Role of Volunteer Facilitators

With the Hemlock Help Line 706-429-8010 ^SM as the central point of contact and coordination, Volunteer Facilitators in each county are the primary local vehicle for directly assisting other property owners.  They are trained in assessing HWA problems, explaining the control methods and options for getting the work done, setting property owners' expectations, and helping property owners implement their chosen solution.  Here's how the assistance opportunities generally flow.

Volunteer Facilitators play a valuable role in serving as good-will ambassadors for the hemlocks and SGH, proactively spreading the word about the HWA problem and available solutions, and participating in educational events and charitable service projects.  Click here to see the full Facilitator Job Description (updated 2/9/19), which describes the purpose of the Hemlock Help Program, role of Volunteer Facilitators, special training they receive, types of activities they can perform, and general flow as they provide assistance to others.

Because of the large geographic area in north Georgia which comprises the natural hemlock habitat and the diversity of conditions and local needs in various counties, Save Georgia's Hemlocks has also developed a Lead Area Facilitator role to enhance communication, needs identification, resource identification, coordination, and tracking such that a higher level of service may be provided to communities.  Click here to see the Lead Area Facilitator Job Description (updated 2/9/19).

Here is the latest list of SGH Facilitators in Georgia (updated 6/8/21); choose the "east" or "west" tab to locate Facilitators in those parts of the state.  And here is the latest list of SGH Facilitators in Other States (updated 6/8/21).
Note:  As a courtesy to other Facilitators, if you have a client who needs help and want to refer that person to another Facilitator, please DON'T give out the Facilitator's contact information; instead, give the Facilitator the contact information for your client and request the Facilitator to contact the client.

Volunteer Facilitator Materials

General Materials

■   QUARTERLY ACTIVITY REPORT (updated 1/25/21) -- Because the IRS and the Georgia Secretary of State's Office require certain information about our total volunteer hours/activity each year, and also because prospective donors and members may consider this information in making decisions about charitable giving and membership, please keep a concurrent record of your Facilitator activities and hours for each calendar quarter and submit it within a week after the end of the quarter.  Click here for a fillable PDF version or fillable Word version.  To use either form:
1. Click on the link above to open the form.
2. Download and save the form on your computer.
3. Fill in the highlighted sections and then Save As with your name and the end-of-quarter date.
4. Attach the completed form to an email and send it to donna@savegeorgiashemlocks.org.

■   Becoming a Professional Pesticide Applicator in Georgia (updated 1/2/20) -- This document is intended for individuals who may be considering getting a pesticide applicator license in Georgia.  It provides complete information on the licensing requirements for the three levels of licenses, obtaining the study materials and taking the exam, acquiring a business license and liability insurance, equipment and treatment materials, license renewal schedule, and a cost summary.

■   Certificate of Appreciation for Saving Your Hemlocks (4/17/19) -- This is a certificate you can print, fill out, and give to a client when you have helped them get their hemlocks treated.  It's just a little personal touch to thank them for taking care of their hemlocks, informing them about what improvement to expect, and reminding them of when their trees will need retreatment.

■   Expense Report & Reimbursement Request (updated 4/17/19) - Facilitators and Leadership Team members can use this Excel spreadsheet to request reimbursement for SGH-related expenses that were paid out-of-pocket.  A copy of the transaction receipt should be attached and forwarded to the Treasurer.

■   Facilitator Release & Waiver of Liability (updated 2/9/19) -- This Volunteer Release & Waiver of Liability form is required by our insurance company for all SGH Facilitators.  It should be completed during Facilitator training.

■   Letter to Realtors & Property Managers (updated 4/17/19) -- Realtors, property managers, and property inspectors are in a unique position to spread the message about the hemlocks with their clients who may not be aware of the problem and solutions.  We hope these professionals will share it as widely as possible through their web sites, newsletters, or the printable flyer on the second page that they can attach their business card to.

■   Letter to Retailers (updated 4/17/19) -- We want to encourage as many retailers as possible to carry the recommended Imidacloprid and Dinotefuran HWA treatment materials in hopes that if property owners can find the products locally, they will save more hemlocks.  Therefore, to make it easier to persuade additional retailers, please share this letter with them.  It addresses some of the misconceptions and concerns they might have about carrying the products,  provides the names of the commonly available products, and lists wholesalers that market to the southeast.

■   Membership Form (updated 2/9/19) -- If someone is interested in joining SGH or making a donation to SGH, you can print this membership form for them to fill out and mail in with their check made out to Save Georgia's Hemlocks at the address shown on the form.

■   Sign-in & Waiver of Liability form -- Every person participating in a SGH service project or outing of any kind must sign this form before beginning work.  Note that youth participants (under age 18) must bring a signed parental/guardian permission form to the project.
* SGH-only Sign-in & Waiver of Liability for Adults (updated 02/28/22)
* SGH-joint Sign-in & Waiver of Liability for Adults (updated 02/28/22)
* SGH-only Parental/Guardian Permission for Minors (updated 02/28/22)
* SGH-joint Parental/Guardian Permission for Minors (updated 02/28/22)
* SGH-DNR Sign-in & Waiver of Liability - State Parks (updated 02/28/22)
* SGH-DNR Sign-in & Waiver of Liability - Wildlife Resources (updated 02/28/22)
* SGH-USFS Sign-in & Waiver of Liability (updated 02/28/22)

■    Pesticide Acronyms -- A glossary of common (and not-so-common) acronyms used in the pesticide industry.

■   Project Report (updated 3/26/19) -- If you lead any kind of hemlock project, you should complete this short report.  Word version or Excel version.  To use this form:
1. Click on the link to open the form.
2. Download and save the blank form on your computer.
3. Fill in the saved form on your computer and then Save As with your name and the project date.
4. Print and mail the completed form to Save Georgia's Hemlocks, 37 Woody Bend, Dahlonega, GA  30533.

■   Quick Reference Card: Infestation Photos & Facilitator Visit Checklist (updated 2/9/19) - One side of this card is a checklist for Facilitators making on-site visits.  The other side shows four stages of HWA infestation on a branch and on a whole tree and includes treatment recommendations for each stage.  This document is laid out 2-up for back-to-front printing and can be cut and laminated to use for demonstration and explanation during Facilitator visits.

■   Student Volunteer Thank-You Letter (updated 3/6/18) -- If student participants would like to receive credit for volunteering on a SGH service project or educational event, you can use this letter to recognize the nature of their service and amount of time they contributed (including travel time) and email it to them after the project.  This is a Word document that you can download and customize as needed.

Materials for Educational Events

■   Educational Event Checklist (updated 4/6/16) -- This is a list of equipment and supplies that may be needed for giving a brief presentation, conducting a Hemlock Help Clinic or Facilitator Training Workshop, setting up a seedling potting/education station at schools or other kids' events, or setting up a full information booth at fairs/festivals.

■   Interest Sign-Up Sheet (updated 02/09/19) -- If you have an opportunity to teach a class, make a presentation to a group, or staff an information booth, please ask the attendees and visitors to sign the Interest Sign-Up Sheet.  E-mail addresses are particular important since that method of communication is fast and free!  Let people know we never share our list with anyone. Please mail completed Interest Sign-Up Sheets to Save Georgia's Hemlocks, 37 woody Bend, Dahlonega, GA  30533  so the names can be added to our master distribution list for newsletters and announcements. 

■   Pre-Presentation Questionnaire (updated 1/27/15) -- If you have the opportunity to give a presentation, you may find it helpful to use this questionnaire to get an understanding of the audience's current level of knowledge, interests, and expectations and align your presentation accordingly.  It can be used in an interview or provided as hard copy to be filled in.

■   Post-Presentation Evaluation (updated 1/27/15) -- We would appreciate your using this evaluation to gather feedback from the audience so we can continually improve our educational efforts.

Materials for Hemlock Treatment Projects

SGH conducts hemlock treatment projects in support of the U. S. Forest Service and the Georgia Department of Natural Resources as well as charitable hemlock treatment projects in partnership with civic organizations, other nonprofits, property owner associations, and individual property owners. 

■   Caution Sign -- For any SGH hemlock treatment project, a paper copy of this sign should be filled out and posted at the entrance to the treatment area.  Instructions for how to fill it out are included on the second page.  The sign should be removed after any re-entry interval has expired. 
* SGH Caution Sign (3/2/17)
* SGH-DNR Caution Sign (3/2/17)
* SGH-USFS Caution Sign (11/11/15)

■   Checklist for Hemlock Treatment Projects (updated 09/27/21) -- This document lists the supplies and equipment needed to conduct hemlock treatment projects on public lands (including USFS and DNR) and private property. 

■   CHEMICAL CALCULATOR (updated 03/03/22) -- This tool can be used to estimate the amount and cost of chemical needed for a hemlock treatment project.  After the Instructions tab, it contains sheets for Imidacloprid 75 WSP, Imidacloprid 2F/2L, Imidacloprid CoreTect, Safari 20 SG, and a few other chemicals/formulations.  A new Summary page has been added as the last tab containing a chart of the DIY cost to treat individual trees in each size range with each chemical.   It is an Excel spreadsheet that you should download to your own computer instead of trying to use it on line.

■   Chemicals, Contacts and Sources (updated 02/14/22) -- Consolidated reference sheet containing contact information for purchasing hemlock treatment products, borrowing soil injectors, qualified hemlock treatment professionals, and purchasing hemlock saplings.

■   Hemlock Treatment Log (updated 11/12/19) -- This document is used to record the tag number and diameter of trees that are treated on a charitable hemlock treatment project.  Copies of it should be placed on the clipboard in each work kit.  Note that the USFS and DNR usually provide their own treatment logs.

■   Project Details Template for Hemlock Treatment Projects (updated 03/01/22) -- Whenever you are planning a hemlock treatment project involving volunteers, you should use this template to communicate information regarding logistics, preparation, and conduct of the project.  This is a Word document that you can download and customize as needed.

■   Project Leader Instructions for Hemlock Treatment Projects (updated 03/01/22) -- This document covers project planning and preparation, personal and environmental safety, and conduct of hemlock treatment projects including the standard tailgate briefing for team leaders and volunteers..

■   Special forms for joint SGH-USFS treatment projects -- These two forms should be completed for each hemlock treatment project and turned in to the Forest Service upon completion of the project.
* USFS Insecticide Application Data Form (draft 3/28/16) -- to be prepared by the project manager.
* USFS Job Hazard Analysis Soil Application of Insecticide (draft 3/28/16) -- to be signed by each participant.

Materials for Hemlock Seedling/Sapling Rescue Projects

SGH conducts hemlock sapling/seedling rescue projects to provide little trees to offer for adoption at fairs and festivals, donate to schools and nonprofits, or use for reforestation projects as well as to preserve small trees that otherwise would not be saved.  Rescue projects may be done stand-alone or in conjunction with a hemlock treatment project but may only be done with the property owner's or manager's permission. 

Rescued seedlings are generally harvested a day or two before a seedling potting education event, retained in buckets of water or damp soil until the event, and then potted in biodegradable newspaper cups.  Rescued saplings may be transported bare-root for immediate replanting or potted later for future use, but the time between rescue and potting should be minimized as much as possible. 

■   Checklist & Budget for Hemlock Sapling/Seedling Rescue Projects (updated 8/3/21) -- This document lists the supplies and equipment needed to conduct hemlock rescue projects on sites where the property owner or manager has given us permission to dig. 

■   Project Leader Instructions for Hemlock Sapling/Seedling Rescue Projects (updated 3/26/19) -- This document covers project planning and preparation, personal and environmental safety, and conduct of hemlock sapling/seedling rescue projects.

■   Volunteer Instructions for Hemlock Sapling/Seedling Rescue Projects (updated 10/9/20) -- This quick reference sheet for volunteers lists the steps for rescuing hemlock saplings and seedlings.  Note that this is a two-up form.

■   Sapling Rescue - Illustrated (updated 10/9/20) -- A graphic version of the step-by-step instructions for rescuing saplings.

Materials for Hemlock Seedling Potting in Newspaper Cups

■   Checklist & Budget for Hemlock Seedling Potting in Newspaper Cups (updated 8/3/21) -- This educational activity, in which school children pot hemlock seedlings to take home or plant on campus, generally occurs at a SGH Education Station at a kids festival.  This document lists the equipment and supplies needed to conduct such a project. 

■   Project Leader Instructions for Hemlock Seedling Potting in Newspaper Cups (updated 8/3/21) -- This document covers the goal and objectives for this activity, equipment and supplies needed, set-up of the Education Station, opening questions to establish interest, instructions for making the newspaper cups and planting the seedlings in them, and closing questions.

■   Volunteer Instructions for Hemlock Sapling/Seedling Rescue Projects (updated 8/3/21) -- This quick reference sheet lists the steps for adult volunteers to assist the children in making the newspaper cups and potting their seedlings in them.  Note that this is a two-up form.

■   Certificate - Hemlock Hero (3/14/10) -- This certificate can be presented as a thank-you to children who pot seedlings.  It is generally appropriate for younger children and requires no customization.

Materials for Hemlock Sapling Potting Projects

Whenever possible, freshly dug saplings should be potted the same same or as soon as possible.  Between the time they are dug and the time they are potted, the roots must be kept moist. 

■   Checklist & Budget for Hemlock Sapling Potting Projects (updated 5/16/21) -- This document lists the equipment and supplies needed to conduct a sapling potting project as well as a typical budget. 

■   Project Leader Instructions for Hemlock Sapling Potting Projects (updated 5/16/21) -- This document covers Project planning and preparation, orientation for volunteers, conduct of the project, ending tasks, transporting the potted saplings, and maintenance of newly potted saplings.

■   Volunteer Instructions for Hemlock Sapling Potting Projects (updated 10/10/20) -- This quick reference sheet for volunteers lists the steps for potting hemlock saplings.  Note that this is a two-up form.

■   Sapling Potting - Illustrated (updated 10/10/20) -- A graphic version of the step-by-step instructions for potting saplings.

Materials for General Sapling Planting Projects

The documents in this section pertain to general planting projects.  There are specific instructions for planting in a field insectary or along trout streams -- see below. 

■   Checklist & Budget for Hemlock Sapling Planting Projects (updated 8/3/21) -- This document lists the equipment and supplies needed to conduct a general sapling planting project as well as a typical budget. 

■   Project Leader Instructions for Hemlock Sapling Planting Projects (updated 5/15/21) -- This document covers site selection, project planning and preparation, orientation for volunteers, conduct of the project, ending tasks, and maintenance of newly planted saplings.

■   Volunteer Instructions for Hemlock Sapling Planting Projects (updated 3/8/21) -- This quick reference sheet for volunteers lists the steps for planting hemlock saplings.  Note that this is a two-up form.

■   Sapling Planting - Illustrated (updated 5/16/21) -- A graphic version of the step-by-step instructions for potting saplings.

Materials for Hemlock Field Insectary Projects

■   Checklist & Budget for Hemlock Field Insectary Projects -- This document lists the equipment and supplies needed to conduct a project to plant saplings in a hemlock field insectary, as well as a typical budget.

■   Project Leader Instructions for Hemlock Field Insectary Projects -- This document covers site selection, project planning and preparation, orientation for volunteers, conduct of the project, ending tasks, and ongoing maintenance of newly planted saplings.

■   Volunteer Instructions for Planting a Hemlock Field Insectary -- This quick reference sheet for volunteers lists the steps for planting saplings in a hemlock field insectary.  Note that this is a two-up form.

■   Volunteer Instructions for Maintaining a Hemlocks Field Insectary -- This quick reference sheet for volunteer described the tasks for maintaining newly planted saplings in a hemlock field insectary.  It is separate from the planting quick reference above since the volunteers who help maintain the trees may be different from the ones who plant them.  Note that this is a two-up form.

Materials for Hemlock Restoration on Trout Streams Projects

■   Checklist & Budget for Hemlock Restoration on Trout Streams Projects -- This document lists the equipment and supplies needed to conduct a project for hemlock restoration on a trout stream, as well as a typical budget.

■   Project Leader Instructions for Hemlock Restoration on Trout Streams Projects -- This document covers site selection, project planning and preparation, orientation for volunteers, conduct of the project, ending tasks, and ongoing maintenance of newly planted saplings.

■   Volunteer Instructions for Hemlock Restoration on Trout Streams Projects -- This quick reference sheet for volunteers lists the steps for planting hemlock saplings along a trout stream.  Note that this is a two-up form.