activity schedule
information, information about staff, volunteers or interns or their activity,
information pertaining to third-party agreements, records, files, forms,
policies, procedures, applications, mail lists, passwords, security codes,
correspondence, messages or other information bearing HMAR’s logos and/or name.
3. Categories of
Volunteers and Interns at HMAR’s Discretion - We
have different volunteer and intern roles, each with different minimum
qualifications, training requirements, activity expectations and physical
requirements (to comply with insurance requirements). HMAR accepts the
services performed by volunteers and interns with the understanding that we may
coach, counsel or terminate volunteers or interns at our sole discretion.
II. Volunteer and
Intern Management Procedures
Maintenance - Volunteer and intern
information will be maintained by HMAR. This information may include
address and contact information, training received, activity performed and
other information. If we request information from you please provide it
in a timely manner and let us know of any important changes such as changes in
your contact information, changes in your physical abilities or other changes.
2. Non-Harassment and
Anti-Violence policy - HMAR does not allow
hostility, threats, intimidation, assaults, violent behaviors, sexual
harassment or harassment based on race, religion, national origin or ancestry,
physical or mental disability, medical condition, marital status, gender,
sexual orientation, age or any other basis protected by Federal, state or local
laws. This policy applies to you as well as any person interacting with you
in the course of our operation. If you are aware of any harassment, hostility,
threat, intimidation, assault or violence by, or made to, any volunteer or
intern, please contact a manager immediately. If you believe you have
been unlawfully harassed, let your manager know as soon as possible. If
you aren’t comfortable discussing the situation with your supervisor, you can
submit your complaint to the President of HMAR. All harassment
allegations will be investigated.
3. Conflicts of
Interest - If you have, or develop,
conflicts of interest with our mission or our activities, you should not serve
as a volunteer or intern for HMAR.
4. Representation of
HMAR, Dissemination of Information and Social Media - Please
communicate HMAR Information, photos, videos or other content obtained by you internally
within HMAR using the then most current policies and practices. If any HMAR Information, photos, videos or
other content is to be posted to social media sites, or distributed to other
parties where posting to social media could occur, volunteers and interns shall
follow HMAR’s Social Media Policy. If you are not sure whether a particular
instance of sending or posting content would violate HMAR’s Social Media
Policy, it is best not to send or post the material and to consult with an HMAR manager.
In addition, please do not:
public statements or statements to the press while performing duties for HMAR.
public statements or statements to the press at any time which appear to
to create a coalition on behalf of HMAR with other organizations.
individuals, groups, organizations, or government bodies or representatives on
behalf of HMAR.
agreements involving any contractual or financial obligations on behalf of
the HMAR name to organize meetings, gatherings or social events without prior
notification and approval from the appropriate HMAR manager.
funds using HMAR’s name unless approved by the appropriate HMAR manager.
or use any Confidential Information (defined above) without written consent
from HMAR management.
Photography and Videography - The collection of photos,
videos and other information associated with marine animal activity are an
important part of volunteer and intern activity and help contribute to
important research. Photos, videos and other information you submit to
HMAR will be received with the understanding that these items are provided
with a non-exclusive, world-wide, perpetual and irrevocable right and license
to copy, distribute and display any photos and videos provided to us in whole
or in part. HMAR has the right to incorporate the photos and videos, in whole
or in part, into other works (“Derivative Works”) for HMAR’s use. Volunteers
and interns acknowledge that the photos and videos submitted to HMAR may be
altered, excerpted and/or combined with other materials to the benefit of the
HMAR mission and objectives. Volunteers and interns acknowledge that HMAR may
or may not provide credit on such photos and videos as the medium may allow,
and agree to provide images that are free of watermark, copyright symbols and
claim of credit. Volunteers and interns shall abide by HMAR's Social
Media Policies when posting or publishing information, photos, videos or other
content to social media sites, or when sharing this information or content with
others individuals where posting to social media sites could occur.
Confidentiality - You are responsible for
maintaining confidentiality of all HMAR Information and other Confidential
Information you are exposed to by personal observation, or that is provided to
you. This information is the sole property of HMAR and may not be
disseminated without the written approval of HMAR management.
7. Dress Code
- HMAR is a professional organization that deals
with the public on a daily basis. So our dress code policies are
important to ensure the maximum impact and success of our activities.
Your dress, behaviors and attitudes are a direct reflection on our organization
and our cause.
on duty in field response assignments, you must wear a HMAR field response
shirt or other HMAR-approved apparel. This is critical to ensure we
maximize opportunities for public engagement and interaction, to build
awareness and recognition of our organization, and so that law enforcement or
other personnel may easily identify you.
on duty in other public-facing assignments (such as school education activity)
you will wear the professional attire appropriate for the activity.
assigned to a role involving potential direct contact with animals, additional
dress code requirements will apply.
8. Drugs, Alcohol and
Weapons Policy - HMAR volunteers are reminded
that they must comply with all state and federal laws regarding use of alcohol,
illegal drugs or weapons as defined by Hawaii State law. Before performing any duties for HMAR, please
consider that use of alcohol, legitimately prescribed or over-the-counter drugs
may affect your reaction times, present a public and personal safety issue, and
affects public perceptions of HMAR, our team and our cause. When in doubt, notify HMAR so we can assign
another volunteer or intern.
9. Scheduled or
Assigned Activity - Please make every effort to
show up and be on time for scheduled or assigned activity. We recognize
that there may be times when being late or absent for an activity can’t be
avoided. In those cases, it’s your responsibility to contact your manager
as soon as possible when you know you will be late or absent.
Specifically Documented Policies and Procedures - In
certain cases, there will be additional policies and procedures covering
specific tasks, operations or activities. Due to the additional detail
that might be needed, these additional policies and procedures will be
distributed separately from this manual. These additional policies and
procedures must be adhered to just as the policies in this manual.
Relatives and Pets - Friends
and family members 16 years of age or older may accompany volunteers during
HMAR activity so long as those individuals are not performing the tasks
specifically designated for a volunteer, such as animal assessment, animal
identification, engagement and education of members of the public,
establishment of seal resting areas, etc.
If family members or friends wish to perform tasks specifically
designated for a volunteer, they should be registered with HMAR and shall have
completed appropriate training for the specific volunteer activity performed. Friends and family members, who are not
registered, trained and accepted HMAR volunteer members are not covered under
the Federal Volunteer Act nor the insurance coverage provided by HMAR. Pets are never allowed during HMAR activity. NOTE:
Friends and family members may not accompany interns during HMAR activity.
12. Ending of Volunteer
or Intern Role - If your association with HMAR ends, you
are required to return any HMAR property (HMAR-provided supplies,
printed materials, etc.) that is in your possession within 48 hours of the
notice of termination.
III. Volunteer and
Intern Recruitment and Placement
1. Recruitment of
Minors or Court Appointed Community Service Requirements - Due
to HMAR insurance requirements we cannot accept volunteers under the age
of 18 unless those individuals are 16 years of age or older and are accompanied
by a parent or guardian during all HMAR activity. HMAR cannot accept
interns under the age of 18. HMAR is
also not able to accept volunteers or interns needing to fulfill court
appointed community service requirements.
2. Volunteer and
Intern Screening, Acceptance and Appointment - HMAR may employ background and driver’s record screening prior to acceptance as a
volunteer or intern. Costs of screening will be paid by HMAR. Service with HMAR will begin when you receive a
written, email or text notification from an HMAR manager. You should not
carry out the tasks of any position until you have been accepted, and trained
for the position.
3. Accident or
injury - Any injury to yourself should
be reported immediately to the applicable supervisor. If requested by HMAR, the
volunteer or intern needs to complete an incident report.
Supervision and Ending of Relationship
1. Orientation and
Guidelines - All volunteers and interns
will attend a general orientation covering the mission, purpose and work of
HMAR. Orientations will occur prior to volunteer or intern field training and
assignment. All volunteers and interns must complete applicable release
and policy acknowledgment forms.
2. Lines of
Communication - You should have a complete
understanding of your work assignments to ensure success. To keep the
lines of communication open, and to impart important information, you are
expected to read HMAR newsletters, e-mails, online postings and to attend HMAR training sessions. HMAR management must approve any communication that
uses the HMAR name, or suggests that the sender is acting on behalf of
HMAR. Lines of communication should operate in both directions and should
exist both formally and informally. You are encouraged to discuss any concerns
related to your position with HMAR management.
3. Ending of
Relationship - You are under no contractual
obligation to continue your service at HMAR. It is requested that if you
intend to leave, you should provide advance notice of departure and the reason
to your manager. In the event that you leave your position, whether
voluntarily or involuntarily, or are reassigned to a new position, it will be
the responsibility of HMAR management, not the volunteer, to communicate these
changes to other HMAR volunteers, interns and staff.
V. Expenses, HMAR Property and Materials
1. Reimbursement of
Expenses - You may be eligible for
reimbursement of reasonable predetermined personal expenses incurred while
conducting activities for HMAR. Your manager must provide prior approval for
any reimbursement before any money has been expended. Upon request, you may be
provided with an annual report of the estimated mileage driven in the
course of your activity for HMAR. Certain mileage related expenses
reported by HMAR may be deductible as a charitable contribution but you should
consult a tax professional. It is vital that you adhere to the policies
and procedures for reporting your activity.
2. Access to HMAR Property and Materials
approved by your manager, you may have access to HMAR materials and
property to be used in the course of your duties. These materials and
property will only be used when directly required for HMAR purposes.