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Volunteer Facilitators
General
Materials
Educational
Events
Hemlock
Treatment
Field Insectaries Hemlock Restoration on Trout Streams Certificates of Appreciation
Role of Volunteer FacilitatorsWith the Hemlock Help Line 706-429-8010SM 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 2/20/23), 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 1/12/22). Here is the latest list of SGH Facilitators in Georgia - Eastern Counties or SGH Facilitators in Georgia - Western Counties (updated 2/24/23) to locate Facilitators in those parts of the state. And here is the latest list of SGH Facilitators in Other States (updated 2/24/23). 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 MaterialsGeneral Materials•
QUARTERLY
ACTIVITY REPORT (updated 4/3/25) -- 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
(both updated 4/3/25). • 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. • Letter to Realtors & Property Managers (updated 2/23/23) -- 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 2/23/23) -- 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 2/9/21) -- 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. After the event, the project
manager will forward the completed form to
heidi@savegeorgiashemlocks.org.
• Pesticide Acronyms -- A glossary of common (and not-so-common) acronyms used in the pesticide industry. •
Project Report (updated
2/23/23) -- If you lead any kind of hemlock
project, you should
complete this short report at the end of the event and then forward it to
heidi@savegeorgiashemlocks.
Choose either the Word version or
Excel version
(both updated 2/23/23). • Soil Injector Lending Procedures (updated 2/8/23) -- An explanation of SGH policy regarding lending our soil injectors for public use and sample record-keeping ledger for SGH members who have custody of our injectors to lend. •
Template
- Project Details (updated 2/25/23) -- Whenever you are planning any
kind of project involving volunteers, you should use this template to communicate information regarding logistics, preparation, and conduct of the project.
Be sure to include our Communications Director on the email. Educational Events - Project Management• Educational Event Checklist (updated 2/20/23) -- 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 2/9/19) -- 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 heidi@savegeorgiashemlocks.org so the names can be added to our master distribution list for newsletters and announcements. • Pre-Presentation Questionnaire (updated 2/25/23) -- 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
2/25/23) -- We would appreciate your using this evaluation to gather feedback
from the audience so we can continually improve our educational efforts. Hemlock Treatment - Project ManagementSGH 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, and property owner associations. Below are various forms to be used on hemlock treatment projects; application instructions and other tools can be found on the Resources page. •
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. • Checklist for Hemlock Treatment Projects (updated 2/21/23) -- This document lists the supplies and equipment needed to conduct hemlock treatment projects on public lands (including USFS and DNR) and private property. •
Hemlock Treatment Log -- 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. Click here for a
Word version or Excel version (both updated 2/23/23). •
Project Leader Instructions for Hemlock
Treatment Projects (updated
2/23/23) -- This document covers project planning and preparation, personal and
environmental safety, and conduct of SGH hemlock treatment projects. It
includes suggested tailgate briefings to be given to team leaders first and then
to all 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. Sapling Digging - Project ManagementSGH conducts hemlock sapling/seedling rescue / digging 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 Digging Projects (updated 2/21/23) -- 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 Digging Projects (updated 2/21/23) -- This document covers project planning and preparation, personal and environmental safety, and conduct of hemlock sapling/seedling rescue projects. • Volunteer Instructions for Hemlock Sapling Digging Projects (updated 2/21/23) -- This quick reference sheet for volunteers lists the steps for rescuing hemlock saplings and seedlings. Note that this is a two-up form. • Sapling Digging - Illustrated (updated 2/21/23) -- A graphic version of the step-by-step instructions for rescuing saplings.
Sapling Potting - Project ManagementWhenever possible, freshly dug saplings should be potted the same day or as soon as possible. Between the time they are dug and the time they are potted, the little trees should be kept in a protected shaded site and their roots kept moist. • Checklist & Budget for Hemlock Sapling Potting Projects (updated 2/21/23) -- 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 2/23/23) -- 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 2/23/23) -- 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
2/23/23) -- A graphic version of the
step-by-step instructions for potting saplings. Seedling Potting in Newspaper Cups - Project Management• Checklist & Budget for Hemlock Seedling Potting in Newspaper Cups (updated 2/21/23) -- 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 2/23/23) -- 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
2/23/23) -- 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. Sapling Planting - Project ManagementThe documents in this section pertain to general planting projects. Note that there are separate instructions for planting in a field insectary or along trout streams -- see below. • Checklist & Budget for Hemlock Sapling Planting Projects (updated 2/21/23) -- 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 2/23/23) -- 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 2/23/23) -- 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
2/23/23) -- A graphic version of the
step-by-step instructions for potting saplings. Field Insectary - Project Management• Checklist & Budget for Hemlock Field Insectary Projects (updated 2/21/23) -- 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 (updated 2/21/23) -- 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 (updated 2/21/23) -- 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. Hemlock Restoration on Trout Streams - Project Management• Checklist & Budget for Hemlock Restoration on Trout Streams Projects (updated 2/21/23) -- 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 (updated 2/23/23) -- 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
(updated 2/23/23) -- 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. Certificates of Appreciation• Certificate of Appreciation for Saving Your Hemlocks (2/20/23) -- 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. •
Student Volunteer Thank-You Letter (updated
2/26/23) -- If high school or college students 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. • Certificates for Children -- These are thank-you certificates to give to children of varying levels of maturity at the end of a SGH Hemlock Lesson or any hemlock project or event they participate in. * Certificate - Tree Hugger (2/20/23) * Certificate - Hemlock Hero (2/20/23) * Certificate - Planet Protector (2/20/23)
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