Project Guide

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                  PROJECT GUIDE

The information in this packet is provided to assist you in initiating and
documenting a Master Naturalist project. The various forms you will require
are provided with a brief description of their uses. Additional blank forms
are available in the Denton County Extension Office or can be requested
from the current Projects Coordinator by phone or email. You will complete
and return these forms to the Extension Office in person, by fax, or by mail.
The Projects Coordinator may designate certain forms as approved to obtain
and submit by email, please check with the current Projects Coordinator.

I.    Project Initiation Form
II.   Service & Project Sign Up Sheet
III. Contact Sheet
IV.    Request For Advanced Training Approval Form
V.    Advanced Training Hours Credit Form & Advanced Training
VI.   Advanced Training Sign In Sheet
VII. Master Naturalist Project Service Hours Log
VIII. Volunteer Participation Log
IX. Project Status Report
X.    Project Final Report
XI.   Texas Master Naturalist Program & Project Survey
XII. The Final Farewell & Thanks

Handouts Also Included In This Guide:
    Advanced Training Guide (Handout A)
    Project Manager Responsibilities Checklist (Handout B)
    Project Planning Checklist (Handout C)
    Helpful Hints (Handout D), The Newsletter (Handout E)
    Current Board and Extension Office Info (Handout F)

                     PROJECT GUIDE


You may initiate a project from your own community or you can choose one
from the Request Forms in the Master Naturalist Project binder in the
office. You will be the Project Manager for the project you initiate. Be sure
you obtain a current Chapter Membership Roster for use in contacting
members. Always keep copies of all forms and documents you submit.


When you have determined the project you want to do, complete a “ Project
Initiation Form”. The original of this form should be placed in the PROJECTS TO
BE APPROVED portion of the Master Naturalist Binder in the Extension Office or
given to the Projects Coordinator. Be sure to include a map and directions with this
form, especially if your project is rural or open space.

New projects are approved at the next Elm Fork Chapter Board Meeting. You must
submit your Project Initiation Form including Contact Sheets to the Projects
Coordinator in person or by placing it in the binder as instructed above to have your
project approved at the next Board meeting. The Project Coordinator presents the
projects for consideration to the Board. You are encouraged to attend the meeting
to answer questions or personally present your project, but it is not required. Once
your project is approved by the Board, it is assigned a project number P-_____. Be
sure this number is on each form, document, or photo you submit for your project.

Your approved project will be on file in the CURRENT PROJECTS section of the
Master Naturalist Binder in a plastic cover. Copies will be available behind the
original in the book for people to take. If you need Master Naturalist volunteers,
you can place a “Service & Project Sign Up Sheet” in the binder. You can also use
this sheet to set out at chapter meetings to get people signed up. The “Service &
Project Sign Up Sheet” provides you with phone numbers, email addresses and
times people are available to help.


When you need to recruit Master Naturalist volunteers for a project or a service
activity, use the “Service & Project Sign Up Sheet”. You can set this sheet out at
training or the chapter meetings to get people signed up. The “Service & Project
Sign Up Sheet” provides you with phone numbers, email addresses and times people
are available to help.

Once you complete the activity, turn in the “Service & Project Sign Up Sheet” with
the paperwork related to the activity to the Projects Coordinator.

For example, if the activity was related to your approved project, you will attach
the “Service & Project Sign Up Sheet” to your Project Status Report or Project
Final Report. If it was part of a volunteer service activity, you turn it in with your
Contact Sheets to document volunteer service hours completed.


The contact sheet serves several purposes. It provides a record of the people and
organizations you interact with in the performance of your Master Naturalist
volunteer role, creates a log of the outcome of your interaction with those parties,
and provides a means of keeping track of site visits, one time events and volunteer
service hours.

The Contact Sheet is used for all contacts including Project contacts. You fill out a
contact sheet for each person or organization contacted; it’s like an address book
for your project. In the future, these contact sheets cumulatively are a record of
all the people you have interacted with as a Master Naturalist in completing your

For example, you are asked to establish a nature trail. You fill out a contact sheet
for the person or organization that contacted you. You keep track of your
activities related to the contact (phone calls, meeting, etc.).
When you have completed the project or your interaction with the contact person,
you summarize the outcome.
For example: “Troop Leader & Scout Troop ABC with twelve (12) members age ten &
eleven were assisted in establishing a 1 mile trail at Lake Somewhere.”

Total your volunteer service hours at the bottom of each contact sheet. This will
help you keep track of the time spent but often overlooked as service hours. In
the future, should the same type of project be initiated, your contacts may prove a
valuable resource for other Master Naturalists.

The Contact Sheet is also used to record contacts for volunteer service hours not
related to a project.

Occasionally, an opportunity for providing Advanced Training Hours will present
itself in doing your project. To get approval for this advanced training, you submit
a “Request for Advanced Training Approval” Form to the Advanced Training
Coordinator or Projects Coordinator.


You may have opportunities to offer or attend Advanced Training courses during
the course of your project or as you complete your requirements to become or
remain certified as a Master Naturalist. If your project will generate or support
such a training opportunity, complete a “Request for Advanced Training Approval”
Form and submit it to the Advanced Training Coordinator or Projects Coordinator.

The Advanced Training or Projects Coordinator submits the request to the
Chapter’s Board for approval. When approved, the opportunity is listed in the
Newsletter for any Master Naturalist to attend and get credit for
Advanced Training Hours. If you offer Advanced Training with your project,
you will be responsible for providing and later turning in an “Advanced Training Sign
In Sheet” to record participants.

Whenever you attend Advanced Training, whether separate or as part of your
project, you must complete and turn in an “Advanced Training Hours Credit Form“
and an “Advanced Training Survey” to receive credit for the hours.


The “Advanced Training Hours Credit Form” is a request to receive credit for
attendance of approved Advanced Training. The “Advanced Training Survey”
provides the Board with feedback about the training content and instructor.

This helps the Board determine the quality of the training received and whether it
should be offered again in the future. Be sure to record your advanced training
hours on your personal record sheet in the binder.


When you offer advanced training as part of your project, use the “Advanced
Training Sign In Sheet” to record everyone who attends.
This form should be turned in with your next Project Status or Final Report.
Be sure to submit your “Advanced Training Hours Credit Form” & “Advanced
Training Survey” for the advanced training to get credit even if you are the Project
Manager. Be sure to log your hours on your record sheet in the binder.


The “Master Naturalist Project Service Hours Log” is used to record project
service hours. This log is used for your Master Naturalist volunteers when they
participate on your project. You will also have non-Master Naturalist volunteers
who will be participating in your project. They sign in on the “Volunteer Participation
Log.” This log makes the record keeping for the Master Naturalists hours simpler.


Use this form to sign in any Non-Master Naturalist volunteers who participate in
your project. The “Volunteer Participation Log” serves two purposes; it helps you
keep track by creating a name and phone list of volunteers so they can be contacted
again and documents the number of volunteers at each workday.


Once the Board has approved your project, you are required to submit a “Project
Status Report” to the Projects Coordinator on the first of each month to be
reported at the monthly Chapter Board meeting. This gives the Board a brief
update on the current status of your project. This helps the Board monitor the
progress of your project and provide assistance or recommendations. The Projects
Coordinator may approve this form for email use. Please check with the current
Projects Coordinator.


When you have completed your project, you are required to submit a “Project Final
Report” to the Chapter Board. This provides the Board with a means of evaluating
and documenting the project in the program. All forms related to the project are
turned in and reviewed with the Project Final Report. The Board will then
determine if the project is completed and whether the project will be closed or
remain ongoing perhaps as a Chapter Signature Project.


You will provide the organization or person served by the project a “Texas Master
Naturalist™ Project & Program Survey” brochure for them to complete, sign and
return by mail to the address on the brochure. This survey will be used to evaluate
the project from the recipient’s viewpoint; to obtain feedback on the impacts and
perceptions of the Program from those we serve. This survey will help the Board
evaluate the overall project structure and determine areas for improvement.


Goodwill and encouraging volunteer participation is a large part of the job as
Project Manager. A simple thank you note to all volunteers after a workday will
often encourage people to come back again. Arrange a lunch break or snacks and
drinks on a full workday. If you keep the workday fun, you will get those volunteers
to come back again. Be sure everyone who participated is notified when your
project is complete and be sure they are all invited if there is a dedication or
ceremony. Consider holding a tour or hosting a picnic on the site to celebrate and
be sure the person you did the project for is invited and recognized. You can
coordinate these activities with the Chapter Board at your project final review.

Remember to always send a Thank You at the end of your project to the recipient
of your services. Texas Master Naturalist™ note cards or stationary are available
by request for this use from the Chapter Secretary or Extension Office.



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